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Cataloguing and Processing

A Resource for School Library Personnel

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Chapter 8: Audiovisual Materials

The cataloguing of audiovisual materials such as videorecordings, kits, computer software, and sound recordings follows the same general patterns as those for books. As with books, the cataloguer must still identify the title, the publisher, and date of production but many audiovisual items will not have identifiable authors. In cataloguing audiovisual materials the number of frames, the components of the kit, or the duration of the recording are identified rather than the number of pages.

Guidelines for the cataloguing of online information resources are being formulated. This includes numeric databases, computer forums, discussion groups, mailing list servers, online public access catalogues, and full-text databases.

8.1 General Material Designation [GMD]

The General Material Designation [GMD] is included to alert the user that the item in question is not a book. It is appended in square brackets [ ] after the title and indicates the precise format of the item. As with the subject headings, only certain terms are to be used as GMDs. The most common ones which are likely to be used in a school library are

activity card (see kit)	model
chart	picture
computer file (replacing Machine Readable Data File, as the GMD for computer software)	realia
filmstrip	slide
game	sound recording
globe	transparency
kit (2 or more media)	videorecording
map

 

The Specific Material Designation [SMD] is a term indicating a special format of material (usually the format of the physical object[s]) to which items belong (e.g., videodiscs and videocassettes). These SMDs are used in the 300 field.

The procedures outlined in the chapters on classification and subject indexing are equally applicable to audiovisual materials. The following examples illustrate some of the most common types of audiovisual materials likely to be encountered in school libraries and may be used as guides in cataloguing. Further guidance and examples in cataloguing audiovisual materials may be found in Jean Weihs' Nonbook Materials: The Organization of Integrated Collections.

8.2 Videorcordings

Sources of Information

Usually the main entry is by title.

Physical Description Area

List

• The number of videorecordings.
• Running time as stated on the item.
• Other details such as sound and colour.

Note Area

The presentation format such as VHS or Beta should be indicated in this area.

8.2.1 Videorecording (Card Example) [Figure 29]

Figure 29

Note the use of the prefix "VR" above the call number to indicate a videorecording.

8.2.2 Videorecording (MARC Example) [Figure 30]

Figure 30

The GMD is always placed in the 245 field of a MARC record directly after the title proper and before any subtitles. It is always preceded by an $h.

In the 245 field, the "0" and "4" are indicators with the "0" denoting a main entry by title and the "4" being the number of nonfiling characters.

In the 245 field, $a is a subfield introducing the title proper. The $h is a subfield introducing the GMD, in this case a videorecording.

The 651 field is an example of a geographical subject heading rather than the more frequently encountered 650 topical heading.

8.2.3 Videodisc

While videodiscs represent a relatively new form of technology, they are to be treated like any other form of media.

Sources of Information

The main entry will usually be by title.

Physical Description Area

List

• The running time as stated on the item.
• The number of frames.
• Other physical details such as the size of the disc, sound, colour, and teacher guides.

Note Area

As with computer programs, a system requirements note is mandatory.

8.2.3.1 Videodisc (Card Example) [Figure 31]

Figure 31

8.2.3.2 Videodisc (MARC Example) [Figure 32]

Figure 32

.3 Computer Software [Figures 33, 34, 35, and 36]

The GMD "computer file" is used to describe a file containing data, programs, or both, encoded for manipulation by a computer. Computer software is another area of specialized cataloguing. At best only a cursory introduction can be provided in a document of this type. Expert guidance is provided in Nancy B. Olson's Cataloging Microcomputer Software (see Bibliography).

Sources of Information

Information for the record is to be taken from the following sources in exactly this order --

• title screen(s)
• menus or other internal information
• labels attached to the disk (verified)
• documentation or manuals provided with the disk
• the container (verified)
• other published descriptions of the file
• other sources

Physical Description Area

List

• The extent of the item (e.g., 1 computer disk or cassette).
• Sound and colour if applicable.
• The physical dimensions of the disk.
  1 computer disk : sd., col. ; 3 1/2 in

Note Area

A system requirements note is mandatory. Include the make and model of the computer, amount of memory, name of the operating system, and any peripherals which may be required such as a mouse. The statement "System requirements:" must precede this information.

8.3.1 Computer Software (Card Example) [Figure 33]

8.3.2 Computer Software (MARC Example) [Figure 34]

Note the suffix "CF" in the 090 field designating the item as a computer file.

8.3.3 Computer Software (CD-ROM) (Card Example) [Figure 35]

8.3.4 Computer Software (CD-ROM) (MARC Example) [Figure 36]

8.4 Sound Recording

The GMD sound recording is used to designate any disc, roll, audio compact disc (CD), tape (reel-to-reel or cassette) on which sound has been recorded for reproduction.

Sources of Information

• The item itself (e.g., labels on records or cassettes)
• Accompanying material
• Container
• Other sources

Main Entry

Selection of main entry for sound recordings can be very complex. Consult Nonbook Materials by Jean Weihs for specific details and the Concise AACR2 -- 1988 Revision.

Physical Description Area

1. Note -- The number of cassettes, records, or reels.
2. Playing speed.
3. The recording mode (analog, digital)
4. The dimension of the item should be listed, e.g. 12 in. for a typical 33¹/₃ rpm disc.

Audio compact discs are usually 4 þ in. (or 12 cm) and are treated exactly the same as any regular recording.

8.4.1 Sound Recordings (Card Example) [Figure 37]

Figure 37

8.4.2 Sound Recording (MARC Example) [Figure 38]

Figure 38

A general note might be added to the 500 field to indicate that this is a compact disc.

Note: General 500 $aCompact disc.

8.5 Kits

A kit is an item containing two or more categories of material, none of which is identifiable as the predominant constituent of the item. The GMD "kit" is applied only to those media which are to be catalogued as a unit.

Sources of Information

• As the chief source of information, use the part which gives the most information (i.e., use the video, not the manual; the filmstrip, not the guide; the book, not the cassette).
• Secondly, use the part that is the unifying element (e.g., the container or the manual).
• Thirdly, use other sources.

Main Entry

It is often difficult to determine authorship for kits. Main entry will be by author only if an author can be established as the creator of the kit as a whole. Usually the main entry will be under title if only partial authorship or no authorship can be discerned.

Physical Description Area

List the number and name of each part of the kit in their order of importance to the kit as a whole. List the contents in alphabetical order if importance cannot be determined.

If the parts cannot be numbered use the phrase "various pieces."

8.5.1 Kit (Card Example) [Figure 39]

Figure 39

8.5.2 Kit (MARC Example) [Figure 40]

Figure 40

8.6 Filmstrips

Sources of Information

Information for the catalogue record should be taken from the following sources in this order

• The item itself. Preference should be given to the title frame(s) rather than the leader frame(s).
• Container.
• Accompanying materials.
• Other sources.

Physical Description Area

• Frames in an unnumbered filmstrip are to be counted and placed in square [ ] brackets.
• Other physical details such as sound (sd), colour (col), or black and white (b & w) should be noted.
• The dimensions should be noted. Usually it is 35 mm.
• Additional materials such as guides should be listed.

8.6.1 Single Filmstrip with Numbered Frames and a Guide (Card Example) [Figure 41]

Figure 41

8.6.2 Single Filmstrip (MARC Example) [Figure 42]

Figure 42

8.6.3 Multipart Filmstrips (Card Example) [Figure 43]

Figure 43

8.6.4 Multipart Filmstrips (MARC Example) [Figure 44]

For the example on the previous page the MARC record would appear as follows

Figure 44