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Video Cataloging Guidelines

Original and Derived Cataloging

Sample Records

Explanations of Fields

DVD Sets Containing Many Films

Video Cataloging Resources

Sample Records

These contain typical elements found in video cataloging. Tags link to explanatory text concerning the field. Sample text is provided merely to demonstrate how to transcribe date, how to construct notes, and how to punctuate. These sample records illustrate common situations. Each video is different, however, and may need to contain elements which may be in one of the other sample records or may not be covered in these examples. If in doubt, see the Explanations of the fields or Video cataloging resources. Boldface field tags indicate fields that are mandatory. Boldface data elements are always that value for the type of material. Regular type field tags indicate fields that are mandatory if applicable. Elements in blue may be omitted for a core record.

Typical VHS feature film (feature film, color, original language, no extras)

Typical VHS documentary (color, original language)

Typical DVD (feature film, color, multilingual, closed captions, extras)

DVD with multiple works, no collective title

DVD with multiple works, collective title

DVD of a television series (fictional)

DVD of a television series (nonfiction)

VCD (video CD)

Blu-ray videodisc

Reformatted video (reproduction of a video in an obsolete format)

Typical VHS video (feature film, color, original language, no extras)

* See notes on added entries for core records.

Typical VHS documentary (color, original language)

* See notes on added entries for core records.

Typical DVD (foreign feature film, color, multilingual, closed captioned, with extras)

* See notes on added entries for core records.

DVD containing multiple works (feature films), no collective title

* See notes on added entries for core records.

DVD containing multiple works (feature films), with collective title

* See notes on added entries for core records.

DVD of Television series (fictional)

* See notes on added entries for core records.

DVD of Television series (nonfiction)

* See notes on added entries for core records.

VCD (Video CD)

* See notes on added entries for core records.

Blu-ray videodisc

* See notes on added entries for core records.

Reformatted video (reproduction of a video in an obsolete format)
These films are ones which we own in an obsolete format and make a replacement copy for use because they are longer available from a commercial publisher. We may make the copy ourselves or have a commercial duplicating company make it for us. We treat these as unpublished videos per OCLC Bibliographic Formats and Standards Section 3.7

* See notes on added entries for core records.

Explanations of fields

Fixed Fields

Variable fields

0xx (007, 020, 024, 028, 040, 041, 042)

130 Uniform Title

245 Title, GMD, Statement of Responsibility

246 Title Variations

250 Edition

260 Place of Publication : Publisher, Date of publication

300 Physical Description

4xx Series (490, 830)

538 Technical Note

546 Language Note

511 Cast

508 Other Credits

500 Other Notes

520 Summary

505 Formatted Contents

6xx Subject and Genre

7xx Added entries

Fixed fields

These examples in this table are the most common in video cataloging. For further descriptions of the fixed fields and other applicable values, see the MARC 21 Format for Bibliographic Data in the section on the 008 for visual materials, found in Catalogers Desktop or online.

Variable fields

0xx (007, 020, 024, 028, 040, 041, 042)

007

The 007 field is a coded field that describes the physical characteristics of an item. It is fairly standardized, but there are a few fields to which attention needs to be paid. Typical 007 fields are given in the table below with their corresponding 260 fields.

For further descriptions of the 007 and other applicable values, see the MARC 21 Format for Bibliographic Data in the section on the 007 for video materials, found in Catalogers Desktop or online.

Format	Physical Description (these are not formatted as in 300$b, they are spelled out to explain what to include in 007)	007 Value
Videocassette (VHS)	b&w, sound (mono)	vf bbahom
	col., sound (stereo)	vf cbahos
	col., sound (unknown)	vf cbahou
	b&w, silent (i.e. no sound or music track)	vf bb  on
DVD	b&w, sound	vd bvaizu
	color, sound (stereo)	vd cvaizs
	colo,, sound (unknown)	vd cvaizu
	color, sound (quadraphonic, multichannel, surround)	vd cvaizq
	color, sound (multiple soundtracks with different playback configurations)	vd cvaizk
Blu-Ray	b&w, sound	vd bsaizu
	color, sound (stereo)	vd csaizs
	colo,, sound (unknown)	vd csaizu
	color, sound (quadraphonic, multichannel, surround)	vd csaizq
	color, sound (multiple soundtracks with different playback configurations)	vd csaizk

020 ISBN

While it may seem a bit silly for a video to have an International Standard Book Number, it is not uncommon. Record the 10-digit or 13-digit number or with no hyphens.

020

0780029569

024 Other Standard Identifier (UPC)

"Give important numbers associated with the item other than ISBNs or ISSNs" [AACR2 7.7B19, quoted in the BIBCO Cataloging Manual]. They interpret that to mean the UPC (Universal Product Code) is required by full, but not core, records. The first indicator for a UPC is 1.

 

024	1	014381848120
024	3	134567891234

028 Videorecording Number

The 028 field contains the videorecording number. This is typically found on the spine of the container, though sometimes it is on the disc label or somewhere on the lower half of the back of the container. Subfield $a contains the number and subfield $b contains the name of the publisher. Here are two examples.

028	42	ID2377NCDVD$bImage Entertainment
028	42	0040$bCameo Media

040 Cataloging Agency

For original cataloging, use:

040

CSt$cCSt

041 Language

The 041 field is for language. It is generally the language of the sound track, but for a silent film it would be the language of the intertitles or other textual matter. Only input this field if there is material in more than one language. The first $a must match the code Lang in the 008 field. If there is more than one language on the sound track or intertitles, code the predominant language in the first $a and each other language in a separate $a. For subtitles, add each language in a separate $j. A language from which a soundtrack has been translated appears in $h.

It is rare for videos which require an 041 not to be involving translation in some way. Therefore, the first indicator is usually 1. However, if there is a case where no translation is involved (no dubbing, alternative soundtrack or subtitles), the first indicator would be 0.

Spanish language soundtrack with English subtitles.

040

1

spa$jeng

Dubbed English soundtrack for film originally in Spanish

040

1

eng$hspa

English and Spanish spoken on sound track, English subtitles when Spanish is spoken

040

1

eng$aspa$jeng

French or optional dubbed English soundtrack, with English, Spanish, French, German, Chinese, Japanese, and Thai subtitles; $b codes recording in English alphabetical order

040

1

fre$aeng$hfre$jchi$jeng$jfre$jger$jjpn$jspa$jtha

042 Authentication code

This should only be used by authorized BIBCO catalogers.

130 Uniform Title

The application of uniform titles for videos is very problematic. LC recently revised its LCRI 25.5B with an appendix to cover motion pictures and television programs, but the new rules are quite complex. Here are some of the highlights, though reference to the LCRI should be made for any situations not covered below. The following rules are obligatory only for records coded as PCC. For non-BIBCO records, they are standard practice except when research to establish a NAR or NARs would be burdensome. For Derived Original, follow, NARs should only be made in exceptional circumstances. See the SUL Authority Procedures

A 130 uniform title will be required on the record if there is if there is another work entered under title with the same title, including other motion pictures and television programs (whether or not they are in the catalog). A NAR should be created if one does not already exist.

The qualifier will be either (Motion picture) or (Television program). Use (Motion picture) in cases of doubt.

A 130 uniform title will also be needed for something with more than one language track, or for television series or motion picture serials which are selected compilations of episodes. A NAR may or may not be required—it will be required if 245$a is different than the 130$a (for example, if the 130 requires a qualifier or is in a different language than the 245$a, or if the 245$a is not the original title). Note that this LC/PCC policy on making NARS for translations of motion pictures/television programs is different from the policy for books. The instruction to make a NAR for the title for a secondary or subject entry if the work is not in LC’s catalog will not normally be applicable to cataloging videos (except for a documentary *about* a film or a related work added entry). For RLIN users, "DCLF" records are considered to be in LC's catalog (though one may optionally make a NAR anyway if it seems useful).

Steps to see if a qualifier is needed:

1. Search NAF

If there is a uniform title for the motion picture or television program being cataloged, add it as a 130 (or 730 if the title in question is the second or subsequent title for a video collection with no collective title, or any title within a video collection with a collective title).

Make sure that the title in question is for the same motion picture. If the uniform title is for a different motion picture, a Uniform Title NAR will need to be created for the item being cataloged, and the existing NAR will need to be revised to include the year of production. If the year would fail to distinguish the work being cataloged (because, for example, another motion picture of the same title was released the same year), see LCRI 25.5B appendix 1 for other possible additions to the qualifier.

Item being cataloged is a 1921 motion picture:

Existing NAR—the 670 and bibliographic records with this heading show this to be a 1962 motion picture

New NAR for the item being cataloged:

Revision to existing NAR. Check Symphony to see if catalog maintenance needs to be done, and report BFM to LC if applicable.

Also, if there is a uniform title in NAF for a different work that has the same title as the work being cataloged, create a uniform title for the work being cataloged, using the appropriate qualifier.

2. Search RLIN

Search RLIN to see if there is another work entered under a title that is the same as the work being cataloged. This would apply to records in RLIN with fields 130, 245$a (when there is no 1xx), 247, 440, 730, 740 (when this is the title proper of an analytical added entry that would be cataloged with a title main entry), 830. If such a record is found, create a uniform title for the motion picture or television program being cataloged, using the appropriate qualifier.

3. Search Internet movie database

Search the Internet movie database to determine whether there is more than one motion picture or television program with the same title. Ignore initial articles. If there is a conflict between a motion picture and a television program, use the appropriate qualifier on the work being cataloged. If the conflict is between two or more motion pictures or two or more television programs, add the date of release to the qualifier (for television programs, use the year first telecast). If the year would fail to distinguish the work being cataloged (because, for example, another motion picture of the same title was released the same year), see LCRI 25.5B appendix 1 for other possible additions to the qualifier

Language issues

If the film or television program is dubbed, or the item being cataloged has optional soundtracks in different languages, add the language or languages to the 130 (the original language second). If there are 3 or more languages, use Polyglot. Apply this also to silent films with the intertitles translated into another language. Ignore the presence of subtitles when adding a 130.

A NAR will need to be created only if the 245$a is different than the 130$a (for example, if the 130 requires a qualifier or is in a different language than the 245$a, or if the 245$a is not the original title). NARs for different language versions are not created for motion pictures or television programs--all cross references from the varying titles are put on one NAR.

If the film was originally issued in multiple languages, none of which can be considered the original, choose the title in English if it was one of the original languages. If it wasn’t, choose in this order: French, German, Spanish, Russian. [AACR2 25.3C3]

If the film is dubbed, or the item being cataloged has optional soundtracks in different languages, add the language or languages (the original language second). If there are 3 or more languages, use Polyglot.

For a simple dubbed soundtrack:

For optional soundtracks in the original Italian or dubbed in English:

For optional soundtracks in the original Italian, plus dubbed in English and French:

Television series, theatrical serials (and other whole/part titles—but not publisher’s series)

For single episodes of works “meant to be viewed consecutively,” including television series, use as the 245 the title of the series (or serial), and use $n and/or $p for the individual episode number and/or title. If there is no number or title, use the date of telecast or release in the form [yyyy-mm-dd]

If a 130 is needed, add the $n or $p to the 130. A NAR is not needed for the whole/part title combination, and it is implied that where there is a both and number and a part title to prefer the part title.

For compilations of episodes, determine whether the episodes are all from the same season (this applies only to series broadcast over more than one season). If they are, is it the complete season or selections? If they are all from the same season, use $nSeason [number] as in examples below. If there are selections from that season, add $kSelections. If there are selections from various seasons, simply use $k Selections directly after the $a.

A NAR will need to be created only if the 245$a is different than the 130$a (for example, if the 130 requires a qualifier or is in a different language than the 245$a, or if the 245$a is not the original title).

245 Title, GMD, Statement of Responsibility

Title

The title should be chosen from the chief source of information, which for videos is in this order of preference:

a) the item itself (e.g. the title frames); b) Its container (and container label) if the container is an integral part of the piece (e.g., a cassette) [AACR2 7.0B1]

Ordinarily, for a single work on a DVD or cassette, choose the title frames (consider this to mean beginning and ending credits) . If there is no title on the title frame, choose the title on the cassette or disc label. The first indicator is always 0 if there is no 130 (and 1 if there is). The second indicator is used when there is an initial article and counts the nonfiling characters (including blank) before the first word of the title:

245	00	Baby face
245	04	The man in the iron mask

If the title is preceded by a name in the possessive case, transcribe it as part of the title:

245

00

Neil Simon's The slugger's wife

Do not choose the title from the container unless there is no title on either the credits or labels. If one must use the container title, a source of title note should be added.

245	02	O baile pernambucano
500		Title from container.

If there is a part title, transcribe it after the title. Numbers go in $n in the form in which they appear in the chief source [AACR2 1.1B9]; the name of the part goes in $p. Single episodes of a television series should be treated in this manner. If there is no number or title, use the date of telecast or release in the form [yyyy-mm-dd]

245	00	Crime and punishment.$pPeople v. James Dailey
245	04	The short films of D.W. Griffith.$nVolume two
245	00	Panorama.$n[1983-07-09]

For a work which was broadcast in a television series which brings together unrelated programs by a variety of producers (formerly known as an "umbrella" series), make a note of the television series and trace it in a 740 or 730 field . Put the individual program title in the 245 $a. There was formerly an LCRI with this instruction, since its deletion there is no guidance on this issue. However, the NAF headings for such television programs are not authorized for use as a series, so may only be used as main or added entries.

If there is a subtitle, transcribe it after the GMD in $b. It is preceded by a colon.

245

00

Barbie nation$h[videorecording] :$ban unauthorized tour.

If there is a parallel title, transcribe it after the GMD in $b. It is preceded by a equal sign. However, if there are statements of responsibility in both languages, see the appropriate section in the statement of responsibility.

245

00

Casque d'or$h[videorecording] =$bGolden Marie.

For a DVD or cassette that contains a predominant work plus extras, bonus features, or even entire feature films which are indicated by the packaging to be secondary to the main work, put only the title of the main work in the 245 and use either formal or informal contents note to list the rest [AACR2 1.1G1]

For a DVD or cassette that contains two or more works and none is predominant, see if there is a collective title that can be a unifying element. Typically this would be found on the DVD menu or the disc or cassette label. Consider the DVD menu to fall within the definition of "the item itself" and use it as the chief source when it provides a usable collective title. Do not add a source of title notes if using either the menu or label as a chief source. Use a formal contents note to list the works. Individual titles may be traced either using field 740, or using an enhanced contents note.

245	00	Paulistas em cena
505	00	$tAlma do negocio$g(1996) /$rJose Roberto Torero$g(8 min.)--$tBrevissima historia das gentes de santos$g(1996) /$rAndre Klotzel$g(14 min.) --$tOnde Sao Paulo acaba$g(1995) /$rAndrea Seligman$g(12 min.) --$tAmor$g(1994) /$rJose Roberto Torero$g(14 min.) --$tCriaturas que nasciam em segredo$g(1995) /$rChico Teixeira$g(21 min.).

Some DVDs are issued as a set containing several separate works. If the DVDs are all in the same container, or if any accompanying materials cover the entire set (instead of having separate booklets on each work), the works will have to be done on one record. The container may be used as the chief source in this case (with a source of title note). However, if separate DVDs in separate containers are merely issued in a box, they may be cataloged separately. If there is a collective title on the set box, it may be added either as a a variant title or a series, whichever seems more appropriate in the circumstance.

If a DVD or videocassette contains more than one work and none are predominant and there is no collective title, transcribe the titles of the individually titled works in the order in which they appear on the chief source of information, or, if there is no single chief source or information, in the order in which they appear in the item, treating multiple sources of information as if they were one source. [AACR2 1.1G3]

For a videocassette, this means to put the titles in the order they appear on the tape. In the case of a DVD with a menu, put the titles in the order in which they appear on the menu. Note that the titles of different works are separated by a period (followed by two spaces) if they are by different persons or bodies, but by a semicolon if they would have the same credits (assume the first example would have the same credits) [AACR2 1.1G3]

245	00	Title of first work$h[videorecording] ;$bTitle of second work
245	00	Title of first work$h[videorecording] /$cstatement of responsibility for the first work.  Title of second work/ statement of responsibility for the second work.

Note that when the second or subsequent titles follow a statement of responsibility, they are not individually tagged. In other words, once there is a $c, no other tag can follow it.

Be sure to trace the second or subsequent titles in 740 or 730 fields, as appropriate. These titles should not be traced individually the 246 field. [LCRI 21.30J]

GMD

The GMD (General material designation) for videocassettes and DVDs is always:

$h[videorecording]

It is input in $h in the 245 fields following the title or first title, and is always bracketed.

Statement of Responsibility

This information is generally taken from the credits if the credits are used as the chief source of information for the title. They are transcribed in the order they appear in the credits. [AACR2 1.1F1]

Transcribe statements "relating to those persons or bodies credited ... with a major role in creating .. (e.g. as producer, director, animator)." Examples show also writers. [AACR3 7.1F1]. The now deleted LCRI1 7.1F1 specified producers, directors, and writers. Other technical credits should go in the 508 field ; cast should go in 511 field.

245

04

The right stuff$h [videorecording] /$c Ladd Company ; a Robert Chartoff-Irwin Winkler production ; produced by Irwin Winkler and Robert Chartoff ; written for the screen and directed by Philip Kaufman.

There is often credit information before the title using the word "presents" that is grammatically connected to the title. Ignore this information when formulating the title and statement of responsibility, but give the information in a title added entry in the 246 field [AACR2 1.1B1, LCRI 21.30J8]. If the information is not grammatically connected to the title, transpose it to the statement of responsibility. If the person or body is repeated elsewhere in the credits, include that statement as part of the statement of responsibility if it is a producer, writer, director.

If the title has been taken from the label or menu and no statement of responsibility appears there, statements of responsibility may be taken from some designated other areas (credits, accompanying material, container) as long as they apply to the title as a whole (if the title is a collective title, see the next paragraph). Statements taken from someplace on the item other than the chief source from which title title was transcribed should be bracketed. If statements of responsibility are not on the item but are taken from an outside source (e.g. a website), put them in the 508 credits note field. [AACR2 1.1F1, 0.8, and 7.0B2]

If there are multiple works on the videocassette or DVD and there is a collective title, record the titles of the individual works in the 505 field along with the credits in the contents note.[AACR2 1.1F, A7.0B2]. This contents note may or may not be enhanced

245	00	Paulistas em cena
505	00	$tAlma do negocio$g(1996) /$rJose Roberto Torero$g(8 min.)--$tBrevissima historia das gentes de santos$g(1996) /$rAndre Klotzel$g(14 min.) --$tOnde Sao Paulo acaba$g(1995) /$rAndrea Seligman$g(12 min.) --$tAmor$g(1994) /$rJose Roberto Torero$g(14 min.) --$tCriaturas que nasciam em segredo$g(1995) /$rChico Teixeira$g(21 min.).

If there is more than one work on a videocassette or DVD, record the statements of responsibility after the title to which they belong. If the works have identical credits, record them after all the titles [AACR2 1.1G3]

245	00	Title of first work$h[videorecording] ; $bTitle of second work/$cstatement of responsibility when identical for the two works.
245	00	Title of first work$h[videorecording] /$cstatement of responsibility for the first work.  Title of second work / statement of responsibility for the second work.

Parallel titles can be complicated. Subtitled information may be considered a parallel title and statement of responsibility, but only if they are not optional, (i.e. cannot be turned off). When credits appear in different languages, put them after the applicable title, if practical. Often, video materials show mixed practice, with the title and some, but not all, statements of responsibility also parallel. In that case, consider the general rule to be not "practical" and transcribe only the statement of responsibility in the original language, following all the titles.[AACR2 1.1F10]

245	00	French title$h[videorecording] /$cproducer statement in French ; writer statement in French ; director statement in French = Parallel English title / parallel producer statement in English ; parallel writer statement in English; parallel director statement in English.
245	00	French title$h[videorecording] = Parallel English title /$cproducer statement in French ; writer statement in French ; director statement in French [in this example, only the director statement appears in both languages in the credits]

246 Title variations

Record variant versions of the title in the 246 field. This is only for variants of the main work or collective title (e.g. the work or title that appears in $a of the 245 field. Separately titled works go in the 740 or 730 fields.

Omit initial articles in $a. Do not put a period at the end. Indicators depend on the sort of added title note it is. Examples:

Spelled out abbreviation in title:

Parallel title:

Portion of title:

Various other places from which a title may come (explained in $i)

There is often credit information before the title in the form, using the word "presents." Ignore this information when formulating the title and statement of responsibility, but give the information in a title added entry in the 246 field, [AACR2 1.1B1, LCRI 21.30J8]. Since this note and added entry do nothing to help the user find the item and aid little in identification, it may be omitted when doing core level cataloging. Sometimes so many names or corporate bodies are present that a title added entry would look absurd. If for full level cataloging you must justify an added entry and the credit information is not repeated in a transcribable form and a 246 field is impractical, the information may be given in a 508 credits note field.

250 Edition

Transcribe an edition statement that appears on the chief source of information, accompanying materials, or container [AACR2 7.0B2, 7.2B1, 1.2B]. Transcribe in the language in which it appears, but use abbreviations from AACR2 Appendix B (e.g. ed. for edition) and numerals from AACR2 Appendix C (e.g 1st for first; 1er for premier, etc.) Take statements including the words "edition," "version," "issue" to be edition statements.

"Transcribe a statement relating to an edition of a motion picture or videorecording that contains differences from other editions of the film, etc., or to a named reissue of a film, etc." [AACR2 7.2B1]

Note above that "Widescreen ed." is used only when it appears as an edition statement. It is not used anytime an item is widescreen (see the 538 field)

260 Place of Publication : Publisher, Date of Publication

Place of Publication, Publisher

Videorecordings often present challenges in this area. There are often many corporate bodies listed on the disc or container and sometimes difficult to decide which is the publisher. Some are simply the name of the production company of the original film or television program, but sometimes these bodies also have home video publishing arms, which may or may not have the same name. There is often a separately named distributor.

Generally record the most prominent publisher or publishers. Often this name will appear as a logo on the spine or in association with the videorecording number (see the 028 field). A separate distributor may be named if it seems useful. Use the abbreviation [S.l.] if the place of publication is unknown. If it is not stated but is known, put the place in brackets. If the name of the publisher is unknown, use the abbreviation [s.n.]. If the name of the publisher is not stated but is known, the name may be bracketed. Use US Postal abbreviations if they are given in the item. If a US state name or Canadian provincial name is spelled out, use the abbreviations in AACR2 Appendix B [LCRI Appendix B14]

When doing variant edition cataloging, note that if at least one name in the 260 matches the piece being cataloged, and the item seems otherwise the same, it probably should be considered copy rather than a variant. Given the varying ways that a cataloger may transcribe the confusing presentation on the item, and that distributors themselves often alter packaging. However, if there is a definite (i.e. not bracketed) country of publication, it should match. [OCLC Bibliographic formats and Standards. 4. When to input a new record]

Here are some random examples:

Record [S.l .: s.n.] if the place of publication and publisher are unknown

If the video is unpublished, or is a locally-made reproduction made for the purposes of reformatting an obsolete format to create a use copy. do not input either a place or a publisher and do not record S.l. or s.n.[AACAR2 7.4C2, 7.4D2]. Some locally-made reproductions may have been duplicated by a local commercial duplication company. Ignore these company names (they are often in small print on the label), and treat these as unpublished.

Date of Publication

Record the date of publication as stated on the item. This may be a publication date or copyright date. Precede a copyright date with "c" as in c2001. Be careful that a copyright date is for the publication and not for the original release on film or television. Dates relating to the original release are given in a 500 note field. Also ignore copyright dates which merely relate to the package design (which may be difficult to determine--if in doubt, treat as copyright for the publication, particularly if there is no other reliable date or it is a brand new release). Publishers frequently reissue identical material in new packaging, so if copy exists and the only difference is copyright date, it may be a match. Beware of dates prior to 1997 for DVDs, earlier dates would either relate to the release or copyright dates of the film or copyright for the packaging.

If the date of the item is not stated but is known, supply in brackets

If the date is unknown, supply an approximate date. This may be a questionable single date, a questionable decade, one year or another, "between" dates (for dates less than 20 years apart)

If the video is unpublished, supply a date. Bracket the date if it is approximate [OCLC Bibliographic Formats and Standards. 260]. If the item is a locally-made reproduction made for the purposes of reformatting an obsolete format to create a use copy, the date should be for the date the copy was made.

300 Physical Description

In $a, state whether the item is a videocassette or a videodisc (this includes DVD, VCD, as well as laserdiscs). Give the running time if stated on the item. If there is a primary work plus "extras," give only the running time for the main work. [OLAC guide to cataloging DVDs].

In $b, give the abbreviation sd. for sound (si. is used only for a film with no sound or music track, not for a silent film with musical accompaniment). Also note if color, black and white, or both (if tinted, that would go in a note).

In $c, give the size: Videocassettes 1/2 in., DVDs and VCDs 4 3/4 in.

If there is accompanying material, it all goes into one $e. Size and pagination of accompanying booklets are optional but may be useful for identification, if given, are in parentheses. Note these only if substantial or necessary for the use of the item. Ignore minor materials, such as a sheet with chapter listings.

Various possible combinations of elements:

4xx Series (490, 830)

Series information for videos refers to a publisher series, not a television series. Publishers series usually appear on the container. Sometimes it is not clear whether something is a series, a series-like phrase, or a mere descriptive phrase.

Search NAF for a series. If found there, follow the tracing practice indicated. If the authorized title is exactly the same as that on the item, put the series in the 490 field with a first indicator 1, and put the same thing in the 830 field with a second indicator 0. Include numbering if appropriate.

If the authorized form of the series is not identical to that on the item (often due to the addition of a parenthetical qualifier or an initial article), transcribe the form that's on the item in the 490 field with a first indicator of 1. Transcribe the authorized form in the 830, with a second indicator of 0. Include volume numbering if present.

If the series is not in NAF, record it in a 490 field with first indicator 0.

Sometimes Stanford gets a second copy of a video because we have purchased a boxed set which contains DVDs in containers which have already been released separately. In that case, add the set title in a 590 field rather than a 440 or 490 (because it doesn't not apply to c. 1)

If uncertain if a statement is really a series, alternatives include: ignoring it, putting the statement in quotes in a 500 notes, or making a 246 title added entry with the wording "additional title on container" or "at head of title on disc" or something of the like.

538 Technical Note

This note should be placed first. AACR2 7.7B10 does not give adequate guidance on what should be included, which order elements should appear, nor what punctuation to use. It should include the type of videorecording. It seems reasonable to also include, if appropriate, the recording process (NTSC, PAL, SECAM), other special technical characteristics (stereo, Dolby, widescreen), and any special equipment necessary (only if out of the ordinary, i.e. do not specify DVD player or television set). A separate systems requirement note may be included for special features.

Here are some examples:

546 Language Note

This note, if applicable, comes after the systems requirement note. Do not include if a video is in a single language with no subtitles or closed captions.

Here's some examples:

Closed captions should always be noted when present. [LCRI 7.7B2] Often the only clue is the symbol of CC in a box somewhere on the packaging. This note may be separate or combined with other language information. It is always paired with a subject heading: Video recordings for the hearing impaired. On more and more DVDs, there is an optional track designed for the hearing impaired. This is not closed captioning, but should be noted.

511 Cast

List prominent cast members, voice actors, narrator or narrators, etc. First indicator 1 gives a print constant "Cast:." If Cast is not appropriate, use first indicator 0 and put in whatever text is appropriate. Use judgment in how many cast members to list, cast members receiving added entries must be listed. Remember that this field is searchable in a full record search, so one may want to list cast members even if they are not to be traced. If two films are on the same tape or DVD and neither is the main work, you may split the cast into two notes or combine in one if it is more practical. Casts for more than 3 films may be instead included in the contents notes.

508 Other Credits

"List persons (other than the cast) who have contributed to the artistic and/or technical production of a motion picture or videorecording and who are not named in the statement of responsibility ... Do not include the names of assistants, associates, etc. or any other persons making only a minor contribution. Preface each name or group of names with a statement of function." [AACR2 7.7B6]

When doing core level cataloging, this field may be omitted.

500 Other Notes

See AACR2 7.7 for the full range of note types which may be required in video cataloging. Some notes are required. If in doubt--if some bit of information not elsewhere in there record seems that it would be important to the user, include it in a note.

Use a 500 note for a note which isn't given its own special tagging. Here are some typical 500 notes, in the order in which they should appear in the record:

Source of title proper: Make a note on the source of the title if it comes from somewhere other than the chief source (i.e. title frames, DVD menu, label).

Edition and history: Make a note if a film or video is based on another work [AACR2 7.7B7, 1.7A3]. This note may be omitted for Core level cataloging (but still make the related work added entry if appropriate)

Always make a note when the year of the original production of the film or video differs from the publication year by more than two years. State the original format, if known.[LCRI 7.7B7]

Publication, distribution, etc. and date: When a film was originally produced in a foreign country, give a note stating the country (or countries). [LCRI 7.7B9]. SUL policy is to not include the note for a multi-country production of which the US is one country, and to apply the note only for fictional films (i.e. not documentaries).

Accompanying material: If accompanying material is substantial or out of the ordinary, it may be desirable to make a note to explain more about it. If it is separately titled, make a title added entry in field 740 and, if applicable, an analytical author/title entry.

Special features: Many DVDs have special features such as biographical information on the cast, commentary tracks, trailers, "making of" documentaries, bonus short or even feature-length films. A note should be made mentioning the special features. This note should be in English, even if the note on the container is in another language. Ignore interactive menus. Subtitles and other language options are entered in field 546 rather than here.

If the special features include entire short or feature length films which have been released theatrically and have their own titles, note that (include year of production; may include in the note the director and stars if applicable) and make a title added entry in field 740 or 730. For a feature length film included as a bonus, trace the director and important stars, if prominent, in 700 fields.

Reformatted video. For a locally-made reproduction of video or film material made for the purposes of reformatting to create a use copy , also include this note as well as a 530:

530 Other Format note

For a locally-made reproduction of video or film material made for the purposes of reformatting to create a use copy, use the above 500, and also give a 530 along the lines of : Originally issued as ... [appropriate text] in [date] . For example:

520 Summary

Provide a brief, objective summary. For feature films, do not summarize the entire plot--just give enough information to indicate the basic situation and treatment. Try to include significant keywords. If there are two works, give summaries for both. For three or more works, do not give individual summaries. A general statement about the works will suffice in that case.

505 Formatted Contents

Some videos contain parts or sections that may be named in a contents note. This includes television programs which may contain numerous episodes of a single television series.

Many videotapes and even more DVDs contain more than one complete work. If there is a collective title, or one work is predominant, some sort of contents note must be used to describe the added work or works. Which sort of contents note depends on which works better in a given circumstance. One or two extra films are probably best noted in an informal contents notes in the 500 note (first two examples below). However, if there are many separate films, it would be better to use a formal contents note. Sometimes each film is on a separate DVD. If the DVDs are all in the same container, or if any accompanying materials cover the entire set (instead of having separate booklets on each film), the films will have to be done as one one record. However, if separate DVDs in separate containers are merely issued in a box, they may be cataloged separately. Do not split up a set consisting of a single television series.

AACR2 does not give adequate instructions on what information to include in contents notes. 7.7B18 says to add running times to individual titles of videos. 6.7B18 shows examples of sound recordings with statements of responsibility and performers. No examples show production dates. Given the lack of guidance, do not code video records that have 505 fields as PCC.

If multiple 505 fields are used to record the contents of a multi-disc or tape set, consult LCRI 67.B18 for details on how to punctuate between titles. Basically, if there are statements of responsibility, separate the titles with a period space instead of the double dash. If there are no statements of responsibility, separate the by a space semicolon space.

Contents notes may be enhanced or not, depending on whichever seems appropriate in the circumstance. If there are just part or episode titles, it is probably better to use a simple contents note, as in the above examples. If there are two complete works with a collective title, also use a simple contents note and trace the individual titles in fields 740 or 730. If desired (i.e. if they are important or prominent), directors and performers may be traced in 700 fields.

If there are three or more separate works, the most efficient means may be an enhanced contents note. Subfield $t is for title, $r is for statements of responsibility, $g is for miscellaneous information(such as dates, running times, etc.). Second indicator is 0. If desired (i.e. if they are important or prominent), directors and performers may be traced in 700 fields, since we would want controlled access to their names (and $r is not indexed in name files). These titles should may be tested for conflict (see 130) and traced as 740 or 730 if the uniform title would be different than the title appearing in 505$t. Use cataloger judgment--if there are so many titles that checking each would be an undue burden, simply trace in the 505$t.

6xx Subject and Genre

Apply topical subject headings to non-fiction works. For topical headings, the first indicator is blank. Second indicator should always be 0.

Also a appropriate genre headings. All non-fictional videos should have one of the following genre headings:

If something is not a television program or if in doubt, use the heading for film, even if the item is shot and distributed only on video or online.

These major genres should be provided when applicable.

Apply the latter two whenever a video has captioning or subtitles intended specifically for hearing impaired persons or an audio track designed for persons with visual disabilities. If a nonfiction film is clearly not a documentary or instructional film, consult the

[At this point, it is not clear whether to use the above headings or the fiction headings below on works which are performances such as plays, game shows, reality shows, etc., but inquiries will be made to LC in hopes of determining this. At present it sounds like they are leaning towards calling these non-fiction]

For full level records or if considered useful, also apply other (minor) genre headings as applicable. The genre headings can be found in Classification Web under the menu item Genre/Form headings or in OCLC LCSH search tagged 155 (as opposed to 150 for topical subjects). Documentation for application of genre headings can be found in the Subject Cataloging Manual: Subject Headings, H 1913. Here are a few examples of such headings:

For fictional works (e.g. motion pictures, television programs, etc.), always use one of the following headings.

If something is not a television program or if in doubt, use the heading for film, even if the item is shot and distributed only on video or online.

For core level records, provide as many of these major genres as are applicable.

Apply the latter two whenever a video has captioning or subtitles intended specifically for hearing impaired persons. There are similar headings for the visually impaired which should be supplied when applicable.

For full level records, also apply any other applicable genre headings. These can be found in Classification Web under the menu item Genre/Form headings or in OCLC LCSH search tagged 155 (as opposed to 150 for topical subjects). Subject Cataloging Manual: Subject Headings, H 1913. [The current list and a link to the SCM documenation can be found on the OLAC website at http://ublib.buffalo.edu/libraries/units/cts/olac/capc/Genre-FormHeadingsList.doc]. Here are a few examples of such headings:

In addition to genre headings, topical headings may be used for fictional works, using the genre subdivision: Drama

For all film and video materials either produced in Africa or about Africa, the following local subject heading should be added:

This subject heading will allow comprehensive searches for African film and video materials in the catalog instead of requiring searches by country

[Formerly for a film or television program which has a string of fictitious stories, each with a different cast, the migfg heading: Anthologies was used. LC has now established Anthology films and Anthology television programs. Formerly for a recording of a play, the migfg heading Plays was used, and that has now been replaced by the LC headings Filmed plays and televised plays]

7xx Added Entries and linking entries

Added entries for persons and corporate bodies

Make added entries for directors of feature films, corporate bodies involved in the making of feature films, publishers, and, prominent performers. Make an added entry for a director of a documentary film if the credits say "a film by," or if it is clear from the credits that a person has the chief responsibility for the film (is the producer and director, or is the director, editor, and writer, etc.). Trace also the producer, writer and director if there is no production company. Also make added entries for a person being interviewed, the interviewer, or persons discussing their lives and works.[LCRI 21.29D]. Search names in NAF and use that form. If there is no form in NAF, formulate a heading according to the cataloging rules. NACO catalogers should make a NAR in most cases for a heading which is not established. PCC records must have all headings established. Added entries for full level records must be justified (they must be mentioned somewhere in the descriptive part of the record, e.g. statement of responsibility, notes).

Personal and corporate added Entries for Core Records

"Use judgment in assessing each item and assign a complement of added entries that covers the primary relationships associated with the manifestation of which the item is a part. The inclusion and importance of added entries are intended to reflect individual cataloger’s judgment and/or local institutional policy. ...Moving images: director of a feature/short/documentary film, related work entry for an adaptation of a literary or dramatic work, related work entry for a television series, related work entries for works of music or dance if the works of music or dance are closely related to the content and purpose of the moving image work" [PCC BIBCO core record chart and footnotes]

In other words, using judgment and assessing each item on a case-by-case basis, assign added entries which cover primary relationships associated with the work (production company, director of a feature film, related work entry for an adaptation of a literary or dramatic work, dance, or musical work, television series). For feature films, also generally assign added entries for the top billed stars (up to three) if they are performers of some importance (may use personal knowledge or the Internet Movie Database to assess relative importance—it is unnecessary to trace an obscure performer with a small handful of credits). Do not trace the video distribution company unless it is also the production company. Follow SUL Authority Procedures. For core level records, justification is not required (i.e. there is no need to make a note merely to justify an added entry if it doesn't appear elsewhere in the record).

Added entries for titles

Added entries are made for related works and for analytical works (i.e. when there is more than one work on the video or DVD or accompanying materials).

Related work added entries

Related work added entries are for works somehow related to the work being cataloged. For videos, this is usually the work upon which it is based, or the television series on which it was broadcast (when the series is an "umbrella" series collecting material on different topics made by different people). This work is traced in its catalog entry form: i.e. main entry and title in the original language. Do not add fields for translation, etc. Look for the work in NAF and use what is there. If not found there, look for an LC bibliographic record in RLIN or in the Library of Congress online catalog (consider "DCLF" records as LC records). If found, use the main entry/title combination found there (if the record has a 240 field, use instead that title, without any subfield additions). Make sure the name part of the heading is in NAF, and if they differ, use the form of the name found in NAF. If no LC record is found, find a record in RLIN or in the Stanford catalog. In this case, a NAR must be made if the record is to be a PCC record. If no record is found, trace only the author, and do not code as PCC.

Generally, only book and the occasional play will be found in NAF or as a bibliographic record. For stories, most plays, and for works for which the original title is unknown, just trace the author. Also only trace the author for works which are based on characters created by an author. Do not code these records as PCC.

Analytical title added entries

Analytical added entries are made for works within a work--such as separately titled accompanying works, separately titled bonus materials which have previously been issued separately, or multiple works on one video or DVD. For analytical added entries, the second indicator is always 2.

Do not make title added entries for routine guidebooks, study guides, instruction booklets, etc. Only make an added entry if the work looks significant enough to be sought be a user on its own. For example, an accompanying book by an author would be appropriate to trace:

Since some videocassettes and many DVDs offer multiple works. The 740 or sometimes 730 fields will be used to trace those titles. Look up these titles to see if uniform titles are needed, using the same guidelines as for the 130. If a uniform title is required, use the 730 field to trace the title. If a uniform title is not required, use the 740 to trace the title. Use both 730 and 740 when the 730$a is not the same as the title on the piece.

If titles are in an enhanced contents note, also check to see if a uniform titles are necessary. If necessary, trace the uniform title in 730, but do not add additional 740 fields for enhanced contents notes.

For videos which contain many separate works, use cataloger judgment on whether to test each title for conflict. If testing and establishing each title would be unduly burdensome, simply trace as 740 or 505$t.

Trace only titles for separately released motion pictures or significant documentary materials with unique titles which may be sought on their own. Do not routinely trace other bonus materials.

For videos with no collective title in which all titles are listed in the 245 field, trace in 730 or 740 only titles which are not in subfield $a, i..e. all titles but the first.

Linking entry for reformatted video (reproduction of a video in an obsolete format)

These films are ones which we own in an obsolete format and make a replacement copy for use because they are longer available from a commercial publisher. Put a linking entry 776 in the record for the reproduction when cataloging the reproduction. Code the first indicator 1 to suppress the display in Socrates (we will link through a local 856 instead). The 776 is used to indicate the original record in OCLC. Do not add a reciprocal link to the record for the original.

URL (online version or reformatted video--reproduction of a video in an obsolete format)

If a film is also known to be available in its entirely online, add a URL per the policies noted in the Guidelines for Cataloging Internet Resoruces. III. When we have a print equivalent

When cataloging a reformatted video (ones which we own in an obsolete format and make a replacement copy for use because they are longer available from a commercial publisher), put in an 856 containing the cat key of the Symphony record for the original. Also put an 856 in the record for the original back to the record for the reproduction. Below are a pair of reciprocal links, the first is in the record for the reproduction with the ckey for the original; the second is in the record for the original with the ckey of the reproduction.

DVD sets Containing many films

DVDs for different titles in individual containers

DVDs for different titles in a single container

DVD titles in individual containers
Sometimes Stanford receives a boxed set of DVD of different films in individual containers, which have already been released separately.  Sometimes some within the set have been  issued separately and others haven't. Stanford may or may not  already have a copy of the individual DVDs.  Mono Receiving should first search  these titles in Symphony, and any which are identical matches for  something Stanford already owns should be added as a c.2.  If there  is no previous copy in Symphony and the only copy in OCLC for the  individual DVD lacks any mention of the set title but is otherwise  identical to the item in hand (check also the 024 and 020), Mono  Receiving should download the copy and perform copy cataloging. The order record for the set should be shadowed.

Only those for which no matching copy exists should come to the  MARC Unit, along with the set container.  For those with no copy,  the MARC unit will perform original or derived original cataloging,  putting the set container title in a 490 field, first indicator 0.

DVDs for different titles in a single container

Some sets of DVDs are for different film titles, but are issued in the same container. If these are just a few films, they should be cataloged on a single record following regular procedures. If there are many DVDs in the set, Mono Receiving should send these to Media-Microtext for evaluation to see if they should be

1. cataloged on a single record for  Media Microtext Reference, or
2. individual DVDs cataloged separately, or
3. cataloged as a single record with a few of the DVDs receiving separate cataloging. 

Media-Microtext will return the set to Mono Receiving with instructions, along with all items and any container.

1. If the item is to be cataloged as a set, it should be cataloged on the order record in Symphony for the set. Make sure that this record is not shadowed. Look for copy in OCLC for the set. If the copy in OCLC meets standards for copy cataloging, check to see whether each title within the set is recorded in a 505 field. If it is not, check the Symphony record for the order and see whether the film titles are already in the record.

• If all of the film titles are recorded there in 799 fields, perform copy cataloging (the 799 fields should remain in the record).
• If all titles are recorded in the 246 fields, change the tags to 799 and proceed as above.
• If all the titles are recorded a 505 field change the tag to 590, download the copy, and change the tag back to 505 and proceed with the copy cataloging.

Use a single call number structure with an LC call number, Type=REF, and Location=MEDIA-MTXT. It will need a holdings record

If there is no good copy, send the set to the MARC Unit. The MARC Unit will catalog and include an enhanced 505 field for the titles within the collection, recording at least the title and year of each film.

2. If the individual items are to be cataloged separately, proceed as with the DVDs for different titles in individual containers except that the set title must appear on the copy record somewhere (possibly in 440, 490, 245, or 246). If it does not or if there is no copy or only copy without the set title, send to the MARC unit

3. If Media-Microtext wants a set record with some to receive separate cataloging, create the set record as in 1. above. Catalog the items to receive individual catalog record as in 2. above. Add a note in $z of the holdings

Video cataloging resources

Anglo-American Cataloguing Rules, Second Edition, 2002 revision (AACR2). Ottawa: Canadian Library Association; Chicago, American Library Association

BIBCO Core Record Standard for Moving Image Materials:http://www.loc.gov/catdir/pcc/bibco/coremim.html

BIBCO Training Manual. Fourth Edition, 2004

Cataloging Service Bulletin. Number 22 (Fall 1983). (CSB) Washington, D.C.: Cataloging Distribution Service, Library of Congress

Guide to Cataloging DVDs Using AACR2r Chapters 7 and 9. DVD Cataloging Task Force, Cataloging Policy Committee, Online Audiovisual Catalogers, Inc.(OLAC) : http://ublib.buffalo.edu/libraries/units/cts/olac/capc/dvd/dvdprimer0.html

Library of Congress Rule Interpretations (LCRI). Washington, D.C.: Cataloging Distribution Service, Library of Congress:.http://www.itsmarc.com/crs/lcri0000.htm (online has updates through no. 1-2, 1998 only, see paper or Catalogers Desktop for current version)

MARC 21 Format for Bibliographic Data. 1999 ed. Network Development and MARC Standards Office, Library of Congress, Standards and Support, National Library of Canada. Washington, D.C.: Cataloging Distribution Service, Library of Congress :http://www.itsmarc.com/crs/bib0001.htm (online has updates through Update No. 1, October 2000 only, see paper or Catalogers Desktop for current version)

OCLC Bibliographic Formats and Standards. When to Input a New Record.:http://www.oclc.org/bibformats/en/input/

Last modified: August 17, 2009