Bibliographic Control Fast Forward: Audio-Visual Cataloging Forum

10/28/2003
NELA Annual Conference
Worcester, MA

This informal, but informative, ninety-minute session featured summary reviews of salient points and recent developments in cataloging two predominant forms of audio-visual media: sound recordings and video recordings, including their newer digital manifestations.

Sharon Saunders (Bates College, Lewiston, ME) began her discussion of sound recordings cataloging by outlining those chapters of AACR2R most often used in cataloging sound recordings. Chapter 9, Electronic resources, now joins chapter 1, General rules, and chapter 6, Sound recordings, for use with enhanced CDs and sound files. In Part II of the code, chapter 24, Headings for corporate bodies, is needed to provide access to performing groups, and chapter 25, Uniform titles, is essential for classical music. Of the 2002 amendments to AACR2R, particularly noteworthy is the change to rule 1.1B1 for Title proper, stating that we no longer transcribe words that serve as an introduction and are not intended to be part of the title (e.g., "Disney presents"). Two examples of options for sound recording cataloging are found in rule 6.1C, for the general material designator "[sound recording]", and rule 6.4E, which allows a Statement of function of publisher, distributor, etc. When deciding to make use of these or any other options, it is important to keep in mind the larger environment, particularly as represented by shared systems such as OCLC, or state or regional databases. Ms. Saunders advised keeping local practices to a minimum, since data which are only for local use today may find their way into a shared system in the future.

A review of the most pertinent MARC 21 tags for sound recordings cataloging followed. Ms. Saunders presented these tags in conceptual groupings, rather than discussing them in numerical order. For example, "Physical description" conceptually includes fields 007, 300, and 500 (for physical description notes); "Responsibility" encompasses fields 1XX, 245|c, 511, 505 (when a contents note includes composer and/or performers names), and 7XX. All of this information is presented in a PowerPoint file available at Sharon Saunders' homepage (http://abacus.bates.edu/~ssaunder/homepage/). The file includes, as well, detailed discussions of the nature and uses of MARC data elements, with examples, for quick lookup and review. On the same page, she has provided full cataloging examples, and a bibliography of resources.

Cataloging the newer sound recordings formats involves additional MARC 21 tags. Enhanced CDs are audio CDs which include portions that require a computer. For these, we need to us fields 006 (Additional material characteristics) 007 (Physical description fixed field [Electronic resource]), 538 (System details note), and a 500 physical description note (e.g., Enhanced CD). Remote sound files are those accessed over a network. These require the same 006 and 007 fields, along with fields 538 (Mode of access), 500 (Source of title, also Item described with date viewed), 506 (Restrictions on access) if applicable, and 856 (URL for the file). Direct-access sound files, by contrast, exist on a physical carrier but still require computer interaction. These, again, take the same 006 and 007 fields, with 538 fields for format and system requirements. A 300 field (Physical description) is used, as is conventional, for these materials, in contrast to remote files, which are not given this field. E-books, both those used with a particular reading device, and those which are supplied as a PDF-type reproduction, were discussed as well.

Audience members raised questions about the pros and cons of recording publisher vs. distributor information in field 260 where both are available, and also the recording of information for larger or smaller corporate units, such as the name of a smaller label vs. that of the parent company. We need to balance the relative prominence with which information about these bodies is presented with the need for specificity. In general, we should prefer information about the smaller label name unless the larger unit is presented more prominently. There was also discussion about whether it is better to bring together all of the important information about a given format, such as MP3, as compared recording this information in notes which may be dispersed through the bibliographic record. It is better practice to code this information in standard fashion and work with vendors for useful display options, rather than eventually having to undo local practices.

John DeSantis (Dartmouth College, Hanover, NH) began his discussion of critical considerations in cataloging of videorecordings with a focus on AACR2R and Library of Congress Rule Interpretations. Chapter 7 of AACR2R, Motion pictures and videorecordings, is obviously the main chapter to use, but chapter 9, Electronic resources, will also be needed for streaming videos, for example. In Part II of AAC2R, chapter 25, Uniform titles, is of particular importance for these materials, especially rule 25.5 regarding Additions. There are no LCRIs for chapter 7, since the Library of Congress uses Archival Moving Image Materials rather than AACR2R for all of its moving image cataloging. There is an important rule interpretation, however, for rule 25.5B, discussing the use of the qualifiers (Radio program), (Television program), and (Motion picture).

"What's new" or otherwise worth emphasis in MARC 21 format for video cataloging followed. Field 007 (Physical description fixed field [Videorecording]), subfield $e has a new value for DVDs: code v should be used, not g. All subfields of field 041 (Language code) are now repeatable, to enable the coding of optional soundtracks or subtitling. Generally, field 130 (Main entry--Uniform title) isn't needed unless the cataloger needs to make a distinction between two works with the same title. The general material designation in field 245 (Title statement) is still [videorecording]; the use of conventional terminology here is still under discussion and has not been approved. (Conventional terms, such as DVD, is now being used by the Library of Congress as the specific material designator in field 300 (Physical description), though Mr. DeSantis recommended using the SMDs specified in the rules.) Transcribe both the publisher and distributor in field 260 (Publication, distribution, etc.) if appropriate, and provide added entries for both.

In the Notes area, field 508 (Creation/production credits note) is repeatable, and now includes all narrators. Those with credits in this field are distinguished from the performers entered in field 511. Field 538 (System requirements) should include all technical details, including DVD regions, audio encoding, and so on. In copy cataloging, the contents of field 520 (Summary note) frequently require review. Mr. DeSantis emphasized that this should best be treated like the opening paragraph of an article, descriptive of content and not evaluative.

The characteristics of two "special formats," DVD and streaming video, were the next topic of discussion. DVDs may be encoded for one of five global "regions," meaning they may only be used with players sold in those regions, or they may be coded as Region 0, for use in all regions. DVDs commonly include special features, such as a director's commentary, dubbing and/or subtitling in multiple languages, and theatrical trailers. These should be described in 500 or 546 [name] notes as appropriate. (Interactive menus and scene selection are standard in this format, and need not be described as special features.) Cataloging of streaming video requires an 006 field [name] encoded for electronic resources, as well as two 007 fields, one for remote electronic resources and another for video recordings. While there will be no 300 field, physical description should be included in a 500 note: the example given was "Streaming video (53 min.), sd., col.". Two 538 notes, System requirements and Mode of access, are needed, as well an as 856 field [name].

Provision of subject access was the final topic, with an emphasis on the distinction between topical and form/genre headings, including their different coding in MARC 21. Topical headings for fiction films (features or otherwise) should always end with the form subdivision $v Drama, not the phrase "... in motion pictures."

The audience discussion which followed included comments about the difficulty of removing DVDs from standard cases. The "hub locks" are not understood by many people, and much damage is caused to the discs as a result. Approaches to the problem included repackaging the discs into cases without these locks, and attaching labels explaining how to use the locks as an effort in patron education.

Reported by
David Miller
Levin Library, Curry College
Milton, Mass.