UCLA Film & Television Archive Cataloging Procedure Manual--Voyager
Oral histories (including films, videos, or sound recordings of a single interview with a single interviewee, multiple interviews with a single interviewee (interviews conducted by the same person or program), or multiple interviews, multiple interviewees (project or collection)) are treated as item-level records, rather than collection-level records. They are cataloged according to the Oral history cataloguing manual (Matters, Marion, compiler. Oral History Cataloging Manual (Chicago : Society of American Archivists, 1995)).
Exception: If the material is distributed commercially, consists of title screens, credits, and container labels for the unit of description that provides a formal title and distribution details, refer to the appropriate sections of AACR2R, AMIM2, and the CPM.
| Terms | Definitions | Comments |
|---|---|---|
| oral history interview | a recorded interview, or interviews:
|
- |
| oral history project | series of oral history interviews focused on documenting a topic, theme, era, place, organization | e.g., Women in Film Foundation Legacy Series |
| oral history program | continuing series of oral history projects under one management | repository, organization |
| oral history materials | the recordings generated during oral history interviews and associated with documents intended for use with, or in place of, the recordings | videorecordings, films, raw footage, outtakes, compilations, sound recordings |
| oral history collection | oral history materials from various interviews not associated with an oral history project, usually assembled at some time after their creation by an individual collector, or by a repository for convenience in management or description. A collection, like an oral history project, often has an identifiable theme or focus | - |
In the 040 field add a subfield e containing the code ohcm for the Oral history cataloguing manual.
Consider the unit of description for oral histories to comprise all the oral history materials associated with an individual oral history interview (or sequence of interviews with the same person).
Do not group together a series of oral history interviews that comprise a project or collection; instead create separate records for each interview and attach as holdings all materials associated with each unit of description. Provide access to the series, project, or collection as instructed in the Series area.
Include in the description of each oral history the following fundamental elements:
If fundamental information is missing or not known, simply omit it from the description.
Give the title elements for individual interviews in the following order (OCHM 2.1A1):
If the individual oral history is part of a project, give the title elements for individual interviews in the following order:
EXAMPLE:
245 10 Women in Film oral history interview, $f 1989 July 24-28 : $b Fay Wray
This variation in the order of elements will create a browse display that will place all oral histories associated with a project in a chronological sequence.
Even though the title elements are supplied, do not enclose this information in square brackets (OHCM 2.1).
Do not supply a statement of responsibility for oral history interviews, except for the name of the interviewer.
EXAMPLE:
245 10 Women in Film oral history interview, $f 1989 July 24-28 : $b Fay Wray / $c interviewer, Andrea Walsh.
Do not supply an edition statement for oral history interviews (OHCM 2.2). Instead, editorial intervention should be made known to users through the use of notes in individual holdings record. Refer to Section 23.
For oral history materials, include the date as part of the Title area.
Provide separate statements of extent for each film, video, and/or sound format in separate holdings records attached to the bibliographic record describing a single unit of description. Refer to Section 15, Section 16, Section 17, Section 18, Section 19, Section 20, Section 21, Section 22, Section 23, Section 24, Section 25, Section 26, Section 27, Section 28, Section 29, and Section 31.
If a transcript is available, note the existence of the transcript in an additional physical form available note. Refer to Note area.
The concept of a bibliographic series does not apply to oral history interviews. Instead, identify a series as a project, of which an interview may form a part, according to Linking entry complexity.
As a general rule, provide as a minimum:
The order of notes in the following table conforms to rules in the Oral history cataloguing manual, not in the order in which they should be input into the cataloging record. For the latter, consult the table in Section 5.6, Notes summary.
| Notes | OHCM | DACS | MARC | Comments |
|---|---|---|---|---|
| Biographical information | 2.7B1 | 2.7 | 545 | - |
| Interview details | 2.7B2 | n/a | 500 | Since the interviewer, date(s) of interview, and the name of the interviewer will be recorded in the title area, do not add an additional note replicating this information. Do add a note if place(s) of interview(s), names of other persons present, sponsorship and/or source of funding, circumstances of the interviews (e.g. type of preparation), and interview length are available. Do not record overview information detailing the context of oral history projects or collections as oral history interviews will be cataloged individually. |
| Scope and content/abstract | 2.7B3 | 3.1 | 520 2 _ | - |
| Linking entry complexity | 2.7B4 | n/a | 580 | Precede the name of the project with the introductory wording: Forms part of, e.g. Forms part of: Women in Film Foundation Legacy Series. If the project/series name has changed over the period of the interviews, record the current name and a separate 580 note for the predecessor name with the introductory wording: Previously formed part of. If the project is a subset of a larger project or collection, include the larger entity in a separate 580 note, with the introductory wording: Also forms part of. |
| Additional physical form available | 2.7B5 | 6.2 | 530 | Reference ancillary materials such as transcripts using this note. |
| Reproduction | 2.7B6 | 6.1 | 535 | DO NOT USE; notes on reproduction of individual elements will be recorded in the holdings record. |
| Location of originals/duplicates | 2.7B7 | 6.2 | 530 | Identify external repositories that hold the originals or copies, if known. |
| Provenance | 2.7B8 | 5.1 | 561 | Use when provenance is a result of a donation; deposited materials are on a case-by-case basis and must be cleared by the appropriate archivist before inclusion. |
| Immediate source of acquisition | 2.7B9 | 5.2 | 541 | Use when source of acquisition is a result of a donation; deposited materials are on a case-by-case basis and must be cleared by the appropriate archivist before inclusion |
| Restrictions on access | 2.7B10 | 4.1, 4.2 | 506 | DO NOT USE; restrictions on access will be recorded for individual items in the holdings record. |
| Terms governing use and reproduction | 2.7B11 | 4.4 | 540 | Provide terms governing use when information is known and readily available; particularly note when the Archive is the rights holder. |
| Cumulative index/finding aids | 2.7B12 | 4.6 | 555 | Provide information about the presence of any related materials that provide administrative and intellectual controls over the described materials. |
| Citation | 2.7B13 | n/a | 510 | Cite the presence of indexes, citations, etc. |
| Preferred citation | 2.7B14 | 7.1.4 | 525 | Provide the preferred form of citation of the described material. |
| Publications | 2.7B15 | 6.4 | 581 | Give a citation to or information about a work that is based on the use, study, or analysis of the interviews, if known. |
As a general rule, be certain that the name of the person or corporate body chosen as an access point is given specifically in the title area or described in the interview details and scope and content notes.
In the rare instance that the oral history is conducted with two or more individuals, the choice for primary access point or main entry will be the heading for name of the predominant participant, or under title (OHCM 3.1A2).
Assign each interviewer as a 700 added entry with the relator term: $e interviewer
Consider a named project as a corporate body (OHCM 3.1B, 3.1F, 3.3E), but do not provide a 710 added entry since project names are generally associated with a particular funding source and internal to the organization conducting the interviews. Assign the named project as a Linking entry complexity note as described in 36A.3.6, Note area, and provide a 773, Host item entry.
In addition:
Do not cite a particular collector as either a main or added entry as instructed in OHCM 3.1C, as each oral history will be described separately. Collectors of oral histories are a source of provenance and recorded as donor/depositor codes in the holdings records and/or in 561 and 541 fields.
Assign added entries under the heading for any personal name or corporate body involved in the development, sponsorship, funding, or management of a particular project or collection (OHCM 3.3D).
Make an added entry for any title, other than that given in the Title area, by which the material is known (OHCM 3.3F). Even though the title is supplied, it is possible that ancillary materials associated with the oral history, such as a transcript, may carry titles that would not be identical to the cataloger-supplied title.
Assign title added entries for films and/or television programs that are described in the scope and content note. Add title added entries or name-title added entries, as appropriate, for non-moving image materials if those works are a major topic of discussion.
Oral history records in Voyager:
Last modified: March 24, 2009, my