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Instructions for Cataloging Scores and Parts for the Chamber Orchestra Library Collection

Before cataloging an item, organize the parts by instrument and complete a COL Orchestra Parts Checklist Form. The form is on the Music Library J:Drive/Chamber Orchestra Library/Instrument Checklist/FORM-Chamber Orchestra Parts Checklist .xlsx. Open the form and immediately “save as” for the folder you are cataloging using the call # assigned by the staff. Then on the form enter the call#, title, composer, and number of parts by each instrument. There is room to add additional instruments if not on the list. Save and print a copy to include in the parts folder. (If a folder has multiple volumes, a part list is made for each volume. Each volume should contain copies of all the parts list for each volume.) Make sure the file is saved on the J:drive in J:\Chamber Orchestra Library\Instrument Checklist.

After preparing and printing the parts list, you will need to review the score/parts to obtain the composer, title and publisher information. Then determine the authorized headings for the composer, the uniform title and the subject heading by searching TIGER or WorldCat.

To search TIGER or WorldCat:
You have been given parts for Colonel Bogey by Kenneth J. Alford. 
Do a KW search in our TIGER catalog for “Alford Colonel Bogey.”

The first hit is for a piano duet; the medium for the second hit is not obvious from the title, but the description says 1 piano-conductor score (indicates the piece is most likely for orchestra) and since this is a Symphony Library record, it will be a good record to check first.

Open the record in TIGER by clicking on the title, and then click on the “marc display” icon above the “search history” box. The marc display shows the way the record is entered in Millennium and has the information you need for the 100 field (composer), the 240 field (uniform title) and the 650 field (subject heading). Keep this record open while entering your new record in Millennium and copy and paste the information when directed to do so. Copying and pasting from the Tiger marc display will keep the correct formatting in Millennium.

100 1 Alford, Kenneth J 
240 10 Colonel Bogey;|oarr. 
650 0 Marches (Orchestra),|vScores and parts 
650 0 Orchestral music, Arranged|vScores and parts

If you can’t find a record in TIGER, search WorldCat.
Go to Music Library Home Page and click the WorldCat link at the bottom of the first search box “Find Music.” 
Do a similar KW search as in TIGER, but since the WorldCat database is very large, add a second search line for name of publisher and choose “publisher” in the drop down box instead of “keyword.” Then select Musical Scores in the box for “limit type to.”

Search the hits to see if there is a title that is similar to the parts you have. Click on the title. If it looks like a match, under the first option “Availability” click on the “libraries worldwide that own item” link. 
Choose one of the libraries and pull up their record, then select the view that will give you a marc display. From this view/display, you can copy and paste the fields you need (100, 240, 650). Keep this record open while entering your new record in Millennium and copy and paste the information when directed to do so.

Adding the record in Millennium:

Log in to the Cataloging Module using the student ID and password for Millennium.
ID: Music/bach
Initials: mustudent/bach

Select the “New” icon in the “Edit Functions” menu bar
Select the appropriate Bibliographic template: “MLCOLBIB: Chamber Orchestra Library.”

You will be prompted to enter the following information: 
[Click on “next” after entering information for each prompt.]

Cat Date – use the date you are inputting the record (Shortcut to today’s date =”t”)

Publisher Number (028) (if applicable) – found on the bottom of each page (publisher plate number) or on the front cover (publisher number).

Call number (099) – Enter Call number 
Call number will be assigned by staff. Ex. COL-V584 D-1

Author (100) – Enter composer/author name, including dates, as appropriate.
Always enter last name first. Use the authorized form for the composer/author name, including dates where appropriate. Find this by searching TIGER or WorldCat. You can copy and paste name from the “marc display” or manually enter correct form. For example, Mozart should be entered as Mozart, Wolfgang Amadeus,|d1756-1791. Not Mozart, W.A. or Mozart, W. Amadeus, etc. etc.

Uniform Title (240) – If we have this composition in TIGER in another format (miniscore, piano reduction, recording), you will be able to determine the uniform title by searching for the composer and title of the composition. (An example of a uniform title is “Concertos, piano, orchestra, no. 1, op. 15, C major”). We will explain this in more detail as you begin entering records for the first time. Enter the uniform title by copying and pasting from TIGER record or enter manually. At this point, after clicking “next”, you will probably get the following screen “DUPLICATE RECORD FOUND” with a list of records that the system feels are duplicates. ALWAYS IGNORE THE DUPLICATE RECORD SCREEN AND JUST “CLOSE.” 

The next prompt becomes available, the Title (245).

Title (245) – Enter the title of the piece as printed on the title page or caption titles of the score or parts. At the end of the title add the composer’s name as it appears on the item (this will be on the cover page or first page of the work in a caption title).
Example: Symphony no. 5 in C minor, op. 67 /|cLudwig van Beethoven

Publication (260) – Enter the place of publication, the name of the publisher and the date of publication or copyright, if available. [Many publications, especially turn of the century ones, do not have a copyright or publication date. And some publishers (Kalmus, for one) are notorious for not using dates]. 
FORMAT w/date = New York :|bKalmus,|cc1950
FORMAT w/o date = New York :|bKalmus,|c[n.d.] 
FORMAT no place, no date – [S.l.] :|bKalmus,|c[n.d.]
FORMAT no place, no publisher name, no date –= [S.l. :|bs.n.,|cn.d.]

Description (300) – In this field is entered the score (if applicable) and the Number of parts; e.g. “1 score + 70 parts.” If there is no score, just Enter “70 parts.”

Subject (650) – Include a subject heading. Ex. Beethoven’s Symphony no. 5 in c minor would have a subject heading of “Symphonies|vParts” – All symphonies should be categorized in this way. You will need to determine subject headings for other forms (concerto for violin, concerto for piano, symphonic poem, etc.). Best way to do this is find a record in a similar format and see what subject heading was used. You will become more familiar with this as you catalog.

When you have finished entering the bibliographic information (after the last prompt has been completed), you will be prompted to select a template for a new Item record. Select the item template “mlcolitem” for ML Orchestra Library.

You will be prompted to enter the following:

xNote – enter your initials in ALL CAPS

Call Number (099) – same as the Bibliographic record (e.g., COL-V584 D-1)

Volume – For parts that have more than one folder, the call number will include volume numbers (e.g. COL-V584 D-1 v .1, COL-V584 D-1 v.2, etc.). The volume number is entered in this field.

(Two barcode labels of the same number are used: One on the outside of the folder/file and the other on the parts list (if it is a multi-volume set, put barcode only on v.1 of the parts list). Apply barcodes, then enter barcode number into item record.)

Now you may save by clicking on the “SAVE” icon in the “Edit Functions” menu bar.

Adding Scores: If a score is included, add another item record for the score.

Scores will be put in large manila envelopes (12”x15-1/2” for scores shorter than 15 inches and in 12-1/2”x18” for scores taller than 15 inches). The envelope is prepared the same as the parts folder and labels affixed in the same manner (barcode, property label, call number and title label). If there are two or more scores, catalog one score and put the others in a separate envelope. With a black marker note “COL-XXX EXTRA SCORES” in the upper left-hand corner and again in the lower right-hand corner.

To add the item record, click on the Summary tab, then select “Attach New Item.” Enter the same call number as the parts, but insert a “volume” field and type in “SCO” (the call number will appear as COL-V584 D-1 SCO). Assign barcodes in same manner as the parts but place duplicate barcode on front cover of score. Save.

Then edit the 650 in the Bib record by changing the |vParts to |vScores and parts. Always use the plural form (scores, parts) even if you have one score or one part. Save. The record is now complete.

Check the record in TIGER to see how it displays. If the record needs to be corrected, open the record in Millennium and edit as necessary.

TO EDIT: after opening record click on the “edit” icon in the “Edit Functions” menu bar. Edit by placing cursor in the field you want to change or use the “insert” button to add information. You can delete fields by placing the cursor in the field you want to delete, click on the “Edit” drop down box (very top of page) and select “delete field” or just back space through the entire field.

NEXT: Labels

To create call # and title labels, double click on the OCLC Cataloging Label Program Icon on the desk top.
Click on the “search light” icon. In the “Search label file” box, click “list all.”
Then click the “create label” icon in the top menu bar.
Input appropriate information.
Close and save.

The label forms contain 8 labels. You can wait and print labels after 8 folders have been cataloged or you can print one label at a time by reinserting the form and telling the printer on which column and row to print the label.

To view labels to print, click on the “search light icon.” 
In the “Search label file” box, click “list all” — all labels that have been saved will appear.
Highlight the label(s) to be printed 
Click the “mark for print” icon (the letter “r” appears in the “print” column)

Click the “print marked labels” icon. A prompt appears with options to select the column and row to begin printing. Make appropriate selections as necessary.
Then say “OK”
The labels should print and the “r” changes to “c” to indicate the label has been printed.
The call number label is applied to the “spine” of the folder/file and the title label is applied as illustrated below.
Each item should also contain a property label for Chamber Orchestra Library (magenta label).

At the bottom spine of the cover flap, affix the call number. The barcode should be placed on the front of the folder (non flap side) with the property label under the barcode label.