39.2 Media Code As Part of the Call Number
39.3 General Material Designation and Specific Material Designation Chapter 40 - Cataloging Policies for Non-book Materials 40.1 Description and Headings
40.2 Subject Analysis for Non-book Materials 40.3 Rules of Entry and Description
40.3 Areas and Elements of Bibliographic Description for Non-book Materials Chapter 38 - Introduction to Non-book Materials
38.1 Defining Non-book Materials
Except for serials (also known as continuing resources), non-book materials are generally defined as materials that are not in book formats and are not totally dependent on printer matter to transmit information. They are also called non-print materials because of their physical form. There are also some occasions where they are categorized as audiovisual materials since majority of non-book materials require the intermediation of equipment like projectors, media players for VHS, VCD, DVD, etc. in order to access the information they contain.
In most cases, non-book materials can facilitate more meaningful learning experience since they can facilitate actual hearing, viewing, and/or actual hand-on with the resources. Whether these materials are housed in a library or a media center, they are treated distinctively in terms of handling, processing, organization, storage, and other concerns. It is really a requirement for librarians or media center directors or staffs to be knowledgeable in handling these materials to make them serve their purpose effectively and efficiently.
In order establish cataloging procedures for an integrated library collection, a library or media center must make policy decisions which will apply to all its materials. These will include
• a classification scheme (assignment of standard classification numbers)
• the depth of classification within the scheme
• a numbering system such as Cutter numbers or call letters
• a subject heading system
• the extent and detail of descriptive cataloging and added entries.
38.2 Types of Non-book Materials
The following is an enumeration of non-book materials taken from the AACR2R 2002.
• Cartographic materials o maps o globe
• Manuscripts o typescript o hand writing
• Music
o piano score o vocal score
• Sound recordings o cassette tape o phonodisc o CD o MP3
• Motion pictures and Video recordings o films
o VHS o VCD o DVD
• Graphic Materials o chart o picture o slide o filmstrip o transparency o flash cards
• Electronic Resources o computer data o computer program
• Three-Dimensional Artefacts and Realia o diorama
o game o model o speciman
• Microforms o microfiche
o microfilm
• Continuing Resources o journal o magazine o newsletter o annual report
• Multimedia
Chapter 39 - Methods of Indicating Type of Material 39.1 Color Coding
As the movement away from card catalogs to other catalog formats has progressed, color coding has been considered less and less alternative method for indicating type of material. Although this method can be used in online catalogs, the following reasons still apply why color coding is not recommended.
• Color coding erodes the all-media approach to resource center materials.
• To make color coding economically feasible in centralized cataloging, an internationally accepted standard color code would have to be established.
• As new types of media are acquired, the library will soon run out of distinctive colors.
39.2 Media Code As Part of the Call Number
A media code used as an integral part of the call number is not recommended, due to the following reasons.
• Such type of call numbers caused individual items to be stored by medium, Segregated shelving of items by medium resulted to an uneconomic use of space.
• Media codes, despite of the use of sign, resulted the need of patrons for help in understanding the media code.
• Media codes do not clearly identify the medium as the more accurate general material designation.
A media code may play a role in identifying the type of material for instances where catalogs display long titles of some items causing the display of the general material designation to be lost in the brief entry. However, the call number should be formatted in a way that the media code is not part of the call number and may be omitted.
39.3 General Material Designation and Specific Material Designation
The general material designation (GMD) is the element of bibliographic description listed in square brackets following the title proper. It is given early in the record to inform the user succinctly and immediately about the general form of the particular
item. More details about the general form of the item are recorded in the physical description and note areas.
The general material designation is an optional element of bibliographic description. The cataloger may or may not indicate the GMD in the bibliographic records. As to whether the GMD will or will not be indicated in the bibliographic record, careful consideration must be given to the implications of each of these alternatives. In GMDs, generic terms are used to avoid the proliferation which could develop if more specific designation is used. The AACR2R 2002 provides complete listings of GMD that can be used in describing general form of various library materials. GMDs for British libraries are distinct from GMDs for libraries in the United States, Australia, and Canada.
On the other hand, the specific material designation (SMD) of the material gives the specific form of the particular item being described. This element appears in the physical description area, particularly in the extent of the item element.
The following is a listing of the most common GMDs and SMDs used for various forms of library materials taken from the list of British GMDs.
Chapter 40 - Cataloging Policies for Non-book Materials 40.1 Description and Headings
The most authoritative internationally recognized code of rules for descriptive cataloging is the Anglo American Cataloging Rules (AACR2R 2002). The following is a summary of some points derived from AACR2R in cataloging non-book materials.
• Cataloging of materials as individuals or sets - Many materials are sold in sets and can be processed either as units or as separate items with a series added entry indicating their relationship. In deciding whether to keep a set together or to break it up and catalog each item separately, the cataloger must consider the type of materials, the library or the media center, and the needs of the user. This decision is often affected by subject analysis. If each item within a set would have significantly different classification numbers and subject headings, it may be advantageous to catalog each part of the set separately. On the other hand, if the items within the set have the same classification and subject headings, it is more efficient to catalog the series as a unit.
• Added entries - The purpose of added entries is to enable the user to find a particular item by some name or title other than the selected as the main entry heading. Added entries also add group materials in useful ways, e.g.
by director. The number and kind of added entries required depend on the
catalog use in each library or media center. The following policy should be considered when establishing a policy for added entries.
o An added entry policy should be applied consistently to book and non-book materials.
o The policy should be keeping with the chosen level of description, e.g. more added entries in third level description than in first level description.
o Only names, titles, and series listed in the catalog are traced.
Added entries may be made for any one of all of these if the cataloger believes that a patron may search for an item under a particular heading.
• Designation of function - If a media center has special requirements for the retrieval of particular information, such as the quick identification of a person's function or the need to group functions, a designation chosen from a standard list may be added to a heading.
40.2 Subject Analysis for Non-book Materials
The subject analysis chosen by a library for its book collection should be used for all media.
• Subject headings - Preference should be given to a subject heading system which is comprehensive and is periodically revised. The systems most commonly used by certain types of libraries and media centers are the Library of Congress Subject Headings and the Sears List of Subject Headings. Special libraries devoted to specific disciplines may use specialized subject authority lists, such as the Medical Subject Headings (MeSH) for health science collections. When appropriate, these subject heading lists can be supplemented with other subject authority list titles.
• Media form subdivision - The terminology used for media form of subdivision is the same as that in the list of general material designations.
The use of such subdivisions has its own advantages and disadvantages.
o Advantages
§ In a long sequence of items listed under a heading, items in a particular format may not be found readily.
Media form subdivision can draw attention to various formats of an extensively covered topic.
§ In a library where more requests link subject matter to format, subdividing the sequence may make such information more accessible.
o Disadvantages
§ The segregation of item in the catalog into format groupings erodes the concept of an integrated collection, which promotes the idea that information comes in all forms, the information being more important than the format.
§ In both a general material designation and a medium form subdivision are listed in the record, the same information is given twice. This increases costs and is unnecessary in some automated systems.
• Classification or accession number for information retrieval - The use of some classification scheme for all media materials is suggested for the following reasons.
o Library or media center patrons find it easier to become acquainted with and use one system.
o Whenever possible, materials of the same subject are stored together.
o Emphasis is given on content rather than form.
o Centralized cataloging and processing services do not assign non-standard call numbers or accession numbers.
o Computer-based all-media bibliographies can be made available easily from the catalog data.
o Some computer-based systems use classification numbers for circulation control.
o Computer-based systems may use classification numbers to help with collection development by organizing holdings and usage data by subject area.
Classifying materials for integrated collections necessitates flexible storage and trained personnel. On the other hand, the cataloger may choose to store materials according to accession numbers. Note that accession numbers may or may not be relative to classification of materials by subject; therefore, it has its set of drawbacks.
o Materials on the same subject are not housed together because there is no relationship between accession number and subject.
o Added copies of a particular item may have different accession numbers and will be stored in different locations.
o The only subject access for the materials is through the catalog.
o Call numbers must be assigned by individual resource centers, thereby diminishing the economy of centralized services or derived cataloging.
• Classification - The librarian or the media specialist should choose a classification scheme which is comprehensive, continuously revised, and proven in day to day use by libraries of a similar size and type. The selection of a particular scheme may be based generally on the anticipated size of the collection and the degree of specificity required in classification. The schemes most commonly used by certain types of libraries and media centers are the Library of Congress Classification System and the Dewey Decimal Classification System. Libraries with more specialized collection on a specific discipline are advised to use subject-oriented classification schemes, e.g. National Library of Medicine Classification System.
• Call letters, identification numbers - The decision, whether to use call letters or specific numbering systems (e.g. Cutter numbers) will generally depend on the size of the collection. Unique call letters or identification numbers are important, especially to some automated circulation systems, and such identification codes used in conjunction with copy numbers can eliminate the expense of assigning accession numbers for exact identification.
• Special aspects of subject analysis for non-book material - Librarians and media specialists had been concerned about certain aspects of subject analysis for non-book materials.
o Precision of subject headings o Currency in subject analysis
o Book orientation in subject headings and subdivisions o Subject analysis for music (especially recorded performance) o Subject analysis for motion pictures
40.3 Rules of Entry and Description
There are certain rules that must be observed regarding entries for non-book materials. Note that these are parallel to rules applied on book formats.
1. The main entry is normally based from the author or the creator of the work.
2. If the main entry is to be based from the title, at least one of the following conditions must first be satisfied.
a. the work is produced under editorial direction
b. the work is created or prepared by four or more authors or creators c. the author/creator of the work cannot be ascertained
3. Principles governing uniform titles and corporate entries for non-book materials are the same with book formats.
4. As to added entries, they are provided as much as necessary.
The following rules govern the bibliographic description of non-book materials.
1. The following order of priority for chief source of information must be observed.
a. the object/item itself or a label permanently attached to it.
b. the container issued with the item by the creator/manufacturer c. the accompanying textual material
d. other possible sources
2. The same rules as per book formats apply for punctuations in description.
3. The areas and elements of bibliographic description are transcribed as per sequence prescribed by established cataloging rules. There are some nuances on the part of non-book materials such as the addition of GMDs, elements in the physical description area, and the presence of a special area for some non-book materials, the material (or type of publication) specific designation area.
40.4 Areas and Elements of Bibliographic Description for Non-book Materials All eight (8) areas of bibliographic description are taken when describing non-book formats. The eighth area is a special feature of non-book formats, together with the inclusion of the general material designation (GMD) element in the title and statement of responsibility area, as well as the special elements in the physical description area.
The following is a brief account of points on the areas and elements of bibliographic description for non-book materials.
1. Title and statement of responsibility area - The statement of responsibility is recorded after the title proper, and/or other title information if this element appears prominently in the item. This means that a statement to which it applies must be a formal statement found in one of the prescribed sources of information. It follows the general material designation (if this is indicated in the catalog), unless there is a parallel title or other title information, in which case, the statement of responsibility comes after this. Note that the general material designation always follows the title proper.
For motion pictures and video recordings, those persons or bodies credited in the chief source of information with participation in the production of such works such as the director, producer, or film animator who are considered to be of major interest to the work and the cataloging agency are recorded in the statement of responsibility area. These are used to be given in the notes area.
2. Edition area - The same rule in recording the edition area used in cataloging book formats apply in cataloging non-book materials. The edition is indicated by ordinal number and/or description in the edition area of the bibliographic description, Edition is abbreviated as "ed". If the item does not have an edition statement but is known to include important changes from previous editions, a brief statement in the language and script of the title proper is provided by the cataloger in square brackets.
3. Materials (or type of publication)specific details area - The material (or type of publication) specific details area is reserved for elements of bibliographic description specific to certain types of non-book materials. This area adopts different names, depending on the type of material being cataloged.
• Cartographic materials - For materials of this type, the MSD area becomes the mathematical and other specific data area. The elements of bibliographic information that comprise this area are the following:
o statement of scale o statement of projection
o statement of coordinates and equinoxes (optional)
• Electronic resources - This area becomes the file characteristics area for electronic resources. This is composed of two elements of bibliographic information.
o designation [computer file(s), computer program(s), or computer file(s) and program(s)]
o number of records (for data, transcribe the number of files, records, and/or bytes; for programs, transcribe the number of files, statements, and/or bytes)
• Continuing resources (serials) - For these materials, this area becomes the numeric and/or alphabetic, chronological, or other designation area. This has two elements:
o numeric and/or alphabetic designation o chronological designation
• Music - The musical presentation statement area for printed music describes the physical form of the presentation, whether it is a full score, miniature score, piano score, vocal score, etc.
4. Publication, Distribution, etc. area - This is formerly known as the imprint. This area records all information about the place, name, and date related to publication, distribution, releasing, and issuance activities. Also included in this area are information relating to the manufacture of the item.
An optional addition which may be made in this area is the recording of the statement of function of the publisher, distributor, producer, or production company. This may be necessary for some non-book materials where the producer or the production company and the distributor are different entities and their respective functions need to be specified.
• Example: New York : Encyclopedia Britanica Files
[production company] ; London : Educational Service [distributor], 1975.
Where the publication or the production date differs from the date of distribution, the latter may be added if it is considered to be significant by the cataloging agency. If the publisher and distributor are different, the dates must be given after the names to which they apply.
• Example: New York : American Broadcasting Co., 1975 ; San Francisco : Released by Pyramid Films, 1972.
In the description of art originals and other unpublished graphic materials, only the date is given in this area. Neither the place of publication nor the name of publisher is given. This is also true for naturally occurring objects or realia, other than those mounted for viewing or packaged for presentation, and artifacts not intended primarily for communication such as models, dioramas, and games. In the case of naturally occurring objects other than those mounted for viewing or packaged for presentation, not even the date is given. But for artifacts, it is given as the first element in this area. The place and name of manufacture follows, enclosed in parentheses.
• Example: The heart [model]. - 1962 (Philadelphia : DCA Educational Products)
5. Physical description area - This area is formerly known as the collation, and it consists of four elements.
• Extent of item - This element is expressed in number of units of the item being described and the material designation.
o Examples: 3 filmstrips 1 sound disc 4 microfiches
• If the material has a playing time like in motion pictures audio recordings, and videorecordings, the duration or running time is given enclosed in parentheses.
o Example: 1 film reel (24 mins.)
• Other physical details - The extent or duration is not covered here. This
• Other physical details - The extent or duration is not covered here. This