Tip Sheet for Sound Recording Records

SIRIS

Tip Sheet for Sound Recording Records

June 20, 1997

Record Format...... 2

Leader and Directory...... 2

Type of record...... 2

Bibliographic Level...... 2

Type of control...... 2

Encoding level...... 2

Descriptive cataloging form...... 2

Fixed Fields...... 4

Physical Description Fixed, field 007...... 4

Fixed-Length data elements, field 008...... 5

Minimally Required Variable Fields...... 6

Recommended Optional Variable Fields...... 7

Technical Details for Selected Fields...... 8

Field 040: Cataloging source...... 8

Field 245: Title Statement...... 9

Field 300: Physical Description...... 11

Extent11

Other physical details...... 12

Dimensions...... 12

Special Guidelines on Field 300...... 13

Field 351: Organization and Arrangement of Materials...... 15

Field 500: General note...... 17

Field 505: Formatted Contents Notes...... 18

Field 655: Subject Index term - Genre/Form...... 19

Sample records...... 20

Record Format

If the material being described consists solely of sound recordings or primarily sound recordings, the record should be created in the Music format, even though the recordings may not be musical sound recordings. If the material is mixed material containing some sound recordings, the Mixed Material format should be chosen. The format code in NOTIS for Music is M; for Mixed Material it is U.

Example:

Non-musical sound recording :

AA FMT M RT i BL c T/C DT 07/07/95 R/DT 04/03/97 STAT mc E/L DCF D/S D

SRC PLACE LANG MOD T/AUD REPRO D/CODE DT/1 DT/2

F/COMP SCORE A/MAT L/TEXT

Mixed Materials:

AA FMT U RT p BL c T/C DT 07/07/95 R/DT 04/03/97 STAT mc E/L DCF D/S D

SRC PLACE LANG MOD T/AUD REPRO D/CODE DT/1 DT/2

Leader and Directory

Leader field is fixed in length at 24 character positions (00-23). Data element in each position is predefined. Online system will supply default values for some positions. The leader and directory positions are used to identify:

Type of record -- identifies the type of materials as Nonmusical sound recording, musical sound recording, manuscripts, printed music, manuscript map, projected medium, two-dimensional non-projectable graphic, three-dimensional artifact, or mixed material.

Bibliographic Level -- identifies the level of description as Monographic, serial, collection, subunit, item, ...

Type of control -- identifies archival or non-archival control.

Encoding level -- indicates the fullness of the content in the record.

Descriptive cataloging form -- indicates whether the record was formulated according to national cataloging description rules.

The codes entered in the positions enhance the Online Public Catalog searches and displays. The following positions are minimally required:

Positions / Description / value
06 / Type of record (RT)
(select one) / Nonmusical sound record (valid in music format only) / i
Musical sound record (valid in music format only) / j
Mixed material (valid in Mixed Material format only) / p
07 / Bibliographic level (BL)
(select one) / Collection / c
Series / d
Monograph/Item / m
08 / Type of Control (T/C) / Archival control / a
17 / Encoding level (E/L)
(Select one) / Full level (most complete USMARC level from an inspection of the physical item) / blank
Full Level, material not examined (information from an extant description of the item without reinspection of the physical item) / 1
Partial (Preliminary ) level / 5
Minimal level / 7
18 / Descriptive Cataloging Form (DCF) (select one) / non-ISBD / blank
AACR 2 / a

Examples from SIRIS:

LB FMT M RT jBL m T/C a DT 01/11/96 R/DT 01/11/96 STAT mm E/L 5 DCF a D/S D

LB FMT M RT i BL c T/C a DT 11/23/93 R/DT none STAT mn E/L 7 DCF D/S D

AM FMT URT p BL c T/C a DT 01/11/96 R/DT 01/11/96 STAT mm E/L 1 DCF a D/S D

Fixed Fields

Physical Description Fixed field 007:Recommended

Physical description field is fixed in length with 22 character positions (00-21). Data element in each position is predefined. Although MARC defines 14 character positions for field 007 (007/00007/13) for sound recordings, a SIRIS record need only include 007/00 and 007/01 to satisfy the minimum requirements.

Positions / Description / Value
00 / Category of material (GMD) / Sound recording / s
01 / Specific material designation (SMD) (select one) / Sound disc / d
Cylinder / e
Sound cartridge / g
Sound-track film / i
Roll / q
Sound cassette / s
Sound-tape reel / t
Wire recording / w
Other sound medium type / z

To create a 007 field, position your cursor anywhere on the last line of a page inside a record, type 007s then press enter. A set of prompts relevant to sound recordings will be displayed. You may fill in the blanks.

Consult USMARC format documentation on the optional positions in 007 field:

Original versus reproduction aspect -O/R

Speed-SP

Configuration of playback channels -SND

Groove width/groove pitch -GRV

Demensions-DIM

Tape width-WID

Tape configuration-TAPE

Kind of disc, sylinder or tape-TYPE

Kind of cutting-CUT

Kind of Material-MAT

Speical playback charateristics-R/CH

Capture and Storage technique-C/ST

Examples from SIRIS:

007 GMDs SMDt O/R ? SP u SND u GRV n DIM u WID m TAPE u TYPE u MAT n CUT n R/CH u C/ST e

007 GMD sSMD s O/R ? SP u SND u GRV n DIM j WID l TAPE u TYPE u MAT n CUT n R/CH u C/ST e

007 GMD s SMD s O/R SP l SND u GRV n DIM j WID l TAPE c TYPE MAT CUT R/CH C/ST ?

Fixed-Length data elements / field 008:Required

This field is fixed in length with 40 character positions (00-39). Data element in each position is predefined. This field contains coded information both about the record, such as the date it was entered, and about the material being described, such as the language, type of material, whether there is accompanying matter, etc.. Including the dates and language code can enhance OPAC searching. At the minimum, the following 008 positions are required in a SIRIS record:

Positions / Description / Value
06 /Type of date (D/CODE) (Select one) / Single date / Single known date/probable date / s
Multiple dates / Range of years of bulk of collection / k
Inclusive dates of collection / i
Unknown dates / Date unknown / n
Questionable date / q
07 -10 Date 1 (DT/1) / Beginning date / year
11 - 14 Date 2 (DT/2) / Ending date (if applicable) / year
35 - 37 Language (LANG) / Use Three-character USMARC Code List for Languages
039 Cataloging source (SRC) / Other sources / d

There are codes for other types of dates for single part/multipart items or collections/multipart items. Please consult USMARC Bibliographic Format for details. The Code list for Languages can be found on the web at

Date 1 and Date 2 fields generally contain four digit numeric values for the years. There are times when decade or year is unknown. Code u or blank should be used in those cases.

Use u for date element if totally or partially unknown; Use blank if date element is not applicable.

Ex: 19uu for decade is unknown,197u for year is unknown,

uuuu for date is totally unknown, for date is not applicable (i.e. with D/CODES).

Examples from SIRIS:

SRC d PLACE xx LANG eng MOD T/AUD REPRO D/CODE i DT/1 1988 DT/2 1992

SRC d PLACE iv LANG fre MOD T/AUD REPRO D/CODE s DT/1 19uu DT/2

SRC d PLACE iv LANG ger MOD T/AUD REPRO D/CODE s DT/1 197u DT/2

Minimally Required Variable Fields:

010 / LCCN / Required if present on item
020 / ISBN / Required if present on item
024 / ISSN / Required if present on item
028 / Publisher/plate No. for music / Required if present on item
040 / Cataloging source / Required / Technical details provided
041 / Language Code / Required if item is multilingual
1XX / Name Main Entry (100 Personal, 110 Corporate) / Required if applicable per cataloging rules
245 / Title Statement / Required / Technical details follow
250 / Edition Statement / Required if item is published
260 / Publication, Distribution etc. / Required if date is available
300 / Physical Description / Required / Technical details follow
506 / Restrictions on access / Required if applicable
520 / Scope and content/abstract : Summary of the content, nature and scope of the recording / Required
540 / Terms governing use and reproduction / Required
6XX / Subject Heading(s) / Required
852 / Location / Required / Technical details follow

USMARC Concise Format for Bibliographic Data can be found on the web at:

Recommended Optional Variable Fields:

246 / Varying form of title / Optional
351 / Organization and Arrangement / Highly Recommended (for collection level) / Technical details follow
500 / Notes on : date, name, language, ... / Highly Recommended / Technical details follow
505 / Formatted Contents Notes / Optional / Technical details follow
510 / Citation (brief bibliographic citation for works which descriptions or citations to the described interviews have appeared) / Optional
524 / Preferred citation of described materials (how repository would like it cited) / Optional
545 / Biographical information / Highly Recommended
530 / Additional physical form available / Recommended
533 / Reproduction (when material being described is a reproduction) / Optional
535 / Location of originals/duplicates / Optional
555 / Finding aid note / Optional
580 / Name of the project or collection of which the interview/recording is part / Optional
655 / Form and Genre / Highly Recommended / Technical details follow
7xx / Added entries such as: interviewer, sponsoring body, project name, addition participants. / Recommended

USMARC Concise Format for Bibliographic Data can be found on the web at:

Technical Details for Selected Fields:

Field 040:Cataloging sourceRequired

This field is used to designate the repository which created the catalog record, and what cataloging description conventions are followed. The name of the repository is designated by its NUC (National Union Catalog) symbol; the description convention is expressed by a citation or code.

Listed below are the most commonly used subfields:

First indicator: blank

Second indicator: blank

Subfields:aNUC code for original cataloging agency

cTranscribing agency

edescription conventions used

Examples:

040 $aDSI-AC $c DSI-AC

040 $aDSI-AAA $c DSI-AAA $e ohcm

040 $a DSI-HSFA $c DSI-HSFA

040 $aDSI-NAA $c DSI-NAA

040 $aDSI-AI $c DSI-AI

040 $aDSIFC $c DSI-FC $e appm

040 $aDSIAG$c DSI-AG

040 $aDSIEP $c DSI-EP $e appm

ohcm - Oral History Cataloging Manual by Marion Matters

appm -Archives, Personal Papers, and Manuscripts by Steven L. Henson

Field 245: Title StatementRequired

Listed below are the most commonly used subfields:

First indicator: Added title entry, usually "0"

Second indicator: # of non- filing characters (09)

Subfield a Title

Subfield f Inclusive dates

Subfield h Medium designator, i.e. sound recording,

Sources of title information:

When supplying a title, preference is given to textual sources (accompanying abstract, index or finding aid, container label, dust jacket, transcript, or other interview/project documentation, such as correspondence, donor agreements, grant requests, interviewer worksheets) over sound data.

Following rules in appmohcm, titles supplied by the cataloger are not enclosed in brackets for sound recording materials.

Dates are entered with Year first. Specific month(s) or day(s) can be entered, as an option, when known.

1976 July

1976 July 15

1983 Dec. 131984 Jan. (3 letter abbreviations used for months).

1979[ongoing]

Assign a general medium designator, enclosed in square brackets, if the unit being cataloging consists solely of materials in that one physical format. Use [sound recording] as Medium designator in subfield h. Do not use it if the cataloged record is in a mixed material collection.

The Title Field has three components:

a name element (which identifies the principal subject, participant or project),

a form element (which identifies form, type or genre of materials),

a date element (associated recording dates, may be bulk or inclusive dates).

When creating a title, the sequence order of these elements varies depending on what is being cataloged. See title examples which follow on next page.

Other related fields:

Use 500 note field to clarify or explain title if needed.

For published recordings, a 260 Uniform title is commonly used.

Examples for Oral History Interviews

Examples of basic types of oral histories, as taken from ohcm manual:

Individual oral history interviews: Sequence: (form element) (name element), (date element)

245 00 $a Oral history interview with Flora Macdonald Rhind, $f 1971

245 00 $a Oral history interview with Eugene Moore Anderson, $f 1976 July 15

245 00 $a Oral history interview with A. Frank Ellis, $f 19731975

245 00 $a Oral history interview with Mother Hale and Dr. Lorraine Hale, $f ca. 1971

Oral histories associated with a project: Sequence: (form element) (name element) (date element)

245 00 $a Oral history interviews of the Northwest Oral History project, $f 19821985

245 00 $a Oral history interviews of the Medical College of Pennsylvania Oral history project on Women in Medicine, $f 1977[ongoing]

Collections of interviews not associated with a project: Sequence: (name element) (form element), (date element)

245 00 $a J. Roman Andrus oral history collection, $f 1967 Feb.Apr.

245 00 $a Women and women's movement oral history collection, $f 19721989

Examples of Other Types of "Oral" Recordings

Item level ex: 245 00 $aClementine $h[sound recording].

Collection level ex: 245 00 $aMusic and dance of the Tiskiouine from the Guidmioua Tribe, Grant Atlas, Morocco $f 1959 Nov.

Item level ex: 245 00$aAlice Lemos Avila and friends performing Portuguese songs and music $h [multimedia] $f 31 Dec 193812 Apr 1939.

Collection level ex: 245 00 $aW.P.A. California Folk Music collection, 19381940 (Library of Congress) $f 3 Mar 1938 11 Sep 1940

245 00 $a Sound Recordings of House of Commons Debates, $f 19831985

245 00 $a Recorded dialects of South Yorkshire, $f 1969

245 00 $a Cassette of "Aida" rehearsals, $f 19371955

245 00 $a Sussex Bird Song recordings, $f 19341953

Field 300: Physical DescriptionRequired

This field contains the physical description of the item that consists of the extent of the item and its dimensions and also may include other physical details of the item.

Listed below are the most commonly used subfields:

Subfield: aExtent

bOther physical details

cDimensions (used only if non-standard)

Extent:

Use the following terms in subfield a to describe the physical unit of the sound recording:

cylinder - cylindrical objects on which sound waves are incised or indented in a continuous circular groove. Mass-produced cylinders are made of plastic. Early cylinders were made of tinfoil or wax.

roll - roll of paper, for example, for player piano or player organ, on which the notes of a musical composition are represented by perforations in the paper and from which sound can be mechanically produced

sound cartridge - A container holding a single sound tape, run as an endless loop.

sound cassette - Container holding a narrow, usually 1/8 in., sound tape on two reels, one to feed (and rewind) and the other to take up the sound tape.

sound disc - A thin circular object that varies in diameter (e.g. 7 in., 10 in., 12 in.) on which sound waves, recorded as modulations or pulses, are incised or indented.

compact audio discs - discs are typically 4 3/4 in. in diameter.

sound tape reel - Usually designated AOpen Reel@ or AReel- to- Reel.@ It is an audiotape-transport system with separate supply (feed) and take up reels.

sound track film (add term Areel@, Acassette, etc. as appropriate to sound track film) - Sound recording on film that is not intended to accompany visual images.

wire recording - A round steel wire on which sound waves are magnetically produced.

Also in subfield a, give the playing time as follows:

If playing time is stated on the item, give the playing time as stated

1 sound cassette (40 min.)

2 sound tape reels ( 1 hr., 30 min.)

If not stated, but readily ascertainable, give it

1 sound disc (60 min.)

Optionally, if playing time is neither stated nor readily ascertainable, give an approximate time

1 sound cassette (ca. 90 min.)

Optionally, if the parts of a multipart item have a stated uniform playing time or an approximate uniform playing time, give the playing time of each part followed by Aeach@. Otherwise, give the total duration.

3 sound cassettes (60 min. each)

11 sound cassettes (ca. 30 min. each)

4 sound tape reels (3 hrs.)

Other physical details:

Type of recording, playing speed, number of tracks, number of sound channels, and recording and reproduction characteristics, should be included in the 300 subfield b as the physical details.

Include the type of recording (ie., the way in which the sound is encoded on the item). The two basic choices are analog and digital.

Include the playing speed of an analog tape in inches per second (ips), following the type of recording. Do not give the playing speed if it is standard for the type of item (e.g., 1-7/8 inches per second for analog tape cassette).

Include the number of tracks, unless the number of tracks is standard for the item (e.g., the standard number of tracks for an analog cassette is 4).

Include the sound channels, if the information is readily available , using only the following terms as appropriate: mono., stereo., quad..

300 $a 1 sound tape reel (16 min.) :$b analog, 7 - 2 ips

300 $a 1 sound cassette (60 min.) : $b analog, 1-5/16 ips, mono.

Optional Addition - Recording and reproduction characteristics: Give the recording and reproduction chracteristics (e.g. Dolby processed, NAB standard).

300 $a 1 sound cassette (60 min.); $b analog, stereo, Dolby processed

Dimensions:

Sound cassettes. Provide the dimensions of a cassette in subfield c if other than the standard dimensions (e.g., the standard dimension of an analog cassette is 3-7/8 x 2-1/2 in.).

Sound tape reel. Provide the diameter of a reel in inches, and provide the width of a tape in fractions of an inch if other than the standard width (1/4 in.)

300 $a 1 sound cassette (85 min.) : $b analog; $c 7-1/4 x 3-1/2 in., 2 in.

300 $a 1 sound tape reel (15 min.) : $b analog, 15 ips. ; $c 7 in

Examples from USMARC Bibliographic Format by Library of Congress:

300 $a 2 sound discs : $banalog, 33 1/3 rpm, mono. ; $c 12 in.

300 $a sound disc (56 min.): $b digital, stereo./ $c 4 3/4 in.

300 $a sound cassette (85 min.) : $b 3 3/4 ips, mono. ; $c 7 1/4 x 3 2 in., 1/4 in. Tape.

Special Guidelines on Field 300

I. Multiple formats

If the material being described is both a sound recording and a transcript, make a separate statement of extent (field 300) for each. Optionally, precede each statement with a subfield 3 describing the form of material using the designations: Sound recording(s); Transcript.

For example:

300: : $3 Sound recordings: $a 3 cassettes (20 min.) $b analog

300: : $3 Transcript: $a 76 p.

II. Supplementary material

If the sound recordings are accompanied by small quantities of letters, photographs, or other material assembled to illustrate or support statements made in oral history interviews, treat them as supplementary materials. Do NOT give a separate statement of extent for supplementary materials. Instead, give the information about the supplementary materials in a note.

500: : $a Supplemented by slides taken by the interviewee.

655: : $a Slides. $2 aat

If the repository determines that the quantity of materials is large or significant enough in its own right, treat the entire group as a mixed material collection and make a separate description for it.

III. Copies/Reproductions

If copies have been made of original recordings, give the statement of extent in terms of the format available for use. Optionally, make an additional statement of extent for the original recording, and/or in a note.

If the recordings are copies of originals located elsewhere or have been destroyed, provide information about the reproduction in field 533 (Reproduction).