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 Section III - Fiscal Control
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Video Copy-Cataloging Workflow

  1. Assign UMVID, UMDVD, or UMBLU number by entering title in next available cell in the appropriate accession list (I:\TechSrvc\Cataloging\Accession Lists).   Write UMVID, UMDVD, or UMBLU number on routing slip.  [Jo Ann]
    • Do not assign a number to a gift until the point of cataloging.
  2. Search Aleph for matching record. [Pat, Jo Ann]
    If a matching record is found, go to 3.
    If no matching record is found:
    • Search OCLC for matching record.
    • Limit search to visual materials.
    • Refer to Video Copy-Cataloging Guidelines for matching and record evaluation guidelines.
    • If a match is found and not held by MUB, export to Aleph and go to 3.
    • If no match is found OR the matching record needs to be upgraded (refer to Video Copy-Cataloging Guidelines below) OR the matching record needs subject headings, give the record to the Electronic Resources/Media Cataloger. Note: It's helpful to add the OCLC number to the DVD Routing slip.
  3. If the record has not already been cataloged by another institution, then copy-catalog based on Video Copy-Cataloging Guidelines below. [Pat, Jo Ann] If the item was given to the eresources/media cataloger, it will be returned at this point, without the items and holdings work completed.
  4. Process videos:
    • Place barcode on spine of videocassette (not in spot where call# goes) or inside DVD case, above disc.  [Pat, Jo Ann]
    • If there is accompanying material (like a booklet) that will not circulate in the same container with the videocassette/DVD, give it its own barcode and fill out the “Enumeration A” and the “Description” field in the Aleph Item record.  Use a brief form of the term that has been used to describe it in the bib record (e.g. “guide,” “disc,” “booklet”).  Write the complete call number on a post-it so that the labeler will know which term to use.
    • Multi-part items:  Generally, barcode each cassette and each DVD container.  The object is to get the person checking the item in or out to make sure that all of the parts are present.  When deciding what caption to use on the item records, take your cue from the pieces themselves or the bibliographic record.  If they don’t supply a caption, just use “pt.”   Write the complete call number on a post-it so that the labeler will know which term to use.
  5. Add item to ALEPH record  [Pat, Jo Ann] :
    • Push to Items.
    • Go to tab 2. General Information (1).
    • For items that were ordered, check:

      Sublibrary: BC-BC
      Collection: MSTCK
      Material Type:
      *VCASS (for VHS tape)
      *DVD (for DVD or Blu-ray)
      Item Status: 09 (Video)
      Barcode: Wand in (This will automatically update the record.)

    • For gifts, click on “New” in the top panel. In tab 2. General Information (1), change the fields to:

      Sublibrary: BC-BC
      Collection: MSTCK
      Material Type:
      *VCASS (for VHS tape)
      *DVD (for DVD or Blu-ray)
      Item Status: 09 (Video)
      Barcode: wand in (This will automatically update the record.)

  6. Add HOL record  [Pat, Jo Ann] :
    • Click to tab 6. HOL Links
    • Click “Create New”
    • Highlighting the BC-BC HOL, click “Edit.”
    • Edit the Call number in the 852:
      • First indicator should be “8”.
      • UMVID/UMDVD/UMBLU number goes in subfield “h”.
    • Add OWN field with “BCHOL” in subfield “a”. (The macro for this is alt+O.)
    • Save to server.
  7. Labeling [Student]
    • Affix call number label on spine (~1 in. from bottom, either on the container or the cassette itself, whichever will be visible on shelf).
    • If barcode on container's or cassette’s spine will not be visible, place “UMBC Library” sticker on box.
    • Label any accompanying material, if present.
  8. Verification in Aleph Items Module [Jo Ann]:
    • Click on barcode icon and scan in barcode.
    • Verify:
      • Title
      • Sublibrary: UMBC Library
      • Description: (accurate vol. or suppl. info if applicable)
      • Call number
      • Collection: Media Stacks
      • Status: Video
    • Remove In Process item processing status.
  9. Record statistics on daily Cataloging sheet [Jo Ann] (and personal stats sheet).
  10. Deliver items to Library Media. [Student]

Video Copy-Cataloging Guidelines

General guidelines

  • When choosing between equally matching records, choose the record with the most holdings.
  • Do not use foreign language records: these are indicated by 040 $b and the text of the non-transcribed fields.
  • If you’re unsure if a record matches, ask the e-resources/media cataloger.
  • Correct minor errors and add missing information, but minimize local edits, especially if another institution has already cataloged the video in ALEPH. For foreign language films, especially in languages that use a non-Roman alphabet or character set, be flexible. Accept what other institutions have cataloged. If you need to add information, use the container as needed.
  • If a record is really messy or obviously incomplete (according to the following guidelines), give it to the e-resources/media cataloger, regardless of encoding level. If a record is complete with a lower encoding level, you do not need to bump it out.
  • RDA records are acceptable for copy-cataloging. RDA records will either have 040 $e rda and/or they will have the Desc fixed field coded as either i or blank. There are a few major differences that cover all the fields:
    • There is a lot more room for cataloger’s judgement, so there are a lot of choices that are correct, even if we don’t agree with them. We’re also not sure how all the rules will be applied yet, especially with DVDs. OLAC is developing guidelines to try to unify rule application, but that hasn’t happened yet.
    • No more $h in the 245! Instead, there are three new fields, 336, 337, and 338, that contain information about format and medium.
    • Instead of a single 260 field, RDA records will contain at least one 264 field. Older RDA records may include a 260.
    • Catalogers can choose to transcribe capitalization as it appears on the item or they can correct it to match sentence capitalization. So, caps can look crazy, but still be correct.
    • Abbreviations are only allowed if they appear on the item (i.e. 2nd ed.), otherwise almost everything is spelled out. (Abbreviations for durations and size are still allowed.)
    • RDA is confusing, so please ask questions!
    • Examples:

      ocn700079077 (video held by UMBC)

Field-by-field guidelines (the most important fields for matching are marked with an asterisk)

Fixed fields/LDR/008:

In general, compare any difference in the 008 to the rest of the record, especially DtSt, Date and TMat.

Make corrections as necessary according to chart below:

MARC21 label

OCLC Fixed field label

Data for Videorecordings












l (live action)



a (animated)



c (both)



[running time in minutes; if the time exceeds three digits, enter 000; if the time is unknown, enter ---]



s for release date;



r for reissue/original release date;



p for release/production date



[First date is always release date of the edition in hand; second date will either be production date (coded p in DtSt) or original release date (for reissues--coded r in DtSt).]


This field might be present on enhanced DVD records, and refers to the computer-related information of an enhanced DVD-Video. If an 006 is present, verify that the first character is coded m, for electronic resources. If you decide to add an 006 (because there is significant enhanced content; this is not required), you can use the guided entry function under Edit in Connexion, or you can paste in [m        u] (just what’s inside the brackets).


Differences in the 007 don’t affect matching unless they reflect differences in the rest of the record.

Add this field if it’s missing. Make any necessary corrections, according to the following:


MARC21 label

OCLC subfield

Data values (DVD values are in bold)

Category of material



v Videorecording

Specific material designation



f Videocassette




d Videodisc




b Black and white




c Color




m Mixed

Videorecording format











s Blu-ray disc




Note: prior to Dec. 1, 2002, “g” was used for both DVDs (4 3/4 in.) and Laserdiscs (12 in.).
Change “g” to “v” when you encounter it on DVD copy.

Sound on medium or separate; if silent do not use ‡f



a Sound on medium

Medium used to carry the sound; if silent do not use ‡g



h Videotape




i Videodisc




o 1/2 in. (VHS)




z Other

Configuration of playback channels (Codes should match information in physical description or a note. If not in record, this subfield may be omitted/left blank)



k Mixed, more than one type of sound on a single item




m Monaural




n Not applicable. Silent or sound is separate




q Multichannel, surround, or quadraphonic




s Stereophonic




u Unknown




z Other


Verify that the ISBN on the item matches at least one 020 on the record. Additional ISBNs may be present. If there is a discrepancy, first search for a better record. If none is found, give it to e-resources/media cataloger.

Add if missing. Verify that any present ISBNs are in either the $a or $z; correct subfield coding as needed.


At least one publisher numbers needs to match the item on hand. If there is a set number, make sure that the record you have is for the item in hand, not the set (or if you have the whole set, make sure you have the set record). If the item has an 028 that differs, search for a better record. If no match is found, give the item to the e-resources/media cataloger.

Add if missing.


Presence or absence of this field does not affect matching, in general. If one is present, verify it. If there is a discrepancy, refer to the rest (especially the 546) of the record for matching.

Add field (or subfields) if missing; the information in this field should match the 546. The indicator will either be 0 (for items without a translation) or 1 (for items with a translation), but you don’t need to worry about correcting existing indicators. If you need to find a language code, go to Fix any subfield coding errors. Use the following subfields (the most common are in bold):

  • $a Language code of text/sound-track or separate title
  • $e Language code of librettos
  • $g Language code of accompanying material other than librettos (i.e. booklets, etc.)
  • $h Language code of original and/or intermediate translations of text
  • $j Language code of subtitles or captions


041 1 $a jpn $a eng $j eng $j spa $h jpn
546 $a Japanese or English soundtracks with English or Spanish subtitles.


Most videos won’t have any 1XX fields. Presence or absence of these fields does not affect matching, in general. If one is present, verify it. When choosing between records, opt for the one with a title main entry, unless it is a music video. TV Shows should have a 130.

Correct any subfield or indicator formatting or typos. For television shows, use the following guidelines:

  1. For a compilation of all the episodes broadcast in a particular season: use the uniform title of the series as a whole [as found in the Name Authority File; if it isn’t in the authority file, give the name of the show followed by (Television program); if you have any questions, ask the e-resources/media cataloger] in field 130 ‡a, followed by the term "Season" as the standard term to denote what may be called variously "year 1," "season one," "first season," "vol. 1," "first year," etc., followed by the number of the season, in ‡n.

    130 0 All in the family (Television program). ‡n Season 1.
    245 10 All in the family. ‡n The complete first season ‡h [videorecording]...

  2. For selections from a particular season, use the pattern in 1) directly above and add the term "Selections" in ‡k.

    130 0 Rhoda. ‡n Season 3. ‡k Selections
    245 14 The very best of Rhoda. ‡n Season 3 ‡h [videorecording]
    (Two episodes of the television show broadcast in 1976)

  3. For selections from two or more seasons or for those covered by a special theme such as "The best of ...", use the uniform title of the series as a whole in ‡a followed only by the term "Selections" in ‡k.

    130 0 Simpsons (Television program). ‡k Selections
    245 14 The best of the Simpsons ‡h [videorecording]...

For videos other than television programs, if you think the video needs a main entry, or if you think the main entry is wrong, give it to e-resources/media cataloger.


This field is key for matching. If this field doesn’t match the item in hand, check any 246 fields present for a match. If the title on the item doesn’t appear anywhere in the record or vice versa, search for a better record. If none is found, give the item to the e-resources/media cataloger. If the $c is different (i.e. different directors listed, not just missing some information), search again for another match. If no match is found, give the item to the e-resources/media cataloger. This is a transcription field; for foreign language films, everything but the $h will likely be in the language of the film. If the this information comes from a source other than the title screen, make sure there is a 500 Title from [container, etc.].

Correct the indicators as necessary. Correct any subfield mistakes. Add $h [videorecording] if it’s missing (AACR2 only; RDA records do not use this subfield). Accept capitalization and formatting in RDA records as is.


Use varying forms of title in conjunction with the 245 for matching. Presence or absence alone does not affect matching.

Correct typos and subfields as needed. Only subfields a, b, n, p are valid. Add a 246 when a parallel title or subtitle isn’t already in a 246. Also, if a title variation appears on the container or disc surface, add a 246. In general, the first indicator will be 3; the second indicator will be 0 for a portion of the title, 1 for a parallel title and blank for all other entries. If you use a $i to include information for display, the first indicator will be 1 and the 2nd indicator will be blank.


245 00 Juana la loca ‡h [videorecording] = ‡b Joan the mad
246 31 Joan the mad
246 1 ‡i Title on cassette label and container: ‡a Mad love

245 00 Ischemia, injury & infarction ‡h [videorecording]
246 3 Ischemia, injury and infarction

245 00 Too close to heaven ‡h [videorecording] : ‡b the story of gospel music
246 30 Story of gospel music

245 00 Alfred Hitchcock’s Torn curtain ‡h [videorecording]
246 30 Torn curtain


Differences (not necessarily presence or absence) here are very important in matching, and can determine whether or not the record matches the item in hand. If you’re unsure, search for a better record. If none is found, give the item to the e-resources/media cataloger.

Correct any typos. In RDA, the edition statement is transcribed from the item, so abbreviations will only be used if they appear abbreviated on the item. For example, it could say “2nd edition” or “Second ed.” or “Second edition,” whichever is on the item; do not correct these.


Name of publisher and date are key for matching. (You can use the place of publication as a reference in determining if two publishers are the same, though this information isn’t conclusive.) At least one of the publishers listed on the item must be on the record, and vice versa. If the date is different, search for a record with matching dates. If you can’t find one, give the item to the e-resources/media cataloger.

Do not correct bracket usage. Accept form place ($a) of publisher ($b), especially for older RDA records. Additionally, RDA records will often include multiple dates. Correct any typos or subfield errors.



Newer RDA records must include at least one 264. At least one of the publishers listed on the item must be on the record, and vice versa. If the date is different, search for a record with matching dates. If you can’t find one, give the item to the e-resources/media cataloger.


Only correct spelling or subfield errors. Do not change to 260s, and vice versa.


Verify that the record is for the format you have in hand. If there’s a discrepancy (i.e. running time, format size, etc.), search for a better record. If you can’t find one, give the item to the e-resources/media cataloger.

Add any missing information and correct any mistakes. Use a generic term such as "videodisc(s) or videocassette(s),” rather than “DVD” or the like. In RDA records, sound and color will be spelled out (and might be spelled colour), so leave those as is. $c might be in metric, and that’s fine, too. (Also, cm and in. are valid abbreviations in RDA.) If the playing time of the feature (or the whole disc, if it’s a collection of smaller parts) is readily available on the container or disc, you can add it to $a. Don’t worry about the running time of any special features.

336 Content Type

Only present in RDA records. Correct spelling errors only.


336 two-dimensional moving image ‡b tdi ‡2 rdacontent

337 Media Type

Only present in RDA records. Correct spelling errors only.


337 video ‡b v ‡2 rdamedia

338 Carrier Type

Only present in RDA records. Correct spelling errors only.


338 videodisc ‡b vd ‡2 rdacarrier


Absence or presence doesn’t necessarily affect matching. However, if there is a discrepancy between the item and the record, search for a better record. If none is found, give the item to the e-resources/media cataloger.

Add or correct as necessary.


If the information from the item in hand contradicts the information in this field, give the item to the e-resources/media cataloger.

  • 538: System requirements
    This required field {} must contain information about the video format (VHS, DVD, DVD-R, Blue-ray Disc). Additionally, information on the aspect ratio, sound configuration (i.e. Dolby Digital 5.1 surround), region encoding, television format systems (i.e. NTSC, PAL, SECAM) should be included. Add any missing information and correct any mistakes; there is no definitive formatting for this field; however, you can use the following examples as a guideline:

    538 $aDVD; region 1; widescreen (2.35:1) presentation (enhanced for 16x9 televisions); Dolby digital 5.1 surround; DTS 5.1 surround.
    538 $aBlu-ray Disc, widescreen (2.40:1) presentation; Dolby digital 5.1 uncompressed surround; Dolby digital 5.1 surround; 1080p High-Definition; region 1; requires Blu-ray player.
    538 $aDVD; Dolby digital 5.1 surround; DTS 5.1 surround; region 1.

  • 546: Language note
    Include information on spoken language, subtitles, and accompanying material. Also include information on closed-captioning. Add if missing.

    546 $aSoundtracks in English, French or Spanish; subtitles in English, French or Spanish; closed captioned.

  • 500: Source of title proper
    This field is only necessary when the title is taken from a source other than the prescribed chief source of information. Check for spelling errors or typos.
  • 511: Cast
    Add if missing. First indicator 1 for cast, 0 for all others (i.e. performers, narrators).

    511 1 James Stewart, Grace Kelly, Wendell Corey, Thelma Ritter, Raymond Burr.
    511 0 Narrator, Margaret Mead.

  • 508: Production credits
    Add if missing: people involved in production other than those listed in 245 $c, formatted as follows:

    508 $aDirector of photography, Donald M. McAlpine ; editors, Sim Evan-Jones, Jim May ; music composer, Harry Gregson-Williams.

  • 500: Edition and history
    Add if missing.

    500 Originally produced as a motion picture in 1946.
    500 Based on the play by Bernard Shaw.

  • 500: Physical description
    For information not contained in the 538.

    500 This is recorded DVD and may not play on all DVD players.

  • 520: Summary
    Add if missing; take from the container, if possible. If there’s no easy source for a summary, pass the item to the e-resources/media cataloger.
  • 505: Formatted contents
    Used for TV shows and DVDs that contain multiple titles (i.e. short film collections); add if missing in either of these instances.

    505 0 Disc 1. Who shot Mr. Burns? (Part Two) ; Radioactive man ; Home sweet homediddly-dum-doodily ; Bart sells his soul ; Lisa the vegetarian ; Treehouse of horror VI – Disc 2. King-size Homer ; Mother Simpson ; ...
    505 00 $t Arrival / $r Madelyn Byrne, music ; Lily Glass, video $g (9:18) – $t magnificat 4: Ida Ida / $r Linda Dusman |g (6:05) – $t Lifting the mask / $r Mara Helmuth $g (5:09) – $t Shards of Sappho / $r Anna Rubin $g (8:00) – $t 12th consciousness / $r Renée T. Coulombe $g (10:04) – $t m/y much desired one / $r Kristin Norderval, music ; Katherine Liberovskaya, video $g (11:30).

  • 500: Informal contents
    Use this note for special features. Add if missing. Check for typos.

    500 $a Special features include outtake musical numbers, newsreel excerpts, theatrical trailers and cast interviews.

  • 500: Publisher number
    Used to clarify multiple numbers in the 028. Verify if present.
600-651, 655

All films need at least on genre heading (655). Non-fiction films need at least one LCSH (600/610/650/651 _0). For operas, add either

655 _7 Filmed operas. $2 lcgft
655 _7 Televised operas. $2 lcgft.

If the records lacks subject or genre headings, give it to the e-resources/media cataloger.


There should be headings for all the personal names and corporate bodies listed in the 245 $c and the 511 field; add as needed. Check any headings that look wrong (i.e. formatting, subfields, strange dates) in the authority file and correct as needed. For operas, there must be a 700 author-title entry for the work being performed.


245 00 Mozart's Idomeneo...
700 1 Mozart, Wolfgang Amadeus, ‡d 1756-1791. ‡t Idomeneo.

245 04 Das Rheingold...
700 1 Wagner, Richard, ‡d 1813-1883. ‡t Ring des Nibelungen. ‡p Rheingold.


If there is another title that needs access (i.e. short film included), add a 740 02. Correct any typos.


Add or correct as necessary.

Local fields guidelines:


Add an XPT field:

$a Y
$b MUB

Note: the macro command Alt-X should do this.


If there is a 950 with a $a ACQ-EXPORTED, add:

$b BC
$c [yyyymmdd]

Note: the macro command Alt-D should do this.

  • No labels


  1. I have attached a word copy of this documentation. It is also available in I:\BMS\Cataloging\Videos

  2. Here are some helpful links:

  3. I have attached a copy of the video routing slip. It is also available in I:\BMS\Cataloging\Videos.

  4. For DVD/Blu-ray combo packs:  each disc will receive its own item and call number on the same record. A dummy container will be placed in the DVD shelves, and the Blu-ray case will be shelved with the rest of the Blu-rays. See UMBLU 11 for example.