Cataloging Audiovisual Materials at UM Libraries
UM Libraries catalogs their audiovisual materials and spoken word sound recordings to full I level records following AACR2, LCRIs, MARC & OCLC standards, and USMAI Libraries Bibliographic Standards (www.lib.umd.edu/TSD/USMAI/2DLM_CPC_bibstds20030213.doc). Deviations from any of these are noted below in the Local Policies section.
Streams of incoming AV materials
New purchases
The Acquisitions Team orders and receives newly purchased audiovisual materials; they deliver the materials to the Music/AV Team and place them in a locked cabinet. If the materials are bound for Nonprint Media Services (95.2531578% of the time), then we (the catalogers) transport them to Nonprint Media Services, located in the ground floor (basement) of Hornbake Library. There, the graduate student and/or selector searches Aleph and OCLC for a record for the item. If he finds the record in Aleph he attaches a print out of the record to the item; if he finds no record in Aleph but a record(s) in OCLC, he writes the OCLC number(s) on the order record and attached that to the item. The selector in Nonprint (Carleton Jackson) then prioritizes which videos need to be cataloged first and places them on the priority shelf. The videos that do not get prioritized are placed in the queue (at Nonprint) in alphabetical order by title into separate queues: feature films, documentary films, CJK languages, Hebrew language, animated/anime.
Shady Grove is the only other library that regularly orders audiovisual materials. They order a relatively small amount of AV, but many of them are often RUSH. AV materials that are Shady Grove-bound, remain in the locked cabinet until we catalog them.
Special collections/projects
There are multitude of special collections of AV materials in Nonprint, the Library of American Broadcasting, the Public Broadcasting Archives, the National Trust for Historic Preservation Library, and the Performing Arts Library. Many of these are in “legacy” formats (e.g., 16 mm films, Umatic videocassettes, etc.). There are only a few that we are actively cataloging:
- WAPAVA DVDs. The Performing Arts Library worked out an agreement with the Actors Equity Association to create DVDs from videocassettes donated from the Washington Area Performing Arts Video Archive. These are recordings of live theatrical performances from the DC area. The WAPAVA DVDs are mailed to us from PAL or are hand delivered and remain in the locked cabinet until we catalog them.
- Henson DVDs. Performing Arts Library worked out an agreement with the Jane Henson Foundation, and the Foundation donated a collection of digital video tapes, which a technician in Nonprint Media Services converts to DVDs. ITD converts the DVDs into digital files. We catalog the DVDs in Aleph (not OCLC) because we are not certain what will happen with these records when the the Libraries’ new streaming media server is available to stream these videos. The Henson DVDs are hand delivered and remain in the locked cabinet until we catalog them.
- IPAM videorecordings. The Music Catalogers are currently working in batches to catalog the sound recordings located in the International Piano Archives at Maryland (IPAM). The curator of IPAM (Don Manildi) mails these batches to us, and they sometimes contain a small number of videorecordings. These videos remain with the batch of sound recordings until we catalog them.
Gifts
Gifts can come from either Acquisitions or Nonprint’s/Shady Grove queue. Nonprint does not maintain a separate gift queue. Once they decide to keep a gift, it gets the same treatment as a new purchase and is integrated into an existing queue.
Cataloging AV materials
All AV materials get full, I-level cataloging records and LC subject and/or genre headings. As prescribed by AACR2 we use the screens as the chief source of information. All videorecordings get full, I-level cataloging records unless there is a reason to make an exception (language expertise lacking may mean we make a K level record). All records get a summary/abstract in the 520; see OLAC’s Summary Notes for Catalog Records.
Nonprint Media Services
We assign Library of Congress call numbers and subject headings to all Nonprint materials. Nonprint materials go onto a shelf at Nonprint to await End Processing.
Shady Grove
We assign Library of Congress call numbers and subject headings to all Shady Grove materials. SHADYG materials go onto a marked shelf in the End Processing Unit in TSD.
Performing Arts Library
WAPAVA
We assign Library of Congress subject headings to all WAPAVA materials. We use the local call number on the piece: WAP 0001, WAP 0002, etc. All WAPAVA records have certain repetitive notes, and we trace every person mentioned in the record; yes, everyone. WAPAVA materials go onto a marked shelf in the End Processing Unit in TSD.
Performing Arts Library
Henson
We assign Library of Congress subject headings to all Henson materials. We use the local call number: HENSON 001, HENSON 002, etc. All Henson records have certain repetitive notes, and we trace every person mentioned in the record; yes, everyone. Henson materials go onto a marked shelf in the End Processing Unit in TSD.
Performing Arts Library
IPAM
We assign Library of Congress subject headings to all IPAM materials. We use the local call number constructed by the letter M, the Publisher name and number. Examples: MPHIL 400 022 2 (Philips), MNEWP NC 60017 (Newport Classic), MCBS M2K 36947 (CBS Records), etc. We consult with the music catalogers on the call numbers, subject headings, 700 $t’s, and certain notes. IPAM materials go back to the music catalogers.
Local Policies
We consider a videorecording of a work that was released earlier to be the same work despite additional features, etc. We use DtSt “p” and the two different dates.
We routinely delete the following fields: 521, 530, and 586 when exporting from OCLC.
We only use 518 for information about something that was recorded live, not a broadcast or theatrical release date – we use a 500 note for those.
We no longer routinely add a 508 note for Directors of photography, editors, music, etc., but we do make exceptions and we leave this field in if it’s already in a record. Exceptions: we use a 508 note in WAPAVA and Henson records.
We use 655 LCSH for genre terms for dramatic works. Examples: Feature films, Comedy films, Film noir, Made-for-TV movies, Television programs, Greek drama (Tragedy), etc. Dramatic works get LC subject headings qualified by $v Drama.
For closed-captioned videos we use the 655 0 Video recordings for the hearing impaired.
For video that have audio descriptions for the visually impaired we use the 655 0 Video recordings for people with visual disabilities.
For anime works, we use the 655 4 Anime until the LC comes to it’s senses and makes this an authorized heading.
For dramatic works, we trace production companies, distributor(s),the director, the cast. Use common sense discretion.
For non-dramatic works we trace production companies, distributor(s), sometimes the director(s), and sometimes an on-screen correspondent or host. Use common sense discretion.
For substantive related materials we provide an internet link; this is most common with documentaries. For example, Frontline and P.O.V. shows often have excellent accompanying web sites. For example see: http://catalog.umd.edu/docno=003231188
HELP!
Resources for questions about AV related questions:- OLAC email list and the list archive: http://ublib.buffalo.edu/libraries/units/cts/olac/olaclist/
- Carleton Jackson, Non-print’s selector and reference librarian is a great resource for “Should this be mentioned? Should this get a barcode? What subject heading should I use?” types of questions:
Carleton@umd.edu 405-9226 - For any questions regarding Henson & WAPAVA materials, contact Vin Novara:
vnovara@umd.edu 405-9220 -
For questions regarding Shady Grove materials, Arlene Klair is the liaison with SG and all correspondence should go through her:
aklair@umd.edu 314-7994
