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Aleph@UF: Copy Cataloging of Music Sound Discs for AFA and Other Locations

Cataloging procedures and policies

Copy Cataloging of Music Sound Discs for AFA and Other Locations

Updated May 2013

The majority of music sound discs are now housed in the Architecture and Fine Arts Library; however, music sound discs are also sometimes housed in the Latin America Collection and in Library West (including the Judaica, Africana and Asian collections). The processing of AFA sound discs differs from the other branches. Throughout the procedure it will be pointed out when the procedure diverges for the different locations.

Music sound discs arriving from the Print and Media Unit in Acquisitions generally will have provisional records with printouts of the records accompanying the discs. Music sound discs arriving from Gifts and Exchange or mixed in with the LAC approvals generally will not have provisional records, but another institution may already have a record in Aleph.


In Aleph: Search by the publisher number in the Browser search. You’ll find the search under “number, publisher” in the alphabetical list of available searches. On the bibliographic record the publisher number can be found in the 028 field. The location of the publisher number can vary, it is usually found on the spine and/or the disc itself - as an example: RTS 4273-2. If entering the publisher number as it appears on item results in no hits, it may be necessary to try different combinations of the number with or without spaces, dashes, letters, etc. For example any of the following might work depending on how the number was entered in the 028 field of the OCLC record: RTS 4273-2, RTS4732-2, 42732, 4273-2, etc. Music sound recordings from countries outside Europe and the U. S. often do not have a publisher number. If there is no publisher number or you get no hits for other reasons, search by ISBN. If you still get no results, try keyword searching. Searching sound discs of classical music in Aleph is often easier if done using the Find (keyword) search rather than Browse. Try searching at least two different indices. For example, if the title of a sound disc is Capriccio and the solo performer is Enrico Calcagni, use both pieces of information in your search since capriccio is a common form in classical music. You also might try the name(s) of the composers whose works are preformed or musicians or singers listed as performers.

In Connexion: Search the music sound discs first by publisher number (mn: is the code for the         publisher number). If there are no hits using a publisher number, then search by ISBN. If you still get no hits try the title (if discernable - not always obvious on classical CD cases), composer, conductor, performer, librettist, etc. When using name searches it is best to use multiple names in all three search boxes in Connexion to ensure a narrower search. Most of the information above about Aleph searching is applicable to searching in Connexion.

Identify the best record, most of the time you will find only one. Ask if you need to compare two or more records. One general guideline is that the more 650 and 700 fields the better, assuming all else equal.

When comparing different records in OCLC, pay special attention to the performers, conductor, etc.  match exactly what you have in hand. If the work is for a small group of instruments (e. g. a quintet), be sure all the instruments match exactly. There are many different possible combinations of instruments, especially in classical chamber music. The instruments can be found in a 650, for example: 650 _ _ $a Trios  (Piano, horn, violin). The same information can be found in a 700 field, for example: 700 1 2 $a Brahms, Johannes, $d 1833-1897. $t Trios, $m piano, violin, horn $n op. 40 $r E flat major. Records should have at least one subject heading. Let your supervisor know if you have a record that has no subject headings.

 If you do not find a record in OCLC or you find an extremely short record lacking a 007, 700 or 650 fields as examples, give the CD to Peter Bushnell for original cataloging.

  • Use SHIFT F11 to control headings. Uncontrolled headings will be checked in Aleph. Do not send to Peter Bushnell just because of uncontrolled subject headings.
  • Update holdings and export the record to Aleph as you normally would.
  • If you have any series authorities numbered or name authorities that cannot be located in Aleph or OCLC disregard them. Our department does not create authority records for either of these per Priscilla Williams.
  • Print the record – only after using SHIFT F11.

Working in Aleph:

  • Use either the Aleph number or OCLC number copied in Connexion to find the exported record.
  • Check the authority records for the 700 fields if not underlined.
    • If the 700 field does not have a subfield t, you can use F3 to check the authority record for the name if it is not underlined on the OCLC  hard copy. You can also search for the authority record in Connexion. Note that we do nothing if there is no name authority. We just need   to check that the form of the name is correct when there is an authority record. 
    • For 700 fields with $t there does not have to be an exact authority record for the work, only the form needs to match. There is usually at least one authority heading that is comparable. If not, refer it to Peter Bushnell.
    • For non-Western music or Western music not considered to be classical in nature, the subject headings may look more like the type of heading you are already familiar with in records for print material.
  • Accession numbers/LC call numbers: For material going to AFA, the cataloger uses the accession number macro to create accession numbers. Run the accession number macro and choose either “Music CD-regular case” or “Music CDD-wide case” based on the thickness of the case, not on the number of discs. Note that the regular width cases have a prefix of “CD-“ before the accession number, while the thick cases use the prefix “CDD-“. For example a thick case would have an accession number such as CDD- 970; while a regular size case would have one such as CD-1098. Owning locations other than AFA use LC call numbers for their music sound discs. The call numbers of all recordings of music will be from the M schedule. The M schedule was developed for print material, particularly scores; thus, it can be a little more difficult to find the best call number for a recording. Ask if you need help.
  • For AFA material, add the accession number in a 099 on the bib record with both indicators blank. Include the prefix with the accession number. Be sure to save the bib record.
  • Add searching stats (ALT 0 for macro) to the holding record.
  • Depending on whether the sound discs were previously searched, you may need to create an item and holding record. If there were searched previously, then both will already have been created. If the material wasn’t searched:
    • Create an item record.
      • The location is UFSAF CD.
      • The Material Type is BOOK.
      • The Item Status is “67”.
      • The Item Process Status is “TR”.
      • Information may need to be added to the CIRC NOTE. If there are two or more discs in the case, a circ note needs to be added: [number of discs] + booklet (Do not use square brackets.).
      • Print the call number and place the label in the lower left corner of the case, being careful to avoid placing the label on the hinge (usually a distinct strip running the length of the left side).
      • Scan the barcode into the item record, then place the barcode above the call number label on the front of the case. Note that sound discs with LC call numbers are done in the usual fashion, not as described above. For discs with LC call numbers the barcode goes on the back in the upper right corner and the call number label on the front on the in the lower left corner.
    • Create the holding record. Use a first indicator 4 in the 852. Be sure not to use the default indicator 8.
  • Add your cataloging stats to the holding record using: ALT 0.
    • Choose Shared
    • Choose Audioshared
    • Answer no to next 3 questions.
    • Choose YES  for new title list.

Example of finished music CD for AFA:



After finishing all of the music sound discs, place them in the appropriate basket in Processing.

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