UCLA Film & Television Archive Cataloging Procedure Manual--Voyager
(HIN, MGM; Archive-produced compilations called HSN)
(HNR) - released footage, in the form of individual stories or complete issues. Released newsreel stories are either Early Sound (blue cards) or Later Sound (yellow cards).
(HCO) (AKA Hearst Production Footage) - raw unedited footage shot for the newsreel, usually excluding those parts which were removed shortly after shooting for use in a newsreel story. Hearst newsreel outtakes are inherently different from outtakes from contrived theatrical releases, and are by nature conceptually closer to unedited footage that they are to other outtakes. The raw footage as it was shot can be considered the "original" work; by reintegrating the outtakes with their released sequences, Newsreel Preservation is essentially restoring an original work. Outtakes which have not yet been reintegrated with their released sequences can be viewed as incomplete copies of the original works. The restored unedited footage is not only the primary original work, but it is also that most sought by users. Therefore, the cataloging record describes unedited HCO-designated footage as it existed prior to editing. At the time of preservation or transfer, HCO material may be reintegrated with the released story into which it was cut, or not. Cuts and outs are generally identified on the Hearst index card by the presence of an X before the negative number, and a volume and issue number in the "used in" box.
(HVM) - raw unedited footage shot for the newsreels, but not incorporated into a newsreel story at the time it was shot. There are two "odd" subcategories of footage in the HVM category. One is stock footage cut into a story (with or without voice over/music track), but never released; these segments are filed with HVM and commonly referred to as "Cut and Vault" material. Second is duplicate material (from any category, e.g., HNR) struck by the Hearst Corporation. A dupe struck long after the original had been filed could not be filed with the original where it logically belonged, for the simple reason that the can there was full and there was no space on the shelf for an additional new can; therefore these dupes were assigned a can and roll number and filed in HVM.
(HCC)
(HTD)
(HTS)
HCO and HVM numbers are often followed by a negative number.
There is a fair amount of overlap between categories. For example, a released story might be cut up and used as stock footage in a later story. Hearst vault material, when acquired from non- Hearst sources, such as Fox or Ufa, is often in the form of that company's released footage, complete with added narration (often in foreign language) and/or music tracks; it may be the full release, or more likely, an excerpt. It too can be later cut up and used in a story, sometimes years after it was shot. Regardless of these ambiguities, the correct designation is the one originally assigned by the Hearst Corporation, which was also used to determine storage location. In general, go with the prefix which determined the location; if the footage is filed with HCO cans, call it HCO, even if the Hearst index card suggests it might be HVM.
For much of the collection, the Hearst Corporation provided three distinct arrangements of information about the footage. The Hearst index cards (see SECTION 36.2.1, HEARST INDEX CARDS) are a record of the raw footage acquired by the Hearst Corporation, accessible by subject (except for cards pre-dating the Later Sound era, which generally describe the cataloged story only). The dispo sheets (see SECTION 36.2.2, DISPO SHEETS) provide chronological access to that same footage (but don't begin until October 12, 1935). The synopsis sheets (see SECTION 36.2.3, SYNOPSIS SHEETS) provide chronological access to released stories only.
The Hearst index cards provide a "subject catalog" to all footage in the Hearst newsreel collection. Sound-era cards make up the bulk of the file. Silent-era cards are in separate file drawers atop the sound-era cabinets. Sound-era copies of silent-era footage may be filed in either place. Early Sound cards are almost always blue; occasionally a duplicate yellow card was made. Telenews cards are pink. Hearst Color Cans cards are in a separate file at the end of the silent-era file, atop the sound-era cabinets.
It appears that the Hearst index cards for the Early Sound stories were typed up years after the footage was acquired. The blue Early Sound cards generally indicate the opening intertitle that appears on the story, the volume and issue number in which the story appeared, the release date, and subject/name headings. (In some cases, the card indicates that the Hearst Corporation made a duplicate, and filed it in an HVM can.) For any one story, multiple copies were made of the card, with each copy filed under the appropriate subject heading. (Don't be confused by the fact that the Hearst cards and Archive staff refer to these subject headings as "cross references.")
During the Later Sound era, cards were typed up as the footage came into the Hearst office. Each negative was described on a Hearst index card. The card usually included descriptive title, summary and/or shot description, shot date, cameraman/footage source, can and roll number (location) and negative number (accession number). Most importantly, subject headings were assigned, and a copy of the card (often retyped, not mimeographed) was filed under each heading. At this early point in the acquisition process, an HVM card and an HCO card would be indistinguishable. If the footage was selected for use in a newsreel, the card was edited: an X was typed in front of the negative number, and the volume and issue number in which the footage was used was added to the "Used In" box. There really are no cards for individual stories, per se. The cards describe the original footage as shot, not the edited story. Story descriptions can be found on the synopsis sheets (see SECTION 36.2.3, SYNOPSIS SHEETS). For guidelines on reading Hearst index cards, see below.
For the purposes of inventorying and cataloging, ignore scribbled numbers such as "R2," "74," "22- 4," etc. on HVM and Later Sound HNR cards More meaningful-looking comments should be referred to the Newsreel Preservationist, who may be able to explain their significance. Ignore "Address" box information, and "Exclusive/not exclusive" information.
Most records in the index file describe a given piece of footage as it was received before editing for release. After editing, an "x" was added to the negative number and the volume and issue number typed in the "Used in" box. If there is no "x," and no "vol./issue no. used in" information, the footage was probably never edited for release. It is vault material (see SECTION 36.1.4, HEARST VAULT MATERIAL).
For symposium (year-end highlight) reels and some foreign newsreel issues, there is an issue-based card listing all stories in an issue, and the subject terms under which the stories are indexed. These tend to be found under an index entry for the first story on the issue, and are rare.
The following are areas of information found on Later Sound Newsreel cards:
Numbers in the lower right hand corner are negative numbers. A negative number preceded by an X indicates HCO. A negative number preceded by a D often indicates the footage was already developed at the time of acquisition. Negative numbers are very important in identifying the footage.
Sometimes a card will list subsequent uses, usually in the lower right quadrant of the card.
See SECTION 36.2.4, SUMMARY, for location of Hearst index cards.
In order to keep a chronological record of accessions, the Hearst Corporation also maintained dispo sheets, wherein are recorded, week by week, each piece of footage acquired. The dispo sheets began with the week ending Oct. 12, 1935 (Vol. 7, no. 203) and list negative number, descriptive title (not necessarily matching the Hearst index card title), cameraman/footage source, and ultimate disposition (either "used in" with volume and issue number, or "Vault" which indicates it was not used).
As for the film itself: if a piece of film was used in an issue, the cut story was filed with HNR (by volume and issue number), and the leftover footage was filed with HCO (by can and roll number). If the film was not used, the roll was filed with HVM (by can and roll number). Note that the dispo sheet record was maintained at the time of acquisition only. If HVM footage was later used in a cut story, that fact would not be recorded on the dispo sheets. It would be recorded on the Hearst index card (but not necessarily all copies of the cards) for that piece of film. Sometimes cut stories themselves were cannibalized for use in subsequent stories. Again, this would only be recorded on the Hearst index cards describing the footage that went into the original story.
For full cataloging, all Hearst index cards associated with the footage should be consulted when creating the Voyager record. For inventorying, only cards which are readily available (i.e. attached to the inventory form) are consulted.
Note that Later Sound stories often incorporated several different pieces of film. In order to determine how many pieces of film went into a particular story and identify each one by negative number, one must consult the dispo sheets. Note that the dispo sheets would only indicate contemporary footage used in the story, not vault material or pre-existing stories from months or years past. To get a comprehensive picture of what footage was used for a particular story would require getting the Hearst index card file online and searchable.
See SECTION 36.2.4, SUMMARY, for location of dispo sheets.
Synopsis sheets contain a record of the stories released in each newsreel issue. Synopsis sheets in the Later Sound era describe the story and supplement Hearst index card descriptions, which for this era describe the raw footage rather than the story. Later Sound synopsis sheets were sent to exhibitors at release time as publicity material; they are probably quite accurate, although occasionally they may indicate what was intended for release rather than what was actually released. The story order on a release print would be more reliable evidence than the synopsis sheet story order when the two pieces of evidence conflict. The Early Sound era synopsis sheets seem to have been typed up years after the newsreels were released. Story descriptions generally match the Hearst index card descriptions, which are generally transcriptions of opening intertitles. For silent newsreels, the synopsis sheets seem to be quite incomplete, and apparently record only those stories which still existed at the time the sheets were typed (possibly decades after the original release). For full cataloging, always consult the synopsis sheet associated with the story or issue being cataloged. For inventorying, consult the synopsis sheet if it is readily available (i.e. attached to the inventory form).
See SECTION 36.2.4, SUMMARY for location of synopsis sheets.
Below is a listing of all Hearst newsreel information sources held at the vaults. Remember, the best source of information on newsreels is often the Voyager database itself. The best general treatment of newsreels is Raymond Fielding's The American Newsreel, 1911- 1967 (Norman, Okla.: University of Oklahoma Press, 1972), which is in the Archive reference collection.
Information about individual issues is sometimes available in the Copyright Catalog as well.
Voyager includes inventory records for newsreel material moved to SRLF, transferred by Commercial Services, received from individual donors other than Hearst, or preserved at UCLA. Only the preserved newsreel material is fully cataloged. Virtually all of the nitrate film and much of the safety film used as source material by Commercial Services and Newsreel Preservation remain uninventoried, and are therefore not in Voyager.
For newsreel issues, make a record for the issue as a whole, and an additional record for each story. Include holdings for the issue on each story record. Do not include holdings for the stories on the issue record. Name and subject headings should go only on the story records; genre/form headings go on both the story and the issue records.
Consider a title with ambient sound (designated "amb" on Commercial Services tapelists) to be a different version from a title with the released sound track, i.e. with music and voice over narration (designated "rv" on the tapelists). If it is not possible to tell if two "copies" have the same soundtrack, assume that they do.
For released footage, it is not always clear where one story ends and the next story begins. In determining whether two related stories should be cataloged as two separate stories or as a single two-part story, consider synopsis sheet layout and continuity of voice over narration (i.e. whether each part is self-contained).
For unreleased footage (HVM, HCO), there is a generally a one-to-one relationship between the Hearst index card and the Voyager record. For example, there may be several can, roll, or negative numbers associated with a particular piece of footage, but if they are all described on a single Hearst index card, they should all be described on a single Voyager record. On the other hand, consecutive can/roll numbers, when described on different cards, should be described on separate Voyager records. If the Hearst index card does not provide guidance, define the object of a record for unreleased footage as all of the footage shot by one cameraman on one date.
Hearst Vault Material (HVM) and Hearst Production Footage (HCO) often turn out upon inspection to be not raw unedited footage, but released footage, often with intertitles, voice over, and music track, from another production company. In these cases, describe the original release, with a note and access point for the Hearst collection title. Even though the material is previously released, it still remains stock footage, so assign a 655 $2 local for unedited newsreels as well as the form headings for the original release.
EXAMPLE:
008/15-17 (Place of publication): gw 008/35-37 (Language): ger 245 0 0 $a [Unidentified newsreel, German-excerpt.] Deutschland baut Volkswagen. 257 _ _ $a Germany. 260 _ _ $a Germany : $b [s.n., $c1938?] 500 _ _ $a Excerpt from a German release, acquired by the Hearst Corporation, probably for use in its newsreel productions. 500 _ _ $a Title partially supplied by cataloger; story title transcribed from opening intertitle. 500 _ _ $a Hearst index card title: Hitler lays cornerstone of People's Auto Factory, Fallersleben by Braunschweig, Germany (HVMc865r1, D524). 500 _ _ $a Footage obtained from Ufa, according to the Hearst index card. 655 _ 7 $a Newsreels $v Unedited footage. $2 local 655 _ 7 $a Newsreels. $2 mim 655 _ 7 $a Shorts. $2 mim 655 _ 7 $a German films. $2 mim 246 3 _ $a Hitler lays cornerstone of People's Auto Factory, Fallersleben by Braunschweig, Germany. Hearst vault material, HVMc865r2, D524.
For released stories and issues, the bib record (e.g. the 520) should describe the original release (the film in its entirety), if that can be determined, since there is a potential for the perfect (ideal) copy existing in other collections. Indicate incompleteness in the holdings (852 $q condition note, 008/16 (Completeness) code 2, and 007/16 (Completeness) code i). Incompleteness should only be recorded in the bib portion of the record where it is necessary to justify or explain the cataloging, for example, when constructing a description of the complete copy is impossible. In that case, describe the film as completely as possible, and add a 500 note "Cataloged from copy lacking ." Whether or not incompleteness is indicated in the bib portion of the record, it should be indicated in copy-specific notes even when this results in redundancy, unless the Archive copy is unique, as would generally be the case with Hearst silent footage, much of which has been lost to deterioration. If the Archive copy is unique, make a bib note, but not the copy-specific note.
For unpublished materials, lean towards describing incompleteness in the bib record rather than the holdings record. Code 008/16 (Completeness) as 4 and 007/16 (Completeness) as n. If we have a complete and an incomplete copy (e.g. a released story reintegrated with its cuts, and the cuts alone), evaluate at the time of cataloging whether to indicate incompleteness in the bib portion of the record or the holdings. If incompleteness is described in the bib record, do not include an 852 $q condition note in the holdings.
EXAMPLE:
500 _ _ $a Incomplete; lacks the following scenes described on the Hearst index card: Emperor Haile Selassie visits new Ford Agency; Haile Selassie sends a message to world from palace window; Capt. Taman of Swedish Army with Swedish officers training Abyssinian boys at Guenete.
Demonstrate the relationship between released footage and its original source material, and between issues and the stories contained within them. Released footage is related to the original source material by means of a 730 0 _. An issue is related to its stories through the 245; the beginning of each 245 is the same, so they file together.
Any number of individual items (HCO, HVM, or HNR stories) may be cut into a single newsreel story. The original source materials from which a story was cut should be listed in a 500 note. Add a 730 0 _ for the source footage. This same principle holds for the rare occasions when unedited footage includes multiple footage sources.
In cataloging records for the source material itself (usually HCO, but occasionally HVM or HNR), refer in a 500 note to the initial usage(s), i.e. usages by the Hearst Corporation, as indicated on the dispo sheets and index cards. Make a 730 0 _ for the "used in" footage.
For full cataloging, gather the following information before viewing the newsreel:
Pull and copy cards for missing stories as well. Always try to search the card file under proper names first (and personal names before geographic names), as topical subject headings can be difficult to predict. For a better understanding of the general categories by which this file is arranged, see "Hearst Index Card File Subject Headings" in the "The Hearst Newsreel Collection" notebook. When cataloging is complete, file the photocopies of the Hearst index cards in the appropriate Newsreel Preservation file folder.
For full cataloging of restored newsreel issues, compare the synopsis sheet with the preservation information to identify missing stories. Newsreel preservation staff identifies these in some way, either by listing them at the bottom of their story sheet, or by underlining the intertitles there. View the newsreel and transcribe the credits. Note whether head and tail logos are lacking, whether leader has been spliced between stories, whether titles need freeze-framing, and anything else unusual. For each story, note subject headings not evident from the titles.
For inventorying use the information provided on the Commercial Services tapelists or inventory form, and whatever supplementary information is attached (e.g., photocopies of index cards or synopsis sheets). The Hearst index card description, when available, should be added to the record in the form of a summary note (520), shot description (505), or both, as applicable. The Early Sound HNR cards do not contain summaries, but the remainder of a lengthy intertitle which is not included in the 245 can be used as a summary note if it makes a meaningful addition. Where Commercial Services has assigned topical subject terms, add these at the end of the summary note, following the phrase: "Includes footage of ." Where Commercial Services has assigned a place name, add at the end of the summary, following the phrase: "Shot in ." Use judgement in constructing the contents note. It should supplement the title, not repeat it.
NOTE: Commercial Services does not record inventory numbers in their database, and their primary identifier for a story (their segment number) is not recorded in Voyager. The segment number is assigned by them. Every copy of a story will have the same segment number. However, cuts and outs associated with a given story are given a different segment number from the released story. The IBM Project will probably use the segment number to link digital video with card image.
Prior to about May of 1992 (record numbers below 85000), each Commercial Services preview cassette was described on a single Voyager record. Since most Commercial Services preview cassettes are compilations of many items, most of these records are at the "group level" (with title beginning "Hearst newsreel footage .") rather than the item level. During that period however, a preview cassette would occasionally contain only one item, so that an "item-level" record was made. For both inventorying and full cataloging, search Voyager to see if there is already a record for the title. If an old-style "group-level" inventory record exists, ignore it. For inventorying, if an old-style item- level inventory record exists, attach the new holdings to the old-style record, but upgrade the record as follows.
Do not delete any other fields.
For inventorying, input only uncataloged titles; mark those that have been cataloged with a "C" and forward the tapelist to the cataloger so she can add holdings for the cataloged items to the cataloging records. Watch for non-Hearst material which occasionally appears on Commercial Services preview cassettes. If there is no Hearst- type prefix, assume the title is not from the Hearst collection. Only inventoried records should be transferred by Commercial Services, so you should be able to find an Voyager record to which you can attach the new copies. A prefix beginning with the letter K indicates footage from the KTLA newsfilm collection. If you cannot determine for certain from what the videocassette was transferred, report this to a cataloger. Occasionally you will see a notation such as "(S/A2)" or "(A11)" on the tapelist, just before the element description. These are Hearst safety area overflow can numbers; ignore them.
For inventorying and cataloging, correct any Commercial Services tapelist errors on the tapelist as well as in the Voyager record (errors of fact, not interpretation, e.g. typos, missing footage, etc.) and forward the corrected tapelist to Yuri.
For inventorying of Commercial Services tapelists, assign a title using the table below. For cataloging and inventorying, make exceptions for untitled materials covered by the supplied title rules (see below).
EXAMPLE 1:
CS title: HIN 4.62 INT1775 (HSN4) [HIN 1-1 through 10-78] 245 title: International news. Vol. 4, issue 62--excerpt. Data sheet description. 916 titles: HINv4n62; INT1775; HSN4
EXAMPLE 2:
CS title: HIN 10.80 INT2500 [HIN 10-79 through 11-60] 245 title: International newsreel. Vol. 10, issue 80--excerpt. Data sheet description. 916 titles: HINv10n80; INT2500
EXAMPLE 3:
CS title: MGM 1.57 INT1729 [MGM 1-1 through 2-100] 245 title: MGM news. Vol. 1, issue 57--excerpt. Data sheet description. 916 titles: MGMv1n57; INT1729; HSN21
EXAMPLE 4:
CS title: HMGM 3.35 INT1744 [MGM 2-101 through 3-79] 245 title: MGM international newsreel. Vol. 3, issue 35--excerpt. Data sheet description. 916 titles: MGMv3n35; INT1744; HSN18
EXAMPLE 5:
CS title: HNR 1.261 [HNR 1-200 through 8-215] 245 title: Hearst Metrotone news. Vol. 1, no. 261--excerpt. Data sheet description. 916 title: HNRv1n261
EXAMPLE 6:
CS title: HNR 8.301 [HNR 8-216 through 39-233] 245 title: News of the day. Vol. 8, no. 301--excerpt. Data sheet description. 916 title: HNRv8n301
EXAMPLE 7:
CS title: HTD 7-134-NY5 R1479
245 title: Telenews. Vol. 7, issue 134--excerpt. Data sheet
description.
916 titles: HTDv7n134; HTDv7r1479
NOTE: Ignore Bureau number (NY5).
EXAMPLE 8:
CS title: HTS 6.49
245 title: This week in sports. Vol. 6, issue 49--excerpt. Data
sheet description.
916 title: HTSv6n49
EXAMPLE 1:
CS title: HCO C2108 R4 XD61543 (USED IN HTD 14-195-NY5 R2154) 245 title: Data sheet description. Hearst production footage, HCOc2108r4, XD61543, HTDv14n195, HTDv14r2154. 916 titles: HCOc2108r4NOTE: The original item from which the footage was edited is not always known. Supply as much information as possible using the date (see date tables to determine series title and vol. no. when date is known) and existing Voyager records. Add a 500 note citing the issue in which the footage was used, and add a corresponding 730 0 _.
EXAMPLE 2:
CS title: INT2681 (HSN 145) [no vol. or issue number] 245 title: Data sheet description. Hearst silent vault material, INT2681 916 titles: INT2681; HSN145
EXAMPLE 3:
CS title: HVM C2560 R4 D14306 245 title: Data sheet description. Hearst vault material, HVMc2560r4, D14306. 916 title: HVMc2560r4NOTE: When newsreel stories or segments were duped by the Hearst Corporation, the dupe was labelled with the HVM prefix and stored with Hearst Vault Material. In such cases, describe the footage in terms of the original newsreel issue, and add a 916 for the HVM number:
EXAMPLE 4:
CS title: HVM C6489 R6 (HIN 8.74 INT755) 245 title: International news. Vol. 8, issue 74--excerpt. Data sheet description. 916 titles: HINv8n74; INT755; HVMc6489r6
EXAMPLE 5:
CS title: HVM C6486 R15 (INT2454) 245 title: Data sheet description. Hearst silent vault material, INT2454, HVMc6486r15. 916 titles: INT2454; HVMc6486r15
EXAMPLE 6:
CS title: HCC C227 R6 10281 245 title: Data sheet description. Hearst color cans, HCCc227r6, 10281. 916 title: HCCc227r6
EXAMPLE 7:
CS title: HGST 2.27 245 title: General sports time. Vol. 2, no. 27--excerpt. Data sheet description. 916 title: HGSTv2n27NOTE: For almost any category of newsreel footage, there will occasionally be cases where Commercial Services will duplicate part, but not all, of the item. Treat these as excerpts.
EXAMPLE 8:
CS title: HVM C4181 R3 15980 PT. 1 of 2 cut story 245 title: Data sheet description. Hearst vault material, HVMc4181r3, 15980--excerpt. Part 1 of 2, cut story portion. 916 title: HVMc4181r3
For cataloging, transcribe titles from the film as applicable, following formatting patterns laid out under SECTION 34.8, ABBREVIATED HEARST NEWSREEL TITLES AND THEIR EQUIVALENTS IN CATALOGING.
For most cut newsreel issues, volume and issue designations are transcribed according to patterns found on synopsis sheets, leaders, and title frames. Silent Hearst newsreels are designated on the synopsis sheet as volume and issue. Hearst Metrotone news issues were originally released with leaders designating them as volume and number, e.g., Vol. 4, no. 243. News of the day are also designated as volume and number. When the chief source deviates from the pattern for a particular title, for example, if the original title frame gives the title Hearst Metrotone news, Vol. 4, issue 7), the 245 should be transcribed, but a 130 filing title added (Hearst Metrotone news. Vol. 4, no. 7) so that all issues of that title will file in a logical numerical sequence.
EXAMPLE:
Title on film: Vol. 1, issue 246 130 0 _ $a Hearst Metrotone news. $n Vol. 1, no. 246. 245 0 0 $a Hearst Metrotone news. $n Vol. 1, issue 246.
Silent newsreel series titles pose a special problem, since virtually all head logos, or title frames, have been lost. In determining series title, we have followed the listing in the Copyright catalog, which shows at exactly which issue the series title changed. Unfortunately, a few surviving series titles conflict with the Copyright catalog listings. In these instances, transcribe the title-frame title in the 245, and supply a 130 filing title following the established pattern, so that all issues file in a logical numerical sequence.
EXAMPLE:
Title frame series title: International newsreel. 130 0 _ $a International news. $n Vol. 8, issue 44--excerpt. 245 0 0 $a International newsreel. $n [Vol. 8, issue 44--excerpt].
Story titles should be transcribed from the film. If the film lacks a story title (i.e. opening intertitle), use the synopsis sheet title. If there is no synopsis sheet title, use the Hearst index card title. If you're taking the story title from the Hearst index cards, and there is more than one card title for the story, choose one. Note the others in a 500 variations in title note, and add corresponding 246s. If the story title is taken from any source other than the film itself, give the source of information in a note.
For Early Sound stories, consider the story title to be the first line of the opening intertitle, not necessarily the entire intertitle. If deemed important, the remainder of the intertitle can be transcribed or otherwise incorporated into the summary note.
EXAMPLE:
Girl jockeys give turf fans a thrill NOT Girl jockeys give turf fans a thrill. American women riders race at Agua Caliente; Babe De Frecst cops La Jolla Town Plate.
For Later Sound stories, often there is a place name on the film, with no further description. In these cases, transcribe the place name as the story title, then follow it with a double dash, then synopsis sheet title in brackets. If there is no opening intertitle at all, transcribe the story title from the synopsis sheet. Give the source of all bracketed title information in a note.
When cataloging or inventorying a single segment of untitled newsreel footage, the general supplied title rules (SECTION 5.2, SUPPLIED TITLES) should take precedence over other rules for constructing Hearst newsreel material titles. Begin the 245 field with the terms prescribed by the supplied title rules, including only those initial terms which are required for logical filing; follow those terms with a period, space, and the Hearst index card-based title, when that title provides additional terms for keyword title searching. Falling into this category are debates, fights, interviews, press conferences, speeches, Academy Award ceremonies, Congressional hearings, certain sporting events (e.g. Indianapolis 500, the World Series), presidential campaigns, and political conventions.
Untitled debates, interviews, press conferences, and speeches will usually be entered under personal name; for an interview, make a name added entry for the person not entered in the 100 field, usually the interviewer. If the title has been viewed and the interviewee or speaker is known to be discussing herself or himself, add a 600 as well. If adding a 600 for an interviewee, add the LCSH form subdivision Interviews to the name heading; also assign the 655 heading Interviews.
Consider the following to be untitled materials: HVM which is unedited, HCO, INT (except where vol. and issue no. are given), and HCC.
EXAMPLE 1:
245 1 0 $a [Fights. Moore vs. Martinez. Archie Moore, Martinez fight, Buenos Aires, Argentina. Hearst vault material, HVMc3499r4, D26686].
EXAMPLE 2:
100 1 _ $a Chessman, Caryl,$d 1921-1960. 245 0 0 $a [Interview. Caryl Chessman interview. Hearst vault material, HVMc5265r13, 51479].
EXAMPLE 3:
100 1 _ $a Eisenhower, Dwight D. $q (Dwight David), $d 1890-1969. 245 0 0 $a [Press conference. Ike press conference, July 7? 1952. Hearst vault material, HVMc3212r3, 22952].
EXAMPLE 4:
100 1 _ $a Wise, Stephen Samuel, $d 1874-1949. 245 0 0 $a [Speech. Stop Hitler demonstration at Madison Square Garden. Hearst vault material, HVMc1756r7, 49865].
EXAMPLE 5:
245 1 0 $a [Academy Awards, 19th. Annual Academy Awards are given out, with Sam Goldwyn and his picture Best years of our lives getting major share of honors, Hollywood, California. Hearst vault material, HVMc2357r3, 66996].
EXAMPLE 6:
245 1 0 $a [Congressional hearings. Un-American Activities Committee. Hanns Eisler before Un-American Activities Committee, Washington, D.C. Hearst vault material, HVMc2438r1-2, 69351].
EXAMPLE 7:
245 1 0 $a [World Series, 1964. Game no. 2. Yankees take 2nd game of World Series, 8-3, Hearst vault material, HVMc6013r1, 216357].
EXAMPLE 8:
245 1 0 $a [Political convention, 1932, Democratic. Democratic convention special! Roosevelt addresses convention. Hearst vault material, HVMc4333r1, D36445].
Each International roll number (e.g. INT315) tends to serve as a unique identifier for a particular silent newsreel segment or story, and is therefore given in the main body of the record (not the holdings). Record it at the end of the supplied title (for untitled footage) or in a note (for released footage). In either case, index it in the 916 field.
Sound era negative numbers for Hearst Vault Material, Hearst Cuts-and-Outs, and Hearst Color Cans should be recorded at the end of the supplied title.
When the Hearst Corporation created a dupe neg or fine grain from an existing story or segment, it assigned that new element an HVM can and roll number, and filed it with the vault material. (In the case of silent material, the International roll number then became the negative number.) Because so much of the silent footage has been lost and because the original roll number is not always available, the HVM number can be fairly important in identifying a story or segment. Therefore, the HVM number for silent footage is recorded with the International roll number, either in the title or in a note. In either case, index both the roll number (e.g. INT2244) and the safety dupe HVM number (e.g. HVMc6486r6) in the 916 field.
For sound footage with a dupe HVM number, input a holding for the dupe, giving the HVM number in the location mnemonic, and the negative number in a copy-specific note. (See instructions below under SECTION 36.6.8, HOLDINGS.)
Record Telenews roll numbers in a 500 note. (The Telenews roll number, in conjunction with the volume number, is a unique identifier for the individual Telenews segment.
EXAMPLE 1:
Bib.: 245 1 0 $a International news. $n [Vol. 4, issue 62--excerpt. Stars of filmland see pretty Marilyn Miller wed to Jack Pickford]. 500 _ _ $a Roll number INT1775. Holdings: 916 _ _ $a HINv4n62; INT1775.
EXAMPLE 2:
Bib.: 245 1 0 $a [Boy Scouts on Ground Hog Day. Hearst silent vault material, INT2578]. [no 500 for International roll number] Holdings: 916 _ _ $a INT2578.
EXAMPLE 3:
Bib.: 245 1 0 $a [In Shanghai, death takes no holiday. Hearst production footage, HCOc914r1, XD75, HNRv9n203]. [no 500 or 866 $z NOTES: note for negative number] Holdings: 916 _ _ $a HCOc914r1.
EXAMPLE 4:
Bib.: 245 1 0 $a [American actors in Italy. Hearst vault material, HVMc4424r9, D37543]. [no 500 or 866 $z NOTES note for negative number] Holdings: 916 _ _ $a HVMc4424r9.
EXAMPLE 5:
Bib.: 245 1 0 $a International news. $n [Vol. 3, issue 11--excerpt. Moving day for the president]. 500 _ _ $a Roll numbers INT2244 and HVMc6486r6. Holdings: 916 _ _ $a HINv3n11; INT2244; HVMc6486r6.
EXAMPLE 6:
Bib.: 245 1 0 $a [Chaplin leaves for England. Hearst silent vault material, INT2679, HVMc6487r6, and HVMc6474r16]. [no 500 or 866 $z NOTES note for Hearst safety dupe (HVM) number] Holdings: 916 _ _ $a INT2679; HVMc6487r6; HVMc6474r16.
EXAMPLE 7:
Bib.: 245 1 0 $a Telenews. $n [Vol. 7, issue 134--excerpt. Billy Graham home after European tour]. 500 _ _ $a Roll number 1479. Holdings: 916 _ _ $a HTDv7n134; HTDv7r1479.
The date in the 260 field should be the release date for released footage (cut newsreels) and the shot date for unreleased footage (cuts and outs and most vault material). When the exact date is unknown, give the closest approximate date and for cataloging, justify the decision in a note.
For cataloging, always give source of date in a note if it is not self-evident. Because restored newsreels often have title frames ("head logo" or "tail logo") from another issue spliced on for exhibition purposes, it is possible that a copyright date not pertaining to the issue in hand actually appears on the film. In such a case, transcribe the copyright date as usual (following the bracketed release date), followed by "[sic]." Include a note explaining the situation.
EXAMPLE 1:
260 _ _ $a United States : $b Distributed by Metro-Goldwyn-Mayer, $c [1936- 05-06], c1934 [i.e. c1936?] 500 _ _ $a Erroneous copyright date of 1934 was on Archive nitrate print, so was probably a Hearst error.
EXAMPLE 2:
260 _ _ $a United States : $b Distributed by Metro-Goldwyn-Mayer, $c [1936- 03-09], c1935 [sic] 500 _ _ $a Cataloged from copy with added head logo from Vol. 7, no. 229, which accounts for the erroneous copyright date.
For released newsreels, the source of the date is usually the Hearst index card, although release dates are sometimes recorded on the synopsis sheets. The Hearst index card release date probably represents the date the newsreel was released to the theater; it is not necessarily the date the issue was shown to audiences. Frequently, two or more newsreels will share the same date, although they were neither shot or shown on that date.
For cataloging, note that dates are often punched into the original print, usually in the first two feet of the story. These punched dates are visible on the preservation material as well. You may notice them when you are viewing a newsreel on the Steenbeck. If the Hearst index card is not available, consult the date notebook in the Hearst index card work area, which lists release dates with issue numbers as they are determined by Newsreel Preservation staff. If the date is not listed for the issue being cataloged, interpolate a date from nearby issues, or find the Hearst index card for a different story in the issue (identifiable from the Hearst synopsis sheet). The Hearst index card may list a shot date as well (at the top of the card near the title); include the shot date in a note, with the source of the information.
For unreleased footage (HCO, HVM), determine the shot date to the best of your ability given the evidence (subject matter, Hearst index card file date, knowledge that the card is generally filed within a few days of shooting, etc.). For example:
EXAMPLE 1:
Hearst Vault Material, card filed 3/15/38, no shot date: 033 0 0 $a 193803-- 045 0 _ $a 193803 260 _ _ $c [1938-03] 500 _ _ $a Date based on Hearst index card file date (March 15, 1938).
EXAMPLE 2:
Hearst Vault Material, card filed 3/2/38, no shot date: 033 2 0 $a 193802-- $a 193803-- 045 2 _ $b d193802 $b d193803 260 _ _ $c [1938-02 or -03] 500 _ _ $a Date based on Hearst index card file date (March 2, 1938).
EXAMPLE 3:
Hearst Vault Material, footage shot 12/5/41 (ignore card file date): 033 0 0 $a 19411205 045 0 _ $b d19411205 260 _ _ $c [1941-12-05] 500 _ _ $a Date from Hearst index card.
EXAMPLE 4:
Released story, footage shot 12/5/41, issue released 12/7/41 (ignore card file date): 033 0 0 $a 19411205 033 0 1 $a 19411207 045 0 _ $b d19411205 260 _ _ $a United States : $b [a Metro-Goldwyn-Mayer release, $c 1941-12-07]
For inventorying of Commercial Services tapelists, the dates given in the left column of the tapelist could be release dates, or they could be the date the story was shot, or the date the Hearst index card was filed. Since newsreel stories were often released within a few days of the date shot, and the card was filed almost immediately, you can estimate the release date with some accuracy by dropping the day of the month, or by following the date with a question mark, or both. On later data sheets, Commercial Services used the following codes after the date in the left column:
To determine the release year of a newsreel issue for which only volume and issue number are known, use the date tables.
Released newsreels often contain section titles similar to newspaper section titles, e.g. The sports page. These titles should be transcribed in a 440 field. If the synopsis sheet indicates that the story is part of a section, but the section title does not appear on the film, record the section title as a note, indicating the source of information, and put the series tracing in an 830 field. (In other words, apply AACR2R 7.0B2 but do not consider the synopsis sheets to be accompanying material.) Do not include section statements of responsibility in the 440; put them in a 511 note instead.
The following are examples of section titles which commonly appear in the released newsreels. They often precede a story title, and are listed as the beginning of the story title on Commercial Services tapelists, but they should be transcribed in the series field.
Indicate form in a 500 note, using one of the following phrases or patterns.
For later sound released stories, determine from the Hearst index cards and dispo sheets the original footage from which the story was edited. Cite this source material in a 500 note, using the form of title that would be in the 245 field for the original footage, but omitting the phrase "Hearst production footage," which would be redundant. Add a corresponding 730 0 _ for each piece of original footage incorporated.
EXAMPLE 1:
500 _ _ $a Incorporates the following Hearst production footage: Madhani-Alem Day-festival of Koptic Christians. HCOc488r3, XD1084, HNRv6n282; War drums in Ethiopia. Hearst vault material, HVMc355r3, D1102. 730 0 _ $a Madhani-Alem Day-festival of Koptic Christians. Hearst production footage, HCOc488r3, XD1084, HNRv6n282. 730 0 _ $a War drums in Ethiopia. Hearst vault material, HVMc355r3, D1102.
EXAMPLE 2:
500 _ _ $a Incorporates the following Hearst production footage: Safety bag aids war on crime, 7501, HNRv7n207 (cuts destroyed). 730 0 _ $a Safety bag aids war on crime. Hearst production footage, 7501, HNRv7n207.
Record the initial subsequent use(s) of the footage (i.e., uses by the Hearst Corporation) in a 500 note, with corresponding 730(s). This applies primarily to unedited footage, particularly HCO, but occasionally subsequent uses of HNR or HVM are listed on Hearst index cards.
EXAMPLE:
500 _ _ $a Portions of this footage were used in: News of the day. Vol. 16, no. 269-excerpt. Germany collapses! 730 0 _ $a News of the day.$nVol. 16, no. 269-excerpt. Germany collapses!
Often when HNR or HVM footage was cut into a story long after its initial acquisition, it is not clear from Hearst index card notations whether the footage was actually removed and put into the story, or whether it was duplicated and put into the story, which would leave the source footage intact. Terminology on the cards is inconsistent, so explain the situation as best as you can, and quote the Hearst index card notation exactly. Add a 730 0 _ for the related footage.
EXAMPLE:
500 _ _ $a May lack some footage from the original release; according to the Hearst index card for neg no. XD109, "scenes taken out of this cut neg and used in 12-303 and 13-237" (News of the day. Vol. 12, no. 303 and News of the day. Vol. 13, no. 237). 730 0 _ $a News of the day.$n Vol. 12, no. 303--excerpt. U-boat attack on destroyer stirs U.S. 730 0 _ $a News of the day.$n Vol. 13, no. 237--excerpt. Navy hunts U-boats taking heavy toll in U.S. waters.
Generally, the Hearst index card notations indicate only volume and issue. Get the story title from Voyager records if possible, or failing that, the synopsis sheets, in order to make a full title added entry, including story title, in the 730 0 _.
Sometimes pieces of footage are misfiled, resulting in one piece of an HVM or HCO segment spliced to an unrelated segment. If you notice this, explain the situation in a 500 note and make the corresponding 730 0 _.
EXAMPLE 1:
500 _ _ $a Opening shot of Ethiopian drummers is from the following Hearst production footage: War drums in Ethiopia. Hearst vault material, HVMc355r3, D1102. 730 0 _ $a War drums in Ethiopia. Hearst vault material, HVMc355r3, D1102.
EXAMPLE 2:
500 _ _ $a Much of this footage (all but the Haile Selassie shots) is from the following Hearst production footage: Addis Ababa war scenes, HCOc494r2, X7278, HNRv7n204. 730 0 _ $a Addis Ababa war scenes. Hearst production footage, HCOc494r2, X7278, HNRv7n204.
EXAMPLE 3:
500 _ _ $a A fragment of this footage (the start of the opening shot) was used in a newsreel story (Hearst Metrotone news. Vol. 6, no. 282-excerpt. Madhani-Alem Day-festival of Koptic Christians, Addis Ababa, Ethiopia) and is also filed with: Madhani-Alem Day-festival of Koptic Christians, Addis Ababa, Ethiopia. Hearst production footage, HCOc488r3, XD1084, HNRv6n282. 730 0 _ $a Hearst Metrotone news.$n Vol. 6, no. 282--excerpt. Madhani- Alem Day--festival of Koptic Christians, Addis Ababa, Ethiopia. 730 0 _ $a War drums in Ethiopia. Hearst vault material, HVMc355r3, D1102.
EXAMPLE 4:
500 _ _ $a May lack some footage from the original release;
according to the Hearst index card for neg no. XD109, "scenes {were} taken
out of this cut neg and used in" News of the day. Vol. 12, no. 303
and News of the day. Vol. 13, no. 237.
500 _ _ $a Incorporates the following Hearst production footage:
German U-boat raiders filmed in action!, HCOc1302r3, XD109,
HNRv11n200.
730 0 _ $a German U-boat raiders filmed in action! Hearst production
footage, HCOc1302r3, XD109, HNRv11n200.
730 0 _ $a News of the day. $n Vol. 12, no. 303--excerpt. U-boat attack on
destroyer stirs U.S.
730 0 _ $a News of the day. $n Vol. 13, no. 237--excerpt. Navy hunts
U-boats taking heavy toll in U.S. waters.
For inventorying, summaries and shot descriptions should be based on Hearst index card and synopsis sheet descriptions, where available. For cataloging, summaries and shot descriptions should be based on Hearst index card and synopsis sheet descriptions, and on viewing. (See SECTION 36.2, PRINCIPAL DOCUMENTATION OF THE COLLECTION.)
Restored newsreel issue records should include a 505 contents note listing all story titles as they would be recorded in their item-level 245s, separated by space-dash dash-space. Do not include any other information about the story in the contents note. Begin the note "Intertitles: ." If the Archive copy is incomplete, transcribe the missing story title(s) from the synopsis sheet, in brackets.
In dealing with local stories (designated on the synopsis sheet, e.g. "Philadelphia only") or local release versions (some stories designated on the synopsis sheet, e.g. "except Los Angeles"), coordinate the 505 intertitles note with the 562 version note so that it is clear to what extent the issue is incomplete, and to what extent it is a locally released version.
EXAMPLE:
562 _ _ $c Version released nationally outside of Los Angeles, San Francisco, Portland, Seattle, Philadelphia, Cleveland, Cincinnati, Atlanta, Indianapolis, and New Haven; excludes UCLA Bruins down Huskies story released locally in Los Angeles, San Francisco, Seattle and Portland; Trojans trounce Ohio State Buckeyes story released locally in Los Angeles, San Francisco, Seattle, Portland, Cincinnati and Cleveland; Notre Dame Irish tame Georgia Tech Tornado story released locally in Atlanta and Indianapolis; Penn Quakers bite Yale Bulldog story released locally in Philadelphia and New Haven. Newsreel reconstructed from story fragments by UCLA newsreel archivists based on available documentation.
Occasionally, the Archive will transfer or restore a version which could never have existed, because it includes for example, both a story that was issued in only in Los Angeles and a story that was issued everywhere except Los Angeles. The version note should explain this.
A restored newsreel issue would not generally include a summary (520) note, unless it is a symposium (year-end highlight) reel, or a special issue devoted to a single topic.
Individual newsreel story records should include a summary, and in most cases, a description of what is actually depicted. A shot description can be included in a 505 note, separate from the 520 summary, or the 520 note can simply conclude with the phrase "Includes shots of ." followed by a list of things actually depicted, or the actual shots can be listed parenthetically throughout the summary, after the narrative description to which they apply.
For cataloging of released stories, three component parts should be separately considered when describing the content, and included as appropriate: the general subject matter of the story ("aboutness," e.g. a labor strike), what is actually depicted ("of-ness," e.g., workers lounging inside a factory, or strikebreakers entering the workplace, a riot, or the governor speaking into the camera about the problem), and the subjective "flavor" of the story, as indicated usually by the voice over commentary and/or intertitles. Often quotations from the voice over can be incorporated into the summary, with a note at the end indicating "Quotations transcribed from voice over."
Unedited raw footage records should include a summary, and in most cases, a description of what is actually depicted.
If a summary paraphrases the Hearst index card description and includes information not self- evident from viewing, add a 500 note, e.g. "Summary based on Hearst index card description" or "Summary based on Hearst index card description and on viewing." If the summary is an exact transcription of the Hearst index card or synopsis sheet description, put quotation marks around the summary, and cite the source after two dashes at the end of the summary.
When recording shot analyses, spell out all Hearst index card abbreviations, as follows:
HS high shot LS long shot ELS extreme long shot HLS high long shot CU close up ECU extreme close-up VS various shots MS medium shot MHS medium high shot RA rear angle AA alternate angle BS back shot ss short shot (?)
Cameramen's names and corporate footage sources, such as Fox or Universal, are listed in the "cameraman" box of the Hearst index card, and are included in cataloging records.
When all of the footage was shot by a single individual or single team of individuals (e.g. Bockhorst and Peden, Mack and Bills, Upton and Green), record the cameramen's names in the 508 field on the item-level records, and add a 500 giving the source of the information. (Camera credits and footage sources are not recorded on issue-level records.)
EXAMPLES:
508 _ _ $a [Cameramen, Upton and Green]. 500 _ _ $a Bracketed cameraman credit supplied from Hearst index card.
If the story includes more than one negative and the negatives have different credits, record the information in the 500 note that describes the source footage. Also record such credits in the source footage 500 if footage sources listed in the "cameraman" box of the Hearst index card include corporate names.
EXAMPLE:
500 _ _ $a Incorporates the following Hearst production footage: President returns from fishing vacation, Pensacola, Florida, HCOc1095r2, X24458, HNRv9n294 / shot by Mack and Bills; President arrives at Pensacola, D666, HNRv9n294 (acquired from Fox).
If there are corporate names involved, but the record has no source footage 500 note (e.g., for vault material), record the information in a 500 note. Also record such credits in the 500 when it cannot be determined which credits belong with which titles.
EXAMPLES:
500 _ _ $a Footage obtained from Universal, according to the Hearst index card. 500 _ _ $a Some footage shot by Bockhorst and Peden, some obtained from Fox, according to the Hearst index card.
If no cameraman or footage source is listed on the Hearst index card, make a 500 note to that effect.
EXAMPLE:
500 _ _ $a No cameraman or footage source listed on Hearst index card.
If the Hearst index card or tapelist indicates a particular item is "[NO USE]," make the following note:
EXAMPLE:
939 _ _ $a "No use" on Hearst index cards; rights not held by the UCLA Film and Television Archive.
Consider a released story with ambient sound to be a different version from the same story with the released sound track (i.e. with music and voice over narration). Make a sound track version note for all released stories, regardless of whether or not the other version has been entered into Voyager. In some early sound stories, the ambient sound constituted the released track. If it is unclear whether an ambient sound track was released, word the note accordingly.
EXAMPLES:
562 _ _ $c Ambient sound track version. 562 _ _ $c Released sound track version. 562 _ _ $c Probably the released sound track version, although all sound is ambient.
Make a version note as follows on all issues restored by Newsreel Preservation or Commercial Services:
EXAMPLES:
562 _ _ $c Newsreel reconstructed from story fragments by UCLA newsreel archivists based on available documentation. 562 _ _ $c Newsreel reconstructed from story fragments by UCLA newsreel archivists based on available documentation. Story order matches that found on the nitrate projection print; the Hearst synopsis sheet order is different. 562 _ _ $c Version released in U.S. cities outside of San Francisco. Newsreel reconstructed from story fragments by UCLA newsreel archivists based on available documentation.
Give original sequence in issue in a 500 note.
EXAMPLES:
500 _ _ $aOriginally released as the first story in the issue. 500 _ _ $aOriginally released as the second story in the issue, except in Philadelphia, where it was the third story. 500 _ _ $aOriginally released as the first story in the issue, except in Los Angeles, where it was not released.
Check the copyright catalogs for copyright information. Sound era issues (Hearst Metrotone News, News of the Day) prior to Vol. 11, no. 217 are not listed in the Copyright Catalogs.
The following is a selective list of various kinds of notes found on Hearst newsreel records.
For cataloging, do not create subject headings for stories which are missing from all Archive copies.
For cataloging, when a Hearst term differs in form from an LCSH heading, make a 450 with second indicator 9 for the Hearst term in the authority record, qualifying it, i.e., "Girls (Hearst index term)." Convert the punctuation in the Hearst term to LCSH syntax, e.g., change "Guns: Cannon" to "Guns $xCannon (Hearst index term)."
For inventorying, add headings for all personal names mentioned in the record, following instructions in section G. After the record has been completely input, give the tapelist to the cataloger, who will do all necessary authority work and will assign topical headings from LCSH for subjects which are clearly the focus of the footage.
For inventorying, assign all of the following headings that apply:
655 _ 7 $a Newsreels $v Unedited footage. $2 local 655 _ 7 $a Silent films. $2 local 655 _ 7 $a News $v Unedited footage. $2 local [use for Telenews outtakes only] 655 _ 7 $a Newsreels. $2 mim [do not use for Telenews] 655 _ 7 $a Shorts. $2 mim [do not use for Telenews] 655 _ 7 $a News. $2 mim [use for Telenews only]
For cataloging, add an access point for cameramen whose names have already been established, or who are listed with their full name in reference sources (Hearst Corporation records, Fielding, or Biography and genealogy master index).
For cataloging and inventorying, supply for experienced users "Concise title access points" for certain types of newsreel items. These access points reduce key pieces of identification to a single character string, which facilitates multiple-item searching and prevents false drops. Assign 916s for these "concise title added entries" as outlined in SECTION 36.6.3.1, COMMERCIAL SERVICES TITLES AND THEIR EQUIVALENTS IN CATALOGING.
In general, always check the NAF.
If the name is not in the NAF, check the Biography and Genealogy Master Index (BGMI), unless it's an easy one-step lookup in a readily available authoritative reference source such as The Baseball Encyclopedia or Biographical Directory of the United States Congress, 1774-1989.
If the name is not in BGMI, verify form of name if it:
If the name cannot be found, weigh the above factors. Leave the name in the description only (hopefully in a title or summary field where it will be indexed), followed by a bracketed question mark if appropriate, if:
Do not trace:
Otherwise, trace an unverified name based on the work cataloged. Consider a name form appearing in an intertitle to be more reliable than a name form found on an index card.
Note that you can use the UCLA libraries file to check correct spellings of names if you suspect a typo, and to determine first name when only surname is given. For example, a NATI or NAMZ search can often reveal the full name of a person listed on the newsreel with only a title and surname (e.g., the title page reads "introduction by Admiral Louis R. Jones.")
If one story on an issue reel of comp pos lacks track, describe it as si. and comp pos in the 903/866 $a, code the 008/16 (Completeness) as 2, code the 007/16 (Completeness) as i, and add an 852 $q condition note: Lacks track.
Assume the mag trk is pilotone sync if Film Tech did the lab work; record this in an 866 $z ADDITIONAL PHYSICAL DESCRIPTION: note.
For cataloging, (where this information is available from the preservation staff's notes), you can calculate length (duration) by converting feet and frames to minutes, using the table in SECTION 26.1.1, EXTENT OF ITEM. There are 16 frames per foot. Since this information is recorded for the negative only, precede the duration with "ca." on all other copies, unless you know them to be the same length. (Many silent and early sound newsreels have freeze-framed intertitles spliced into the print, making the print slightly longer than the preprint.)
For cataloging, when there are so few intertitle frames that the text cannot be read when the film is moving at normal speed, make the following note in the holdings record:
852 _ _ $qSome intertitles are too short to read.
In some cases, the preservation staff has solved this problem by freeze-framing the intertitles (often on the print only, not the negative). The absence of sound over part of the intertitle is an indication that this has been done. Note this fact in an 852 $q subfield in the holdings record.
852 _ _ $qSome intertitles have been freeze-framed.
The notation "No leader" on the Preservation information sheet refers to the fact that two feet of black leader has not been inserted between stories. Leader has been inserted in the past at the lab's request, or to avoid cutting into the preserved newsreel to splice in missing footage. This information is recorded in an 852 $q subfield note in the holdings record.
For cataloging, note that it is impossible to predict whether or not any given piece of footage was shot or printed Early sound aperture because so many different types of cameras shot film for the newsreels; after 1930, all film was intended for Academy aperture projection, in any case. For newsreels released in 1930 and before (if printed in Early sound aperture), add to the holdings record:
866 _ _ $zADDITIONAL PHYSICAL DESCRIPTION: Early sound aperture.
After 1930, do not try to determine whether or not each sequence was shot Early sound aperture. For Vault Material, aperture information is recorded in the Newsreel Preservation files.
Record in an 866 $x subfield note in the holdings record who preserved the footage.
EXAMPLE:
866 _ _ $x Preserved by John Tirpak and Blaine Bartell.
Place the preserved date and the lab where preservation was done in the 843 $n reproduction note.
EXAMPLE:
843 _ _ $b Los Angeles, Calif. : $c UCLA Film and Television Archive, $d May, 1986. $n Reproduced at Film Technology, Inc., from 35 mm. prsv comp dupe neg (XFE784 M). Reproduction for preservation purposes of title to which UCLA owns the rights.
For restored issues, put the reproduction information for head, tail, and all series logos on the issue record only, in a 590 PRESERVATION HISTORY: note, except for copy-specific element information, which goes in an 843 $n reproduction note.
EXAMPLE 1:
Holdings: 843 _ _ $b Los Angeles, Calif. : $c UCLA Film and Television Archive, $d [198-] $n Reproduced from 35 mm. nitrate print with density track; head and tail logos reproduced from 35 mm. safety print (HFA347 M); Snapshots logo reproduced from 35 mm. safety print made from "V224," a ca. 1934 composite newsreel on loan from the Library of Congress. Bibliographic record: 590 _ _ $a PRESERVATION HISTORY: Preserved at the UCLA Film and Television Archive. Head logo pic extant with issue; track supplied from Hearst Metrotone news. Vol. 7, no. 228; tail logo reproduced from Hearst Metrotone news. Vol. 7, no. 230 (pic) and Vol. 7, no. 228 (track); Snapshots logo pic extant; track reproduced from "V224," a ca. 1934 composite newsreel on loan from the Library of Congress.
EXAMPLE 2:
Holdings: 843 _ _ $b Los Angeles, Calif. : $c UCLA Film and Television Archive, $d [198-] $n Pic for stories reproduced by UCLA Film and Television Archive from 35 mm. nitrate and safety negs with varying apertures; head logo pic reproduced from 35 mm. nitrate early sound aperture dupe pic neg; Snapshots and tail logo pics reproduced from 35 mm. nitrate Academy aperture dupe pic negs; trk for entire newsreel reproduced from 35 mm. safety prsv re-recorded trk neg (XFE5011 M).
If an issue was fully restored (i.e. head and tail logos added and intertitles freeze-framed) subsequent to the original preservation, make that clear in the reproduction notes. This helps determine what other copies, such as Commercial Services video transfers, actually look like. The following example (Hearst Metrotone news, Vol. 4, no. 236) is of a preserved film which was subsequently fully restored.
BIBLIOGRAPHIC RECORD:
HOLDINGS:
Add 916 title access points for slate titles and Newsreel Preservation lab titles.
If there is a notation on the Hearst index card which refers to a duplicate filed elsewhere, assume that the dupe is a negative, and input another holding accordingly; do not take the time to inspect the film. For example, a card might say at the bottom: 35mm dupe negative filed can 6493 Roll 6. (Unfortunately, this was not necessarily typed on each card for the story, so you may often be cataloging an issue without even knowing that this is the case. Furthermore, a print is sometimes filed alongside the dupe neg in the can indicated, but there is no indication on the card that the print exists. These are problems which we will have to live with, as it is not feasible to check each can and wind through various rolls to determine if a print exists.) For can numbers 953-3476, assume the dupe is nitrate; for all other HVM can numbers, assume the dupe is safety.
For these uninventoried duplicate stories, input the can and roll numbers, with HVM prefix, in the location mnemonic and delete the inventory number mnemonic. Following the supplied title guidelines for newsreels, make a local title added entry using the can and roll number together with the HVM (Hearst Vault material) prefix.
EXAMPLE:
008/07 (Method of acquisition): code g 843 _ _ $n Reproduced by the Hearst Corporation. 852 8 _ $h HVMC6493R6 $q Some titles may need freeze-framing. 866 _ _ $a 1 reel of 1 (ca. 1000 ft.) : opt sd., b&w ; 35 mm. safety comp dupe neg. $z NOTES: Negative number 22314. Copy added from Hearst index card without viewing or inspection. $z ADDITIONAL PHYSICAL DESCRIPTION: Early sound aperture. 901 _ _ $a HEA $b Hearst newsreels Collection 903 _ _ $a 1 reel of 1 (ca. 1000 ft.) : $b opt sd., b&w ; $c 35 mm. safety comp dupe neg. 905 _ _ $buuuuuu $c 0307 $d 001 $e 001 $f N 910 _ _ $a Added copy, February 6, 1989, jm. 916 _ _ $a HVMc6493r6. 989 _ _ $a nax $b naxxxx
Give the preview cassette transfer date of the 3/4" copy (upper right) as the received date and reproduction date for that copy. Give the VHS transfer date (pencilled in, upper left) as the received date and reproduction date for the VHS copy, and as the inventory date and inspection date for both copies.
For inventorying, assume the stories are b&w, unless "col." is explicitly stated or unless the item has the HCC (Hearst Color Cans) prefix.
Put the Commercial Services client number (the CS number at the upper right of the tapelist) and the slate title in the appropriate 916 field. Do this for each copy to which it applies. (Notes giving the slate title should also be included on every copy to which they apply.) Commercial Services client numbers are no longer assigned.
Determine the concise title added entry following the patterns given below; enter in the 916 field. If there is more than one, input them in a single 916, separated by a semicolon and space. If you know the item to have been preserved on an HSN reel, add the HSN number to the 916.
If the item was previously inventoried under the MY system, but now resides in the general collection, give the former location number in a note, and index it in the 916. (Commercial Services documentation is tied to this number.) This applies to Betacam tapes (ZVA...) and 1" videoreels (ZVC...).
EXAMPLE:
916 _ _ $a ZVC25; CS2484; Japan earthquake anniversary; HINv6n80; INT1159; HVMc5578r9; HSN100.
This is a 1" videoreel, previously inventoried under the MY system, with the former location number of ZVC25. It contains a story transferred for client no. 2484; the videocassette's slate title is "Japan earthquake anniversary." The story is an excerpt from International news. Vol. 6, issue 80, which was assigned the roll number INT1159. The Hearst Corporation transferred the nitrate to safety film, numbering the resultant copy HVMc5578r9, so that it could be filed with their safety film collection. Newsreel preservation staff preserved the story on reel number HSN100.
For inventorying and cataloging, give the slate title in each 866 $z NOTES: note field. Follow this with a statement showing the sequence of the item on the videocassette, the videocassette's total duration, and the number of other items on the videocassette. Do not list each title which appears on the videocassette.
The VHS copy is always reproduced from the 3/4 in. preview cassette; list the ZVB no. in the 843 $n reproduction note for the VHS copy. In recording the element from which the 3/4" copy was reproduced, assume 35 mm. unless stated otherwise. On each copy, add a reproduction permission note (843 $n) indicating that UCLA owns the rights, if the item is from the Hearst newsreel collection.
EXAMPLE 1:
843 _ _ $b Los Angeles, Calif. :$c UCLA Film and Television Archive, $d 1992. $n Reproduced from 35 mm. comp dupe neg. Reproduction of footage to which UCLA holds the rights. 845 _ _ $a Commercial Services preview cassette. 866 _ _ $z NOTES: Second on [Japan earthquake anniversary] (21 min.) with 6 other newsreel items.
EXAMPLE 2:
843 _ _ $b Los Angeles, Calif. :$c UCLA Film and Television Archive, $d 1986. $n Reproduced from 35 mm. comp dupe neg. Reproduction of footage to which UCLA holds the rights. 866 _ _ $z First on [Parks, Empire State Building] (5 min.) with: Hearst Metrotone news. Vol. 2, no. 263--excerpt. World's highest skyscraper opens. $z NOTES: Former Archive location number: ZVC25.
The following are examples of common copy- specific notes which should be added as applicable.
866 $x
866 $z NOTES: note
852 $q condition note
843 $n reproduction note
843 _ _ $b Los Angeles, Calif. :$c UCLA Film and Television Archive, $d [19--] $n Reproduced from 35 mm. nitrate print. Reproduction of footage to which UCLA holds the rights.
843 _ _ $n Reproduced by the Hearst Corporation.
[for later Hearst dupe negs struck from previously released footage]
843 _ _ $b Los Angeles, Calif. :$c UCLA Film and Television Archive, $d [19--] $n Reproduced by UCLA Film and Television Archive from 35 mm. safety prsv comp dupe neg (XFE5065 M) with spliced-in freeze-framed intertitles and News thrills series logo (all added 1996) and 35 mm. safety prsv rerecorded track neg (XFE5066 M).
843 _ _ $b Los Angeles, Calif. :$c UCLA Film and Television Archive, $d [19--] $n Reproduced by UCLA Film and Television Archive from 35 mm. nitrate comp print with spliced-on head and tail logos (added 1990) and density track. Head logo supplied from Vol. 3, no. 272, 35 mm. safety print made from 35 mm. safety prsv comp dupe neg (XFE1192 M); tail logo supplied from Vol. 5, no. 272, 35 mm. safety print made from 35 mm. safety prsv comp dupe neg (XFE5103 M); News thrills series logo (added 1996) is 35 mm. safety prsv orig pic neg of image fabricated by Title House; freeze-framed intertitles (added 1996) reproduced from 35 mm. nitrate print.
843 $n [reproduction permission note to be tacked on to the end of the reproduction note.]
EXAMPLE:
500 _ _ $a Originally issued as third story in the issue.
EXAMPLE:
866 _ _ $z NOTES: First on 27-minute videocassette with 19 other newsreel segments.
EXAMPLE:
866 _ _ $z NOTES: Third on reel with other
stories originally issued in this newsreel.
EXAMPLE:
866 _ _ $z NOTES: First story on 1000 ft. reel with 18 other silent newsreel stories on 14 different silent newsreel issues, some represented by records for the stories and some represented by records for the issues.
Last modified: February 1, 2010, my