Catalog Policy and Documentation Committee Minutes, April 3, 2008

Present: Steven Arakawa (chair), Ellen Cordes (recording), Michael Scott, Rowena Griem, Christine Pesch, Josephine/Pina Scalzo, Keiko Suzuki.

Absent:Tachtorn (Wheat) Meier, Penny Welbourne

Announcement: Considering the problems there have been with scheduling meeting rooms, Steve suggested that we might think about using a Wiki in lieu one meeting per month. For now, we will continue as we are. Reminder that the next meeting will be 3:00-4:30 B78.

1. Core Cataloging Online Books: Electronic Editions – Draft revision

Discussed issues relating to variant edition cataloging e-books: deriving from a record for a print copy and adding a few fields, 856 to MFHD. Current policy is not to create separate records if the individual titles cannot be accessed directly (i.e., the user has to first stop at the vendor portal). Steve will explore further the issue of adding the 856 to the MFHD and boiler plate language for individual titles to point to the vendor site. Revisit adding links from print record to e-record (or vendor site)? Which is better for maintenance?From the MFHD record or the bibliographic record of the print version?Separate individual records for the e-books is ideal but what is the trade off in extra time creating the record vs. maintaining it?.

2.Cataloging Non-musical Sound Recordings. Steve called for volunteers to try out these new procedures for cataloging recordings of the spoken word. Current OLAC training (120 slides) does only musical recordings cataloging.

The committee discussed the draft of Cataloging of Non-Music Sound Recordings: Checklist (

When to make a new record: Should be consistent with OCLC Bibliographic Formats & Standards.

3. Steve noted that Publisher Number (MARC 028) is common since the 1980s but that the absence of the number in the record does not necessitate a new record even if it is on the piece in-hand. On the other hand, if the 028 conflicts with the number on the item, a new record is generally made.

5. The committee discussed the issue of articulating here the distinction between what is primary and what is accompanying materials and the option of cataloging it separately. In the end, it must be left to cataloger judgment. It was felt that we need to make clear before the When to make a new record section the distinction between cataloging a recording versus cataloging a printed item that is accompanied by a sound recording.

028 (Publisher Number)

Examples pulled from LCDB to show the range of label name issues: ‡c c + date refers to accompanying materials. P= symbol for copyright of sound recordings. In the Example: Label name differs from publisher name (Core), you do not need a 500 note

Steve will add MARC field names to references throughout.

Chief Source

Documentation addresses compact discs and cassettes, leaving out LPs because they are unlikely in general workflow (other than Historical Sound). For the occasional LP, catalogers are referred to AACR2.

The committee discussed at length the issue of what constitutes the “container”. The distinction between seeing the information without opening the container, or pulling out booklets, inserts, etc. Is the information visible on the side, back, front? Rowena raised the issue of YUL current practice of throwing away containers as part of the Acquisitions process and housing the recordings in standardized containers. Catalogers are losing information that constitutes the “chief source.” This needs to be re-visited with Acquisitions.<per Rebecca Hamilton, SML Acquisitions staff are supposed to include the original container with the disc/cassette when it is sent for Cataloging>

The Ron Offen example is an interesting one because the titles are from the individual cassettes – there is no collective title on the chief source or the container. The collective title is only known if you listen to the cassette itself. Although a collective title is preferred & may be taken from the container, a collective title cannot be transcribed from the spoken title in 245 in preference to alisting of individual titles on the compact disc or cassette (though speaking the collective title may not be uncommon for radio recordings). In a case like this, record the source of the variant title even though this is not required by YUL core. Related issue: most YUL cataloging units would not have the capacity to listen to a cassette tape

6.1.E1 Other title Need to check further on the definition of ‡b

Examples of notes that ‡h follows ‡n and ‡p but precedes ‡b better off at 6.1.C.

6.1F Statement of responsibility (245 ‡c)

Explanatory text needed, e.g., transcription from chief source … If not on chief source, put it in square brackets. Last paragraph of this section might be better at the beginning.

The narrator/reader/lecturer is nottranscribed as part of the statement of responsibility and should be recorded in the 511 (Participant or Performer Note) field. These should also get traced as7xx.

6.2B2 Edition Statement

“Abridged” without the word “edition” is not an edition statement and belongs in a 500 note. However, if you find it in the 250, do not change it. Steve will make this part of the checklist for member copy. The disadvantage to having the abridged statement in the 500 note is that it does not display as part of the brief record.

6.4D2/6.4D3 Publisher

Examples showing various ways in which a publisher name/ series can be treated depending on how it appears: phrase for a series as a publisher’s statement, phrase for publisher as series, series established as such, etc. Since we have to follow the decision on the national level SAR, if there is no SAR it may be a good idea to make an authority record just to clarify whether the phrase is a true series or a series like phrase.

6.4 F Date of Publication

P= copyright symbol for recordings [phonogram date]. If there is only a copyright date, put it in square brackets in 260c. Unless the recording is unpublished, the recording date is not the publishing date (i.e. not put in the 260c) but recorded in field 518.

6.5B1 Extent of item

Subfield a: Use “sound disc” only for regular size (4 ¾ in.) compact discs. Reminder that compact discs may come in other than standard sizes.

6.5B2 300a

If multi-part, give total duration if individual duration is given on each piece. Estimated duration: use “ca.” only if it appears on the item; if no duration is given on the item, do not supply an estimated time. Many OCLC catalogers do not follow the LCRI and provide estimated times; we will leave these on the records but follow the LCRI for original cataloging.

Steve will verify the example on p. 10 (Lake Woebegone Summer) for LCRI 6.5C8 where the 300 seems too detailed.PCC guidelines for sound recordings have no provisions for abridging transcription of playback format

Emphasize that one does not record the size of the case. Sound disc covers both compact disc and grooved analog recordings – this is why the 500 Compact disc note is required.

LCRI 1.5E1

Insert part of container text here.

306 Guidelines say to put in formatted playing time but not required for Core.

Submitted by Ellen Cordes, April 11, 2008.

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