TULANE UNIVERSITY, Howard Tilton Memorial Library



Post-Flood Gifts


May 21, 1998; rev. for “Post-flood gifts” 1/9/2007


1.                  Choice and Updating of OCLC record:  Follow the guidelines for the Score Format in the section “When to Input a New Record” in OCLC’s Bibliographic Formats and Standards, current edition.


Absence or presence of parts: If  our library has a score but no parts and the only record in OCLC is for the score and parts (or vice versa), accept this record, but edit the appropriate fields (e.g. 300, 650|x) to reflect our holdings.


If our symbol (LRU) appears on the OCLC record, contact us before continuing with the cataloging.


If there is no record on OCLC, perform full-level (Level I) original cataloging according to OCLC’s  Bibliographic Formats and Standards, current edition.


When all editing has been completed, the OCLC record should be updated.


2.                  MARC tagging:  All MARC tags, subfield tags, and indicators should be checked for correctness.


Cataloging Code: See the section on “Headings”, below.  For other fields, cataloging may be done according to AACR2 or a previous cataloging code. Punctuation and capitalization throughout these fields are acceptable as is, as long as the sense of the record is unimpaired by such usage.  Typos should be corrected.

3.                  Headings in record: All headings must be in AACR2 form (unless an authority record gives a pre-AACR2 form).  In general, do not delete headings given on the record unless they are erroneous or inappropriate.  If not given in the record, headings should be added for the following:


Names:  A heading should be present for:

* composer (including attributed composer)

* librettist (when entire work is present)

* lyricist

* editor

* arranger/transcriber

* other entries specified under LCRI 21.30.


Uniform titles and analytical added entries (7xx fields which contain the separate headings for multiple works in the piece):  A uniform title must be provided according to AACR2 Chapter 25.  Analytics should be given when 2-3 works are present.


Other titles (e.g. parallel, cover, cataloger-supplied spelled-out forms):  If non-generic, these forms should be given indexed access by either a 246 or a 740 field.




Subject Headings: Adequate and appropriate subject headings (including subdivisions) should be given, using LC Subject Headings, and tagged “650" with 2nd indicator “0".  Inappropriate LC subject headings should be corrected or deleted, as applicable.


A subdivision for scores and/or parts should correctly reflect our holdings:

    e.g. if the OCLC record is for scores and parts, with the 650 containing “|x Scores and parts”, but we have the score only, the |x should be edited to “|x Scores”.

4.         Authority work on headings:


Name/Uniform titles: 


DLC or PCC cataloging:  Check names and uniform titles only if you are adding the name/uniform title to the record.

All others:

Uniform titles:  Check the OCLC Authority File for all uniform titles (130, 240, 6xx|t, 7xx|t, 730), and use the appropriate form given there.  If not in the OCLC Authority File, check our local authority file.


     Delete initial articles in the |t or |p of these uniform title fields.


Other names:  Check other names only if you are adding the name to the record or if you notice a discrepancy between the way the name appears on the piece and in the record (using the OCLC Authority File, and if necessary, our local authority file).


Series:  Check the OCLC Authority File and use the heading, call number, and series treatment practices as given there.

EXCEPTIONS: (we will mark these when sending)

  Hortus musicus:  use the following call number:  M5.H6 no.___ (not sep. classed)

  Nagels Musik-Archiv: use the following call number: M5.N3 no.___ (not M2 |b .N25)


If the authorized form of the series is different from the way that it appears on the piece, the authorized form should appear in an 8xx field, with the 490 1st indicator set at “1".


If the series is not in the OCLC Authority File, check our local catalog for an authority record and use our local heading, call number, and treatment as given there.

If the series is not in the OCLC Authority File or in our local catalog, accept the form and practice given in the OCLC record.




DLC or PCC cataloging:  Check subject headings only if you are adding the subject heading to the record.

All others:  Check the OCLC Authority File for all topical subject headings (650), and use the appropriate form given there.  If not in the OCLC Authority File, include a flag.  (It is not necessary to check our local authority file for topical subject headings.)

4.                  Fixed field:  The following elements must be accurate:


Type:  c (or “d” for manuscripts)

BLvl:  m



Form (should be blank)


020 (ISBN): must match the numbers on our piece and should be included on our record.


024 (first indicator 2) (ISMN): must match the numbers on our piece and should be included on our record.


028 (Music number): must match the numbers on our piece and should be included on our record.


In the 028 field, the 2nd indicator should be set to generate an OPAC note (either 1 or 2 is acceptable) or no note (0 or 3) as appropriate.


050: see Section #7 “Call number”


090: see Section #7 “Call number”


240: 1st indicator should be “1".


245: Any GMD (|h) should be deleted.


250:  Edition statements must match, as described in OCLC Bibliographic Formats and Standards, current edition.


300|a : the format of the score must match (e.g. full score, mini score, vocal score).

      |e: the height should be checked only if you suspect that it may differ from the score by over 2 cm.


5xx (Notes): Notes should be added if not present:


language (546):  to state the language when not apparent elsewhere

contents (505): when an item contains 15 works or less.

5.                  948 (Cataloging source information): Information corresponding to the date you cataloged the title and your agency’s name should be added as follows:


|a Date (year, month, and day): enter as a 6-digit number: yymmdd


|b Your agency’s name & individual cataloger’s initials


|c Level of cataloging (see online documentation on statistics)


|d  Number of titles cataloged.


|e Number of volumes cataloged.



7.         Call number:  A valid and appropriate LC classification number must be used.

FOR CLASSED-TOGETHER SERIES, use the number given in the series authority record (see section 4, “Series”, above).


    1.          Numbers in 050 field with 1st indicator “0":

These are acceptable as given (call no. date must reflect the publication date), so no further shelflisting is needed.


(1)   Our series practice calls for a different number (see #4 above): use ours instead of LC’s.

(2)   The work is in a class no. for which LC doesn’t supply complete cuttering (e.g. M25 -- an example of a call number on the record would be “M25.C):  complete the cuttering as instructed below.


    2.          Numbers without an 050, 1st indicator “0":


(1)        Works not involving composer main entry (e.g. compilations of popular songs entered under title); check our shelflist to avoid conflicts.


(2)        Works with a composer main-entry: Shelflisting must be done for these, to provide composer and work “Cutters” which are consistent with our current holdings.


(a)        Finding related records in local shelflist:  Search our local catalog by the LC classification number. 


Use the composer number found in existing records; if none exists, assign one that files the composer appropriately within the range of author cutters in that call number.  If conflicts exist, use the number found in the most recently-cataloged works (see bib 948 field |a dates), and notify Jeannette Thompson about other call numbers.


            (b)        Assigning work Cutters:

-- Assign a work number which falls into the pattern used for other works by that composer under that class number.

-- The date of publication should be the last element of the call number (again, using LC’s shelflisting guidelines for this date).

-- Delete an “x” found at the end of a call number date.


8.         PROCESSING


The call number should be pencilled in the piece, with the location as the last line.  (Most of the items are for the “MUSIC” location; a few, which we’ll note as different, are for sublocations within Music.)  In items with a t.p. verso, the call no. should go toward the top if possible.  When music is printed on the t.p. verso, pencil the call number on the title page.


e.g.       M                                 M                                 M

1001                            1503                            1621.4

.B4                               .B444                           .B35

op.60                           C2                               A5

1998                            1987                            1930z

MUSIC                        MUSIC                        MUSIC


Parts should also receive the call number, pencilled in the upper-left corner.  The call number is to be followed by the appropriate delineation:

 “Part” [when there is just one part]


 “Part 1/2" and “Part 2/2" [when there are 2 parts; use score order if possible]. — Adapt this for 3 or more parts.









9.         MARC holdings records – see online documentation


10.       Binding; Item records; etc. – see online documentation




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