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OLAC NEWSLETTER
Volume 9, Number 2
June, 1989


TABLE OF CONTENTS

FROM THE CHAIR

FROM THE TREASURER

OLAC VACANCY ANNOUNCED: NEWSLETTER EDITOR

A NEW SECRETARY FOR OLAC

REQUEST FOR SAMPLES: RTSD AV SUBCOMMITTEE ON PRODUCER/DISTRIBUTOR LIBRARY RELATIONS

MINIMAL LEVEL CATALOGING OF AV INSTITUTIONS SOUGHT

ALA ANNUAL CONFERENCE TOURS

OLAC CONFERENCE: "CATALOGING OF VIDEORECORDINGS" - QUESTIONS FROM A WORKSHOP

PACKAGING AND LABELING AUDIOVISUAL MATERIALS

HIGHLIGHTS : RTSD AV COMMITTEE BUSINESS MEETING MINUTES

RTSD AV PRODUCER DISTRIBUTOR LIBRARY RELATIONS SUBCOMMITTEE MEETING MINUTES

RTSD AV COMMITTEE SUBCOMMITTEE ON AV CATALOGING CONDENSED MINUTES

NEW PRODUCTS AND SERVICES

BOOKS OF INTEREST

VTLS A/V INTEREST GROUP

MUSIC LIBRARIANSHIP NEWS OF INTEREST

AACR2 1988 REVISION ON TECHNICAL SPECIFICATIONS FOR NON-BOOK MATERIALS

QUESTIONS AND ANSWERS

MEMBERSHIP APPLICATION FORM


FROM THE CHAIR
Glenn Patton

By the time you read this, the OLAC meetings at ALA Annual Meeting will be upon us. I encourage you to join us. OLAC meeting times and places follow:

I'm sorry to announce that Grace Agnew, who has served as Newsletter Editor-in-Chief since the beginning of Volume 6, has indicated to the OLAC Executive Board that she must resign from that position at the end of the current volume. The demands of her job in one of the fast-growing areas of the South don't allow her enough time to continue her work as editor.

Elsewhere in this issue is a position announcement for this important job. If you are interested in this challenging effort to maintain contact with the many OLAC members who are never able to attend our meetings, please indicate your interest to me or to any of the OLAC Board members.

The last issue of the Newsletter contained the announcement of new officers for the organization. As you are aware, this year was the one in which we were to elect a Vice Chair/Chair Elect and a Treasurer. At the ALA Midwinter meetings, the Nominating Committee reported that one nominee has agreed to run for each position. Calls for additional nominations in the September issue of the Newsletter and at the Midwinter meetings failed to elicit any other nominees. Therefore, Dorian Martyn and Cathy Leonardi will serve as Vice Chair/Chair Elect and Treasurer respectively. The Executive Board looks forward to working with them during their terms.

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FROM THE TREASURER
Catherine Leonardi



     Reporting Period:
     January 11, 1989 through April 10, 1989

     Account balance January 11, 1989                              $5,436.96 
							      
     INCOME
	  Interest (regular account)                                  124.45 
	  Returned stipend                                            100.00 
	  Back issues                                                 158.00 
	  Memberships (133 renew, 24 new)                           1,800.00 
	  OLAC Fall 1988 Conference                                    55.00 
								  -----------    
     TOTAL INCOME                                                  $2,237.45 

     TOTAL                                                         $7,674.41

     EXPENSES
	  Newsletter, v. 8  no. 4 (remainder)                         166.06 
	  Newsletter, v. 8  no. 1                                     993.98 
	  Index and stationery (advance)                            1,200.00 
	  Mailing labels                                               38.01 
	  Membership cancellation                                      10.00 
	  ALA Washington room fee                                      90.00 
								  -----------
     TOTAL EXPENSES                                                 2,498.05 
					       
     Account balance April 10, 1989                                $5,176.36 
     CD at 8.8% matures 11/89                                       6,000.00 
							
     TOTAL OLAC ASSETS                                            $11,176.36

     CURRENT MEMBERSHIP: 610

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NEWSLETTER EDITOR

The OLAC Executive Board is seeking applicants for the position of Newsletter Editor. The new editor will assume the responsibility for the Newsletter beginning with the first issue of Volume 10 (March 1990).

The Editor of the OLAC Newsletter is responsible for maintaining the quality of, and seeing to the overall organization and production of, the newsletter. S/he sets the publication and submission deadlines for staff editors (News and Articles Editor, Book Review Editor, Conference Reports Editor, and Questions & Answers Editor); insures that those editors deliver submissions following an agreed upon and disseminated set of deadlines; reviews and edits the final submissions and determines the article sequence and layout.

S/he also is responsible for the actual process of publication and distribution of the newsletter, including input of text, editing and proofreading, selection of a printer, assembly, and mailing. The Editor acts and speaks for the newsletter staff when giving reports and summarizing activities.

The successful candidate for the position of Editor will have demonstrated skills as a writer/editor. S/he will have demonstrated ability to deal tactfully with others. The candidate needs to have access to telephone service for long distance calling and to be able to attend ALA Midwinter and Annual meetings and OLAC conferences for the purpose of serving on the Executive Board of OLAC and keeping members and the Board informed regarding the operation of the Newsletter.

Access to an IBM (or compatible) PC is essential, as is knowledge of PC-based word processing. Familiarity with production techniques is desirable.

OLAC members wishing to be considered for the position should write to the OLAC Chair (Glenn Patton, OCLC, 4565 Frantz Road, Dublin OH 13017). Please submit a letter indicating your interest and abilities, a complete resume and recent samples of your writing. Applications will be circulated to the Executive Board of OLAC.

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A NEW SECRETARY FOR OLAC

After the ALA Midwinter Meeting, Susie Gegenhuber, who has served as OLAC's Secretary for the past several years, indicated to the Executive Board that, because of changes in her job responsibilities, she must offer her resignation as secretary. We congratulate her on these increased management responsibilities even though they take her away from active participation in OLAC.

The Executive Board has appointed Ellen Hines to complete the remainder of Susie's term. Ellen presently serves as Assistant Head of the Technical Services Department of the Arlington Heights Public Library in Arlington Heights, Illinois. We welcome Ellen to the Executive Board, and we appreciate her willingness to serve OLAC in this capacity.

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REQUEST FOR SAMPLES
RTSD AV SUBCOMMITTEE ON PRODUCER / DISTRIBUTOR
LIBRARY RELATIONS

IT'S NOT TOO LATE !

The deadline has been extended indefinitely for submitting samples of problems with films and videos, such as inconsistent titled or missing/ inconsistent information, such as dates running times, etc.

Please keep sending your examples to either:

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MINIMAL LEVEL CATALOGING OF AV
INSTITUTIONS SOUGHT

The RTSD-AV Committee is interested in identifying any institutions doing minimal level cataloging of audiovisual materials.

If your library or institution is doing minimal level cataloging, or plans to do so within the next six months, please contact:

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ALA ANNUAL CONFERENCE TOURS

RTSD-AV will sponsor two tours during the ALA Annual Conference in Dallas. The free tours require pre-registration by June 11, 1989. To register, call the ALA RTSD office at 1-800-545-2433.

For more information, or to register by June 14, 1989, contact ALA RTSD at 1-800-545-2433.

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ONLINE AUDIOVISUAL CATALOGERS CONFERENCE
"Cataloging of Videorecordings"
Questions From a Workshop Conducted by Glenn Patton

V. Urbanski

Bobby Ferguson of Louisiana State Library provided the notes from which the information below was reconstructed.


QUESTION: With the new AACR2R the format of a video cannot be put in the physical description 300 field. It is needed early in the record. Is there any way to get this changed?

ANSWER: Microcomputer software has the same problem. The type of computer needed for the software is listed as the first note as a system requirements note. Remember that 9.7B provides for reordering of notes to fit local needs.

QUESTION: Where should a cataloger put Dolby?

ANSWER: In sound recordings it means a system of noise reduction. If the item says Dolby stereo, code for stereo in the 007 and put Dolby in a note (7.7B10) if you think it is important enough to have in the permanent bibliographic record.

QUESTION: Do you have to use $i subfield (kind of sound) in the 007?

ANSWER: If you have no stated information, you can omit it. Do not assume an item is either mono. or stereo. if it doesn't say so.

QUESTION: If the item says LAS or Full focal on the container, where do you code it?

ANSWER: Use Laser Optical.

QUESTION: What does "SECAM" or "PAL" mean?

ANSWER: PAL (phase alternation line) and SECAM (systeme electronique couleur avec memoire) are European color broadcasting standards. Although both resemble (and indeed improve on) the U.S. broadcasting standard, they are not compatible with that standard, nor are they compatible with each other. PAL originated in West Germany and is used in the United Kingdom and most of western Europe. SECAM originated in France and is also used in the Soviet Union and eastern Europe. PAL and SECAM standards are also used in the transmission from a videorecorder to the television monitor which is attached. Both must be able to process according to the same standard. You should certainly include this information as a part of a physical description note (7.7B10) since it is an important part of identifying whether or not a videocassette is usable in a particular videorecording.

QUESTION: If a whole musical group during performance composes a piece of music, can you give them credit as the main entry?

ANSWER: AACR2R doesn't go as far as that, but it is the same as an "improvised performance." They are not working from printed music, and the group as a whole is responsible for the unique action. See 21.1B2E

QUESTION: Does the rule of three apply to added entries? Many sound recordings now seem to have lots more subjects and added entries than they used to.

ANSWER: The rule of three is usually not observed by music. The nature of the material just makes it impractical to place that kind of limitation on access points.

[WORKSHOP LEADER'S COMMENT: Since presenting the workshops at which these questions were asked, several of those attending have called my attention to a LCRI for rule 21.23C (published in Cataloging Service Bulletin, no. 38 (Fall 1987), p. 36-39) which calls for the special entry rules for sound recordings to be applied to videorecordings that contain collections of music performed by one or more principal performers. Based on that LCRI, the answers to some of the questions reported below have been changed. I apologize for any confusion which resulted from my having forgotten about the existence of this LCRI]

QUESTION: If Horowitz had been playing a concert of one piece of his own composing would you still enter it under title?

ANSWER: No. You'd probably enter it under his name as principal performer.

QUESTION: What if you have a video recording of a lecture by a professor?

ANSWER: That would probably enter under the name of the professor as the main entry.

QUESTION: Even if you don't know if the professor wrote the lecture?

ANSWER: Yes.

QUESTION: Is it wrong to enter all audiovisual materials under title?

ANSWER: A case can be made for this treatment, especially with video productions. What you must do is follow the chapter 21 rules for entry plus the appropriate LCRIs. Evaluate the information presented as part of the credits and determine whether it's a work of single authorship, shared responsibility, unknown authorship, etc., and whether any of the "special rules" apply. Then make your entry decision. Most of the time, especially for feature motion pictures released on video and for original video productions, this process will lead you to enter under title since there is clearly "shared responsibility with principal responsibility not indicated." However, it's not as simple as under AACR1 rule 220 when motion pictures were always entered under title.

QUESTION: Other than the display being in the 100 or the 700 field does it make a difference how you enter it?

ANSWER: Probably not in an online system, unless your brief record doesn't show added entries. It could make a difference in classification and cuttering the call number. It may make a difference in a card catalog. The problem is integrating any institution's collection and the way each chooses to enter an item.

QUESTION: In a colorized version of a movie, should the "director of colorization" be noted and, if so, where?

ANSWER: In the 245 subfield c area of responsibility. She/he is pretty responsible for that version and certainly in the 508 field if not in the 245.

QUESTION: Speaking of inconsistencies in recording 245 and 508 fields, there seems to be several stages between "I didn't know any better" and "Rational decision to put it there."

ANSWER: Each cataloger must decide on a logical basis. The important thing is to be consistent with your handling.

QUESTION: Foreign language films often have the cast and staff given in both English (on the container) and in the foreign language on the piece. Is it all right to put them in English in the 508 field, since people might not be able to read them in the foreign language?

ANSWER: Yes.

QUESTION: If there is no date on the item except the original date of the motion picture, can you use a copyright date from the container of a video reproduction to speculate on the date the video became available?

ANSWER: Use the later copyright date on the package in brackets as an inferred date. Make a standard note like: "Video reproduction of motion picture released in [date]".

QUESTION: Would you put a question mark after the bracketed date in the note?

ANSWER: No.

QUESTION: Which of the following dates would you use? You have three dates, one on the video container, the date on the original motion picture, and a date associated with the reproduced video version which is on the video itself incorporated in the information about the reproduction.

ANSWER: Use the video date, with a note about the other two dates.

QUESTION: Which date of the above is the most important?

ANSWER: The video itself is the first chief source of information, the label on the video is second and the unattached package would be third.

QUESTION: Sometimes you find multiple records with implied dates. We've been altering the record using our new implied date. Should we have been inputting new records?

ANSWER: Not necessarily. It depends on the individual work.

QUESTION: When inputting a new record for an off-air taping of a tv broadcast, what should you put in the 260 field?

ANSWER: Use the guidelines for locally produced materials. The 260 would contain only the date, since there is no publisher in this case. The year of the off-air would be used. Be sure you have legal permission to do the off-air tape before cataloging this item into a national database.

QUESTION: Would you use the institution sponsoring a conference in the 260 field for a recording of a conference?

ANSWER: Perhaps, but it really depends on the item.

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PACKAGING AND LABELING AUDIOVISUAL MATERIALS:
A Report on two workshops Presented by Karen Driessen

The purpose of these practical workshops was to make the participants aware of factors to be considered when making processing decisions for their own libraries.

Driessen illustrated the importance of processing decisions by describing her own experience a few years ago when her library decided to determine how much was being spent on processing. They began to keep track of packaging supplies, such as containers, carousel trays, album covers, binders, protective sleeves, etc. They also kept track of backup costs such as duplication of study guides, mastering of audio tapes and computer disks, as well as preservation efforts such as laminating and mounting.

The first year costs were tracked, 614 titles were processed, representing 3,378 items. Cost analyses did not include such general supplies as labels, pockets, rubber stamps, property stickers, etc. The results showed how processing decisions have implications for the efficient preservation and circulation of materials, as well as for the library's budget.

Driessen outlined the factors affecting processing decisions:

  1. Circulation policies -- whether materials are restricted to in-house use or circulated beyond the library building.
  2. Security systems -- are magnetic security systems in use?
  3. Preservation -- should backups be made of study guides, cassettes, manuals? Should protective packaging, lamination, mounting be considered?
  4. Storage and shelving -- will formats be intershelved or segregated by format?

Specific answers to these considerations will help to determine the packaging/processing provided.

Driessen then had participants analyze the usage of the many processing supplies she brought to the workshop. These included: packaging and labeling devices for video and audiocassettes, slides, filmstrips, kits, computer software, compact discs, phonodiscs, and flat pictures. Transparencies were used to illustrate additional storage options. Many methods of labeling were considered: call numbers, property identifications, warning or informational labels, barcode labels and content labels.

Participants were encouraged to share their own experiences, as well as to ask questions and participate in the discussion.

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HIGHLIGHTS
RTSD AUDIOVISUAL COMMITTEE
Business Meeting Minutes
New Orleans
July 12, 1988

Bruce Johnson, current Chair of RTSD-AV presided. Mike Esman was introduced as the new Chair. The vacancy left by the outgoing Chair will be filled by Patricia Vanderburg. Business and reports included the following:

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RSTD-AV PRODUCER DISTRIBUTOR LIBRARY RELATIONS SUBCOMMITTEE
Meeting Minutes - July 9, 1989
New Orleans, LA

Activities of the past six months were reviewed, including:

Discussion took place for further activity by the Subcommittee. Several ideas were offered for consideration. It was decided that the Subcommittee should gather samples from AV catalogers that illustrate problems with varying titles, lack of credits, missing dates, running times, etc. Sheila Smyth will request examples in the next OLAC Newsletter. A form will be published that asks for examples to be sent to Sheila each time a problem arises.

Also, the Subcommittee is asking the cooperation of the AV Committee in providing examples. Karen Driessen will send the form to all AV Committee members and liaisons, as well as anyone else at the Committee meeting who may be interested. Completed forms should be sent to Molly Hand, Captain John Smith Library, Christopher Newport College, Newport Mews, VA 23606. Molly will sort examples by publisher or vendor. At Midwinter, the Subcommittee will look at the forms and decide whether to send letters with examples to the companies and/or visit personally with the exhibitors who may fall into that category. If letters are sent to offending publishers, RTSD will be notified.

Bruce will develop a form letter that can be sent to the Director of marketing for producers/distributors that can be personalized. The Subcommittee will try to include a copy of the brochure which indicates that we are anxious to see standards adopted for the consistent and accurate labeling of materials, and why such standards are important. The Subcommittee is anxious to work with them, and here are examples from their own company. The point was made that if producers could be influenced, the Subcommittee could ask them to require this consistency in the contacts negotiated with distributors or licensees.

Submitted by
Karen Driessen

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RTSD AV COMMITTEE SUBCOMMITTEE ON AV CATALOGING
Jan. 8, 1989, 8-9 a.m., Sheraton Hotel
Condensed Minutes

Bruce Johnson, RTSD AV Committee representative to CC:DA, talked about the AV-related documents he had sent to Lois McCune (chair of the Subcommittee), who had then sent them out to the subcommittee members for their input to Bruce. 3JSC/Chair 9 dealt with producers of nonbook materials. There was interest in extending the rules in Chapter 7 to include Chapters 8, 10, and possibly 9. 3JSC/Chair 10 proposed deleting the SMD "videorecording." 3JSC/Aus/1 argued that rule 7.7B10F was inadequate for giving technical information such as VHS or U-matic on videorecordings. Some people felt that it should go in the 300 field, but most fell that it should go in the first note. Some suggested that it be tagged a 538, although this is not currently acceptable for videorecordings. 3JSC Chair 14 dealt with the definition of kits. There was some objection to the fact that the American rules have added a sentence so that kit can now include single medium items. 3JSC/LABL/1 dealt with the revision process of AACR2. Bruce's reply to Verna Urbanski, chair of CC:DA, was sent out to subcommittee members by Lois McCune. Finally, CC:DA Marbi 3 was discussed. It dealt with handling multiple version linkage needs. The meeting in which this was to be presented took place on Monday, a day after our subcommittee meeting, so Bruce invited those who had an interest in the issue to attend that meeting.

Sheila Smyth reported on OLAC's activities. OLAC is still working on a manual for unpublished materials. They are still looking for examples of unpublished materials that need cataloging. If we have any, we should send them on to Sheila or Verna Urbanski. Examples of graphic materials are especially needed. Sheila said that OLAC had a very successful conference on decision making in November in Los Angeles. Karen Driessen and Sheila are working on a manual of physical processing of AV materials. If we have any manuals we have developed in-house, they would like to see them. They are exploring ways this manual might be published. They also discussed looking at labeling and packaging of CDs and at presenting some column in the OLAC Newsletter and seeing what the response is. There will be another OLAC convention in 1990 in Rochester, N.Y.

Next a mission statement for the subcommittee was discussed. This is a new subcommittee, and when it was set up, only a vague statement was presented. It included the responsibility for the promotion of AV cataloging, cooperation, and networking activities within the library community. When the Interdivisional Committee on AV CIP was dissolved, its responsibilities were subsumed by the RTSD AV Committee. Dick Thaxter suggested that when we take on a name like RTSD AV Cataloging Subcommittee, it should be more than just promotion and networking; we should get involved in substantive issues. Other suggestions relating to mission concerned being sources of expertise in ALA decision making, the subcommittee's relation with OLAC, and changing "promotion" to "promotion of standardization." Sheila suggested having something written up before the next meeting so we would have something to think about and a place to begin.

We looked at topics that were suggested to Lois in correspondence with subcommittee members before the meeting. Mary Mundy had several suggestions: multiple versions of AV materials, minimal level cataloging for AV materials; more involvement with the archival community, integrated catalogs and how or if this affects access to AV materials; and LCSH subject headings for AV materials. Patricia Vanderberg suggested promotion of AV cataloging; cooperation and networking; extension of NCCP for AV; and re-examination of the MARC formats for AV materials.

The topic "multiple versions" generated an interesting discussion. Some libraries are in favor of a master version record, and some for separate records for each manifestation. Dick Thaxter stressed that the multiple version effort is aimed at communication of records for multiple versions addressed in terms of a national network environment. In a union catalog situation or master record concept like OCLC the only way to unambiguously communicate who has what versions is separate records. That doesn't mean that in a local system you need to have separate records, but if you want to send them to another institution that is going to have records coming in from everyone, you need to say which ones you have by separate records. A lot of people think the holdings format could solve some of these problems. Linking fields in multiple records could be a big headache and would probably not be the best way to solve the problem of multiple hits and cluttered displays.

We next discussed minimal level cataloging for AV materials. Some committee members said their libraries were doing MLC for some kinds of AV materials. LC distributes books, serials, music, map, and AV MLC records. Dick said that he would like to expand the topic to include simplification of full level cataloging since LC's concept of MLC doesn't include things libraries consider important, such as Dewey and LC classification numbers and summaries. Dick asked if we really needed all the notes, the added entries for corporate bodies, and the distributors and publishers. LC is very much interested in simplification right now.

Since it was impossible to discuss any more topics in our one hour time slot, it was decided that we would send out a survey of members to see which topics were first, second, and third choices with members so that we would have a consensus on what to work on at our next meeting.

Mary Mundy volunteered to draft a position statement on the 538 field from the committee. She would then send it to Lois McCune, who would send it on to the committee for discussion.

--- Submitted by Lois McCune

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NEW PRODUCTS & SERVICES


NEW DATABASE PREPARATION COMPANY STARTED

Abington, PA -- Library Technologies, Inc. is a new company specializing in MARC database preparation services and microcomputer library software.

Library database preparation services include: duplicate record detection, database cleanup services, edit lists and printouts, database statistical analysis, item record creation, barcode label production, name and subject authority control, media transfer (tape to disk/disk to tape), MARC to ASCII and ASCII to MARC data conversions, and custom database programming. Bibliographic processing is available for both OCLC and RLIN libraries.

In addition to the above services, LTI has acquired ownership rights from Small Library Computing, Inc. to the Bib-base library software series. Bib-base is a microcomputer-based database management and information retrieval system with three current modules: acquisitions, cataloging and subject search. Modules for OPAC, circulation and serials control are under development.

Library Technologies Inc. is owned and operated by Robert J. Kepple and James G. Schoenung. A free brochure describing library database preparation decision points is available from LTI. To receive this brochure, or for information about Bib-base and other company services and products, call or write:

Library Technologies,
1112E Bradfield Rd,
Abington, PA 19001
(215) 576-6983

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COLLECTION ANALYSIS COMPACT DISC SYSTEM INTRODUCED

Cincinnati, Ohio -- Collection Analysis CD, a new compact disc-based collection analysis tool developed by OCLC, allows OCLC-member academic libraries to compare their collection development activity against representative holdings of pre-determined peer institutions, based on bibliographic and holdings data derived from the OCLC data base. In addition to the standard peer groups provided by the system, subscribers may define a peer group of their choice.

An interactive microcomputer format enables subscribers to conduct hands-on analyses at the local level. The analyses generate statistical data that describe user and peer group holdings within subject categories based on LC classification and the National Shelflist count. Additional information may be obtained from: AMIGOS Bibliographic Council, Inc., 11300 North Central Expressway, Suite 321, Dallas, TX 75243 (800-843-8482)

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BOOKS OF INTEREST

Words on Tape: an International Guide to the Audio Cassette Market, 1989. 4th ed. Edited by Ardis Voegelin-Carleton. Westport, Conn.: Meckler Corp., c1989. ISBN 0-88736-276-1. 582 p. $34.95

Reviewed by
Sharon G. Almquist
Media Library
University of North Texas
Denton, TX


Library of Congress Subject headings, Significant Changes 1974-1988. compiled by Teresa Hensley Burgett and Catherine W. Roberts. Lake Crystal, Minn., Soldier Creek Press, 1988. ISBN 9-93699-6331. 74 p.

Reviewed by Dr. Angela Randtke,
Original Cataloger &
Subject Maintenance Supervisor,
University of North Florida, Jacksonville.


Audiovisual Materials Glossary. by Nancy B. Olson. Dublin, OH, OCLC Online Comp. ISBN: 1-55653-026-9

Reviewed by
Verna Urbanski
Carpenter Library
University of North Florida


Music Subject Headings. Compiled by Perry Bratcher and Jennifer Smith. Lake Crystal, Minn., Soldier Creek Press, 1988. ISBN: O936996-31-5. $50.00

Review from: Library of Congress Cataloging Service Bulletin no. 44 (Spring, 1989): p. 94.

Submitted by
Bobbie DeCoster

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VTLS A/V INTEREST GROUP

A VTLS A/V Interest Group is being formed to express the concerns of AV catalogers and users to VTLS, Inc. AV formats tend to present special problems and concerns in online systems, and the VTLS system is no exception. One concern, for example, is the VTLS treatment of the GMD in both the 245 and 740, fields. The GMD is not bracketed, but appears at the end of the line, along with the prescribed punctuation (/) preceding the first statement of responsibility. This also causes the first statement of responsibility to run into the title, resulting in a confusing display. An example follows:

245: Don Giovanni Mozart ; RCI Home Video videorecording /

The Interest Group would like to compile these and other problems in a newsletter. VTLS users with an interest in AV who wish further information, or to join the group, should contact:

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MUSIC LIBRARIANSHIP NEWS OF INTEREST
Submitted by Bobby DeCoster


SOUND RECORDINGS

As of January, 1989, the Library of Congress has discounted pre-assigning catalog card numbers to sound recordings. This program has been terminated primarily because participation has declined precipitously as recording companies have adopted the compact disc format. Of course, the Library of Congress will continue to catalog sound recordings and make the cataloging data available through the Music MARC Distribution Service and Music, Books on Music, and sound Recordings.

From: Cataloging Service Bulletin, no. 44 (Spring, 1989), p 86

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MUSIC LIBRARIANSHIP SYMPOSIUM

A symposium, "Music Librarianship in America," will be held at Harvard University, October 5-7, 1989. The Symposium aims at stimulating music librarians to reflect on the larger aspects of their calling, in part by looking at their profession through the eyes of those in neighboring disciplines.

Distinguished representatives from the fields of musicology, ethnomusicology, history, publishing, arts administration, performance, criticism, librarianship, and library education will explore the roles of music librarians as custodians of cultural history, their relationships with scholarship, performance, and composition, and their role in the world of American music.

In addition to the program featuring distinguished participants, there will also be three concerts: an evening of Black gospel music, a performance by the Boston Camerata, and an organ recital by Ewald Kooiman.

For additional information, contact:

Eda Kuhn Loeb Music Library
Harvard University

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AACR2 1988 REVISION ON TECHNICAL SPECIFICATIONS
FOR NON-BOOK MATERIALS

The 1988 revision of AACR2 produced few substantive changes to the existing rules beyond what was already available through rule interpretations and revisions. However, an important exception should be noted, especially for catalogers of certain types of sound recordings (Chapter 6), motion pictures and videorecordings (Chapter 7), certain types of graphic materials (Chapter 8), and computer files (Chapter 9). Some trade names and comparable technical designations formerly transcribed in the physical description area are now to be recorded in the notes area instead.

For sound track film, 6.5C2 no longer allows the name of the unique recording system (e.g. Phillips-Hiller) to be recorded in the physical description area (300 field of a MARC record). When this information is needed, it is placed in a general note (6.7B10).

For motion pictures and videorecordings, 7.5B1 now stipulates that trade names and other specifications be mentioned in a note (7.7B10) rather than in the physical description area. Most commonly, this means that video format designations (VHS, Beta, LaserVision) will always be placed in a note. Previously, this had been the case only when the item was available in more than one format. Special projection requirements for film (e.g. Panavision, Cinerama) continue to be recorded in the physical description area (7.5C2).

For stereographs, the trade name or technical specification (e.g. Viewmaster) is now recorded in a note (8.7B10), rather than in the physical description area (8.5B).

For computer files, the trade name or make and model of the computer(s) able to run the file(s) is now always recorded in a systems requirement note (9.7B1b), which is field 538 in MARC format. The means that computer makes and models (e.g. Apple II, IBM PC) will never appear in the physical description field (9.5B1). In the past, this information appeared in the physical description field (field 300 of MARC format) when the computer file was designed to run on only one type of machine.

OCLC users should begin applying these guidelines immediately.

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QUESTIONS AND ANSWERS
Verna Urbanski
Editor

QUESTION FOLLOW-UP: A cataloger at the Motion Picture, Broadcasting and Recorded Sound Division at LC wrote to comment that some of the records having the 508 credits note before the 511 cast note (see OLAC Newsletter v.8, no.3, p.31) may have their origins in M/B/RS. One of M/B/RS's primary tools is the W. White-Hensen manual Archival Moving Image Materials (AMIM). "Traditionally film archives have considered credits to be more significant than cast, and this concept is reflected in AMIM," says the correspondent. Additionally, internal policy manuals used by M/B/RS place the credits before the cast note. This may explain some occurrences of the reversal of the order of the two notes. Catalogers outside M/B/RS and the archival community should continue to use the order indicated by 7.7B6. Thanks for writing with this added information. -- VU

QUESTION: I am writing to voice concern regarding implications of the decision to move technical specifications such as VHS out of the 300 field. In many automated systems, brief displays do not show notes. In some systems, notes don't show in any display. On the WLN system, if one is trying to have a bibliography made from WLN, the system display shows the 300 field, but no 500 notes. In the world of video, I think it is imperative to know whether a video is Beta or VHS, not just 1/2 inch.

ANSWER: Your points are well taken. AACR2 7.5B1 provided for trade names or other technical specifications to appear in either the physical description area or the notes area. This dual location caused problems. Moving trade names and technical specifications to the notes area makes treatment more uniform within chapter 7 and across the chapters. With AACR2 some agencies selected to always put this information in the physical description area, For them AACR2R 7.5B1 will be a change. There is general concern about the note being 7.7B10 which could place the information down quite far in the catalog record. CC:DA has asked the Joint Steering Committee to consider following the pattern set at 9.7B1 to move the technical specifications to the top of the notes area. In the meantime, AACR2R 7.7B clearly says that notes can be reordered to fit local needs, so local agencies can use the first note position if desired.

Asking for the cataloging rules to change to fit the needs of specific automated systems is tricky, since there is no standard brief record display. Utilities could be encouraged to exploit the capability of the 007 field for printing bibliographies. The data should be there in coded form for any title which has been properly cataloged under the AV format using the 007, and has an accurately-created fixed field area. Customers for automated systems need to work with their vendors to get the results they want from their bibliographic records. The potential for manipulation is one of the selling points of automation, but it means that agencies must be willing to go through the hassle of making the vendor support needed functions.

I know there are good reasons for brief record display online catalogs, but why are we doing all this intricate cataloging if the user doesn't see it? Is it just for collection development personnel? --- VU

**********************************************************

The following questions and answers are taken from the Q&A section of the OLAC conference held in Los Angeles in November of 1988. Panelist included: Ed Glazier (RLIN), Glenn Patton (OCLC), Ann Fox (LC), Sheila Intner (Simmons College) with Verna Urbanski moderating. Thanks are due to Bobby Ferguson of Louisiana State Library for her help in transcribing these notes.

QUESTION: What is the chief source of information for a compact disc? In the report of the program on AACR2R at New Orleans ALA (v.8, no.3, p.16), it indicates that you take the information from the container.

ANSWER:

QUESTION: I am seeing more and more records for non-print items with the GMD at the end of the 245 field rather than after the chief title. These are DLC records in OCLC.

ANSWER:

QUESTION: In the case of TV series, with separate videocassettes published for each segment, what is the title? Is it the name of the series or the name of the individual segment?

ANSWER:

QUESTION: Where do you put Beta, VHS, or U-Matic, if there is only one version? I've heard you should put it in the 300 field. And, if there is more than one version you should put it in a note. What is proper?

ANSWER:

QUESTION: In an online system, the notes such as this do not always display on a brief record. Is there any chance of changing the cataloging rules to include it in the physical description?

ANSWER:

QUESTION: PBS is issuing some of their 30 minute programs with two programs on a single one hour tape. The label and box say two tape unit. Should a new record be created for the two program version, or, could we just edit the two earlier records for the single items and link them using "with" notes?

ANSWER: Urbanski and Patton: Input a new record.

QUESTION: Would you treat this as a "Bound with" title as in a monograph? In other words, would you create a complete description for each item and link the two descriptions using "with" notes?

ANSWER:

QUESTION: A foreign film I am cataloging has subtitles in English. The projected title has only the foreign language title but the container has only the English version of the title. Which do I use?

ANSWER:

QUESTION: If you have a video tour of a museum, what do you to use for the main entry and the title?

ANSWER:

QUESTION: We have a video that was part of an ethno-music series done originally on 16mm film. It has credits from the university making it, but the container has the name of a video company. The video company seems to have no intellectual responsibility other than reproducing the original title.

ANSWER:

QUESTION: In the September, 1987 Newsletter, Dick Thaxter used Gandhi (Motion picture) as a uniform title. When would you use a title in a 130 or 730 field? What distinguishes this?

ANSWER:

QUESTION: In-house oral histories. Are they published materials, and who is the main entry?

ANSWER:

QUESTION: In cataloging computer software which receives updates, do you catalog it as a serial entry or as individual editions? Can you treat the item as a loose-leaf item with parts for updating?

ANSWER:

QUESTION: How much do you extrapolate from the piece as to intellectual level?

ANSWER:

DEADLINE FOR NEXT ISSUE OF OLAC NEWSLETTER: JULY 28, 1989

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The OLAC NEWSLETTER

is a quarterly publication of Online Audiovisual Cataloger, Inc. appearing in March, June, September, and December.

Missing issues must be claimed no later than three months after the month of issue. Claiming deadlines are: June 30 (March issue); September 30 (June issue); December 31 (September issue); and March 31 (December issue.)

ISSN: 0739-1153


OLAC Newsletter EDITORIAL STAFF



 
	  EDITOR-IN-CHIEF                           CLAIMS, BACK ISSUES, SUBSCRIPTIONS
	     Grace Agnew                               Catherine Leonardi
	     1903 Edinburgh Terrace                    OLAC Treasurer
	     Atlanta, GA  30307                        3604 Suffolk
						       Durham, NC  27707

	  NEWS AND ARTICLES EDITOR                  CONFERENCE REPORTS EDITOR
	     Barbara L. DeCoster                       Anna S. (Bobby) Ferguson
	     Library Media Center                      Louisiana State Library
	     Bellvue Community College                 760 Riverside North
	     300 Landerholm Circle S.E.                Baton Rouge, LA  70821
	     Bellvue, WA  98007                               

	  BOOK REVIEW EDITOR                        QUESTIONS & ANSWERS EDITOR
	     Anne A. Salter                            Verna Urbanski
	     Atlanta Historical Society                Thomas G. Carpenter Library
	     3101 Andrews Dr.                          University of North Florida
	     Atlanta, GA  30305                        P.O. Box 17605
						       Jacksonville, FL  32245-7605

Materials for publication in the OLAC Newsletter should be sent to the appropriate editor. Persons wishing to review books are invited to write to Anne Salter indicating their special areas of interest and qualifications. For AV cataloging questions, contact Verna Urbanski. Articles should be typed, double spaced, and consistent in length and style with other items published in the Newsletter. For membership renewal and change of address contact:

Catherine Leonardi
OLAC Treasurer
3604 Suffolk
Durham, NC 27707

Permission is granted to copy and disseminate information contained herein, provided the source is acknowledged.

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Last modified: December 1997
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