Cataloging Videos and DVDs PRE 1/07/09

Recent Changes You now may use terms of common usage in the 300 field |a. These include:

        1 DVD-video
        1 video reel
        1 video disc
        1 videocassette

When cataloging DVDs, we are discontinuing the local practice of adding (DVD) into the 300 |a. Instead we should use the common term 1 DVD-video in the 300 |a.

Examining the piece

Remember the acquisitions staff order with no piece in hand and sometimes very little information. Order record may vary substantially from what we receive. If we ordered a VHS and we receive a DVD, this is OK. If we order a DVD and we get a VHS, this is a problem to be reported.

Slightly different dates are OK. Different actor/director/cast is not.

If we ordered the 1950 “Miracle on 34th street” and received the 1990 version with Brad Pitt, this is a problem to be reported.

Some minor differences between the record and the item in hand are OK. There may be a difference of opinion as to who exactly should be in the 260, (publisher, distributor, releaser, Fox Entertainment, Miramax Film, Walt Disney Pictures, Touchstone Entertainment) If the firm in the MARC record is on your video, accept it.

Symbols you might see on a video container

The SDH symbol indicates “subtitles for the deaf and hearing impaired” (Similar to closed captioning, but SDH does not require a compatible television set to display the text of the dialogue and sound effects within a film.

A small box with a tiny box centered on the top line of the first box -- Dolby Digital Mono.

A small box with two tiny boxes -- stereo

A small box with three tiny boxes – Dolby surround three channels.

A small box with four tiny boxes – Dolby surround 5.1

a number surrounded by a square with NTSC underneath. The symbol means the DVD is designed to be played on region 1 DVD player. (Region one includes all of North America) It is assumed that the DVD is encoded for region 1 unless otherwise stated.

 Warning: Some containers have a chart on the back with language, sound, and other information.  The top row and left column are headers/label information, and do not mean those languages are present.  Sound information in the column below the name of the language indicates that the language is present on the DVD. – From N. Olson.

Record Selection

When searching OCLC for records, use the qualifier /VIS to restrict the search. Select the record that most closely matches the piece in hand.

Be aware that VHS records and DVD records look very similar. Check and make sure you have the right one. If you have a VHS tape, you must use a record for the VHS format. You cannot use a DVD record for the same title. VHS and DVDs require separate records.

See chapter 4 of Bib. Formats and Standards for more details on when to create a new record.

The Chief source of Information for a video is the item itself (title frame), the container and container label (If the container is an integral part of the piece e.g. the cassette)

If Information is not available from the chief source, take it from the following sources: accompanying material, container when not an integral part of the piece, or other sources.


MARC field information

All fields should be reviewed for accuracy.

The following fields are required for all core level videorecording records:

        Fully coded fixed field
         100 (M/A)
         240 (M/A)
         245 ah
         250 M/A
         440 (M/A)
         511  only what is necessary to identify the item
         700 (M/A)

For further MARC field explanations see detailed section below.

SPECIFICS “Judgment is key when creating Core cataloging records for visual material.” Alternative forms of titles are not required unless necessary for retrieval. Only essential added entries should be included and notes to justify them are not required in a core record. Subject analysis covers primary topics only.

Code the fixed field fully.

In fixed field

         Type g     (projected medium)
         Tmat  v  (videorecording)
         Time 115 (give in minutes, it should match 300 field)
         Dates:  If a DVD (or videocassette) contains exactly the same material as the original motion picture from which it was copied, and nothing has been added or changed, the MARC 21 fixed field 008, byte 6, (OCLC Date type), is to be coded “p” because the content is identical to that of the original work, but the medium is different (from film to video).
         Date type “r” is used only when something is reissued in the same medium with no change in content, so this would not apply to any DVD (or VHS) made from a motion picture or television program, whether or not the content had changed.
         If there is a change in content, then the item is to be treated as a new work, and MARC 21 fixed field 008, byte 6, is coded “s”. This change in content may include anything from the addition of closed-captioning, to the addition of the many special features that are typically found on a DVD.
         007 Is not required by Core, but is required locally.  Add.
         028 Minimally supply readily available publisher numbers (i.e. numbers appearing on the item, container, etc.) If formatted use field 028, if not use field 500.041 Mandatory if applicable. |a and |b
  • Main Entry - Personal Name : almost never used. Authors of original novels or composers of original musical works on which the video is based are traced after the director in a 700 field.

Uniform title. Supply a uniform title if it is known or can be readily inferred from the item being cataloged. For more info. See document on Uniform Titles.

  • Title Statement needs a gmd in brackets [videorecording] after subfield a and before subfield b

transcribe statements of responsibility credited … with a major role in creating a film e.g. producer, director, animator, give all other statements [including cast] in notes. Sponsoring agencies do not go in 245c but in a note. The chief source of information for a video is the title frame itself, therefore the title in the MARC record might be different than that on the box or on the video case. Sometimes these different titles are added in a 246.

Be aware of the fact you may have a uniform title situation on your hands. The title statement should be based on the title frame. Transcribe parallel titles or original titles as per 7.1D If the motion picture is dubbed into English use the Uniform title of the original title followed by English. If the motion picture has subtitles use the original title and do not add the name of the language.


       Example  |a Star wars |h [videorecording] |b a retrospective / |c company who made the film.

The Chief source of Information for a video is

           * the item itself (title frame)
           * the container and container label (If the container is an integral part of the piece e.g. the cassette)


If Information is not available from the chief source, take it from the following sources

           * accompanying material
           * container when not an integral part of the piece.
           * other sources.
           * Title added entries.

Used for spelling out numbers and symbols, access to portions of the title such as parallel tiles, variant titles on piece such as spine titles, cover titles, other titles. Omit initial articles.

           * Edition Statement (mandatory if applicable)
          Think colorized or reformatted. Silver Anniversary edition.


           * Publication information (|a and |c mandatory, others M/A)

Usually distributor or releasing company.

Date: If there is no copyright date on the disc surface, look for the latest date of those that may be printed on the back of the container [copyright date for cover design, etc.], and use this latest date as the assumed date of publication. Record this date in brackets and without the copyright symbol because it is an assumed date. Copyright renewal dates are ignored according to LCRI 1.4F6 (CSB 92).


           * Physical description. (|a and |c are mandatory, others M/A)
       |a identifies the physical number of units, expressed with an Arabic numeral and a specific material designation. The stated or approximate playing time follows.


       |b contains other physical details such as sound characteristics, Black and White, color, etc.
       |c describes the size




           Example    |a 1 videocassette (119 min.) : |b sd., col.; |c 12 in.



           Example  |a  1 DVD-Video  (120 min.) : |b sd, sol ; |c 4 ¾ in.


             4XX   Series
                         Transcribe all series found on the item in either a 490 or 440.  All traced series must be supported by a national level authority record.  A national level authority record need not support untraced series.  If a national level series authority record already exists for the series, follow the first tracing practice indicated on the record and record the series and tracing appropriately.
       5XX  Only notes that support the identification of the item need to be included.  Cataloger’s judgment weighs heavily to determine what is essential for identification.  Notes are not required to justify added entries
                     505 Table of contents
                     Supply for multi part items with separate titles.


           * System detail notes
         Format information DVD format, VHS,
         (In older records this information will be in a 500 note) Change into 538.
       511 1  Cast Participant or performer note.
        N.B. The only indicators that are now valid are 0 and 1, if the bib record has old indicators they must be changed. Only required if necessary to identify the item.


           * Credits
                 Individuals or organizations (other than members of the cast) that have participated in the artistic or technical production of a work and have made contributions of special significance.


       546 Language
       DVDs may have only the sound track from the original film, or closed-captioning, one or more additional sound tracks and/or subtitles in one or more languages may have been added. Some DVDs have a little chart showing the languages included, whether there are captions in that language, and what type of sound is available for each language. Languages are named in MARC 21 field 546, and coded into field 041
       Record the words stereo or mono if either of those words is present (500 note) AACR27.7B10a.  Sound information may be combined with a language note.


           * Closed captioned. Sound tracks in English, Spanish, and French with optional subtitles.
       546  Soundtracks: English (stereo), French (mono.)


           * Local Note
       Add a 590 stating Classroom performance right, if there is a note to that effect in the Special instructions section of the transmittal slip.
       650  0        Subject Headings
                                   Use Feature film only if the film was released as a feature film.
                                   Authoritative subject headings should be assigned to non-fiction works.  In some instances there may be no appropriate subject headings (e.g. sacred works)  sufficient specific headings should be assigned to provide access to the major topics of the work.


       7XX            Added entries
                             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 part.  The inclusion and importance of added entries are intended to reflect cataloger’s judgment and institutional policy.
       For 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 works of music or dance are closely related to the content and purpose of the moving image work.



       The MFHD


       Videocassettes are assigned accession numbers, use the next available number. If

you are cataloging a second copy, use the same accession number as the original receipt.

       In OCLC and Summit the call number should be written out as Videocassette XXXX
       On the transmittal slip, the call number should be written VC XXXX
       Item type is video
       The location in Summit should be med,vid unless otherwise specified.
       Videos get put on the Rush processing shelf in DBM
       Videos do not get put in the backlog. 
       IF there is NO record on OCLC, create a workform (see Video Workform Procedures) and give it to Cataloging Librarian for review.


       Cataloging DVDs


       There are two types of DVDs: computer file DVDs video DVDs. 
       Many video DVDs have interactive menus that allow the option of hearing the soundtrack in a language other than the original.  You could listen to an American film in French with English subtitles.  Most DVDs come with a subtitle option and choices for different languages. 
       Full screen is a term that has a definite meaning particularly on DVD.  This term is analogous to cropped or pan and scan version of a motion picture originally released in wide screen format and which has had the side parts of the image trimmed to fit a standard TV screen.  Many DVDs have the option of being shown in either wide screen (with black space at the top and bottom of the image) or full screen (sides have been trimmed) format.  Some have both formats on the disc.
       DVDs are encoded for regions. The DVDs we receive should indicate they are for Region one (Some say all regions).


       Enhanced DVDs
       A few DVDs contain additional material needing the use of a computer. Each of these carries a statement similar to that found on the Sound of Music:
       A DVD-ROM drive on a PC with Windows 95 or higher is necessary to operate the enhanced features of these discs. Some of these enhanced DVD features will not work on a Mac. These discs will not work in a CD-ROM drive.
       In these DVDs, the predominant component of the DVD is the film itself. These enhanced DVDs should be treated in the same manner as enhanced CDs, where one or two tracks of a CD contain computer-required information. Therefore one should catalog enhanced DVDs as videos. Four examples of enhanced DVDs with features requiring a computer are:
           * Sound of Music — 2 computer games, links to fan sites
           * Perfect Storm — links to online documentaries and chat rooms
           * Chicken Run — 2 games, desktop icons and pets, calculator, screensavers, poster sets
           * The Abyss — 3 games
       Use one note stating the DVD is enhanced, and also use field 538 for the system requirements for the computer portion, though they may be combined.
       ���� 538    Enhanced DVD.     500    Includes 2 computer games, links to fan sites.                             [AACR2r 7.7B10f, physical description,                                             videorecording system]     538    System requirements for DVD-ROM features: Computer            Capable of playing DVD movies; Windows 95 or higher.            Will not work in a CD-ROM drive or on a Macintosh.                               [AACR2r 9.7B1b, system requirements
       Information we may ignore
       Information that may be ignored because it is standard on all DVDs:
           * Interactive menu,
           * Scene access,
           * Scene selection.
       Other special features that may be ignored (though one may want to mention them also).
           * Advertisements,
           * Previews of other titles.




       DVD specific MARC field information


           * vdcgaizs


            v  videorecording
            d  videodisc
       c  color (code for black and white if no color)
       v DVD. A laser optical (reflective) videorecording  
       a   sound on medium
       i   videodisc
       z   dimensions
       s   stereo (can use code q for surround sound)
           * Pay attention. The DVD often has a variety of language track and/or subtitles
           * |h  videorecording
           * DVD
           * Add a note stating classroom performance rights, if there is a note to that effect in the Special Instructions section of the transmittal slip.


       Region information
       Check DVD should be checked to make sure the disc is for region 1.  This information should not be included in the bibliographic record.   It is assumed that the DVD is encoded for region 1 unless otherwise specified.
       The item type will follow the GMD.  If the GMD is for a videorecording, the item type is video. 
                     In Media for Video DVDs use the accession number system currently used for videocassettes. The 856 should read:
                                   |b med,vid |h Video |i DVD |i 9999
                     Presently Media, MGI and SCI can take video DVDs.

If we receive a second copy of a movie, use the same accession number as the first receipt (even if the format is different)

If we have VHS of 1950 "Miracle on 34th Street" and get a DVD of the same version, use the same accession number. If we receive the 1990 Brad Pitt version, use a new accession number since its not really a copy.

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