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AlephPro

Cataloging Music Sound Discs for the Music Library

 

Music CDs kept in the Music Library’s collection are assigned an accession number in the Music Library before being sent to Copy Cataloging. The CDs will also have a handwritten label with the accession number. Below the accession number will be written the number of discs in the case or box and whether there is an accompanying booklet. Audio CDs from the Music Library may or may not have provisional records. If they do, generally the CD is accompanied by a printout of the Aleph provisional record.

 

 

Searching for music CDs in OCLC:

  1. Search the CD in Connexion first by publisher number (mn: is the code for the publisher number). On the OCLC record the publisher number is entered in the 028 field. The publisher number is usually found on the spine and/or the disc itself - as an example: RTS 4273-2. When searching publisher numbers, it may be necessary to try different combinations of the number with or without spaces, dashes, letters, etc. For example any of the following may 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. If a record is not found using the publisher number, do not assume there is no record. The number on the case or in the 028 field may be incorrect or the 028 may be missing entirely from the OCLC record. If there are no hits using a publisher number, then search by the name of the 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 fewer hits.
  2. Find the best record, most of time you will find only one.
  3. When comparing different records in OCLC, pay special attention that 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. 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.
  4. If you do not find a record in OCLC, give the CD to Peter Bushnell for original cataloging.
  5. Use SHIFT F11 to control headings. Uncontrolled headings will be checked in Aleph. Do not send to Peter Bushnell.
  6. Attach Holdings (update) and Export the record to Aleph
  7. When you export the OCLC record, Aleph automatically creates a new bib record. A window will display in Connexion saying that a record was created and providing the new Aleph system number. Either highlight this number and copy it (CTRL C) or copy the OCLC number in order to quickly locate your record in Aleph. This is good practice because Aleph can be slow to index 2XX and 1XX or 7XX fields.
  8. If you have any series authorities numbered or name authorities that can not be located in Aleph or OCLC we just disregard. Leave as is. We do not create either of these. Per Priscilla.
  9. Print the record – only after using SHIFT F11.

 

Working in Aleph

 

  1. Use either the Aleph number or OCLC number copied in Connexion to find the exported record.
  2. Check the authority records for the 700 fields.
    • If the 700 field does not have a subfield t, use F3 to check the authority record.
    • If the 700 field has a subfield t, use CTRL F3 (accesses the local UF authority file). Be sure the form of the title and genera (type of work) are correct. There does not have to be an exact authority record for the work in the 700 |t, only the form needs to match. There is usually at least one authority heading that is comparable. If not, refer to Peter Bushnell.
  3. Delete all 050 & 082 before adding the 099 for the call number.
  4. Add call number, O99 | blank | blank (write the accession number from the jewel case: CD-682)
  5. Add searching stats ALT 0 statistics (use macro)
  6. Save the bib record
  7. Create Holdings. Use a first indicator 4 in the 852. Be sure not to use the default indicator 8. UFSMU, GEN is the location code, but you will need to change to: UFSMU, DESK.
  8. Add your cataloging stats using: ALT 0 statistics (macro)
    • Choose shared
    • Choose audio
    • Choose NO (next 3 radio buttons)
    • Choose YES  for new title list
  9. Create the item record
    • Material type: Book
    • Item status: 52
    • Item process: TR
    • Information may need to be added to the CIRC NOTE on Tab 3. 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.)
    • Click on Tab 2 to verify the information from call number label has been added
    • Go to the CIRC NOTE box to ensure that a note has been added if required -- example: 2 discs + Booklet.
    • ADD Barcode number to item record, then place BARCODE above call number label on  FRONT of CD case.

        

After finishing all of the CDs give them to Doug Smith who will pass them to Peter Bushnell who will then mail them to the Music Library.

 

 

 

 

Indexed: audio, sound, music, CD, disc

Prepared by: Judy Rummel, July 14, 2010

Updated:

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