Cataloging Icky Things Webinar Q & A

Presented on February 24, 2010 and answers by Pamela Newberg

Book Cataloging

Q: In your 1st example, shouldn't the Biography code be "a" for autobiography?

A: You are right! Autobiography is coded “a”, individual biography is coded “b” and collective biography is coded with a “c”.

Book with accompanying CD

Q: How do you know which is the primary source when the material is a book and a CD? and

Q: In the book with sound disc example, how can we figure out what the kind of material is? Also, why is there no 006 for the sound aspects of the fixed fields? and

Q: Why do you recommend using 007 instead of 006 for a disc that comes with a book? and

Q: Your early example of a book with CD contained an 007 for the CD but not an 006. Shouldn't it have both?

A: I am assuming that the first part of your question is how does one figure out is the book is the primary item or the CD. Usually if the book can be used independently of the CD and has more information than the CD, the book is then primary. Another “hint” would be if the CD (or CD-ROM) is in a pocket of the book.

Using the 006 for the sound aspects of the CD is appropriate but the information gained is limited. The 006 is used for coding information about special aspects of the accompanying item that cannot be coded in the 008 (in this case it would be the 008 of the music format versus the book format). The only additional information would be if the recording were spoken or music, form of composition if it was a music recording and literary text if it was a spoken recording. As the CD would be accompanying material to the book, this particular information is most likely very similar to the book. Since specific details about the disc itself are recorded in the 007 this would tend to be more useful. Using both the 006 and 007 are correct but if time and personnel are constraints in completing original cataloging the 007 is both the 007 and 006

Q: When you were describing how to catalog a book that had a CD, can you go over the fixed fields again? Where was the part that described the book, and the part that described the CD?

A: The fixed fields that described the book were in the 008 and the fixed fields that described the CD were in the 007. For a descriptors for each code see, the power point slides.

Compact Discs

Q: Are compact discs always digital?

A: Compact discs are always digital in terms of Special Playback Characteristics in the 007 tag (position 12 or OCLC subfield “m” as compact discs require digital equipment in order to be played. Capture and Storage Technique (007 position 13 or OCLC subfield n) can vary depending on the date of the original capture of the recording. Most recordings made from the late 1940s until early 1980s are analog recordings (coded “e”) as they were captured using electronic techniques and stored on magnetic tape. Code “d” indicates that a recording was captured electronically and stored using digital techniques. These recordings are normally identified as “digitally recorded” or something similar. Note though that the terms “digital remaster” or “digital mixing” does not imply original digital storage.

Q: I thought carrier should be noted in a 538 tag, but you're noting them in a general 500?

A; After some digging I have found two answers to this question. The 538 field is a System Details Note. The MOIM: Music and Sound Recordings Online Manual states that the Library of Congress considers the “Compact disc” note to be a physical description note and not a system note as prescribed in field 538 in USMARC Bibliographic. In MARC 21—Bibliographic the example “Compact disc” does not appear in the details from the 538 tag. The other answer is that Music Catalogers wanted the “Compact disc note to appear first so talked MARBI into removing the example from MARC 21—Bibliographic. So in short, Compact disc is a 500 note, DVD, VHS, and other system requirements go in a 538 note. ,

Q: Can you go back over music CDs?

A; The power point slides would be the best way to review this.


Q: What is a Playaway? I never heard of that before. and

Q: What is a playaway?

A: A Playaway is a self-contained audiobook device. You just need to supply a battery and headphones. The book is loaded on the device and the device is cataloged and circulated.

Q: What is the source for playaways - the case, or the playaway itself?

A: The chief source of information is the playaway itself.

Q: Is a playaway compared to cataloging let’s say an iPod?

A: No. A Playaway is a sound recording in a fancy carrier. The content can’t be changed or edited; similar to a CD. An ipod would be considered equipment. If you needed to catalog an iPod it could be cataloged using the visual material format and coding the Type of visual material as “z” for other.

Q: Is a Playaway compared to cataloging, let’s say, an mp3 player?

A: No. An mp3 player would be considered a three-dimensional artifact like the iPod in the previous question. An mp3 file would be cataloged as an electronic resource.

Q: In cataloging Playaways, there are often many dates included on the label. Multiple copyright dates for book, recordings, and for publication of different types of sound recordings but without the date of the publication of the Playaway, which can be determined from publisher. Which dates do you include?

A; The date of the playaway is the date recorded in the 260 subfield c and if it is not on the playaway label it is placed in square brackets.


Q: Is a special order for 245 $c? and

Q: For the DVD, is there a special order for the people in 245 $c?

A: The OLAC guidelines to cataloging DVDs does not specify an order only that those listed in the 245 subfield c have a major role in creating the film such as producer, director and writer. Maxwell’s Handbook for AACR2 states that the three types of activities that may be involved in the creation of a motion picture, 1) the sponsor, 2) the producer or production company, and 3) the releasing agent or distributor.

Q: The timing in the 008, for all material on the disc, or only the main feature? and

Q: With DVDs, does one need to put length of time in the 300 field? and

Q: Trying again: the timing in the 008, for all material on the disc, or only the main feature?

A: Time given in 008 and 300 subfield a should be the time of the title recorded in field 245. A total running time (including supplementary materials) can be indicated in a 500 note. You are not required to record the time in the 300 subfield a.

Q: Can you repeat the difference in cataloging DVDs: original motion picture vs. multiple languages, etc.? (code p vs. s)?

A: Again from the OLAC Guidelines, if a DVD contains the same material as the original motion picture from which it was copied and nothing significant has been added or changed, the date type is coded as “p” (distribution/production date) because the content is identical to that of the original work but the medium is different (film to video). The addition of trailers, biographical notes or other minor features is not considered a significant change. Date 1 should be the date used in the 260 field (date of DVD); date 2 is the date of the original production of the movie, given in a 500 note.

If there is a change in content, which may include anything from the addition to closed-captioning or a director’s cut of the film to the addition of many special features found on a DVD, the item is to be treated as a new work and the Date type is “s”.

Q: When there is a special feature for a DVD along with a movie, do I create a 546 field indicating that there is a special feature disc attached?

A: Special features are recorded in a 500 note. If these are included on a separate disc indicate that also.

Q: Could you cover the scenario of multiple publishers and distributor of DVD?

A: Place of publication, distribution, etc. (subfield a), name of publisher, distributor, etc. (subfield b), and date of publication, distribution, etc. (subfield c) are all repeatable. Statements of the function of the publisher, printer, distributor, etc. are not recorded in s separate subfield. So an example of multiple publisher and a distributor would look like: 260 New York : |b Joe Smith Productions ; |a Los Angeles : |b Bob Jones Films ; |a Tucson, AZ : |b Distributed by Sonia Sanchez Home Video, |c c2009.

Q: Why is |j showing up in OCLC for a subtitle instead of |b for DVDs?? This question is for the 041 field.

A: The use of the subfield j in the 041 tag for defining the languages of the subtitles provided on a DVD was approved in October of 2007 but implementation was up to individual cataloging services. Use of the subfield j is correct for OCLC but its use locally depends on your ILS system.

Q: Would you use 006 or 007 for a DVD that contains materials that can only be viewed on a computer? I had a DVD that contained PowerPoint slides as additional material.

A: You would code the information about the computer (electronic resource) part of the DVD in a 006.

Q: What does the ca. before the minutes of a dvd or video stand for?

A: Circa or approximately.

Q: What is the correct order of 5xx for DVD/VHS? such as 500, 511,508, 521, 546 etc. Thank you.

A: The correct order is listed on the slides; 538 carrier note, 546, 511, 508, 500 edition note, 538 system requirements, 521.

Q: What about television series DVDs? How would I catalog them?

A: You can catalog them on one bibliographic record listing the number of total DVDs in the 300 and putting episode notes in a 500 and/or episode titles in a 505 content note. You can also catalog them on separate bibliographic records but then it might be difficult finding the right title in your catalog due to the numerous bibliographic records with the same title.

Q: In videos & DVDs, why are the 500 fields not placed in numerical order?

A; Notes are given in AACR2 order however OLAC recommends giving the System detail note first if it is considered to be of primary importance (permissible according the AACR2 7.7B).

Models and Other Three-dimensional Objects

Q: Does the base of a model count as one of the pieces?

A: Pieces is not a required element. If it separates completely from the model itself, I would count it somehow only to keep track of it. It could be included in the piece count (example: 1 model (5 pieces)) or mentioned in the subfield “e” for accompanying material (example: 1 model (4 pieces) : |b plastic ; |c 15 x 24 in. + |e wooden base + teacher’s guide))

Q: Is there a different GMD for "toys"?

A: Yes there is. The GMD is [toy] and the Type of visual material on the 008 would be “w” but everything else would be the same as for a model.

Q: How do I catalog a poster?

A: You use the Visual Material Format just like the model example. The Type of visual material in the 008 would be “i” for Picture.

Q: What about a fossil? Wouild that be considered a model?

A: It would be considered a visual material and cataloged as realia. The Type of visual material in the 008 would be “r” for realia but then everything else would be the same as for a model.

Q: Is it appropriate to use the model format to catalog equipment? For example, the power company gave our library Watch-a-Watts for patrons to plug in at home and regulate energy use. Thoughts?

A: Yes. The format is actually the visual material format and equipment is cataloged as realia. The only difference from the model example would be in the 008 Type of visual material which would be “r”.

Q: What would you do with a segregated box of rocks (looks like a wooden fishing tackle box)?

A: Again this would be realia.

Q: What would the language code be on a model if there is no labeling or accompanying material?

A: I would try to find information on the manufacturer or distributor (if the item was purchased) and use the language code for the primary language of that country. Otherwise I would use zxx for no linguistic content.


Q: Can you walk us through cataloging an mp3?

A: An mp3 file is an electronic resource and was not covered in this webinar. An mp3 player is cataloged as realia. The only difference from the model example would be in the 008 Type of material, which would be a “r”.

Q: How are recorded conference proceedings cataloged differently from, say, movies?

A: If the conference proceedings are recorded on a DVD there is no difference. Cataloging may be a bit more difficult in terms of the bibliographic information you can glean from the recording or labels. You may need to consult the printed proceedings in order to get complete information.

Q: Have you heard of Library 2Go? How would you catalog those records?

A: I had not heard of Library2Go but after looking at their web site I can see that these are electronic resources. Cataloging of these materials would be covered in another webinar (hopefully).

Q: Some libraries collect "artists' books" that are made from unusual materials, such as mesh wire, wax, buttons, etc. Are there special rules for these?

A: If these are printed materials, they would be treated as books and cataloged thusly. The unusual materials would be described in the 300 subfield b as other physical details. You may also want to use a 500 general note to further describe the item. On the other hand, if your library wants to treat them as pieces of art with different circulation or location rules there is no reason why you could not catalog them as art originals using the Visual materials format. For me, cataloging is done in whatever way best serves the library.

Q: Where can I find a list of all acceptable terms for the 245 subfield h? I have Halloween costumes, cake pans.

A: The current list of general material designations can be found in AACR2 rule 1.1C1. They are activity card; art original; art reproduction; Braille; cartographic material; chart; diorama; electronic resource; filmstrip; flash card; game; kit; manuscript; microform; microscope slide; model; motion picture; music; picture; realia; slide; sound recording; technical drawing; text; toy; transparency; videorecording. As the definition of realia in AACR2 is an artifact or a naturally occurring entity, Halloween costumes, and cake pans would be considered realia.

Q: How can we make it easy for users to easily see what the carrier is so they can get the appropriate carrier for them?

A: The best way is to position the carrier note as the first note in the bibliographic record so it is prominent in the public display. I have been in situations though where the notes fields were not displayed in a manner that the public could easily see so a local decision was made to add the carrier qualifier to the GMD.

Q: Is a globe always considered cartographic, or can it be a model at times? and

Q: What would a globe be considered a model?

A: A globe is always cartographic material.

Q: What is the chief source of information for a kit (like an assessment test) that has no container/carrier but involves multiple parts?

A: In that case I would use the title that best describes the kit, put it in square brackets in the 245 and have a 500 note as to the source of the title or whether it was cataloger supplied.

Q: What about Wii systems. Kit?

A; The Wii system would be equipment (using the visual materials format) and the programs themselves would be electronic resources.

Q: What is Festschrift?

A: Festschrift is a book or other item containing chapters or essays written in honor of a specific person and the subject with which they are most associated.

Q: Will there be new RDA codes for media?

Q: I manage a staff form whom English is not the first language. How would you describe the term "string" that you use for the 007 and 008 fields?

A: A list of alphabetic codes where the spacing/position of the code determines its meaning.

Q: Some music CDs contain videos. Would catalog it as a DVD or CD?

Q: When did the dimensions of a Playaway change from centimeters (8x5 cm.) to inches?

A: I used the OLAC guidelines for cataloging playaways as my chief source of information in cataloging playaways. According to that document, “while either inches or centimeters are permissible units of measurement, the task force recommends entering the dimensions of the Playaway device in inches, which is consistent with other sound media devices discussed in AACR2 6.5D.”

Q: How would you catalog a Kindle? The object, the content?

A; As the content can change, I would catalog the Kindle as an object using the Visual Materials Format.

Q: I have electronic devices like digital cameras and iPods that need cataloging for in-library classes. What would be chief sources for items such as these and is there any special coding for the record?

A: The chief source of information would be the object itself but feel free to use a title that would best describe the object and put in a 500 note that states title supplied by cataloger. Like a model, the Type of record would be “r” in the leader, the 007 would be “zz” and the 008 Type of visual material would be “r”.

Q: What is the difference between a model and realia?

A: A model is one form or realia which is defined as three dimensional artifact or naturally occurring object including models, dioramas, games, puzzles, sculptures, clothing, toys and microscope specimens mounted for viewing.

Q: How do you catalog a laptop? and

Q: F. Other = equipment: laptops, DVD players, and the like? and

Q: How would you catalog a flag?

A: These again would use the Visual Materials Format and the type of record would be “r”.

Q: I need help with computer disks -- data, images and software.

A: This would the topic of another webinar.

Q: Need help with cataloging musical instruments, streaming videos, electronic books.

A: Musical instruments would be considered realia and cataloged using the Visual Material Format. Streaming videos and electronic books would need to be covered in another webinar.

Q: Why subfield x rather than v for subject heading of eye - model?

A: In the free-floating subdivisions: an alphabetical index, 21st edition the subfield code is listed as an “x”.

Q: Do we use Bibliographic Formats and Standards to determine the appropriate letter code to use?

A: Yes you can use Bibliographic Formats and Standards to determine codes.

References Used

(not in any particular or consistent citation format)

Olson, Nancy B. "Cataloging Three-dimensional Artefacts and Realia," Cataloging and Classification Quarterly 31, no. 3: 139-50.

DVD Cataloging Guide Update Task Force, Cataloging Policy Committee, Online Audiovisual Cataloger, Inc. Guide to cataloging DVD and Blu-ray discs using AACR2 and MARC 21, 2008 update.

Playaway Cataloging Joint Task Force. Guide to cataloging playaway devices based on AACR2 chapters 6 and 9, updated August 21, 2008.

MARC 21 format for bibliographic data 1999 edition as found on Cataloger’s Desktop.