Choosing Between Two Similarly Encoded Records
Compiled by Lynn Gates 2012
The RiverShare Technical Services Manual calls for Full-Level Cataloging. We’ve defined Full-Level as follows:
OCLC requires full-level cataloging to meet the requirements of AACR2’s second level of description. According to AACR2 1.0D2 the following elements are required, when applicable, for cataloging at the second level of description.
a. Title proper = Parallel title : other title information / first statement of responsibility ; each subsequent statement of responsibility
b. Edition statement / first statement of responsibility relating to the edition
c. Material specific details
d. First place of publication, etc.: first publisher, etc., date of publication, etc.
e. Extent of item : other physical details ; dimension
f. (Title proper of series / statement of responsibility relating to series, ISSN of series ; number within the series. Title of subseries, ISSN of subseries ; numbering within subseries) g. Notes h. Standard numbers
i. Other pieces of information as required by the rules for each format – including fixed fields to get the correct icon in Polaris
j. OCLC also requires i. a classification number from a recognized scheme (LC, Dewey, SUDOC, etc.) ii. fixed fields coded fully iii. main and added entries created according to AACR2 iv. subject headings from an established thesaurus or subject heading system (6XX)
Note added March 2016 by TSC: Rental editions are significantly different and require a different record in the RiverShare catalog.
DVDs
a. Title proper = Parallel title : other title information / first statement of responsibility ; each subsequent statement of responsibility (245 field)
Just like with a book make sure the title and subtitle (if there is one) matches the item in hand. Unlike books, however when a DVD is part of a larger series or set, (think children’s DVDs with a bunch of episodes of a TV show or the second or third movie in a franchise) you should see the name of the show/movie first, then a $p with the name of that particular set of episodes or movie (or a $n if it’s a number like a season). See the Batman example below.
Statements of responsibility include the “people or bodies credited […] with a major role in creating a film (e.g., as producer, director, animator).” (AACR2 Rev. 7.1F1) All this means is that you should see a statement of responsibility that includes the production company, producer, and maybe the director, if they are found in the chief source of information. Prefer a record that has this information, but be aware that many times a DVD is cataloged from the container and this information may not be available.
Example 1
Example 2
b. Edition statement / first statement of responsibility relating to the edition (250 field)
Technically in order for something to be considered a true edition statement it needs to say edition or version or something similar. However, it is common to see a widescreen or full-screen statement here, or Blu-Ray. Don’t discount a record just because it’s there or not, but that information does need to be somewhere in the record and this is a nice place for it. It is also rare to see a statement of responsibility relating to the edition.
Please note that as a group we have determined that we will include a statement here for Blu-Ray and Blu-Ray combination sets. See the Policy and Procedure Manual for more information.
c. Material specific details
Don’t worry about this, it’s only used in a few formats and this isn’t one of them.
d. First place of publication, etc. : first publisher, etc., date of publication, etc. (260 field)
The place of publication and primary publisher may be difficult to determine from the item itself. My suggestion is to not worry if the publisher listed in the record is not the same as the one you would have picked, as long as the one in the record is on the item/container then it will be okay. If the place of publication is not on the item then it should be enclosed in square brackets, sometimes if a place is not listed the cataloging library will not do a lot of research into where the publisher is located, and will just use [United States]. This is perfectly acceptable.
In general the date of publication is the date that the DVDs was copyrighted. This date may be different than the date on the outside of the container, but be aware that sometimes that date is better to use when a DVD is re-released and has had a second disc or other content added.
Example 1
Example 2
Which one is better? Example 1. Why? It has a more specific place of publication and they took the date of publication from the chief source of information.
e. Extent of item : other physical details ; dimension (300 field)
This should match the item in hand. In the extent you might see videodisc or DVD, either of them is acceptable (I haven’t done many Blu-Rays, so I don’t know if there is a special term that might be used, but if there is one it’s okay too.) There should be a running time after the SMD, this is the running time for the main program and does not include any of the special features.
Example 1
f. (Title proper of series / statement of responsibility relating to series, ISSN of series ; number within the series. Title of subseries, ISSN of subseries ; numbering within subseries) (490/830 fields)
You probably won’t see this very often in entertainment DVDs, if there is a series, you’ll only probably only see the Title proper of series and maybe numbering within the series, the rest is rare in the public library world. Nonfiction DVDs may have a series or it may be in the title, either way is acceptable.
g. Notes (5XX fields)
AACR2 Rev. provides a list of notes and the order in which they should appear. Since our records are now electronic I wouldn’t worry too much about the order, just that the necessary ones appear.
The highlighted notes below are the notes that I expect to find in every DVD record. The Participant or Performer, Credits, Target Audience, Summary, and Unformatted or Formatted Contents notes are notes I expect to see most of the time. The Unformatted Contents note is usually just a brief note about the existence of special features or other extras. System details
538
Nature, etc
500
Language
546
Source of title proper
500
Variant/parallel/other titles
500
Participant or performer
511
Credits
508
Edition & history/Republication
500
Date/time/place
518
Publication, etc.
500
Physical description
500
Accompanying material
500
Series
500
Dissertation
502
Target audience
521
Additional forms
530
Summary
520
Unformatted contents
500
Formatted contents
505
Numbers
500
Copy description
590
Restrictions
506
Terms governing use/Reproductions
540
Awards
586