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Guidelines for Cataloging Videorecordings
Chief source of information
Fixed fields
0xx
2xx
3xx
4xx
5xx
6xx
7xx
8xx
9xx
Classification
Other
Chief source of information (in this order of preference):
- item itself – all title and credits screens, regardless of location. Information at the end of a film is equal in status to that at the beginning of the film.
- container – label, container
- other – accompanying material, packaging, etc.
Videorecordings are cataloged from the title
screen(s). View opening and/or closing credits to verify title, director(s),
producer(s), and screenwriter(s).View menu options to verify presence or absence
of closed captioning and language tracks.
Fixed fields
Type: g (Type
of record: projected medium)
BLvl: m (Bibliographic level: a monograph (or nonserial item))
Desc: a (Descriptive cataloging form: item has been cataloged according to
AACR2)
ELvl: I (Full-level input by OCLC participants)
*Note: if 040 |a = DLC then ELvl: blank
Form: blank (Form of item: N/A)
Tmat: v (Type of material: videocording)
Srce: d(Cataloging source: an organization other than a national bibliographic agency)
*Note: if 040 |a = DLC then Srce:
blank]
GPub: blank (Government publication:
not a government publication) *Note: if video is issued by a government agency,
then see BFAS code options
Tech: (Technique used to create motion for motion pictures and
videos: l (live
action), a (animation), c (combination of animation and live action), n (not applicable),
u (unknown), z (other, such as still film, trick photography, etc.)
Audn: blank
(Target audience: a (preschool up to K), b (primary (K-3 or 4), c
(elementary), d (secondary 9-12), e (adult), g (general)) *Note: use only if
target audience is clearly indicated on the item
Time (Running time: in minutes as a three-digit
number, such as "098" for 98 minutes, or
"150" for 2 1/2 hours) *Note:
should
agree with 300 |a
DtSt: (Type of Date/Publication Status: s (single date for a
DVD or video with extra features) or p (DVD or video is exactly the same as the
motion picture when it was released in the theater) *Note:
see
"Dates in fixed fields" below for additional guidance
Ctrl: blank
(Type of control: N/A (item is not archival))
MRec: blank
(Modified record: N/A (refers to whether bibliographic information was modified for entry into machine-readable form))
Dates (Date 1 is the year that the DVD or video in
hand was released; if DtSt is s, Date 2 is blank; if DtSt is p,
Date 2 is the date that the motion picture was originally released in the
theater) *Note: Date 1 should agree with date of publication in 260 |c
Lang (Code for the original/primary language of the
work) *Note: code should agree with language information in 041 |a and 546 fields, if applicable.
To find codes see MARC Code List
for Languages
Ctry (Code for state/province/country of publication) *Note: code
should agree with state/province/country in 260 |a. To find codes see MARC
Code Lists for Countries
Dates in fixed fields
DtSt = s
A DVD or video with any new or extra material
that was not included with the motion picture when it was originally released in
the theater (i.e., different versions or
cuts of the motion picture, deleted scenes, outtakes, documentary material, interviews, commentaries,
additional
language tracks, closed captioning, etc.). This is considered a new edition.
In this case for the fixed field "Dates," Date 1 is
the publication year of the DVD in hand, and Date 2 is blank. You will include
a note about the date of original release in a 500 edition and history note.
DtSt = p
If a DVD or video contains exactly the same material as the original motion
picture, and nothing has been added or changed, the fixed field "DtSt" is coded "p" because the content is
identical to that of the original work, but the medium is different (from film
to video).
In this case for the fixed field "Dates," Date 1 is the publication year of
the DVD or video in hand, and Date 2 is the year that the motion picture was released theatrically). You will include a note about the date of original release
in a 500 edition and history note.
007
Physical Description Fixed Field for Videorecordings
Category of material
|a: v (videorecording)
Specific material designation
|b: f (videocassette), d (videodisc)
Color
|d: c (color), b
(b&w), m (both), z
(tones, stains, tints, etc.)
Videorecording format
|e: b (VHS), v (DVD videodisc), g (other laserdiscs),
a
(Beta), k (super VHS)
Sound on medium or separate
|f: a (sound on medium), b (sound separate from
medium), u (unknown)
Medium for sound
|g: h (videotape), i (videodisc)
Dimensions
|h: o (1/2 in.), z (other -- use for all videodiscs
including DVDs)
Playback channels
|i: k (mixed), m (monaural, one channel), q (multichannel,
surround or quadraphonic), s
(stereophonic, two channels), n
(non-applicable), u (unknown), z (other)
See BFAS
guidelines for more information.
040
Cataloging source
System-supplied, provides OCLC symbols of institutions that created and
modified the record.
020 ISBN
Indicators are undefined.
If there is an ISBN number it will usually be
found on the back of the container/case above the barcode.
024 Other Standard Identifier -- UPC Code (if applicable)
1st Indicator:
1 (Universal Product Code)
2nd Indicator: blank
028 Publisher Number
1st Indicator:
4 Videorecording number
2nd Indicator: 0 No note, no added entry
Enter the number assigned by the publisher,
usually found on the spine of the container, sometimes on the back of the
container, sometimes on the cassette label or DVD surface. Enter the number
exactly as it appears on the item. Include spaces, punctuation, prefixes, and
suffixes.
After the number enter the publisher's name in |b. The publisher's name is
usually found in proximity to the publisher number.
028 is repeatable if there are multiple numbers.
037 Source of
Acquisition
Delete this field if present.
041 Language Code (if applicable)
1st Indicator: 0 Item is not
a translation/does not include a translation
1 Item is or includes a translation
2nd Indicator: blank
Codes for the languages associated with an item
when the fixed field element Lang is insufficient to convey full information for
a multilingual item or for an item that involves translation.
See BFAS
guidelines for a full list of codes and explanations.
subfield |a
Code for each language with an audio track.
subfield |b
Code for each subtitled language when different from language codes
appearing in |a [i.e., do not repeat language codes appearing in |a]
subfield |h
Code for original language [denotes
original language of the film]
Example for a video in English with subtitles in English, French and Spanish:
041 1 eng
|b fre |b spa
Example for a video in French with additional audio tracks in English, Spanish, and
German, and subtitles in English, French and Spanish:
041 1 fre
|a eng |a ger |a spa |h fre
Example for a video dubbed into English, when the original language was
Vietnamese:
041 1 eng |h vie
043
Geographic Code (if applicable)
To be used as an aid to subject approach if the
setting of the item is important. See BFAS
guidelines.
050 Library of Congress Call Number
Use this field as guidance. We construct our own video call numbers
locally.
082 Dewey Decimal Call Number
Ignore or delete this field if present. We construct our own video call numbers
locally using Library of Congress numbers.
090 Locally-assigned Call number
Construct Library of Congress call number by shelflisting and utilizing
Library of Congress cutter table.
049 Local holdings
The holding library code for items held by your institution. This
field is system-supplied.
245 Title/Statement of Responsibility
1st indicator:
0 (videos will never have a main entry -- delete 130 field if present)
2nd indicator: 0-9
(number of non-filing characters present -- click here
for an authorized
list of initial articles that count as non-filing characters)
|a Title |h [videorecording] : |b subtitle / |c production company or companies ; producer(s) ; screenwriter(s)
; director(s)
Transcribe statement of responsibility information exactly as it appears on the title screens.
Only those with "overall responsibility" (producers, writers, directors) go
in 245 |c. Other production credits go in field 508, and performers go in field 511
(see below).
Remember the "rule of three" from AACR2 1.1F5:
"If
a single statement of responsibility names more than three persons or corporate
bodies performing the same function, or with the same degree of responsibility,
omit all but the first of each group of such persons or bodies. Indicate the
omission by the mark of omission (.) and add et
al.
in square brackets."
Foreign films
For foreign films be sure to transcribe the prominent title from the title screen in 245 |a.
This will usually be the original language title. If there
is a translated title, this will go in 245 |b as a parallel
title, and also in field 246 (see below). The punctuation for |b is different if it is
a parallel title:
Foreign language film:
|a Original language title |h [videorecording] = |b
parallel title / |c production company or companies, producer(s),
writer(s), director(s).
246 Varying Form of Title
1st
Indicator 0 Note, no title added entry
1 Note, title added entry
2 No note, no title added entry
3 No note, title added entry
2nd Indicator | No information provided
0 Portion of title
1 Parallel title
2 Distinctive title
3 Other title
4 Cover title
5 Added title page title
6 Caption title
7 Running title
8 Spine title
Also see BFAS
guidelines.
250 Edition
(if applicable)
Many
film titles have been available in multiple formats (film, Beta, VHS, laser
disc, DVD) as well as multiple versions/releases within a format. Numerous
titles have been released on DVD, then followed with another DVD release that is
changed somewhat from the first release. Statements that distinguish one
manifestation from another should be treated as edition statements, whether
they carry the word "edition" or not.
Edition statements can be taken from the container, and examples include:
250 Restored version
250 Deluxe widescreen presentation
250 Widescreen version
250 Standard version
250 Anamorphic widescreen
250 20th anniversary ed.
250 Collector's ed.
250 Director's cut
If a DVD contains both widescreen and standard
(or fullscreen) versions, the information is noted in a 500 note field rather than in the 250
field. Example:
500 Includes widescreen and standard versions
500 Includes widescreen and fullscreen versions
Be careful to distinguish between edition
statements related to the item and series statements relating to the item being
part of a publisher's collection. See 440/490 section below.
260 Publication Distribution, Etc.
|a
Place of publication : |b name of publisher/distributor, |c date
of publication/distribution
Place of
publication
City and state/province where publisher/distributor is located (if known). For 260 |a if the place of publication is not found on the disc surface,
cassette label, or container, check the list below for the most common video
distributors and their current locations and always put place name in [square
brackets].
This list incorporates various corporate names (i.e., "New Line" = New
Line Home Video, New Line Home Entertainment, New Line Entertainment, etc.).
Use this list as guidance and always check the disc surface, cassette label, or
container carefully -- some of these corporations may have had different
locations in the past. If not found, always put place name in [square brackets].
| Columbia TriStar / Sony | Culver City, CA |
| MGM or Metro Goldwyn Mayer | Santa Monica, CA |
| New Line | Los Angeles, CA |
| Miramax / Buena Vista / Touchstone / Disney / Walt Disney / Dimension | Burbank, CA |
| Warner | Burbank, CA |
| Universal | Universal City, CA |
| Paramount | Hollywood, CA |
| Twentieth Century Fox or 20th Century Fox | Beverly Hills, CA |
| HBO | New York, NY |
Date
The |c date given should agree with the
first given date in the fixed field Dates (usually the date of publication or distribution).
Note:
DVDs were not sold before 1997, so it is impossible to have a DVD "publication" date
earlier than 1997. VHS machines were not sold before 1977, so it is impossible
to have a VHS "publication" date earlier than 1977.
If there is no copyright date on the cassette label or disc surface, look for the latest date
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.
300 Physical Description
Example of VHS (with sound and in color, 115 minutes
long):
|a 1 videocassette (115 min.) : |b sd., col. ; |c 1/2 in.
Example of DVD (with sound and in color, 115 minutes long):
|a 1 videodisc (115 min.) : |b sd., col. ; |c 4 ¾ in.
Time
The time given in field 300 |a is the running time of the film, noted in
minutes, in parentheses, using the abbreviation "min.". This is also the time recorded in the fixed field "Time."
Times of supplementary material and/or special features may be given in the
notes relating to that material or those features, if appropriate.
Color & Sound
300 |b can have various permutations depending on the
sound and color aspects. The color information must correspond with |d in 007
field.
Example of a silent DVD in black & white:
|a 1 videodisc (66 min.) : |b si., b&w ; |c 4 ¾ in.
Example of a sound VHS with a mixture of color and black & white:
|a 1 videocassette (66 min.) : |b sd., col. with b&w sequences
; |c 1/2 in.
440 Series Statement/Added Entry Title (Traced)
1st indicator:
Undefined
2nd indicator: Number of non-filing characters
present
Used when the series
statement and the controlled added entry form of the series title are the same.
Field 440 is both a series statement and a series added entry.
Example:
440 0 New Line platinum series
490 Series Statement (Series Title Not Traced)
1st indicator:
0 Series not traced
1 Series traced differently (must have the traced
series title in 8xx field)
2nd indicator: Undefined
Used when the series statement is different from
the controlled added entry form. Also used when a series statement contains
volume or date information as an integral part of the title. Example from the bib. record for All That Heaven
Allows:
490 1 Criterion collection ; |v 95
830 0 Criterion collection (DVD videodiscs) ; |v 95
5xx Notes
Give notes
in the following order and see descriptions below.
538 System requirements
546 Language
500 Source of title proper
500
Edition and history
511 Participants/performers
508 Creation/production credits
500 Other notes.
521 Audience
520 Summary
505 Contents
586 Awards
538 System Requirements
"VHS" or "DVD" always goes in this field, plus any additional information
about special sound, color, technical aspects, etc. Examples:
538 VHS
538 VHS hi-fi, Dolby stereo
538 DVD
538 DVD, THX digitally mastered
538
DVD, Dolby
digital 5.1, Dolby surround
Include
information about the region code in the 538 field
if the DVD is not Region 1 coded (Region 1: U.S., Canada, U.S. Territories). Look
on the back of the container for a region note or symbol (a number superimposed
on a globe). If the number is anything other than 1, enter a note as follows:
538
DVD, produced for region 4 (Central and South America), user must have a DVD
player that will play region 4 DVDs.
Be sure to adjust the note to reflect the region of the DVD you are
cataloging. Click here for a list of
the regions and the countries they represent.
When you catalog a DVD that is not Region 1 coded, put a warning sticker on the
front of the container. Debbie Packer has stickers and can provide them to you.
They read: "Must be viewed on a "region-free" DVD player.
Your home DVD player may not be "region-free." Ask for directions to the
library's "region-free" player at the Circulation desk."
546 Language (if
applicable)
Used for noting subtitles and audio tracks in multiple languages, as
well as closed captioning for the hearing impaired.
Closed Captioning
Closed captioning is not the same as subtitles or captions. Subtitles (or
captions) only contain the dialog, or phrases summarizing the dialog. Closed
captioning includes dialog in addition to musical note symbols when there is
music, words to songs, and words or phrases about background music or what is
going on in the movie.
A video is closed captioned when the container shows the closed captioning
symbol that looks like a television set with a tail. The words "captioned" or "closed captioned" or the letters
"CC" in a box may be used in addition to, or instead of, the
television set symbol. There will often be no other information given -- this is
the only indication of closed captioning.
Multiple languages (subtitles and audio tracks) must correspond to codes in field 041.
If a video is in English and is not closed captioned and does not have any
subtitles or alternate audio tracks, there will not be a 546 field.
VHS
Most VHS videocassettes have only one language aspect. They may have subtitles in one
additional language, and/or may be closed captioned. Examples:
546 Closed
captioned.
546 In
Italian with English subtitles.
546 In French
with English subtitles; closed captioned.
DVD
If a DVD has only one language aspect, you might use one of the following.
546 Closed
captioned.
546 In
Italian with English subtitles.
546 In French
with English subtitles; closed captioned.
DVDs often have some combination of the following language features:
The audio track of the
original film
Closed captioning
One or more optional audio tracks in additional languages
One or more optional subtitles in additional languages
You can combine these multiple language aspects into a single 546. There are
countless variations of how to describe the information. Use your judgment to be
concise and include all language information. Examples:
546 In French
with optional English subtitles; closed captioned
546 In
Chinese, English, French, or Spanish, with optional English, French, or Spanish
subtitles
546 English
dialogue with French and Spanish subtitles; closed captioned
500 Source of Title Proper
Only
used
if
the title is taken from other than the
chief source of information, such as when a cataloger did not have access to
a DVD player or VCR to view the title screen(s). In this case the title in 245
|a would be in square brackets and this 500 note would read as follows:
500 Title
from container
or
500 Title
from disc surface
500
Edition and History
To be used for information about earlier editions, or the history of the item
being cataloged.
For feature films:
500 Originally produced [or released] as a
motion picture in [year]
For miniseries or made for television movies:
500 Originally broadcast on television/cable as a [miniseries, made
for television movie] in [year].
For a season of a television series:
500 Originally broadcast on television/cable, 1974-1975.
511 Participant/Performer [Cast members]
1st indicator: 0 No display constant generated
1 Cast
2nd indicator: Undefined
List prominent cast members found in the chief source of information (title
frames and container). Names are separated by
commas.
508 Creation/Production Credits [Crew members]
Indicators
are undefined.
List major contributors to the artistic or technical production of a feature
film not recorded in 245 |c statement of responsibility:
cinematographer
or director of photography
film
editor
music composer
There is no need to add the names of other contributors if they are not already listed in the bib record, such as production managers; production designers; art director; costume designers; visual effects; assistants or associates; executive producers etc.
Preface each name or group of names with a statement of
function, and separate by semi-colons. Example:
508 Music,
Howard Shore ; editor, Chris Lebenzon ; director of photography, Stefan
Czapsky.
500 Other Notes
Adaptation
Information
Used if the item is based on a previous work:
The Handmaid's Tale
500 Based on the book by Margaret Atwood.
The Birdcage
500 Based on the stage play La cage aux folles by Jean Poiret.
Create a corresponding analytical entry for both the author and
title:
700 1 Atwood, Margaret Eleanor, |d1939 - |tHandmaid's tale
700 1 Poiret, Jean, |d1926- |tCage aux folles
Widescreen & Fullscreen
If a double-sided DVD has both widescreen and fullscreen versions, enter a
note as follows:
500 Includes widescreen and fullscreen [or standard] versions.
Special Features
DVDs often contain supplementary materials. Information that may be
ignored because it is standard on all DVDs:
Interactive menu
Scene access
Scene selection
Many special features can be described in one 500 note. Example:
500 Special features: conversation with Sofia Coppola and Bill
Murray; deleted scenes; "Lost on location" behind-the-scenes
featurette; "Matthew's best hit TV" extended version of the Japanese
TV show scene; Kevin Shields' "City girl" music video; theatrical
trailer.
If the special features include a named documentary or "featurette," enter this title as a 246 added title.
521 Target Audience (if
applicable)
1st indicator: 8 No display constant generated
2nd indicator: Undefined
Most commonly used for videos to denote film rating, such as:
521 8 MPAA rating: R.
An
additional note about the target audience for the described material is used only if the information is stated on the item. Use primarily
when the contents of an item are considered appropriate for a specific audience
or intellectual level (e.g., elementary school students). If present, also record information about the target audience and/or intellectual level in
the fixed field Audn.
520 Summary
If the
"xxx and happiness ensues for all"-Container.
505 Contents
A
formal listing of the contents of the item. Used if the item contains
discrete named productions or episodes.
586 Awards
1st indicator: (blank) Awards
8 No display constant
generated
2nd indicator: Undefined
An optional note about the awards associated with the item. Use if the film or
contributors won or were nominated for major awards, such as Academy Awards,
Golden Globes, Emmy Awards, Director's Guild, etc. This information may be noted
on the container. It can also be found at The
Internet Movie Database.
6xx Subject Access
See Access Points Guidelines
830
Series Added Entry/Uniform Title
1st indicator: Undefined
2nd indicator: 0-9 (number of non-filing characters present)
Use when the added entry form of a series title is different from that in the
corresponding series statement. Also used when a series statement contains
volume or date information as an integral part of the title.
Example from
the bib. record for All That Heaven Allows:
490 1 Criterion collection ; |v 95
830 0 Criterion collection (DVD videodiscs) ; |v 95
9xx Local
Processing Information
Bib record overlay
907 .b
Enter the bib number so that the enhanced Connexion record will overlay the bib
record in the Millennium database.
Bib record
949 0 |l w |l wa |m g
|l w = UNCW
|l wa = UNCW Audiovisual
|m g = videorecording
Note: second |w bib location will be different for videorecordings housed in
other locations such as Special Collections, etc. See list of bib
locations.
Item record
949 1 call # |l item location |t 5 |z 090 |p price |i barcode |c volume
|m message |g copy #
Common item locations for
videorecordings:
wadvr recreational DVDs
wadvd documentary DVDs
wavr recreational VHS
wav documentary VHS
Note additional item
locations for videorecordings housed in different locations such as Special
Collections, etc.
Classification
See Classification Guidelines
Other
Verify parts
Do not discard DVD leaflets and booklets with chapter titles or descriptive information.
A
leaflet is one leaf
A folded leaflet is one leaf folded
A booklet is stapled
pages.
Create a message in the item record: Verify parts: 1 DVD and 1
[leaflet/folded leaflet/booklet]
Print a Verify parts label.
Discard any promotional flyers or advertisements.
Barcodes
Affix barcode in the top right corner on the back of the video case. For
DVDs this is usually where the packaging barcode is located. Cover the packaging
barcode but if possible leave the ISBN visible. If the packaging barcode is too
large to fully cover up, use a black Sharpie pen to black it out.
Security
Single-sided DVDs get clear security strips (the same kind used for CDs and
CD-ROMs). Double-sided DVDs get the small white security hubs.
Guidelines for double-sided DVDs:
Place hub on side with slightly raised rim/indentation.
If neither side has rim/indentation, place hub on side marked "Widescreen".
Wilmington films
Randall Library collect videos of films made in Wilmington and these records have a few extra
elements. Susannah has a list of these films and will check this when she checks
video trucks. Locally made videos all have the following subject heading:
650 Feature
films |z North Carolina |z Wilmington
Randall Library collects scripts and publicity materials for these films, such
as posters, still photographs, press kits, etc. This material as accompanying
material in 300 |e. Example:
1 videocassette (ca. 106 min.) : |b sd., col. ; |c 1/2 in. + |e 1 script + 1 poster + 1 press kit
This material is not cataloged
individually. It is housed in
Special Collection in one of two manuscript collections:
MS 156 The Wilmington Film Collection [press kits, still sets,
posters and other
commercial ephemera related to a film production]
MS 175 The Fincannon & Associates Script Collection
In order to highlight this material in the catalog for patrons, we create
an item record if there is a script: the call number is "MS 175" and
in the volume field is "Script." We create an item record if there is
any publicity material: the call number is "MS 156" and the volume
field corresponds to the material in 300 |e (such as "Poster & Press
Kit"). For an example see the record for the DVD Domestic Disturbance.
This material will often have order records. Be sure and enter the cataloging
date as June 1, 1990 (06-01-1990) so that it does not reflect in current
statistics. Susannah or Alice will usually handle this material.
Remember to make the status "o" for Library Use Only.
Most of this work has been done already. If we get a replacement VHS or DVD,
remember to transfer or attach these item records to the new bib record.
Order records
Remember to enter the cataloging date in the order record.
Sources
The Internet Movie Database is a good
reference source for information on feature films. You can find cast and
credits, release dates, language and title information, awards and nominations,
summaries, and genre descriptions. If anything is in doubt, mark it for
Susannah to investigate.
Amazon is also valuable for verifying DVD
release dates.
DVD Demystified is a
good source for answers to frequently asked technical questions about DVDs.
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Last Update:February 15, 2006