Preliminary Bib. Records: Videos & DVD 01/05/07

 

Overview

Preliminary bibliographic records are created for materials that are (1) on order (2) recently received or (3) not yet represented in Orbis. Preliminary bibliographic records contain standard MARC fields with appropriate content designation and sufficient information to permit the determination of a bibliographic match manually or by machine processing.

The procedures described in this document are to be followed by all staff with responsibility for creating records in Orbis for materials that are in one of the above categories.

The procedures in this document are described as follows:

Part 1: General procedures for all preliminary bibliographic records

Part 2: Creating a preliminary record using "standard" copy from OCLC

Part 3: Creating a preliminary record using "non-standard" copy from OCLC

Part 4: Creating a new preliminary record

Part 5: Authority Validation

Part 6: Recording information in the Orbis MFHD

Part 7: Item types

Part 1: General Procedures for All Preliminary Bibliographic Records
Search thoroughly before creating a preliminary bibliographic record. Search the databases in the following preferred order: Orbis, OCLC.

Search Orbis first to confirm that no record exists.

LC does not follow AACR2 rules for cataloging video; their records should not be used in copy cataloging. Do not search LCDB for cataloging copy.

If a record is found in OCLC that can be used as a basis for a preliminary record, follow the instructions in Part 2 or in Part 3 as appropriate. (OCLC probably does not accept LC cataloging copy for video, but should LC cataloging be found, do not use it. Note that non-LC records coded pcc are following AACR2 and they are OK to use.)

For searching video in OCLC consult:

http://www.library.yale.edu/cataloging/Orbis2Manual/videocopy.htm

If a record is not found in OCLC, create an Orbis record according to the procedures in Part 4. Enter the MFHD for all preliminary records according to the procedures in Part 6.

Part 2: Creating an Orbis Record Using "Standard" Copy from OCLC
If a matching record is found in OCLC and it meets the criteria below, it is considered "standard" copy and can be used as is as a preliminary record. Do not edit any fixed fields; edit variable fields only when it is necessary in the authority validation process to correct headings to their authorized forms.

A bibliographic record is considered standard only if the Encoding Level is blank, 1, or 4. OCLC records with Elvl I or L are also considered standard. CIP records (EL 8) are not created for videorecordings.

Proceed to Part 5: Authority Validation

Part 3: Creating an Orbis Record Using "Non-Standard" Copy from OCLC
If a matching record is found in OCLC and it does not meet the criteria for "standard" copy provided in Part 2, it can be used as a preliminary record, with some editing if necessary. Leave all subject & added entry fields; edit only when it is necessary in the authority validation process to correct headings to their authorized forms. In addition, the fixed field elements must be verified for accuracy and corrected as necessary according to the guidelines in Part 4.

Proceed to Part 5: Authority Validation

Part 4: Creating a New Preliminary Record
If no matching record is found in OCLC, create a preliminary bibliographic record, using approved templates when placing an order, receiving an item, or sending an item to a frontlog or backlog.

All YUL Technical Services workstations will include 2 customized templates for video records. (The new templates were issued with Voyager 6.1 in January 2007). If your workstation is currently using a non-video template (e.g. for books), switch to the appropriate video template. Be sure your workstation has the current templates.

You can use the Macro Express Pop-up menu for Acquisitions if it has been activated to switch and open templates. Press F12 and double-click on Change Template: DVD or Change Template:VHS. Macro Express will open a copy of the video template selected. It may be necessary to add the Change Template: macros to the F12 menu; consult with your Expert User. Enter fixed & variable fields according to the guidelines in this section. CAUTION: The default for the Acquisitions Pop-up menu is No Activation. Consult with your expert user if you are unfamiliar with activating a pop-up menu. Be sure you are using the new MASTER3N.MEX Macro Express file.

The variable field template for DVDs will look like this (use the template also for laserdiscs):

 

  Tag I1 I2 Subfield data
  028 4 2 ‡a ‡b
  245 0 0 ‡a ‡h [videorecording]
  260     ‡a : ‡b , ‡c
  300     ‡a # DVD (# min.) : ‡b sd., col. ; ‡c 4 3/4 in.
  538     ‡a DVD.
         

The variable field template for videocassettes will look like this:

  Tag I1 I2 Subfield data
  028 4 2 ‡a ‡b
  245 0 0 ‡a ‡h [videorecording]
  260     ‡a : ‡b , ‡c
  300     ‡a # videocassette (# min.) : ‡b sd., col.; ‡c 1/2 in.
  538     ‡a VHS.
         

 

The template Leader will look like this. For preliminary records, leave as is.

 

 

Leader BIBLIOGRAPHIC LEVEL and television series episodes. If Yale treatment for a television series has not been established, and no cataloging copy is found, proceed as follows:

If multiple episodes are ordered/received, or if the series is a standing order, treat as a multipart (i.e., do not change Bibliographic level in the LEADER to s). Enter the series title in 245. Route to cataloging as priority. (Cataloger may decide to treat as a serial or class separately and will re-format accordingly)

If YUL has already cataloged other episodes as separate records, or if only a single episode is received for cataloging (and is not the first of a standing order), treat as a single-part monograph. See 245 treatment for individual television episodes below.

Do not confuse television series with publisher/distributor series. Publisher/distributor series are entered in 4xx/830.

 

 

The 008 will look like this:

For 008, code the fixed fields as follows, using the drop-down menus:

Publication status Leave template as is (s). Change to m if the title is treated as a multipart.

Date 1 (uuuu) (Date of release/distribution): Match the date to the date used in 260. (See instructions below for 260 ‚c)

Date 2 (____) Leave as is unless the title is treated as a multipart. For multiparts, use 9999 for open sets; enter the closing date for complete sets.

Place of publication Assign the appropriate code from the list of MARC Codes for Countries. Match to the 260 field. TIP: The list is arranged by the name of the country/state, not the code. Type the first letter of the country/state (the selection should be blue) and use the down arrow to navigate.

Type of Material System supplied as v (videorecording). Leave as is.

Running Time Leave as is.

Technique Leave as is.

Language Assign the appropriate code from the list of MARC Codes for Languages. The code should match the language used for the title of the film transcribed in 245. TIP: The list is arranged by the name of the language, not the code. Type the first letter of the language (the selection should be blue) and use the down arrow to navigate, if necessary.

007. Both templates will have 007 fields. Leave them as is.

The DVD template 007 will look like this:

The videocassette template 007 will look like this:

Create variable fields as follows:

020 (ISBN): Record the ISBN (International Standard Book Number) in field 020 according to the following pattern:

020

 ‡a###########

Do not transcribe hyphens. For multi-part sets, enter the ISBN of the set only (if present). Otherwise enter the ISBN for each piece in separate 020 fields.

028 (Publisher number): ISBNs are rarely used for videos. The 028 is the closest equivalent and is important for searching in OCLC.

028

4

2

 ‡a VM5108 ‡b Vidmark Entertainment

1xx (Main entry: Personal, Corporate, Conference Name): Generally do not use for video; enter under title. See 7xx section for name examples.

245 ‡a ‡n ‡p ‡h and ‡b (Title, GMD and other title information): Transcribe the title as it appears on the video label or container, in that order of preference, in ‡a. The title is followed by the GMD (General material designation) in ‡h [videorecording]. Do not transcribe initial articles or diacritics. Capitalize the first letter of the first word and the first letter of proper nouns. Use ‡b for other title information (such as subtitles, parallel titles, etc.) and precede it with a colon (:). Do not transcribe a statement of responsibility. For order records, record the citation title and add a GMD following the same pattern.

245

0

0

‡a Title ‡h [videorecording] : ‡b other title information.

 

Examples:

Title on container: Seven samurai.

245

0

0

‡a Seven samurai ‡h [videorecording].

Title on label: The matrix.

245

0

0

‡a Matrix ‡h [videorecording].

Title on container: Umm Kulthum‚ a voice like Egypt

245

0

0

‡a Umm Kulthum ‡h [videorecording] : ‡b a voice like Egypt.

Title on label: Gito, l'ingrat (Gito, the ungrateful)

245

0

0

‡a Gito l'ingrat ‡h [videorecording] : ‡b Gito, the ungrateful.

Television series episode. If the decision is to treat the episode as a separate monograph, generally use this structure to transcribe the title of a television episode:

245

0

0

‡a [title]. ‡n [episode number], ‡p [episode title] ‡h [videorecording].

If there is no episode no., do not enter ‡n. Use the same structure for analytics if the series is classed-together analyzed.

Title on label: The Civil War. Episode 1. 1861--the cause. Note that ‡n and ‡p precede ‡h.

245

0

0

‡a Civil War. ‡n Episode 1, ‡p 1861--the cause ‡h [videorecording].

246 (Variant form of title): If there are discrepancies between the form of the title as it appears on the label affixed to the videocassette or DVD as opposed to the videocassette or DVD container, include a variant title field. The indicators should follow the examples listed below. Do not enter a period at the end of field 246. Do not include ‡h [videorecording] in field 246. Record a varying form of the title in field 246 according to one of the following patterns as appropriate:

For variant titles use Indicators 3 _.

Title on label: The seven samurai. Title on case: Akira Kurosawa's Seven samurai

245

0

0

‡a Seven samurai ‡h [videorecording].

246

3

‡a Akira Kurosawa's Seven samurai

If the title on the source used for the 245 is preceded by credits, do not transcribe in 245 but make a 246 to account for the variation. Consult with your supervisor if there are difficulties distinguishing "credits" from the "title proper." Follow the same pattern for order records.

Title on label: Twentieth Century Fox presents Star Wars

245

0

0

‡a Star Wars ‡h [videorecording].

246

3

‡a Twentieth Century Fox presents Star Wars

Title on label: François Truffaut's Jules and Jim

245

0

0

‡a Jules and Jim ‡h [videorecording].

246

3

‡a François Truffaut's Jules and Jim

Supervisors: see examples in the 245 section at:

http://www.library.yale.edu/cataloging/Orbis2Manual/videonew.htm

NOTE TO SUPERVISORS: It is not necessary to follow strict PCC practice for preliminary records; see the Jules and Jim example.

If the title recorded in field 245 $a is in English and contains an ampersand (&), create a 246 field with the word "and" in place of the ampersand, using indicators as shown. Follow the same pattern for order records.

Title on label: Thelma & Louise

245

0

0

‡a Thelma & Louise ‡h [videorecording]

246

3

‡a Thelma and Louise

If the title appears in two languages, include a variant title field for access to the parallel title. Follow the same pattern for order records.

Title on label: Gito, l'ingrat (Gito, the ungrateful)

245

0

0

‡a Gito l'ingrat ‡h [videorecording] : ‡b Gito, the ungrateful.

246

3

‡a Gito, the ungrateful

250 (Edition statement) If available, transcribe the edition statement from the label or container, in that order of preference. Abbreviate the term used for edition; a non-English abbreviation does not need to be AACR2 standard. Convert a written-out number to an Arabic ordinal number. For order records, if the citation provides an edition statement analogous to one of the types listed in the examples, enter a 250 field following the same pattern.

On container: Fiftieth anniversary edition

250

‡a 50th anniversary ed.


250

‡a Original director's cut, widescreen letterbox ed.


250

‡a Restored version.


250

‡a Colorized version.

260 (Place, publisher and date) Record the place of publication, the name of the publisher, and the date of publication as found on the label or container, in that order of preference, according to the following pattern. Use the same pattern when creating order records from a citation.

260

‡a Place of publication : ‡b Name of publisher (or distributor or releasing agency), ‡c Date(s) of video release.

If there is more than one place of publication, record the first named only. If there is no place of publication, use [S.l.].

Enter the name of the publisher or distributor or releasing agency in b. If there is no publisher, omit b (do not use [s.n.]).

Transcribe the latest date you can find on the video label or container. If it is a copyright date, include the copyright "c" before the date. If there is no available date, use [200-] or, for older material, [19--] in c.

Examples:

260

‡a Burbank, CA : ‡b Warner Home Video, ‡c c2000.


260

‡a [S.l.] : ‡b Hollywood Pictures Home Video, ‡c c2001.


260

‡a Johannesburg, ‡c c1995.


260

‡a London : ‡b Clarence Pictures, ‡c [200-]

300 a (Extent of item) Enter the number of items, even if there is only one. Enter the running time if readily available; leave "(# min.)" if running time is not available.

Template:

300

 ‡a # videocassette (# min.) ; ‡c 1/2 in.

300

 ‡a # DVD (# min.) ; ‡c 4 3/4 in.

Examples:

300

 ‡a 1 videocassette (# min.) ; ‡c 1/2 in.


300

 ‡a 2 videocassettes (143 min.) ; ‡c 1/2 in.


300

 ‡a 1 DVD (103 min.) ; ‡c 4 3/4 in.


300

 ‡a 10 DVDs (10 hrs., 48 min.) ; ‡c 4 3/4 in.

4XX (Series Statement). Not necessary for a preliminary records created in Orbis. Make an 830 field instead. (See below)

538 (Note fields): Basic carrier information for the 2 most common video carrier formats is given in the template. Modify the 538 for other carrier formats:

Template:

538

  

 ‡a DVD.

Modified for laserdisc carrier:

538

 ‡a Laserdisc.

7xx (Added entry: Personal & Corporate Names): Include at least one added entry, and no more than 3 for director, significant cast members or performers, or for performing groups. Search for the correct form of the heading in Orbis and, if necessary, in LCDB. If a name is not represented in Orbis or in LCDB, use the form of the name as found on the container and enter it in the appropriate 7xx field (if the name is not available in Orbis or LCDB, diacritics do not have to be entered.). Not required for order records.

If no authority record for a personal name is found, and the name includes a prefix or compound surname, consult with your supervisor to determine what part of the name will be the entry element. See:

http://www.library.yale.edu/cataloging/authorities/ctacworkflow.htm#personal

Some guidelines for prefixes in surnames and for the different entry elements for Spanish vs. Portuguese surnames may be found at:

http://www.library.yale.edu/cataloging/music/entryele.htm

 

Examples:

Whalley-Kilmer, Joanne. (form found in Orbis)

700

1

  

‡a Whalley-Kilmer, Joanne.

Buñuel, Luis, ‡d 1900- (form found in Orbis)

700

1

  

‡a Buñuel, Luis, ‡d 1900-

Miou-Miou, ‡d 1950- (form found in Orbis)

700

0

  

‡a Miou-Miou, ‡d 1950-

Alvin Ailey Repertory Ensemble (form found on container and in LCDB); title of video: "No more exotica," video documentary of the dance company:

710

2

‡a Alvin Ailey Repertory Ensemble.

 

830 (Series added entry) For reissues of television series on video, distinguish between the title of a television series (generally recorded in 245) and publisher series (recorded in 830). If in doubt, consult with your supervisor. If a series statement is present on the label or container, search it in Orbis, and if necessary in LCDB. If the series is not represented by an authority record, but has been used in a bibliographic record, use the series statement exactly as found in the bibliographic record (copy it from a 440 or 830 field). Omit initial articles. Record volume numbering from the piece in hand in ‡v. Use the following pattern. For order records, if the citation includes a series, record it following the same pattern. For preliminary records, note that if an 830 field is entered, it is not necessary to create a 490 1 series statement field.

 

830

0

 ‡a Series statement ; ‡v volume number <if present>

Examples:

830

0

 ‡a Criterion collection (DVD videodiscs) ; ‡v 230.


830

0

 ‡a Movies begin ; ‡v v. 1.


830

  

0

 ‡a Contemporary classics (Culver City, Calif.)


830

0

 ‡a Ken Burns' America collection.

Proceed to Part 5: Authority Validation

Part 5: Authority Validation
After completing the record, attempt to save the record by clicking on the sailboat icon labeled "Save to DB." The authority validation window will appear. Validate all of the headings which appear on the record (name and series) according to established policy.

Authority control workflow for C&T staff

Part 6: Recording Information in the Orbis MFHD
As a rule of thumb, MFHDs for order records should have a location code with
"On Order" in h. Records created with the item in hand should have the words "In process" in the h.

Order record:

852

8 0

‡b sml ‡h On Order

Item in hand:

852

8 0

‡b sml ‡h In Process

 

Part 7: Item Types

Create an item record for the video upon receipt. Be sure to enter the correct Item type code in the item record.

SML: Use Item type: media for stand-alone videocassettes, dvd, and laserdiscs. If the video is cataloged as accompanying material, assign the item type of the primary material.

If the video is held in a reference collection, use Item type: reference


  2006
Yale University Library
 
Created 02/05/04 by Rick Sarcia for the Policy & Doc. Committee


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