LP Filing

Procedures for Processing Vinyl LP in Cataloged Portions of the Collections

Summary:
The Archive of Recorded Sound is currently working on a project to catalog the vinyl LP recordings. The project was started at the beginning of the collection and is working its way through the collection systematically. As a result of this project there will be different procedures for shelving and filing recordings in portions of the collection that have already been cataloged versus the portions that have not. The main purpose of these procedures are to help to maintain the sections already cataloged, by cataloging any recordings to be added as well as insuring that any replacements that are made will be reflected accurately in the catalog.

Additions:
For items that are to be added to the collection, instead of shelving it, place the item in the red Princeton file at the end of the cataloged section of the collection. These recordings will be retrieved from the Princeton file by archive staff on a regular basis and cataloged, processed, and shelved.

Simple Replacement:
If the gift/acquisitions copy is an exact duplicate of the item already shelved, select the item in better condition to remain on the shelf and place the other one in the consignment box. It is extremely important to verify that the items are exact duplicates, therefore if there are any discrepancies or you are uncertain, please ask for guidance.

Other Replacements:
If a gift/acquisitions copy is not an exact duplicate of an item on the shelve, but will likely replace the archive copy (i.e. a stereo copy for a mono), then place both items together in the red Princeton file and place a slip of paper which will be provided into the archives copy so that the archive staff will be able to determine which items is from the collection and which item is gift/acquisitions copy. These items will be collected regularly by the archive staff and processed.

Important Notes:
· The issue number on the label of the sound recording itself will always take precedence over any numbers given on the sleeve. It is very important to check the issue number on the disc label as it is possible that a stereo recording is in a mono sleeve or vice versa

Autographed Sleeves or Labels:
Autographed items in the collection are now being physically shelved in a separate location. If you find a recording where the disc label or sleeve has an autograph(s) they should be removed from the main collection and given to Aurora for examination and processing. After the autograph(s) has been authenticated, an empty generic sleeve will be placed in the main collection in the spot where the autographed copy was located with a cross-reference indicating that the recording can now be located in the autographed copy section. If a gift/acquisition item is a duplicated of an item currently in the autographed section, please bring the copies to the attention of an Archive staff member so that they can determine if the duplicate copy should be retained. If the duplicate copy is retained it will replace the empty generic sleeve in the main collection. Items on the autograph shelve should not be removed from the collection.