UCLA Film & Television Archive Cataloging Procedure Manual--Voyager

3.1, POLICY ON RESEARCH

Limit research to whatever degree is necessary to determine release dates and original release titles, and to establish the names traced (see SECTION 6, ACCESS POINTS--ADDED ENTRIES AND SUBJECT/GENRE/FORM ACCESS, and SECTION 8, ACCESS POINTS--AUTHORITY WORK). If, in the course of this research, other relevant information about the work is discovered (e.g., credits not on the item cataloged), include this information in the description.

3.2, OBJECT OF A BIBLIOGRAPHIC RECORD:

When it is known that the item being cataloged or inventoried differs from the original release or broadcast version of the work in content, and/or when the item being cataloged or inventoried differs from the original release or broadcast version in language, footage/playing time (by more than 5 min.), or the transcription of title, credits or series, and it is known that these differences are due to rerelease or simultaneous release (by the original distributor) or reissue (by another distributor), rather than being due to accidental changes affecting only one copy, make a new record for the item being cataloged or inventoried, rather than treating it as a copy of the original release or broadcast version. Note that variance in footage/playing time of less than 5 min. can still be considered evidence of a different version when it is known to be associated with actual difference in content. If the only known difference between the item being cataloged or inventoried and the original release or broadcast version is the addition of the name of a subsequent distributor, catalog or inventory the item as a copy of the original release version, putting the original distributor and original release date in the publication, distribution, etc. area. Make a copy-specific note giving the name of the subsequent distributor.

Footage/playing time of 16 mm. film is particular problematic since footage is rarely measured, and is usually given in terms of can size rather than actual film footage, and since large playing times are represented by very little 16 mm. film relative to 35 mm. film. When 16 mm. film footage is reported in terms of can size (e.g. 2 1200 ft. reels vs. 1 2000 ft. reel), do not consider that there is a difference in footage on that evidence alone.

3.2.1, Untitled materials connected with a particular film, program or program episode

These materials should be left as separate inventory records, rather than being attached as holdings to the cataloging record for the related film, program or program episode. (For a list of these types of materials, see 5.1.2, EXPLANATIONS ADDED TO TITLE PROPER.) Examples are trailers or excerpts.

3.2.2, Elements

Elements of particular films or programs, such as background, subtitles, main and end titles, etc., should be added to the main record as holdings. (See also SECTION 23, HOLDINGS FIELDS--866 concerning 866 $z PART/ELEMENT notes.)

3.3, INTRODUCTION TO ANALYSIS:

A component part is a bibliographic (or filmographic) unit that is part of another larger bibliographic unit (host item); frequently, the host item must be identified and/or located in order to locate the component part.

3.4, ARCHIVE ANALYSIS POLICY:

The following methods of analysis are used at the Archive:

• A. Contents note alone: One record for the host item as a whole with a contents note or intertitles note (505). [A2 1.1B10, 1.7B18, 6.7B18, 7.7B18, 13.4; AMIM 1B3.2, 7B28]

  
  

• B. Analytic added entries to record with no collective title: One record for the host item as a whole, with the titles of the component parts listed in the title and statement of responsibility area, and with an added entry for each component part after the first. [A2 1.1G, 6.1G, 7.1G, 13.2, 21.30M; AMIM no longer allows this (old 1F1.4)]

  
  

• C. Contents note with added entries: One record for the host item as a whole with a contents note and an added entry for each component part. [A2 1.1B10, 1.7B18, 6.7B18, 7.7B18, 13.2, 13.4, 21.30M; AMIM 1F2.2, 7B28]

  
  

• D. Host record with component part analytics: One record for the host item as a whole; separate records for each component part, each with a series added entry for the host work. [A2 1.6, 13.3; AMIM 6; Bib. leader 7 (Bibliographic level), code a in component part record(s)]

  
  

• E. Component part analytics with series added entries: Separate records for each component part, each with a series added entry for the host work. [A2 1.6, 13.3; AMIM 6]

  
  

• F. In analytics: One record for the host item as a whole, with a contents note. Separate records for each component part, each with an 'In' note describing the host item. This method should only be used when it applies to all holdings attached to the bibliographic record containing the 773 field, which may mean the 773 field will be rarely if ever used at the Film and Television Archive. See MARC 21 bibliographic format for subfield codes; add a linked-record code to leader/19; use a 580 note when necessary. [A2 13.5; Bib. leader 7 (Bibliographic level), code a in component part record(s)] When used for an unpublished compilation (the more likely use at the Film and Television Archive), the 'In' note should be placed in an 866 $z NOTES: note subfield. Consider making a holdings format 916 added entry for a supplied title.

  
  

• G. 'With:' notes: Separate records for each component part, each with a 'With:' note listing all other component parts contained in the item cataloged. When used for an unpublished compilation, the 'With:' note should be placed in an 866 $z NOTES: note subfield. [A2 6.1G4, 6.5B3, 6.7B21, 7.1G4, 7.5B3, 7.7B21; AMIM 1B3.2, 7B31] Consider making a holdings format 916 added entry for a supplied title.

  
  

• H. Component part analytics using both host and component part titles: Separate records for each component part with the host title and the component part title both given in the title and statement of responsibility area. [A2 1.1B9; LCRI 1.1B; AMIM 1B1]

  
  

  MINI-SERIES AND TELEVISION EPISODES SHOWN IN PARTS

  If a mini-series consists of three or fewer parts, and the parts do not have titles of their own, the mini-series can be described on a single bibliographic record. If we have separately inventoried one of the parts, it can be added to the existing record with an 866 $z PART/ELEMENT: note to identify the part. EXAMPLE: 85429 (bib.).

  If a mini-series has more than three parts, or if its parts have titles of their own, a separate record should be made for each part.

  If a television episode is shown in parts on the same broadcast date and with the same title, the episode can be described on a single bibliographic record. If we have separately inventoried one of the parts, it can be added to the existing record with an 866 $z PART/ELEMENT: note to identify the part. EXAMPLE: 143887 (bib.).

  If a television episode is shown in parts on different broadcast dates, or if the parts have different titles, a separate record should be made for each part.

  3.4.1, METHOD A (CONTENTS NOTE ALONE):

  Consider using method A when any of the following conditions are present:

• The titles of the component parts are weak or dependent and cannot stand on their own.
• The host title is more prominent on the title page than the component part titles.
• The responsibility for all component parts is the same, or no more than one name for each component part needs to be made accessible.
• Other bibliographic access to each component part, e.g. under series, etc., is not necessary.
• The component parts do not require extensive bibliographic description independent of each other.
• The component parts do not require extensive subject cataloging independent of each other.
• The component parts have never had independent bibliographic existence.

  3.4.2, METHOD B (ANALYTIC ADDED ENTRIES TO RECORD WITH NO COLLECTIVE TITLE)

  Consider using method B when any of the following conditions are present:

• The host item being cataloged has no collective title.
• The component parts have their own titles.
• There are no more than three component parts.
• The responsibility for all component parts is the same, or no more than one name for each component part needs to be made accessible.
• Other bibliographic access to each component part, e.g., under series, etc., is not necessary.
• The component parts do not require extensive bibliographic description independent of each other.
• The component parts do not require extensive subject cataloging independent of each other.
• The component parts were issued or released together (i.e., the host is not an in-house or other unpublished compilation).

  3.4.3, METHOD C (CONTENTS NOTE WITH ADDED ENTRIES)

  Consider using method C when any of the following conditions are present:

• The host title is more prominent on the title page than the component part titles.
• Neither the host title nor the component part title is clearly more prominent on the title page.
• The host item being cataloged has no collective title and there are more than three component parts.
• The component part titles could stand on their own.
• The responsibility for all component parts is the same, or no more than one name for each component part needs to be made accessible.
• Other bibliographic access to each component part, e.g., under series, etc., is not necessary.
• The component parts do not require extensive bibliographic description independent of each other.
• The component parts do not require extensive subject cataloging independent of each other.
• The component part works have had independent bibliographic existence.
• Use this method for trailer collections consisting of multiple trailers in one can, with an assigned title.

  3.4.4, METHOD D (HOST RECORD WITH COMPONENT PART ANALYTICS)

  Consider using method D when any of the following conditions are present:

• The host item is a series, serial, or multipart item.
• The component part titles can stand on their own.
• Both the host item and the component parts have bibliographic identities of their own.
• The component part titles are more prominent on their title pages than the host titles.
• Responsibility varies between component parts.
• Each component part is in a different series.
• Each component part has a different series numbering within the same series.
• The host item requires more than main entry access.
• Both the host item and each component part requires extensive bibliographic description.
• Both the host item and each component part requires independent subject cataloging.
• When this method is used, the fact that analytics have been made should be recorded in an 866 $x note attached to the record for the host item.
• This method is used for newsreel stories that have been fully cataloged as part of a reconstructed fully cataloged newsreel, and that have also been put onto newsreel compilation reels and Commercial Services preview cassettes. See Section 36, Special Problems--Newsreels.

  3.4.5, METHOD E (COMPONENT PART ANALYTICS WITH SERIES ADDED ENTRIES)

  Consider using method E when any of the following conditions are present:

• The host item is a series, serial or multipart item.
• The component part titles can stand on their own.
• The component parts have bibliographic identities of their own.
• The component part titles are more prominent on their title pages than the host titles.
• Responsibility varies between component parts.
• Each component part is in a different series.
• Each component part has a different series numbering within the same series.
• Each component part requires extensive bibliographic description.
• Each component part requires independent subject cataloging.

  3.4.6, METHOD F (In ANALYTICS)

  Consider using method F when any of the following conditions are present:

• The host item is not a series, serial or multipart item.
• The component part titles can stand on their own.
• The record for the component part requires bibliographic description of the host item for identification purposes.
• The host item being cataloged has no collective title and there are more than three component parts.
• It is not necessary for a record for the component part to file next to the record for the host item.
• Responsibility for the component part is different than that for the host item.
• The component part requires more extensive description than can be given in a contents note.
• The component part requires more than main entry access.
• The component part requires subject access independently of the host item.
• When this method is used, In analytics made should be recorded in a holdings format 866 $x note attached to the record for the host item.

  3.4.7, METHOD G ('WITH' NOTES)

  Consider using method G when any of the following conditions are present:

• The host item is not a series, serial or multipart item.
• The host item does not have a collective title and there are no more than three component parts.
• The component part titles can stand on their own, or must be supplied by the cataloger.
• The record for the component part does not require bibliographic description of the host item for identification purposes.
• It is not necessary for the host item to have a record of its own.
• Responsibility for the component part is different from that for the item as a whole.
• The component part requires more than main entry access.
• The component part requires subject access independently of the host item.

  3.4.8, METHOD H (COMPONENT PART ANALYTICS USING BOTH HOST AND COMPONENT PART TITLES)

  Consider using method H when any of the following conditions are present:

• The host item is a series, serial or multipart item.
• The titles of the component parts are weak or dependent and cannot stand on their own.
• Responsibility varies between component parts.
• Each component part has a different series numbering within the same series.
• Each component part requires extensive bibliographic description.
• Each component part requires independent subject cataloging.
• It is not necessary for the host item to have a record of its own.

  3.5, SOURCES OF INFORMATION:

  Follow the AACR2 rules for sources of information [7.0B], bracketing information taken from outside the prescribed sources. Consider the leaders to be outside the prescribed sources, since information on the leader can be so easily lost. Exception: Do not bracket the country of release, which is always supplied by the cataloger; see AMIM 4C. Follow LCRI 1.1F, and avoid bracketing in names in the statement of responsibility area, unless they are given prominently in the item; instead, give them in notes. The distributor or broadcasting agency may be bracketed in if known.

  Consider the prescribed source for cast (511), credits (508), contents (505), and intertitles (505) notes to be the chief source of information. Bracket information in these notes taken from outside the prescribed source and make a note about the source of bracketed information. In the cast note, transpose each character name into a position after the name of the relevant performer, if necessary, and enclose the character name in parentheses, when transposition has occurred, or when names and character names are not connected grammatically. If performer names are given twice, and orders differ, prefer the first order, unless one is in billing order and the other is in alphabetical order or order of appearance; in all such cases, prefer billing order to alphabetical order or order of appearance. If credits occur in more than one column and the intended order is not apparent, (e.g., from alphabetical order), transcribe each column from top to bottom, taking the leftmost column first. If performance or production credits are presented in groups, e.g. by means of breaks between screens on the film or program, try to indicate this, using periods between groups, and commas or semicolons between credits in a single group. If cast credits occur in one order on the front frames and another order on the end frames, prefer the order on the front frames. In general, feel free to transpose between front and end frames, e.g., take a word such as `starring' from the front frames, and take the name of the character played from the end frame.

  When information in transcribed portions of the record is transcribed from voice over, bracket it, and note the fact that it was transcribed from voice over.

  In inventory records for newsreel compilation reels or preview cassettes, do not speculate or attempt to determine what information appeared on the chief source. Do not use brackets.

  3.6, CAPITALIZATION:

  Capitalization:Note that AACR2R A.12 and A.13 call for capitalizing all pieces of a name with a prefix, such as Dick Van Dyke, unless the person is from a country that speaks a language other than English, and their usage is known to be that of lowercasing the prefix. Correct these as encountered in our records.

  3.7, PUNCTUATION:

  Refer to LCRI 1.0C with one exception. In particular, please note:

  1. Introduction, section 3, "The computerized environment is oriented to a single-space convention throughout authority and bibliographic records."

  2. Access points ... (General) 1.e: "When a subfield code immediately follows an open date, do not leave a space."

     EXAMPLES:

     • Capote, Truman, $d 1924-$t Breakfast at Tiffany's.

     • Brett, Jan, $d 1949-$edirection

  3. Exception:Do not follow Access Points ... (General) 2.a. At FATA, do end headings with an ending mark of punctuation

  4. Personal Name Heading Access Points ... 1.b "Treat an abbreviation consisting of more than a single letter as if it were a distinct word, separating it with a space from preceding and succeeding words or initials/letters.

     EXAMPLE: Brown, G. B., $c Ph. D.

  5. Corporate Name Heading Access Points ... 3 "Precede or follow abbreviations consisting of two or more letters with a space, e.g. ... Ph. D. Associates.

  6. Punctuation at the end of fields ... "By long-standing practice, fields 245, 250 and 260 constitute a paragraph, as do fields 300-4XX. That same long-standing practice treats MARC 21 5XX as individual paragraphs. Thus, the period-space-dash-space would not be used to separate the physical description area from the publication, distribution, etc. area, or to separate the first note of the note area from the physical description or the series areas."

  7. Punctuation at the end of fields ... 1 "If either field 245 or 250 does not end in a period, add one."

     EXAMPLES:

     • 245 00 $a Why me?.

     • 245 00 Westlake's A study of "Singin' in the rain".

  8. Punctuation at the end of fields ... 2 "Field 260 ends with a period, a closing parenthesis, a closing bracket, a question mark, or a hyphen."

The Film & Television Archive has defined three levels of description. We refer to these as inventory, enhanced inventory and full cataloging.

Inventory records need not contain anything more than title and date (in the bibliographic record), and physical description (in a holdings record). Inventory records also contain uniform titles. Inventory records are encoded as MARC 21 leader 17/1 (full level, material not examined) and 18/i (ISBD). The 910 note reads "Input by [initials] on [date]."

Enhanced inventory records have much more information added to them from reference books. We may also add subject headings, genre headings and a few name headings. However, the information about the title is still not based on a viewing of the credit frames of the film or program. Inventory records are encoded as MARC 21 leader 17/1 (full level, material not examined) and 18/i (ISBD). The 910 note reads "Input by [initials] on [date]."

In full cataloging, a cataloger views the film and transcribes the title and credits as they appear. In addition, the cataloger does full authority work for all names of creators, subject headings and genre/form headings, including the creation of authority records in our local file. For names not yet in the national authority file, the cataloger will submit NACOs. Full cataloging records are encoded as MARC 21 leader 17/_ (full level) and 18/a (AACR 2). The 910 note reads "Cataloged by [initials] on [date].

Last modified: February 26, 2009, my