UCLA Film & Television Archive Cataloging Procedure Manual--Voyager

SECTION 33
INPUTTING INVENTORY FORMS

33.1, SOURCES OF INFORMATION - INVENTORY RECORDS:

Inventory records are not cataloging records. The title "transcription" (245) is taken by inventory assistants from the outside of the can (usually), and thus is subject to inexactitude or error on the part of a former owner or on the part of inventory assistants. The inputter will have to exercise judgement in deciding whether or not to correct an apparent error. Because it is not a cataloging record, the inputter should feel greater freedom to make changes to the record. On the other hand, when in doubt, rather than contributing to the confusion (!), please input exactly what is on the inventory record. Do not bracket the title on damaged copies missing title frames, but if there is information on the source of the title, indicate that in an 866 $z subfield as a NOTES: note; e.g., $z NOTES: Title taken from donor's documentation.

33.2, GENERAL:

33.2.1, PRELIMINARY SEARCHING:

Before inputting anything in the Processing Database (aka Labelling Database), search on the inventory number in Voyager to make sure that the item is not already in Voyager.

Before inputting new inventory forms or Processing Database records, search each title on Voyager to make sure it is not an added copy. Voyager title searching is treacherous, so be sure to look through all the titles retrieved and try several searches until you are sure the work is not already in our collection.

• The default title search ("Title search") will fail if the title has punctuation such as brackets or commas and you do not include the punctuation in your search. It does not include uniform title authority records with cross references.
• The staff title search ("Title Search (staff)") will file on every word, including words supplied by the cataloger in parentheses. If you use this search, be sure to read through the entire list of results, as titles can show up in surprising places in the list. It does not include uniform title authority records with cross references.
• Builder search or Keyword search of the title as a phrase is the most comprehensive, but does not include uniform title authority records with cross references.
• The search of uniform title authority records ("Staff Title Headings Search") is the only search that will tell you if the title you are searching under is actually a cross reference to another title which you should use instead (with the title you are searching under in a 245 field and the title that should be used instead in a 130).

EXAMPLES:

• Title search on Gone with the wind does not retrieve the exit music because the entire title is in brackets and your search did not include a bracket at the beginning.
• Title Search (Staff) on Gone with the wind does retrieve the exit music.
• Builder search of the title Gone with the wind as a phrase retrieves the most records.
• Title search, Title Search (Staff) and Builder search for Girl in blue all fail, but Staff Title Headings Search reveals that it is a cross-reference to U-turn (which will retrieve records when searched in the other three searches).

Finally, before inputting anything from the processing (labelling) database, make sure that it is not newsreel material (already represented in the IBM database maintained by Commercial Services) or an item level record represented by a collection level record in Voyager. According to Andrea Leigh: "In the processing database, item records linked to collection level records should actually already be separated in the 'Finding Aids' portion of the processing database. The only caveat is that there are probably records that have been added since I left that actually should be linked to collection level records due to ongoing acquisitions. The screeners we receive from Outfest would be a likely candidate in that category, but those can be brought up by donor code in the processing database. Todd should know what collections we have that are ongoing and how to identify the items associated with collection level records in the processing database."

Do not input anything from the processing database that has the following SPAC codes:

• ERO
• GKC
• HEA
• HRC
• WIF

Do not input anything from the processing database that has the following donor-depositor code:

• 2645

33.2.2, CATALOGED TITLES:

If you find a record for the work, but it has been fully cataloged, please do not input the inventory record, but instead give it to a cataloger to input. The cataloger may have to view the new holding to make sure it is not a new version.

How to recognize a full cataloging record:

• 1. In the bibliographic record leader, the "encoding level" is set to a blank, which means "full."
• 2. Most of these records have a 910 field that says "cataloged by" rather than "input by." An example is 7th heaven, bibliographic record number 167.
• 3. Some older records have only a coded 910 field in the holdings record. my1 (or jj1, pr1, etc.) means cataloged and my2 (or jj2, pr2, etc.) means added copy.
• 4. The presence of lots of 700 fields is a clue that the record may be a full cataloging record.

33.2.3, WHEN TO INPUT A NEW RECORD:

Input a new inventory record only if the title (or version of the title) is new to the collection. If it is known to be a copy of a title or version of a title already in the collection, add it as new holding on the existing bibliographic record. If it is known to be a new version of a title already in the collection, clone the existing record to create a new version record. (See SECTION 3.2, OBJECT OF A RECORD). Check all of the following places for data that might indicate a version difference:

• Is the title on the item (245) the same as the title in your inventory record? If not, you should create a new version bibliographic record.
• Is there an explicit edition statement in a 250 field? If your item does not agree as to edition statement, you should create a new version bibliographic record.
• Is there a 4XX/8XX field combination indicating that a title is part of a series or set? If your item is not part of the same series or set, you should create a new version bibliographic record.
• Is there a 501 "with" note on the existing bibliographic record? If your item was not issued with the same titles, you should create a new version bibliographic record.
• Is the playing time known for both the existing holdings in Voyager and for the item you are adding? Do the playing times all agree within 5 min.? If not, version notes may need to be added to existing records, and you should create a new version bibliographic record for your new item.

If you do need to create a new version bibliographic record, you can clone one of the existing version records to make it. The above list should give you a checklist of the fields that may need to be changed or deleted on the new version record.

33.2.4, WHEN TO PUT THINGS IN THE QUESTION PILE:

Use the procedure manual to try to answer any questions you may have about ambiguous or unclear information on inventory forms. Also, feel free to go back to the appropriate archivist to clarify points or answer questions. If neither of these approaches provides a solution, do ask a cataloger, or put the form into your question pile. Do put in the question pile any of the following categories of questions:

1. Anything you haven't seen before, and that isn't specifically addressed in the CPMV
2. Any variations of title
3. The first episode acquired of a particular TV program, so that the cataloger can set up a fuller record with subject headings, genre headings, name headings, etc., for cloning to make subsequent episodes
4. Whenever you are not sure whether or not to put an item on an existing record; whenever you are making a new record for a new version; whenever there has been the addition of new material, compared to items already in the database
5. Anything with a series, a distributor or production company name, or a summary or contents note
6. Anything with several release or broadcast dates when the relationship between the dates is not clear or you are not sure how to handle them

33.2.5, CHANGING EXISTING RECORDS:

Never change an existing record on Voyager to change the title, add a series or add a distributor unless you are absolutely positive that the change applies to all copies attached to the record! When in doubt, refer to the catalogers.

33.2.6, REPRODUCED COPIES:

Note that when we create a copy of an item in our collection by either tape transfer for the reference collection or for preservation purposes, the copy should be assumed to be identical to the original, and vice versa. Thus, if the tape transfer has a playing time, and the original does not, the playing time should be added to the original as well. If the tape transfer has "faded color," make sure the original is described as EC (col.) and has a faded color condition note as well. If the original has a condition note, but the transfer or other reproduction does not, the condition note should be added to the copy as well.

Reproduced copies may be preservation copies. If the bibliographic record has a 590 note that begins PRESERVATION HISTORY: and/or if other holdings have 843 reproduction notes rather than 866 $x (staff only) reproduction notes, your new holding should also get an 843 reproduction note. Look for holdings workforms that have prsv in the name.

When writing notes about the item reproduced (either 843 $n notes or 866 $x notes) use the language found in the tables in SECTION 33.4.1, CHOOSING A HOLDINGS WORKFORM IN VOYAGER to refer to the item reproduced.

EXAMPLE:

866 _ _ $x Reproduced by the UCLA Film & Television Archive on the Archive telecine from 2 in. videoreel (T8166), January 13, 2010.

For reproduction notes, see also Section 20, Common phrases to use to describe the reproduction source and Section 20, Current transfer facilities For video to video transfers, it is not necessary to name a machine, but it can be helpful to indicate which machine was used for a film transfer, e.g. Archive film chain, Archive telecine, CTM, or Sniper.

When more than one item has been reproduced on a single new item, you need to add a holdings record to each of the bibliographic records for each of the items reproduced.

If you search on the inventory number for the item reproduced and more than one title comes up (but see KTLA exception below), and each holding that is retrieved has a note about being "on videocassette/reel with:" you can assume that everything on the item reproduced is also on the reproduction you are now entering and you can copy the note over to each new holding you add.

If more than one inventory number is listed as the source of the material on the reproduction you are now entering, you will have to compose the "on videocassette/reel with:" note yourself, as follows.

Each new holdings record needs to have an 866 $z NOTES: note that lists the other titles contained.

EXAMPLE:

866 _ _ $z NOTES: First on videocassette with two other episodes of All in the family: Archie and Edith alone -- Archie and the babysitter.

In these cases, since there is only one physical piece, we want to count the footage (if applicable) and the physical piece(s) only on the first holding (905 $d and $e 001, 004, or whatever), and set the 905 $d and $e to 000 on all subsequent holdings.

33.2.7, SUPPRESSED RECORDS:

If you are adding a holding to a bibliographic record that is suppressed (usually because all the other holdings on that record have been withdrawn), be sure to unsuppress the bibliographic record. This will not happen automatically!

33.2.8, KTLA MATERIALS:

When KTLA materials are transferred, the tape transfer assistant copies only the roll requested, and other rolls in a particular KTLA can are not copied. When you search on the inventory number for the KTLA can, you are going to pull up a record for each roll in that can, and you need to add your copy only to the record copied. You will have to use the broadcast date on the inventory form to determine which roll was copied. If more than one roll has the same broadcast date, you may have to go back to the tape transfer assistant to determine which roll he or she copied.

33.3, BIBLIOGRAPHIC RECORD:

33.3.1, TITLES:

Read SECTION 7.2, PERSONAL NAME MAIN ENTRIES, SECTION 4.2, UNIFORM TITLES AND FILING TITLES, and SECTION 5.1, TITLES. Search each title before inputting to see if two different works with the same title need to be distinguished with a filing title. If you have any doubts about whether a filing title is needed, feel free to refer the problem to a cataloger. If you feel a change in title is necessary, please consult a cataloger before making it.

If there is more than one title on the inventory form, check to see if there is an authority record to indicate which should be used for the uniform title. If there is no authority record, fill out a form to request the catalogers to create one. If there is only one title, put it in the 245 field. TV forms with "cross-file" notes should be referred to the catalogers.

Study the MARC format coding conventions for the 130 and 245 fields. Note in particular the $n subfield code for part numbers and other sequencing devices, e.g. 'Program 337' or 'Part B,' and the $p subfield code for part titles; use the latter for episode titles. If an episode title begins with an article, include it in the 245 field, but add a 130 field without the article.

EXAMPLE:

130 0 _ $a This is your FBI. $p Singing stick-up.

245 0 0 $a This is your FBI. $p The singing stick-up.

Capitalize the first word in part numbers or episode titles. Change all numbering designations to 'no.'

EXAMPLE:

Form says:

The Goldbergs

Episode # 1273-1274

Input as:

245 1 4 $a The Goldbergs. $n No. 1273-1274.

Optional: If production company, and/or major production credits, such as director or producer, are readily available or actually on the inventory form, and we are sure the film is accurately identified, these may be added to the statement of responsibility. On a project basis (known as "enhance projects"), the names of directors and production companies may be added from reference books or other documentation held by the Archive to the statements of responsibility on inventory records, and the names of major performers may be added to cast notes (511) on inventory records.

If the name of the director or a key performer critical for identification (see SECTION 7.3, PERSONAL NAME ADDED ENTRIES (700)) has been previously established by us, a 700 field may be added to the record. See SECTION 7.11, HOW TO CHECK TO SEE IF A HEADING HAS BEEN ESTABLISHED IN OUR AUTHORITY FILE to determine of a name has been previously established. For shorts, student films and documentaries, do not supply the function term, 'directed by.' Many people who work on this type of film consider themselves to be filmmakers, not directors.

EXAMPLE:

245 1 4 $a The Gigolo Racket / $c Vitaphone presents ; by Burnet Hershey ; director, Roy Mack ; added dialogue, Stanley Rauh.

508 _ _ $a Photographed by E.B. DuPar.

33.3.2, RELEASE/BROADCAST DATE

Input the release date for a film without brackets unless it is a questionable date; e.g. [ca. 1942], [1937?], [194-?]. Input television broadcast dates in brackets; e.g. [1982-02-01]. Put a period after the date if there are no square brackets, but if there are, do not put a period after a square bracket.

EXAMPLES:

• 260 _ _ $c [ca. 1942]
• 260 _ _ $c 1942.
• 260 _ _ $c [1982-02-01]

33.3.3, COUNTRY OF ORIGIN:

If a country other than the U.S. has been entered here, put the name of the country in a 257 field, code for it in the 008 field, and add a 655 $2 local heading for films or programs from that country. (See SECTION 7.8, LOCAL GENRE/FORM HEADINGS FOR PARTICULAR CATEGORIES.) If more than one country of origin is indicated, add an 044 field so that all country codes can be included.

33.3.4, VERSION, LANGUAGE:

Enter version and language information in the 250 field. Code for language in the 008 and 041 fields.

33.3.5, CONTENTS NOTES:

Input contents notes in 505 fields. When titles of individual items on a compilation reel are listed, make title added entries for the individual items in the 730 field, with 02 indicators. Be sure to do this for every trailer compilation reel for which the trailers are listed on the main form.

33.3.6, FORM/GENRE:

Add standard form or genre headings [in the first two columns of the inventory form or the first column and a half of the Processing/Labelling Filemaker database display] as designated by archivists (see SECTION 7.7, GENRE AND FORM HEADINGS (655)). Add local form or genre headings [in the third column of the inventory form or the second and third columns of the Processing/Labelling Filemaker database display] as designated by archivists (see SECTION 7.8, LOCAL GENRE/FORM HEADINGS FOR PARTICULAR CATEGORIES (655 $2local). Supply any additional form or genre headings from the lists in section 7.6 and 7.7 that you can. For the categories in the fourth column of the inventory form or the third column of the Processing/Labelling Filemaker database display, simply add a 500 Form note (see SECTION 5.7.1.1, NATURE OR FORM NOTE), and use the information as a guide in formulating any necessary supplied titles (see SECTION 5.1, TITLES).

33.4, HOLDINGS RECORD:

33.4.1, CHOOSING A HOLDINGS WORKFORM IN VOYAGER

Steps to follow to add a holdings record in Voyager:

1. 1. With the bibliographic record open, click on the 'New Holdings' button.
2. 2. Click on the 'New' button.
3. 3. Double click on Holdings records.
4. 4. Double click on the appropriate collection (MP, TV or Radio).
5. 5. Double click on the appropriate format (8 mm., 16 mm., 35 mm. nitrate (35N), 35 mm. safety (35S), video, or audio).
6. 6. Choose the appropriate workform using the abbreviations translated in the following tables:

33.4.2, INVENTORY NUMBER

The inventory number goes into the $h subfield of the 852 field.

33.4.3, LOCATION

Add one of the following location codes to the 852 $b:

• ftarsc for study copies located at the Archive Research and Study Center (study copies)
• ftcoms for archival copies located in Commercial Services
• ftnitr for research copies located at the Hollywood Vaults (nitrate)
• ftnitn for archival copies located at the Hollywood Vaults (nitrate)
• ftpres for archival copies located in the Preservation Vaults at SRLF; in the item extension change the owning location to FTAPRES
• ftsrr for research copies located at SRLF
• ftsrn for archival copies located at SRLF

33.4.4, LOCATION NUMBER

• If the location number is a barcode, it goes in the Voyager item record.
• If the location number is a MY number, it goes in the $h subfield of the 852 field.
• If the location number is neither a barcode nor a MY number, it should be placed in BOTH an 866 $z LOCATION: note (for display purposes) AND in the 916 $a subfield (for searching purposes).
• Materials in the Preservation Vaults may not have any other location other than the location code ftpres; items have been barcoded, but barcodes have not yet been added to Voyager. Consult Nancy, Rosa or Jere when you have questions concerning the materials in the Preservation Vaults.

33.4.5, 903 AND 866 FIELDS - PHYSICAL DESCRIPTION

Input this field as it is on the form, including subfield codes in the 903 field, and leaving them out in the 866 field. See SECTION 26.5, UCLA ARCHIVE ABBREVIATIONS LIST.

EXAMPLE:

• 866 _ 0 $a 1 reel of 1 (30 min.) (ca. 1200 ft.) : sd., b&w ; 16 mm. safety print. $z ...
• 903 _ _ $a 1 reel of 1 (30 min.) (ca. 1200 ft.) : $b sd., b&w ; $c 16 mm. safety print.

33.4.6, DETERIORATION

If deterioration is noted, add an 852 $q note, and code the 007 Deterioration stage code accordingly (see SECTION 16, HOLDINGS FIELDS--PHYSICAL DESCRIPTION (007 FIELD)--FILMS).

33.4.7, METHOD OF ACQUISITION

Code the holdings 008 Method of acquisition code appropriately (see SECTION 19, HOLDINGS FIELDS-- FIXED-LENGTH DATA ELEMENTS (008 FIELD)--ALL FORMATS)

33.4.8, SPAC CODE

Add the SPAC code to a 901 $a subfield. Add the appropriate textual translation to a 901 $b subfield. (See SECTION 25, HOLDINGS FIELDS--901--ARCHIVE COLLECTION CODES.)

33.4.9, DATE RECEIVED:

Code in the 905 $b; if no date received is supplied at the time of inventory do not follow our past practice of substituting the inventory date.

33.4.10, DONOR CODE:

Input this in the $c subfield in the 905 field according to the instructions in SECTION 27, HOLDINGS FIELDS--905. If no donor code is present, input with a 0998 code (for unknown). For a reproduction (0990), try to supply an 866 $x (staff only) or 843 $n (public) note indicating what was copied. If reproduction was done for preservation, add a 590 PRESERVATION HISTORY: note to the bibliographic record.

33.4.11, AVAILABILITY:

Add the code corresponding to the availability note checked on the form to the 905 $f subfield, and set the item category code in the item record accordingly. If no availability note has been checked, use the defaults that are already in the workforms in Voyager, e.g. P for things located at ARSC, R for prints and video copies and N for preprint. Add unusual availability notes to the 845 $a subfield.

33.4.12, UCLA PRESERVATION:

If present on the form, add a 590 PRESERVATION HISTORY: note and a 655 $2 local genre/form heading (UCLA preservation.) to the bibliographic record, and try to construct an 843 $n (reproduction and permission to reproduce) note in the holdings record.

33.4.13, CONDITION:

Add an 852 $q note. If condition involves incompleteness, code the holdings 007 Completeness code (see SECTION 16, HOLDINGS FIELDS--PHYSICAL DESCRIPTION (007 FIELD)--FILMS) and the holdings 008 Completeness code (see SECTION 19, HOLDINGS FIELDS--FIXED-LENGTH DATA ELEMENTS (008 FIELD)--ALL FORMATS) accordingly.

33.4.14, ADDITIONAL PHYSICAL DESCRIPTION

Add an 866 $z ADDITIONAL PHYSICAL DESCRIPTION: note for anything noted here on the inventory form.

33.4.15, COMMENTS FIELD:

Familiarize yourself with the bibliographic notes fields and the local notes fields. Try to put comments on inventory records into the same notes fields they would go into on full cataloging records.

EXAMPLES:

• On form: COMMENTS: Faded pink print.
• Input as:

  BOTH

  • 852 _ _ $q Faded pink print.

    ALSO:

  • Code 007 byte 15 (Deterioration stage) as code n

33.4.16, INITIALS AND DATE:

Input these in the 989 $a and $b subfields according to the instructions in the SECTION 31, HOLDINGS FIELDS-- 989 document.

33.5, ITEM RECORD: