Management: Acquiring, Cataloging, and Processing Materials

Once you've selected items you're ready to purchase, it's time to focus on acquiring, cataloging, and processing materials.

Before Ordering

As you explore catalogs and online sources, verify that you're ordering the correct item. Frank Herbert's Dune is one of many films that has been remade a number of times. There's a 1984 theatrical release, the TV miniseries and miniseries director's cut. When ordering, be sure to get the correct edition. Also, be watchful of the particular DVD release. For example, Fellowship of the Ring is available in Standard Edition, Widescreen Edition, Platinum Series Extended Edition, and Platinum Series Extended Edition Collector's Gift Set.

Acquiring Materials

The process of acquiring the items will vary depending on specific guidelines for purchasing set up by the fiscal agent of your institution. Most centers use purchase orders, but some institutions require a requisition be completed first. Larger organizations may have open accounts and charge cards available for purchases.

A series of steps should be followed in the acquisition of audio and video materials.

• Verify Item. Check the bibliographic information for the item, identify present holdings, check availability. Double check the format (i.e., CD, DVD, tape).
• Place Order. Select a distributor, complete the requisition and/or purchase order form, send the order
• Receive Order. Match items to packing slip before opening the shrink wrap. Compare order with invoice. Do a “quick viewing” to be sure the product matches the packaging and it is not damaged. Check for backorders. Maintain record of receipt of materials.
• Test Order. More than most other library items, DVDs commonly have manufacturer defects. Do a quick check before processing.

Go to our Vendors, Distributors, and Suppliers page for a list. Compare and contrast the services of audio and video vendors and distributors.

Cataloging Materials

Cataloging your audio and video materials is easy. Use the same procedures as with print materials. Use the title main entry rather than the author main entry. Use the same subject headings as with books (For an online introduction to MARC records that was jointly created by the Library of Congress and the Follett Software Company, visit Understanding MARC Bibliographic: Machine-Readable Cataloging).

Many busy librarians choose to have their cataloging and part of their processing done by the vendor. As a result, the cataloging process may only involve editing the MARC record provided on disk or online. Other librarians will go through the process of cataloging and classifying the item. Most librarians now do full cataloging on all items including audios and videos and include them in the automated catalog.

Some libraries use code prefixes in the call numbers. Here are some examples:

• Designated Symbols for the Audiovisual Library from Media Services, School Board of Alachua County, FL
• Cataloging and Processing Specifications from Baltimore County Public Schools, MD
  

MARC Records for Audio and Video

MARC records for audio and video materials are available on the Internet three ways. First, you can subscribe to a large organization such as Online Computer Library Center (OCLC). Many libraries use the copy provided by their automation system such as Follett. Second, you can purchase your materials preprocessed from audio or video vender. Third, you can search the web for MARC records. For example, many libraries have their catalogs online. Some producers provide MARC records for free.

PBS TeacherSource provides MARC records for their programming that can be taped off-air. Examine the MARC records for Empire of the Air: The Men Who Made Radio and the Frontline program Medicating Kids.

Video and Audio Cataloging Basics

Chief Source. Start with the item itself including the (audio or video) title and credits segments. Next, examine the label and container if they are original elements of the package. Other materials include accompanying material, other packaging, and finally other resources.

Statement of Responsibility. Usually the producer or director can be listed.

Publication Area. Use the name of the publisher (or distributor), date of publication (or distribution, release).

Notes. These can be extensive. Included form, language, statements of responsibility, edition, publication, physical description, accompanying material, series, audience, summary, contents, numbers, copies

Description. Use video recording, sound recording

MARC Tag. Include the following areas of the MARC record:

1. 245 Title and statement of responsibility
2. 250 Edition statement
3. 260 Publication and distribution information
4. 300 Physical description
5. 4XX Series statement
6. 5XX Notes
7. 6XX Subject access
8. 7XX Tracings
9. 8XX Series

Read the off-site article, Cataloging MP3s: The Sound of Things to Come, by Robert B Freeborn (MC Journal: The Journal of Academic Media Librarianship, 7(2), Fall 2000). This article addresses issues and concerns related to cataloging MP3s.

Read the off-site article, Cataloging of the Weird: Further Examples for the 3-D Perplexed, by Robert B Freeborn (MC Journal: The Journal of Academic Media Librarianship, 6(2), Fall 1999).

Use the directions above to create a MARC record for a CD in your personal, public library, or school collection. Additional resources are listed below.

Use the following resources to learn about different aspects of cataloging and classifying non print materials:

• General Cataloging Sites from AcqWEB - provides a good set of links to cataloging sites.

Links to Cataloging Resources

• Cataloging & Metadata Resources by Ingrid Hsieh-Yee and Michael Smith - great links to cataloging resources
• Cataloger's Reference Shelf from The Library Corporation - links to reference materials
• Audiovisual Cataloging Resources Bibliography from Media Resources Center, University of California, Berkeley - includes print and online resources
• Useful Web sites for AV Catalogers from University Libraries, State University of New York at Buffalo - links to resources
• AV Cataloging Vendors from Media Resources Center, University of California, Berkeley - links to vendors

Cataloging Guidelines and Resources

• Guidelines for Subject Analysis of Audiovisual Materials from the American Library Association (ALA)
• Cataloging from the Library of Congress
  • MARC Standards from the Network Development and MARC Standards Office, LC
• Cataloging Internet Resources: A Manual and Practical Guide from OCLC, Nancy B. Olson, Ed.
• Draft Guidelines for Cataloging CD-ROMs at Yale
• Guide to Cataloging DVD's Using AACR2r Chapters 7 and 9 from the DVD Cataloging Task Force
  Cataloging Policy Committee, Online Audiovisual Catalogers, Inc. - (available in HTML and PDF)
• Resources for Cataloging Electronic Materials from Librarian's Toolbook at OCLC
• Online Audiovisual Catalogers (LOAC) - provides information and resources on AV cataloging
• Original Cataloging Guide for Video Recordings from George A. Smathers Libraries, University of Florida - great guidelines and examples
• Special Cataloging Guidelines from OCLC - includes locally produced videorecordings and electronic resources

Choose a music CD, videotape, DVD, audio book on cassette, and audio book on DVD. Create or adapt MARC records for each item. You can view several sample MARC records for non-print materials at:

• Sample MARC Records from Library Video Company
• Sample MARC Record for Internet Material from John Vaughan Library, Northeastern State University, OK
• Sample Records from IMAP (Independent Media Arts Preservation)
• Typical MARC Record Display by Denise A. Garofalo - includes videorecording, computer file (discs), & sound recording

Processing Materials

The desire to preserve your collection should be balanced with patron needs for access. You can eliminate some problems with damage by carefully packaging items before circulation. Removing extra items, putting small pieces in zip locks, and repackaging flimsy items can save time and money later. Firmly affix labels on videotapes, DVD's, CDs, and other materials that will go into machines. Or, use permanent markers or stamps instead. A list of the contents on the lid of the container will help too. Experiment with different packaging such as hang up bags for audiobooks. Consider whether people will be returning items in a drop box and whether they will fit. Carefully packaging and processing will extend the life of a media collection. Explore creative ways to store and circulate items to encourage their use.

From ripped book pages to CD scratches, all materials deteriorate over time. Establish criteria for what constitutes normal wear and tear. Continually assess media. Develop a consistent policy for dealing with damaged items. A fair policy will encourage reporting of damage and reduce frustrations. If there are penalties, they need to be clear and posted. When an item is damaged or lost, there should be a process to determine whether it will be repaired or replaced.

Processing involves getting the material ready to put on the shelf. Developing a processing procedure can save time. Special considerations need to be taken with each media type.

• Identification. Be sure to carefully label all the materials that come with the item. For example, place stamps on both the tape and the accompanying materials. It's safe to use a felt-tip permanent marker on a CD or DVD. Do not use a ballpoint pen. Adhesive labels aren't a good idea on CDs and DVDs. They can easily be caught in players.
• Packaging. Audio and video materials often need to be repackaged or re-enforced. Sometimes, empty cases are placed on display. The original DVDs or CDs are kept behind the desk in notebooks and/or plastic sleeves. Some libraries have innovative programs where they place audiobooks in plastic carrying bags or entire thematic kits in inexpensive backpacks. Check out the Buddy Family Backpack Project website. Be sure to circulate items in a rigid case such as a "jewel-case" rather than a flimsy plastic sleeve.
• Security & Barcode. Many libraries require a security strip and inventory barcode. It's important to identify a standard location for these labels that doesn't interfere with reading directions or using the software.
• Reminders. Place copyright warning on item. Add a label reminding people to rewind tapes.
• Other Items. Add labels, pockets, cards as needed.

Read the off-site article, Non-Book Storage and Care Self-Evaluation Form, by John W. Ellison. This article discusses how to self-evaluate the quality of non-book collection storage and care.

Processing Services

When selecting a service consider what they offer. If you order from a library service, they may provide MARC records, bar code labels and everything you need to process the materials for various automation systems.

Explore cataloging and processing services. Check the off-site links page for Physical Processing Supplies Vendors. In addition to the mainstream services such as Baker and Taylor and Follett, compare the following options:

• Instructional Video - features VHS and DVDs; processing available.
• Library Video.com - this company contains lots of help for librarians including cataloging, processing, and other services. They offer a “opening day” service to help users opening new libraries with complete collections. They also have Teacher’s Guides Online that can be downloaded to go with specific videos. Find the MARC record sample for Madeline Lost in Paris.

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