Data Entry Guidelines for Nonprint Materials

Last Updated July 20, 2011 Nonprint Materials

General Guidelines for All Nonprint Materials ...... 6 Searching Workflows ...... 6 Key Parts of the Item that Must Match an Existing Record...... 6

How to Find the Title Control Number of a Record ...... 7

Attaching a Copy to Records in Workflows ...... 8 ISBN 020 field ...... 8 UPC 024 field...... 8 Music No. 028 field ...... 8 Personal Author 100 field ...... 8 Title 245 field ...... 9 Edition 250 field ...... 9 Publication 260 field ...... 9 Physical Description 300 field ...... 10

Updating Records that are in the ACQ Format ...... 11

Updating 9xx Records ...... 14

Subfield Z in Call Numbers ...... 17 When should Subfield Z be used in the call number? ...... 17 How does Subfield Z work? ...... 17 Why the policy with the required wording after Subfield Z in the call number? ...... 17 How do I put Subfield Z in the call number? ...... 17 DVD/ Sets that Circulate as a Complete Set...... 18 DVD/Video Sets that Circulate in Parts ...... 18 Blu-ray DVD Combo Packs that Circulate as a Complete Set...... 18 Blu-ray DVD Combo Packs that Circulate in Parts ...... 18 Records with Multiple Volumes or Parts...... 19

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Serial Records ...... 19 Request Records for All Nonprint Materials: General Information

...... 20 Initial Steps...... 20 Add Title Wizard Properties...... 20 Defaults...... 20 Behavior ...... 21 Helpers ...... 21 Creating Request Records for ...... 22 ISBN 020 field ...... 22 UPC 024 field...... 22 Music No. 028 field ...... 22 Personal Author 100 field ...... 22 Title 245 field ...... 23 Edition 250 field ...... 24 Publication Info. 260 field...... 26 Physical Description 300 field ...... 27

Creating Request Records for Audiobooks & Playaways ...... 28 ISBN 020 field ...... 28 UPC 024 field...... 28 Music No. 028 field ...... 28 Personal Author 100 field ...... 29 Title 245 field ...... 29 Playaways...... 29 Edition 250 field ...... 30 Publication Info. 260 field...... 30 Physical Description 300 field – CD Audiobooks ...... 31

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Physical Description 300 field – Playaway Audiobooks ...... 31 Physical Description 300 field – Cassette Audiobooks ...... 32

Creating Request Records for Music CDs ...... 33 ISBN 020 field ...... 33 UPC 024 field...... 33 Music No. 028 field ...... 33 Personal Author 100 field ...... 34 Title 245 field ...... 34 Edition 250 field ...... 36 Publication Info. 260 field...... 37 Physical Description 300 field ...... 38

Creating Request Records for CD-ROMs and Video Games ...... 39 ISBN 020 field ...... 39 UPC 024 field...... 39 Music No. 028 field ...... 39 Personal Author 100 field ...... 39 Title 245 field ...... 40 Edition 250 field ...... 41 Publication Info. 260 field...... 42 Physical Description 300 field ...... 43

Creating Request Records for Videocassettes...... 44 ISBN 020 field ...... 44 UPC 024 field...... 44 Music No. 028 field ...... 44 Personal Author 100 field ...... 44 Title 245 field ...... 45 Edition 250 field ...... 45 SAILS Cataloging Department – January 2011 4 Nonprint Materials

Publication Info. 260 field...... 46 Physical Description 300 field ...... 47

Creating Request Records for Music Cassettes ...... 48 ISBN 020 field ...... 48 UPC 024 field...... 48 Music No. 028 field ...... 48 Personal Author 100 field ...... 49 Title 245 field ...... 49 Edition 250 field ...... 50 Publication Info. 260 field...... 51 Physical Description 300 field ...... 51

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General Guidelines for All Nonprint Materials Searching Workflows • Make sure that a record is not already in the system before creating a request record • Search the system several ways (ISBN, UPC, music/video numbers, title, author) to see if a record has already been created • Use the General search option in the search index (along with the Keyword type option) to search by ISBNs, music and video numbers, or UPCs • Use the Title search option in the search index (along with the Keyword type option) to search by title • Use the Author search option in the search index (along with the Keyword type option) to search by the author, performer or band’s name

Key Parts of the Item that Must Match an Existing Record • All the information you need is on the item in front of you

• The following information on your copy must match the record: a) ISBN exceptions: your copy’s ISBN is missing or the ISBN is incorrect in the record b) Name of the first person listed on the music CD, cassette, audiobook or Playaway c) UPC and music/video number d) Title e) Edition statement (when applicable) f) Publication information g) Physical description

• If your copy appears to match a record, but the record is missing information (such as an ISBN or edition statement), fill out an error reporting form on the SAILS website (http://sailsinc.org/forms/cat-errorform.asp) • Only the SAILS Cataloging Department will make these corrections or updates • SAILS Cataloging may request a copy of the item and/or its container before being able to determine if the copy can or cannot be attached to a record • Please include the title control number from the error reporting form with the copy of the item and container

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How to Find the Title Control Number of a Record

The title control number must be included in all e-mails, photocopies of title pages, and error reporting forms.

When looking at the bibliographic record, you will see tabs above the record. Click on the tab that says, Control. This is where the title control number for all records can be found. This is the title control number that SAILS Cataloging needs when you have any questions about a record in Workflows.

View of the Control Tab

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Attaching a Copy to Records in Workflows ISBN 020 field • Look on the item and container for the ISBN(s) and compare with the ISBN(s) in the record

• Do the ISBNs match? • Yes; go to the UPC 024 field • No; go to the UPC 024 field and if your copy continues to be a match, you can fill out an error reporting form about your copy’s ISBN

UPC 024 field • Look on the back of the container for the UPC and compare with the UPC in the record

• Do the UPCs match? • Yes; go to the Music No. 028 field • No; go to the Music No. 028 field and if your copy continues to be a match, you can fill out an error reporting form about your copy’s UPC

Music No. 028 field • Look on the item and/or container for the music/video number(s) and compare with the music/video number(s) in the record

• Do the music/video numbers match? • Yes; go to the Personal Author 100 field • No; go to the Personal Author 100 field and if your copy continues to be a match, you can fill out an error reporting form about your copy’s music/video number(s)

Personal Author 100 field • Only check the author information on your copy for audiobooks, Playaways, and music CDs • Look for the first name listed on the item and container and compare with the name in the record • In some records, the name in this field may not match your copy and you might need to look at the name listed after the title information in the Title 245 field

• Do the names match? • Yes; go to the Title 245 field • No; go to the Title 245 field; you might still have a match; if your copy continues to be a match, you can fill out an error reporting form about the author update

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Title 245 field • Look on the item and/or the container and compare with the title in the record

• Does the title on the item and/or container match the title in the record? • Yes; go to the Edition 250 field • No, the record is missing part of the title; go to the Edition 250 field and if your copy continues to be a match, you can fill out an error reporting form about the title update • No, the title is completely different and you should create a request record for your copy

Edition 250 field • Not every item or every record will have an edition statement • Look on the item and container to see if there is an edition statement and compare with the edition statement (if there is one) in the record

• Does the edition on the item match the edition in the record? • Yes; go to the Publication Info. 260 field • No, the record does not have the edition that is on the item; go to the Publication Info. 260 field and if your copy continues to be a match, you can fill out an error reporting form about the missing edition • No, the edition is completely different and a new request record should be created

Publication 260 field • Look on the item and/or container to find the publisher’s name and the most recent date and compare with the publisher’s name and date in the record

• Do the publisher’s name and the most recent date in the item match the name and date in the record? • Yes; go to the Physical Description 300 field • No, the publisher’s name matches but the date is different; go to the Physical Description 300 field and if your copy continues to be a match, you can fill out an error reporting form about the date in the record so that SAILS can determine if the date needs to be fixed in the record • No, both the publisher’s name and date are different and a new request record should be created

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Physical Description 300 field • Look at the number of items and compare with the physical description in the record

• Does the number of items match the number of items in the record? • Yes; your copy matches and you can now attach your copy • Use the Java Client Cataloging manual and follow the steps under the Call Number and Item Maintenance Wizard section for attaching the barcode and creating your library’s call number • No, the number of items does not match and a new request record should be created

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Updating Records that are in the ACQ Format

For libraries that are not using acquisitions, you must wait until you receive a copy of the item before you can attach to an ACQ record. Once you receive your library’s copy, you can attach to an ACQ record.

These ACQ records may contain very little information and should be updated when you attach a copy to them.

Use the Modify Title wizard to update the missing information in the ACQ record.

When you have entered the missing information, you need to fill in the 950 tag. This tag will automatically appear with an “A” in it. You need to complete this field with ACQ or Acqupdate. Updating the 950 tag will flag the records for the SAILS Cataloging Department.

The next page shows an example of an ACQ record that needs to be updated. The following page shows this same ACQ record after updates have been made by a library attaching a copy to the record.

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Example of an ACQ Record that Needs Updating

Yiew of the Record is with the Modify Title Wizard

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Example of an Updated ACQ Record

View of the Record is with the Modify Title Wizard

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Updating 9xx Records

For libraries that are not using acquisitions or 9xx ordering from Ingram, you must wait until you receive a copy of the item before you can attach to a 9xx record. Once you receive your library’s copy, you can attach to a 9xx ACQ record.

These 9xx records contain very little information and should be updated when you attach a copy to them.

Use the Modify Title wizard to update the missing information in the 9xx record.

When you have entered the missing information, you need to fill in the 950 tag. This tag will automatically appear with an “A” in it. You need to complete this field with ACQ or Acqupdate. Updating the 950 tag will flag the records for the SAILS Cataloging Department.

The next page shows an example of a 9xx record that needs to be updated. The following page shows this same 9xx record after updates have been made by a library attaching a copy to the record.

Steps to Follow to Update 9xx Records • Edit the author’s name so it matches the item in hand (when necessary for nonprint items) • Make any changes to the title, such as adding a missing subtitle, so it matches the item in hand • Enter the edition (if there is one) as it appears on the item in hand • Edit the publication year so that it matches the item in hand • Update the physical description from the item in hand • 950 tag needs to be updated; this field has an “A” in it ; you need to complete this field with ACQ or Acqupdate

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Example of a 9xx Record that Needs Updating

View of the Record is with the Modify Title Wizard

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Example of an Updated 9xx Record

View of the record is with the Modify Title Wizard

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Subfield Z in Call Numbers

When should Subfield Z be used in the call number? Subfield Z must in the call numbers for the following types of records only: • Multi-volume set records, such as DVD/video sets and encyclopedias • Magazine records • Serial, or open-ended, records (records with multiple years or volumes with different dates all attached to a single record); such as directories, almanacs, Guinness world records, exam guides, and some graphic novels

How does Subfield Z work? • Subfield Z in the call number allows patrons to place copy-specific holds on records of multi-volume sets, magazines or serial records • If Subfield Z is used incorrectly, there can be problems with filling holds • Some libraries circulate DVD/video sets as a complete set and other libraries circulate each item of the set separately; either way is okay • No matter how these sets are circulated, each call number of every library must have Subfield Z in it • Subfield Z must still be part of the call number even if your library’s copies are nonholdable and noncirculating

Why the policy with the required wording after Subfield Z in the call number? • This policy has been in effect since July 2006 because holds were not being filled in a timely manner • Information after Subfield Z must follow standards enacted by SAILS • Libraries can put anything in the call number before Subfield Z, but, after Subfield Z, the wording must be consistent with the examples on the following pages • When all libraries use this consistent wording after Subfield Z, every library’s copy will be grouped together under each call number (set call number or individual call number)

How do I put Subfield Z in the call number? • At the same time, press both the SHIFT key and the key with \ on the bottom (two small vertical dashes appear above the \ on the key) • When you press those two keys together, the two small vertical dashes will appear as one solid vertical line (or pipe) • Make sure that there is no space between the first part of the call number and |z • Type in z; do not put a space between | and z; you do not need to capitalize the z • Workflows automatically capitalizes the z when you save the record • Type in the call number; do not put a space between |z and the rest of the call number

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DVD/Video Sets that Circulate as a Complete Set • If your library circulates the full set together, you must enter FULL SET after Subfield Z in the call number

¾ Example: |zFULL SET

DVD/Video Sets that Circulate in Parts • If your library separates the set for circulation, you should use the designation (such as volume or episode numbers) that appears on the DVD or videocassette as the information to enter after Subfield Z in the call number

¾ Examples: |zEPISODES 1-10 |zV. 1

• If there is no designation, you must use the complete title on each item in the set after Subfield Z in the call number

¾ Examples: |zTHE THIN MAN |zAFTER THE THIN MAN |zENERGY BALANCE YOGA |zSTRENGTH BUILDING YOGA

Blu-ray DVD Combo Packs that Circulate as a Complete Set • If your library circulates all of the Blu-ray and DVD combo pack together, you must enter FULL SET after Subfield Z in the call number ¾ Example: |zFULL SET

Blu-ray DVD Combo Packs that Circulate in Parts • If your library separates the combo pack for circulation, you must enter BLU RAY or DVD after Subfield Z in the call number ¾ Examples: |zBLU RAY |zDVD

The Blu-ray DVD combo pack procedures are required and have been in effect since December 2010.

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Records with Multiple Volumes or Parts • Includes encyclopedias and other book sets that may circulate as a single entity or may be split into separate circulating pieces • Use the designation that appears on the item as the information to enter after Subfield Z in the call number

¾ Examples: World Book encyclopedia of people and places REF 910 WOR|zV. 1 REF 910 WOR|zV. 2

American speeches 815 AME|zPT. 1 815 AME|zPT. 2

• If the item does not have any designation, use the title as the information to enter after Subfield Z in the call number

¾ Example: World Book’s animals of the world is the set title with individual titles of: Baboons, Beavers, Lions J 599.33 WOR|zBaboons J 599.33 WOR|zBeavers J 599.33 WOR|zLions Serial Records • Includes magazines, some graphic novels, and titles with multiple volumes or years attached to a single bibliographic record • All holdings attached to serial records must have Subfield Z in the call number

¾ Examples: Barron’s how to prepare for the ASVAB 355 BAR|z2006 355 BAR|z2007 355 BAR|z2008

Contemporary literary criticism 809.045|zV. 1 809.045|zV. 2 809.045|zV. 3

Buffy the vampire slayer omnibus YA GN WHE|zV. 1 YA GN WHE|zV. 2

Essential X-Men YA 741.5973 CLAREMONT|zV. 1 YA 741.5973 CLAREMONT|zV. 2

These procedures are required and have been in effect since July 2006.

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Request Records for All Nonprint Materials: General Information Initial Steps • Always make sure that a record is not already in the system before creating a request record for any item • Click on the Title Maintenance wizard • Click on the Add Title wizard • Check the Add Title wizard properties

To create a Request Record, use the MARC-00 format.

Add Title Wizard Properties Display property page at wizard start up should be selected.

Defaults Format MARC-OO Entries template TEMPLATE Shadow title Uncheck Entries Leave blank Add item when creating title Check MARC view Check Descriptive view Uncheck Display fixed fields Uncheck Display descriptive labels (for entries) Check Library Select your library Dewey – except for BCC and Mass Class scheme Maritime Academy Shadow Call number Uncheck Show shelving key Uncheck Type Enter your most commonly used Home Location Enter your most commonly used Permanent Check Circulate Check Shadow item Uncheck Price Item Category 1 Enter your most commonly used Item Category 2 Enter your most commonly used Media Desk Leave blank Tab Display Preference Bibliographic

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Behavior Add Call Number Check Prompt for library when adding a new call Uncheck – unless you add copies for number branches Auto-generate temporary XX call numbers Uncheck Add Item when adding a new call number Check Add Item Check Auto-Generate item ID when adding item Uncheck Delete call number Check Delete item Check Maintain MARC holdings Uncheck ISXN warnings must be acknowledged Uncheck Disable diacritic keyboard shortcuts Uncheck Set current location of new items to Uncheck Available soon Print labels for new items Uncheck

Helpers Validate headings Uncheck Print labels Check Print preview labels Check List catalog by item number Check Add Subfield Delimiter/code Uncheck

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Creating Request Records for DVDs

ISBN 020 field • 10 and/or 13-digit ISBNs can be found on the back of the container and on the DVD • For DVD sets, enter the set ISBN only • Enter the ISBN without any dashes or spaces • Enter the 13-digit ISBN only when both the 10 and 13-digit ISBNs are listed on the DVD and/or container

¾ Examples: 0783292554 9780783292554

UPC 024 field • 12 number code usually found on the back of the container under the barcode • For DVD sets, enter the set UPC only • Enter the UPC without any dashes or spaces

¾ Examples: 031398221852

Music No. 028 field • Can be found on the DVD and on the back or spine of the container • DVD sets can have multiple numbers • One DVD can have multiple numbers • Enter each number exactly as it appears on the DVD and/or the container • Enter each number on a separate line

¾ Examples: 90667 2244458 1000018563 2000012329 N6504 G93009 AAE-77017 JPEP6000

Personal Author 100 field • Do not use this field for DVD request records

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Title 245 field • [videorecording] must be included in the title information for all DVDs • Use a colon to separate the main title from the subtitle

Single DVD • Enter the title and subtitle exactly as it appears on the DVD • If there is no title on the DVD, enter the title from the container

¾ Examples: Waitress [videorecording] 3:10 to Yuma [videorecording] The real West : the cowboys and the outlaws [videorecording] 20th century biographies : adventurers [videorecording] Paris je t’aime : Paris I love you [videorecording] The host : gwoemul [videorecording]

DVD sets • Enter the title from the DVD set container

¾ Examples: Band of brothers [videorecording] Scrubs, the complete first season [videorecording] , the complete series [videorecording] Buffy the vampire slayer, the complete third season on DVD [videorecording] The Jane Austen collection [videorecording] The complete thin man collection [videorecording] The Agatha Christie Miss Marple movie collection [videorecording] Rocky anthology [videorecording]

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Edition 250 field • Can be found on the DVD and on the front or back of the container • Can be listed among the special features on the back of the container • DVD sets can have different edition statements among the separate titles in the set • One DVD can have multiple edition statements • Some DVDs and DVD sets can have both widescreen and full screen versions • Enter all edition statements on a single line

Widescreen DVDs • Enter Widescreen in the edition field if the DVD and/or container states the following: • Widescreen • 16:9 aspect ratio • 1.85:1 aspect ratio • Letterboxed format • Anamorphic widescreen

Full screen DVDs • Enter Full screen in the edition field if the DVD and/or container states the following: • Full screen • 4:3 aspect ratio • 1.33:1 aspect ratio • format • Anamorphic full screen • This movie has been formatted to fit your TV screen

Blu-ray discs • Look for the Blu-ray disc symbol on the DVD and/or container • Enter Blu-ray in the edition field

Blu-ray DVD combo pack • Some Blu-ray discs are released with a regular DVD • Look on the container for Blu-ray DVD combo pack or Blu-ray + DVD • Enter Blu-ray DVD combo pack in the edition field

Digital copy • Some DVDs, Blu-ray discs and Blu-ray DVD combo packs are released with additional digital copy access • Digital copy may be an additional DVD or part of the special features • Look on the container for Blu-ray + DVD + Digital Copy or DVD + Digital Copy • Enter Digital copy in the edition field

More information about the Edition 250 field is on the next page …

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UMD for PSPs • Some movies are released to be played on the PlayStation Portable game console • These discs are not the same size as DVDs or Blu-ray discs • Look on the container for the phrases, UMD for PSP or Movies for PSP • Enter UMD for PSP in the edition field

¾ Examples: Full screen Widescreen Full screen, widescreen Blu-ray, widescreen, digital copy Blu-ray DVD combo pack, widescreen Blu-ray DVD combo pack, widescreen, digital copy Colorized Special extended DVD ed., full screen Two-disc collector’s ed., widescreen, full screen Special ed. with flair!, widescreen version Like, the best special edition ever!, widescreen Bueller…Bueller…ed., widescreen Buttercup ed., widescreen UMD for PSP, widescreen

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Publication Info. 260 field Publisher’s name • Multiple publishers can be listed on the DVD and the container • If there is only one name listed on the DVD and/or the container, enter this name • If there are multiple publishers listed on the DVD and the container, look for the name listed next to the most recent date and enter this name • If you see a phrase, such as “Design content and packaging”, with a publisher’s name next to that phrase, enter this publisher’s name

Publication date • Enter the most recent date only • Look on the DVD and/or the container for the most recent date • If there is no date, enter: no date • If there is no publication information listed on the DVD or the container, enter the phrase: No publication information

¾ Examples: DreamWorks Home Entertainment 2008 Acorn Media 2008 Artisan Home Entertainment 2005 Image Entertainment 2007 GoodTimes Home Entertainment 2006 New Line Entertainment 2003 1999

DVD with no date listed on the DVD or container Goldhil Entertainment no date

DVD without any publication information No publication information

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Physical Description 300 field • Enter the number of DVDs in the physical description • If the running time is listed, enter the time as it appears on the DVD or container • For DVD sets, enter the running time (if listed) for the entire set

• DVDs can be released with accompanying CDs or CD-ROMs; look for the CD symbol on the disc or for system requirements for the CD-ROM

• Enter UMD for PSP in the physical description for the Universal Media Disc (UMD) video cartridge that plays on the PlayStation Portable (PSP) game console

The examples listed below are provided as guidelines for many of the common physical descriptions to enter in request records. For instance, if you have a DVD set, you can look at the example below to see how to enter the information in the request record.

¾ Examples: 1 DVD with running time listed as 129 minutes 1 DVD (129 min.)

2 DVDs with running time listed as 240 minutes 2 DVDs (240 min.)

3 DVDs with no running time listed 3 DVDs

DVD set with 6 DVDs with the running time listed as 6 hours 6 DVDs (6 hr.)

DVD set with 7 DVDs, no running time 7 DVDs

DVD (with no running time listed) with accompanying CD 1 DVD 1 CD

3 DVDs (running time of 4 1/2 hours) with 3 accompanying CD-ROMs 3 DVDs (4.5 hr.) 3 CD-ROMs

4 DVDs with 2 CDs 4 DVDs 2 CDs

Universal Media Disc cartridge for PSP (PlayStation Portable) with a running time of 126 minutes 1 UMD for PSP (126 min.)

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Creating Request Records for Audiobooks & Playaways

ISBN 020 field • 10 and/or 13-digit ISBNs can be found on the back of the container and on the CDs, cassettes, or Playaway • For audiobook or Playaway sets, enter the set ISBN only • Enter the ISBN without any dashes or spaces • Enter the 13-digit ISBN only when both the 10 and 13-digit ISBNs are listed on the audiobook or Playaway

¾ Examples: 0307282910 9780739311363

UPC 024 field • 12 number code usually found on the back of the container under the barcode • For audiobook sets, enter the set UPC only • Enter the UPC without any dashes or spaces

¾ Examples: 012356089072

Music No. 028 field • Can be found on the CDs, Playaway, cassettes and on the back or spine of the container • Audiobook sets can have multiple numbers • One audiobook can have multiple numbers • Enter each number exactly as it appears on the CDs, Playaways, cassettes and/or the container • Enter each number on a separate line

¾ Examples: 98235 2-72077 Z4412 UACD48(4) RHCD 2306 YA 591A

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Personal Author 100 field • You only need to enter the first name listed on the CDs, cassettes, or Playaway • Enter the first name exactly as it appears on the CDs, cassettes or Playaway • If there is no name on the CDs, cassettes, or Playaway, enter the first name from the container • Enter the name as: last name, followed by first name (followed by an initial or middle name)

¾ Examples: Austen, Jane Avi Campbell, Bebe Moore Tolkien, J.R.R.

Title 245 field • [sound recording] must be included in the title information for all CD and cassette audiobooks • [electronic resource] must be included in the title information for all Playaways • Use a colon to separate the main title from the subtitle

Single audiobook-CDs or cassettes • Enter the title and subtitle exactly as it appears on the CDs or cassettes • If there is no title on the CDs or cassettes, enter the title from the container

¾ Examples: The penultimate peril [sound recording] 100 cupboards [sound recording] Eat the dark : a novel [sound recording] Born standing up : a comic’s life [sound recording] French : the complete course [sound recording] Ingles/English for Spanish speakers [sound recording]

Audiobook set-CDs or cassettes • Enter the title from the audiobook set container

¾ Examples: The chronicles of Narnia [sound recording] The lord of the rings [sound recording]

Single Playaways and Set Playaways • Enter the title and subtitle exactly as it appears on the Playaway • If there is n title on the Playaway, enter the title from the container • For a Playaway set, enter the title from the Playaway set container

¾ Examples: The girl who kicked the hornet’s nest [electronic resource] The last stand : Custer, Sitting Bull, and the Battle of the Little Bighorn [electronic resource] The lord of the rings [electronic resource] SAILS Cataloging Department – January 2011 29 Nonprint Materials

Edition 250 field • Can be found on the CDs, cassettes, Playaway, and/or the container • Check to see if the audiobook is abridged or unabridged • Some CD audiobooks may be in the MP3 format • Some CD audiobooks may contain one or more CDs that are enhanced • Audiobook sets can have multiple editions • One audiobook can have multiple editions • Enter all edition statements on a single line

¾ Examples: Abridged Unabridged Unabridged, enhanced Library ed., abridged Unabridged, MP3 format

Publication Info. 260 field Publisher’s name • Multiple publishers can be listed on the CDs, cassettes, Playaway and the container • If there is only one name listed on the CDs, cassettes, Playaway, and/or the container, enter this name • If there are multiple publishers listed on the CDs, cassettes, Playaway, and the container, look for the name listed next to the most recent date and enter this name

Publication date • Enter the most recent date only • Look on the CDs, cassettes, Playaway, and/or the container for the most recent date • If there is no date, enter: no date • If there is no publication information listed on the CDs, cassettes, Playaway, or the container, enter the phrase: No publication information

¾ Examples: Recorded Books 2010 Findaway World 2007 Listening Library 2008 Hachette Audio 2008 Harper Children’s Audio 2005 BBC Audiobooks America 2002 Brilliance Audio 2006 Simon and Schuster Audio 1997

Audiobook or Playaway with no date listed Tantor Media no date

Audiobook or Playaway with no publication information No publication information

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Physical Description 300 field – CD Audiobooks • Enter the number of CDs in the physical description • If there is an accompanying book, include the book in the physical description • If the running time is listed, enter the time exactly as it appears on the CDs or container • For audiobook sets, enter the running time (if listed) for the entire set

The following examples are provided as guidelines for many of the common physical descriptions to enter in request records. For instance, if you have a CD audiobook with a book, you can look at the example below to see how to enter the information in the request record.

¾ Examples: 1 CD with running time of 3 hours 1 CD (3 hr.)

2 CDs with no running time listed on the CDs or container 2 CDs

3 CDs with running time of 180 minutes 3 CDs (180 min.)

10 CDs with running time of 10 hours and 15 minutes 10 CDs (10 hr., 15 min.)

1 CD, with running time of 15 minutes, with accompanying unpaged book with color illustrations and measures 22 cm. 1 CD (15 min.) 1 book (1 v. (unpaged) col. ill. 22 cm.)

3 CDs, with running time of 4 hours, with accompanying book with 209 pages with illustrations and measures 20 cm. 3 CDs (4 hr.) 1 book (209 p. ill. 20 cm.)

Physical Description 300 field – Playaway Audiobooks • Enter the number of Playaways in the physical description • If there is an accompanying book, include the book in the physical description • If the running time is listed, enter the time exactly as it appears on the Playaway or the container • For Playaway sets, enter the running time (if listed) for the entire set

¾ Examples: 1 Playaway (4 hr.) 1 Playaway (5.5 hr.) 1 Playaway (10 hr.) 1 Playaway (18.25 hr.) 1 Playaway (1 hr.) + 1 book (79 p. ill. 20 cm.) 4 Playaways (40 hr.)

Physical Description information for cassette audiobooks is on the next page…

SAILS Cataloging Department – January 2011 31 Nonprint Materials

Physical Description 300 field – Cassette Audiobooks • Enter the number of cassettes in the physical description • If there is an accompanying book, include the book in the physical description • If the running time is listed, enter the time exactly as it appears on the cassettes or container • For audiobook sets, enter the running time (if listed) for the entire set

¾ Examples: 1 cassette with running time of 3 hours 1 cassette (3 hr.)

2 cassettes with no running time listed on the cassettes or container 2 cassettes

3 cassettes with running time of 180 minutes 3 cassettes (180 min.)

10 cassettes with running time of 10 hours and 15 minutes 10 cassettes (10 hr., 15 min.)

1 cassette, with running time of 15 minutes, with accompanying unpaged book with color illustrations and measures 22 cm. 1 cassette (15 min.) 1 book (1 v. (unpaged) col. ill. 22 cm.)

3 cassettes, with running time of 4 hours, with accompanying book with 209 page with illustrations and measures 20 cm. 3 cassettes (4 hr.) 1 book (209 p. ill. 20 cm.)

SAILS Cataloging Department – January 2011 32 Nonprint Materials

Creating Request Records for Music CDs

ISBN 020 field • 10 and/or 13-digit ISBNs can be found on the back of the container and on the CD • For CD sets, enter the set ISBN only • Enter the ISBN without any dashes or spaces • Enter the 13-digit ISBN only when both the 10 and 13-digit ISBNs are listed on the CD and/or container

¾ Examples: 076340540X 9780763405403

UPC 024 field • 12 number code usually found on the back of the container under the barcode • For CD sets, enter the set UPC only • Enter the UPC without any dashes or spaces

¾ Examples: 044003827929

Music No. 028 field • Can be found on the CD and on the back or spine of the container • CD sets can have multiple numbers • One CD can have multiple numbers • Enter each number exactly as it appears on the CD and/or the container • Enter each number on a separate line

¾ Examples: 7243 5 93750 2 1 88088-21580-2 82666310555 SE 0018 ATO0037 EK 92843 DAP-012 MCAD-6228 CKV-CD-4725

SAILS Cataloging Department – January 2011 33 Nonprint Materials

Personal Author 100 field • You only need to enter the first name listed on the CD or container • Enter the name exactly as it appears on the CD or container • Enter a band name exactly as it appears on the CD or container • Enter the name as: last name, followed by first name (followed by an initial or middle name)

¾ Examples: Marsalis, Wynton Lang, K.D. Mozart, Wolfgang Amadeus Beethoven, Ludwig van Sting U2 Beatles Beach Boys Glenn Miller Orchestra Harlem Boys Choir

Title 245 field • [sound recording] must be included in the title information for all music CDs • Use a colon to separate the main title from the subtitle

Single CD • Enter the title and subtitle exactly as it appears on the CD • If there is no title on the CD, enter the title from the container

¾ Examples: The forgotten arm [sound recording] …All this time [sound recording] 0898 [sound recording] Now that’s what I call music 22 [sound recording] All-time top 100 TV themes [sound recording] Smile : songs from the movies [sound recording] Garden state : music from the motion picture soundtrack [sound recording]

Il trovatore [sound recording] Partita no. 1 in B minor, BWV 1002 [sound recording] Die Streichtrios : the string trios [sound recording] 2006 Neujahrskonzert : 2006 New Year's concert [sound recording] Essential Mozart : 32 of his greatest masterpieces [sound recording]

More information about the Title 245 field is on the nest page …

SAILS Cataloging Department – January 2011 34 Nonprint Materials

CD sets • Enter the title from the CD set container

¾ Examples: Songs from the Street : 35 years of music [sound recording] Love is the song we sing : San Francisco nuggets 1965-1970 [sound recording] The legend [sound recording] The Mozart collection [sound recording] Beethoven : the symphonies [sound recording]

Double CDs with 2 titles • Some double CDs have separate titles on each CD with no collective title on the container • Enter the first CD title as the main title and the second CD title as the subtitle

¾ Example: Speakerboxxx : the love below [sound recording] Leonard Bernstein conducts Haydn : Leonard Bernstein conducts Sibelius [sound recording]

Single CD with multiple titles listed on the CD label • Enter the first title listed on the CD as the main title and each other title as subtitles

¾ Examples: Trio in E flat, K498 : Souvenir de Florence [sound recording]

Partita No. 1 in B minor, BWV 1002 : Piano sonata No. 1 in C minor, Op. 4 [sound recording]

Symphony no. 1 : Symphony no. 5 : Symphony no. 9 [sound recording]

SAILS Cataloging Department – January 2011 35 Nonprint Materials

Edition 250 field • Can be found on the CD and on the front or back of the container • CD sets can have multiple editions • One CD can have multiple editions • Enter all edition statements on a single line

¾ Examples: Collector’s ed. Special ed. Deluxe ed. Limited ed., anniversary ed. 25th anniversary ed. Highlights ed. Platinum ed.

Enhanced CD • Multimedia (, slideshows, website links) to play on a computer or DVD player • Enhanced CD symbol can be found on either the CD or the container • System requirements for the enhanced CD may also be listed on the CD or the container • May also include the following types of statements: “This enhanced studio CD also contains a weblink to additional multimedia content” or “Put this CD in to your computer for more content” • Enter Enhanced CD if such information is listed on the CD

¾ Example: Enhanced CD

Explicit and edited CDs • Some CDs are released in both explicit and edited versions • Explicit and edited versions may have the same music number • Edited versions are not always identified with any stickers or labels • Explicit versions may be labeled with the phrase, Explicit Version • Any CDs with explicit content must be identified on the CD or its container by a sticker on the plastic wrap or by a label on the front of the CD booklet or insert • When the phrase, “Parental advisory, explicit content”, is on the container or booklet, you must include this phrase in the edition field • Enter Explicit version in this field when the CD is labeled as the explicit version • Enter Edited version in this field when the CD is labeled as the edited version • Enter Parental advisory, explicit content when the CD is labeled with this phrase

¾ Examples: Explicit version Edited version Parental advisory, explicit content

SAILS Cataloging Department – January 2011 36 Nonprint Materials

Publication Info. 260 field Publisher’s name • Multiple publishers can be listed on the CD and the container • If there is only one name listed on the CD and/or the container, enter this name • If there are multiple publishers listed on the CD and the container, look for the name listed next to the most recent date and enter this name

Publication date • Enter the most recent date only • Look on the CD and/or the container for the most recent date • If there is no date, enter: no date • If there is no publication information listed on the CD or the container, enter this phrase: No publication information

¾ Examples: SuperEgo Records, 2010 Verve Forecast 2007 Shout Entertainment 2006 Rounder Records 2005 BMG 1999 New York Elektra Entertainment 1997

CD with no date listed on the CD or container MCA Records no date

CD without any publication information No publication information

SAILS Cataloging Department – January 2011 37 Nonprint Materials

Physical Description 300 field • Enter the number of CDs in the physical description • If the running time is listed, enter the time as it appears on the CD or container • For CD sets, enter the running time (if listed) for the entire set

• CDs can be released with accompanying DVDs or CD-ROMs; look for the DVD symbol on the disc or for system requirements for the CD-ROM

The following examples listed below are provided as guidelines for many of the common physical descriptions to enter in request records. For instance, if you have a CD set, you can look at the example below to see how to enter the information in the request record.

¾ Examples: 1 CD without any running time listed 1 CD

1 CD with running time of 49 minutes 1 CD (49 min.)

1 CD with running time listed as 46:09 1 CD (46:09)

2 CDs without any running time listed 2 CDs

3 CDs with a running time of 3 hours 3 CDs (3 hr.)

2 CDs with accompanying DVD 2 CDs 1 DVD

3 CDs with 2 accompanying CD-ROMs 3 CDs 2 CD-ROMs

5 CDs with 2 DVDs and 1 CD-ROM 5 CDs 2 DVDs 1 CD-ROM

SAILS Cataloging Department – January 2011 38 Nonprint Materials

Creating Request Records for CD-ROM and Video Games

ISBN 020 field • 10 and 13-digit ISBNs can be found on the back of the container and on the or CD-ROM (when listed) • For video game and CD-ROM sets, enter the set ISBN only • Enter the ISBN without any dashes or spaces • Enter the 13-digit ISBN only when both the 10 and 13-digit ISBNs are listed on the video game or CD-ROM and/or container

¾ Examples: 1584163933 9781584163930

UPC 024 field • 12 number code usually found on the back of the container under the barcode • For video game or CD-ROM sets, enter the set UPC only • Enter the UPC without any dashes or spaces

¾ Examples: 876930000157

Music No. 028 field • Can be found on the video game, CD-ROM and on the back or spine of the container • Video game and CD-ROM sets can have multiple numbers • One video game and CD-ROM can have multiple numbers • Enter each number exactly as it appears on the video game, CD-ROM and/or the container • Enter each number on a separate line

¾ Examples: 93319 723426010 10139-CD1 511755-CVR RCK 29830 EE 39106-9 DOL P G3AE SLUS 21138

Personal Author 100 field • Do not use this field for video game and CD-ROM request records

SAILS Cataloging Department – January 2011 39 Nonprint Materials

Title 245 field • [electronic resource] must be included in the title information for all video games and CD-ROMs • Use a colon to separate the main title from the subtitle

Single CD-ROM • Enter the title and subtitle exactly as it appears on the video game or CD-ROM • If there is no title on the video game or CD-ROM, enter the title from the container

¾ Examples: NHL 10 [electronic resource] Madden NFL 2009 [electronic resource] Scream team training [electronic resource] Reader Rabbit 2nd grade [electronic resource] The lord of the rings : the third age [electronic resource] Scooby-Doo : mystery mayhem [electronic resource] Family tree maker passenger and immigration lists index, 1500s to 1900s [electronic resource]

CD-ROM sets • Enter the title from the video game or CD-ROM set container

¾ Examples: Charlie and the chocolate factory [electronic resource] Encarta reference library [electronic resource] The world of Harry Potter [electronic resource]

SAILS Cataloging Department – January 2011 40 Nonprint Materials

Edition 250 field • Can be listed as an edition and/or version number on the video game, CD-ROM or the container • Video games and CD-ROMs can have both edition statement(s) and version number(s) • Video game and CD-ROM sets can have multiple editions and multiple version numbers • One video game or CD-ROM can have multiple editions • For Nintendo Wii, Nintendo DS, Nintendo GameCube, Xbox and PlayStation video games, enter the game console/system in this field • Enter all edition statements and/or version numbers on a single line

¾ Examples: Nintendo Wii Nintendo GameCube Nintendo DS Nintendo DSI Xbox Xbox 360 PlayStation PlayStation 2 PlayStation 3 PSP (PlayStation Portable) Version 8.1.C Version 2.0, Win/Mac ed. 2003 ed., version 7.01 4th ed. Win/Mac ed. Special 2 CD ed., Version 1.1, version 1.0.

SAILS Cataloging Department – January 2011 41 Nonprint Materials

Publication Info. 260 field Publisher’s name • Multiple publishers can be listed on the video game, CD-ROM and the container • If there is only one name listed on the video game, CD-ROM and/or the container, enter this name • If there are multiple publishers listed on the video game, CD-ROM and the container, look for the name listed next to the most recent date and enter this name

Publication date • Enter the most recent date only • Look on the video game, CD-ROM and/or the container for the most recent date • If there is no date, enter: no date • If there is no publication information listed on the video game, CD-ROM or the container, enter this phrase: No publication information

¾ Examples: EA Sports 2008 THQ 2007 US EPA New England 2004 Sega of America 2003 Capcom Entertainment 2002

Video game or CD-ROM with no date listed on the video game or CD-ROM or container Genealogy.com no date

Video game or CD-ROM without any publication information No publication information

SAILS Cataloging Department – January 2011 42 Nonprint Materials

Physical Description 300 field • Enter the number of video games or CD-ROMs in the physical description • Video games or CD-ROMs can be released with accompanying DVDs or CDs; look for the DVD or CD symbol on the discs

The following examples are provided as guidelines for many of the common physical descriptions to enter in request records. For instance, if you have a CD-ROM set, you can look at the example below to see how to enter the information in the request record.

Physical Description 300 field – Video Games

¾ Examples: 1 video game for Nintendo Wii 1 Nintendo Wii game

2 video games for Nintendo Wii 2 Nintendo Wii games

1 video game for Nintendo GameCube 1 Nintendo GameCube game

1 video game for Nintendo DS 1 Nintendo DS game

1 video game for PlayStation Portable (PSP) 1 PlayStation Portable game

1 video game for Xbox 1 Xbox video game

Physical Description 300 field – CD-ROMs

¾ Examples: 1 CD-ROM 1 CD-ROM

3 CD-ROMs 3 CD-ROMs

2 CD-ROMs with 1 DVD 2 CD-ROMs 1 DVD

3 CD-ROMs with 2 DVDs and 1 CD 3 CD-ROMs 2 DVDs 1 CD

SAILS Cataloging Department – January 2011 43 Nonprint Materials

Creating Request Records for Videocassettes

ISBN 020 field • 10 and/or 13-digit ISBNs can be found on the back of the container and on the videocassette • For videocassette sets, enter the set ISBN only • Enter the ISBN without any dashes or spaces • Enter the 13-digit ISBN only when both the 10 and 13-digit ISBNs are listed on the videocassette and/or container

¾ Examples: 0790780356 9780790780351

UPC 024 field • 12 number code usually found on the back of the container under the barcode • For videocassette sets, enter the set UPC only • Enter the UPC without any dashes or spaces

¾ Examples: 012236149569

Music No. 028 field • Can be found on the videocassette and on the back or spine of the container • Videocassette sets can have multiple numbers • One videocassette can have multiple numbers • Enter each number exactly as it appears on the videocassette and/or the container • Enter each number on a separate line

¾ Examples: 14956 2226062 FLP-60083

Personal Author 100 field • Do not use this field for videocassette request records

SAILS Cataloging Department – January 2011 44 Nonprint Materials

Title 245 field • [videorecording] must be included in the title information for all videocassettes • Use a colon to separate the main title from the subtitle

Single videocassette • Enter the title and subtitle exactly as it appears on the videocassette • If there is no title on the videocassette, enter the title from the container

¾ Examples: Gladiator [videorecording] Spirit : stallion of the Cimarron [videorecording] The return of the king [videorecording] A celebration of me, Grover [videorecording] The 5 steps to better hearing [videorecording] Pane e tulipani : bread and tulips [videorecording] Heftig og begeistret : cool & crazy [videorecording]

Videocassette sets • Enter the title from the videocassette set container

¾ Examples: As time goes by complete series 4 [videorecording] The new Americans [videorecording] The Impressionists : the other French revolution [videorecording] Agatha Christie’s Poirot collector’s set 3 [videorecording] Canada for children [videorecording]

Edition 250 field • Can be found on the videocassette and/or on the container • Videocassette sets can have multiple editions • One videocassette can have multiple editions • Full screen and widescreen versions are not as common with videocassettes as with DVDs • Enter all edition statements on a single line

¾ Examples: Full screen Widescreen Colorized Collector’s ed., widescreen 20th anniversary ed. Director’s cut ed.

SAILS Cataloging Department – January 2011 45 Nonprint Materials

Publication Info. 260 field Publisher’s name • Multiple publishers can be listed on the videocassette and the container • If there is only one name listed on the videocassette and/or the container, enter this name • If there are multiple publishers listed on the videocassette and the container, look for the name listed next to the most recent date and enter this name • If you see a phrase, such as “Design content and packaging”, with a publisher’s name next to that phrase, enter this publisher’s name

Publication date • Enter the most recent date only • Look on the videocassette and/or the container for the most recent date • If there is no date, enter: no date • If there is no publication information listed on the videocassette or the container, enter this phrase: No publication information

¾ Examples: DreamWorks Home Entertainment 2002 Acorn Media 2001 Artisan Home Entertainment 2005 Image Entertainment 1999 GoodTimes Home Entertainment 2006 New Line Entertainment 2003 Paramount Pictures 1985 Los Angeles New Line Entertainment 2004

Videocassette with no date listed on the videocassette or container Goldhil Entertainment no date

Videocassette without any publication information No publication information

SAILS Cataloging Department – January 2011 46 Nonprint Materials

Physical Description 300 field • Enter the number of videocassettes in the physical description • If the running time is listed, enter the time as it appears on the videocassette or container • For videocassette sets, enter the running time (if listed) for the entire set

The following examples are provided as guidelines for many of the common physical descriptions to enter in request records. For instance, if you have a videocassette set, you can look at the example below to see how to enter the information in the request record.

¾ Examples: 1 videocassette with running time listed as 129 minutes 1 VHS (129 min.)

1 videocassette with no running time listed 1 VHS

2 videocassettes with running time listed as 240 minutes 2 VHS (240 min.)

3 videocassettes with no running time listed 3 VHS

Videocassette set with 6 videos with a running time listed on the set box as 6 hours 6 VHS (6 hr.)

Videocassette set with 7 videos with no set running time listed 7 VHS

SAILS Cataloging Department – January 2011 47 Nonprint Materials

Creating Request Records for Music Cassettes

ISBN 020 field • 10 and/or 13-digit ISBNs can be found on the back of the container and sometimes on the cassette (when listed) • For cassette sets, enter the set ISBN only • Enter the ISBN without any dashes or spaces • Enter the 13-digit ISBN only when both the 10 and 13-digit ISBNs are listed on the cassette and/or container

¾ Examples: 1573305324 9781573305327

UPC 024 field • 12 number code usually found on the back of the container under the barcode • For cassette sets, enter the set UPC only • Enter the UPC without any dashes or spaces

¾ Examples: 731453462441

Music No. 028 field • Can be found on the cassette and on the back or spine of the container • Cassette sets can have multiple numbers • One cassette can have multiple numbers • Enter each number exactly as it appears on the cassette and/or the container • Enter each number on a separate line

¾ Examples: 48521-2 09026-08020-2 314 534 524-2 MCAD-6228 CDP 0458-258-23-3 LK67749 MSG 24088 4XT 12485 ALKI-9540

SAILS Cataloging Department – January 2011 48 Nonprint Materials

Personal Author 100 field • You only need to enter the first name listed on the cassette or container • Enter the name exactly as it appears on the cassette or container • Enter a band name exactly as it appears on the cassette or container • Enter the name as: last name, followed by first name (followed by an initial or middle name)

¾ Examples: Marsalis, Wynton Lang, K.D. Sting Mozart, Wolfgang Amadeus Beethoven, Ludwig van U2 Beatles Beach Boys Glenn Miller Orchestra Harlem Boys Choir

Title 245 field • [sound recording] must be included in the title information for all music cassettes • Use a colon to separate the main title from the subtitle

Single cassette • Enter the title and subtitle exactly as it appears on the cassette • If there is no title on the cassette, enter the title from the container

¾ Examples: Monster melodies [sound recording] Riptide [sound recording] 0898 [sound recording] Crowded House [sound recording] Life’s rich pageant [sound recording] Beethoven’s greatest hits [sound recording] Concertos for piano and strings [sound recording] Musique pour les enfants [sound recording] Jazz for kids : sing, clap, wiggle, and shake [sound recording] The great American songbook : Louis Armstrong [sound recording]

Cassette sets • Enter the title from the cassette set container

¾ Examples: The best of Mozart [sound recording] Music at the courts [sound recording]

SAILS Cataloging Department – January 2011 49 Nonprint Materials

Edition 250 field • Can be found on the cassette and on the front or back of the container • Cassette sets can have multiple editions • One cassette can have multiple editions • Enter all edition statements on a single line

¾ Examples: Collector’s ed. Special ed. Deluxe ed. Limited ed., anniversary ed. Anniversary ed. 25th anniversary ed. Highlights ed. Platinum ed

Explicit and edited cassettes • Some cassettes are released in both explicit and edited versions • Explicit and edited versions may have the same music number • Edited versions are not always identified with any stickers or labels • Explicit versions may be labeled with the phrase, Explicit Version • Any cassettes with explicit content must be identified on the cassette or its container by a sticker on the plastic wrap or by a label on the front of the cassette booklet or insert • When the phrase, “Parental advisory, explicit content”, is on the container or booklet, you must include this phrase in the edition field • Enter Explicit version in this field when the cassette is labeled as the explicit version • Enter Edited version in this field when the cassette is labeled as the edited version • Enter Parental advisory, explicit content when the cassette is labeled with this phrase

¾ Examples: Explicit version Edited version Parental advisory, explicit content

SAILS Cataloging Department – January 2011 50 Nonprint Materials

Publication Info. 260 field Publisher’s name • Multiple publishers can be listed on the cassette and the container • If there is only one name listed on the cassette and/or the container, enter this name • If there are multiple publishers listed on the cassette and the container, look for the name listed next to the most recent date and enter this name

Publication date • Enter the most recent date only • Look on the cassette and/or the container for the most recent date • If there is no date, enter: no date • If there is no publication information listed on the cassette or the container, enter this phrase: No publication information

¾ Examples: EMI America 2002 Musical Heritage Society 1999 New York Capitol Records 1985

Cassette with no date listed on the cassette or container no date

Cassette without any publication information No publication information

Physical Description 300 field • Enter the number of cassettes in the physical description • If the running time is listed, enter the time as it appears on the cassette or container • For cassette sets, enter the running time (if listed) for the entire set

The following examples are provided as guidelines for many of the common physical descriptions to enter in request records. For instance, if you have a cassette set, you can look at the example below to see how to enter the information in the request record.

¾ Examples: 1 cassette without any running time listed 1 cassette

1 cassette with running time of 49 minutes 1 cassette (49 min.)

2 cassettes with running time listed as 146:09 1 cassette (146:09)

3 cassettes with a running time of 3 hours 3 cassettes (3 hr.)

SAILS Cataloging Department – January 2011 51