Cataloging Department
     University Libraries @ The University of Akron

Cataloging Videotapes

Written by Karen A. Plummer

Related Pages: 007 Guide | Cataloging DVDs

Contents

Overview

Cataloging videotapes is often like a great mystery. Cataloging copy must be examined closely to determine if the original cataloging agency actually viewed the film or took information from the packaging, container, or a publisher catalog. The Cataloger must view enough of the film to answer all the who, what, why, how, and where types of questions that produce the information for the bibliographic record. We not only are checking for basic information, we're also checking the film's sound quality, picture quality, and enough of the content to write or edit a summary statement for the film. The following information provides a guide to cataloging videotapes, discussing the fields most often found in a video record and noting examples of the data found in those fields.

Classification

  1. The only valid OCLC 049 code will be AKRV.
  2. MARC tag 099 subfield a will contain an accession number constructed as follows:
    • ‡a Videotape
      ‡a E####
    *NOTE: Subfield a repeats.
  3. For multiple tape sets:
    1. If cataloged individually (each with its own unique record), each tape receives a unique accession number.
    2. If cataloged together as a single record, the set receives one accession number as well as an additional line indicating tape or part number within the set. Example:
      • ‡a Videotape
        ‡a E####
        ‡a pt.1 [or "tape1" or "v.1"]
  4. Retain the 050/090 Library of Congress Classification number. At some point in the future AVS will move from MediaNet to Innovative and we hope to change from accession numbers to a classified collection.

Description

Fixed Field
TIME: The most critical fixed field area to check is the time field. This field consists of 3 digits representing the running time of the video (or videos) in minutes. For example, if the running time is recorded as 23 min. 15 sec. in MARC 300 ‡a, the time in the fixed field should be 024 (always estimate up to the next whole minute).<.dd>
Title/Statement of responsibility
MARC 245 ‡a (and b): The title, and subtitle (if applicable) are always taken from the opening credit screens of the item. If there are no opening credits, use the labels affixed to the video cassette (spine or face label). If all else fails, use the title on the packaging.
MARC 245 ‡c: For the statement of responsibility, record the director(s), producer(s) and writer(s) in the order that they appear in the opening credits. If they are not listed in the opening credits, use the end credits before using labels affixed to the video cassette or packaging. If the film features a significant percentage of animation or special effects, also record those responsible in the statement of responsibility, otherwise record these persons in the 508 tag.
  • Examples:
    245 00 Paul Delvaux : ‡h [videorecording] :‡b the sleepwalker of Saint-Idesbald / ‡c written by Frank Maubert and Adrian Maben ; directed by Adrian Maben

    245 12 A beautiful mind ‡h [videorecording] / ‡c producers, Brian Grazer, Ron Howard ; screenplay, Akiva Goldsman ; director, Ron Howard
Variant title
MARC 246: Record variations of the main title and/or subtitle in this field.
Edition statement
MARC 250: The edition statement is rarely used in video cataloging. When an edition statement does appear on an item, it is usually a feature film and the edition statement may be something like: "Collector's ed." or "20th anniv. ed.".
  • Examples:
    250 Awards ed
Publication statement
MARC 260 ‡a and b: Record publisher and/or distributor is this area.
MARC 260 ‡c: Be cautious when looking at the copyright or production date. Do not be fooled by dates on the packaging indicating a current copyright date -- check carefully before using that date as it may only be copyright for the packaging itself and not the video! As always, the best place to check for dates are the opening and end credits of the actual film. Use labels affixed to the video cassette, then the packaging if there are no discernable dates on the film.
Physical description
MARC 300 ‡a: Record as : # videocassette (## min. ## sec.) or # videocassettes (# hr. ## min.).
  • Examples:
    1 videocassette (23 min. 54 sec.)

    6 programs on 3 videocassettes (3 hr. 25 min.)

    2 videocassettes (72 min. 23 sec.)
MARC 300 ‡b: Record sound and color qualities in this subfield.
  • Examples:
    1 videocassette (23 min. 54 sec.) : ‡b sd., col., with b&w sequences

    6 programs on 3 videocassettes (3 hr. 25 min.) : ‡b sd., b&w

    2 videocassettes (72 min. 23 sec.) : ‡b sd., col. animation
MARC ‡c: Record the physical dimensions of the actual videotape in this subfield. Standard dimensions are: 1/2 in. for VHS, 3/4 in. for U-matic.
  • Examples:
    6 programs on 3 videocassettes (3 hr. 25 min.) : ‡b sd., b&w ; ‡c 3/4 in.

    2 videocassettes (72 min. 23 sec.) : ‡b sd., col. animation ; ‡c 1/2 in.
MARC ‡e: Record accompanying materials in detail.
    Example:
    300 1 videocassette (23 min.) : ‡b sd., col. ; ‡c 1/2 in. + ‡e 1 guide (20 p. ; 22 cm.)
Series statement
MARC 440 or 490/830: Record series title and volume/number when appropriate.
  • Examples:
    440 0 Mosby's nursing skills video series

    440 0 Videoantología de la literatura Esañola ;‡vno. 19

    440 0 Portrait of an artist ;‡vv. 25
General Notes
MARC 500: Record other information significant to the piece in hand in 500 notes.
  • Examples:
    500 Originally produced as a motion picture in 2001

    500 Based on the novel by Sylvia Naser

    500 Broadcast as a Point of view program on the PBS network under the auspices of the Democracy Project, May 28, 1996

    500 Booklet includes synopsis and program notes
Contents notes
MARC 505: This field can be used to list individual titles of a set of tapes with running times; list segments of specific tapes; or list the contents of accompanying viewing or teacher's guides.
  • Examples:
    [For a 12 tape set]
    505 0 v.1 Recognize and value your mate's differences (62 min.) -- v.2 Four essential qualities every marriage needs to survive (61 min.) -- v.3 Overcoming the major destroyer of relationships (62 min.) -- v.4 Using emotional word pictures to increase intimacy and understanding (75 min.) -- v.5 Becoming best friends with your family and Freedom from negative emotions (25 min.) -- v.6 Discover your personality type (58 min.) -- v.7 Recognizing and transforming unhealthy relationships (75 min.) -- v.8 Using effective communication to move into intimacy (58 min.) -- v.9 Transforming trials and hurts into life-changing benefits (58 min.) -- v.10 Mutually fulfilling sexual intimacy (44 min.) -- v.11 Keys to changing behavior and habits (58 min.) -- v.12 : Keys to reducing and overcoming conflicts (58 min.)


    [Recording the individual sections with credits]
    505 0 Les sylphides / music by Frédéric Chopin ; choreography by Michel Fokine ; scenery by Alexandre Benois ([featuring] Marianna Tcherkassky, Cynthia Harvey, Cheryl Yeager, Mikhail Baryshnikov ; conducted by Paul Connelly) -- Sylvia. [Pas de deux] / music by Leo Delibes ; choreography by George Balanchine, as staged by André Eglesky ; costumes by Santo Loquasto (Martine van Hamel, Patrick Bissell ; conducted by Alan Barker) -- Triad / music by Sergei Prokofiev ; choreography by Kenneth MacMillan ([featuring] Robert La Fosse, Johan Renvall, Amanda McKerrow ; violin solo, Dennis Cleveland ; conducted by Alan Barker) -- Paquita / music by Ludwig Minkus ; orchestrated by John Lanchbery ; choreography by Natalia Makarova, after Marius Petipa ; costumes by Theoni V. Aldredge ([featuring] Cynthia Gregory ; Fernando Bujones ; conducted by Paul Connelly)
Creation/Production credits note
MARC 508: This field is for recording other significant production staff NOT recorded in the 245c. This includes cinematographer, editors, executive producers, choreographers, costumers, composers, animators, special effects directors, etc.
  • Examples:
    508 Photography, Gordon Quinn ; editing, Jerry Blumenthal ; music, Tom Sivak

    508 Screenplay, Helen Deutsch ; choreography, Peter Gennaro ; music and lyrics, Meredith Willson

    508 Editor, Christine Pausu ; script, Marie-Noel Zurstrassen ; original music, Gabriel Yared ; executive producers, Günther Halkenhäuser, Reiner Moritz
Participant or performer note
MARC 511: Record narrators, presenters, actors, interviewers/interviewees, on-air spokespersons, etc. in this area.
  • Examples:
    511 Commentary read by Martin Jarvis

    511 1 Debbie Reynolds, Harve Presnell, Jack Kruschen, Hermione Baddeley, Ed Begley
Date/Time and Place of Event
MARC 518: This is used primarily for recordings of live music, dance, or theatre performances. It may also be used for debates, public speakers, etc.
  • Examples:
    518 Recorded live at the Metropolitan Opera House, New York, June 11, 1984
Summary statements
MARC 520: Always add a summary statement to the record, in particular focusing on recording keywords that will help the user find the exact material that they need.
  • Examples:
    520 This video presents sterile gloving, including latex precautions; wound assessments, including indirect and direct assessments, wound drainage systems, and types of wound drainage; dressing changes, including wet-to-dry dressings and use of the wound VAC system.

    520 A mysterious traveller is offered shelter in a field house where the family is grieving over the loss of their mistress, who supposedly drowned in the river only days after her marriage.

    520 A look at the times, politics and art of Jacques Louis David, French revolutionary and classically inspired painter who dictated tastes in art for his time and influenced it into the future
Target Audience
Using MARC tag 521 (Target Audience), we can provide information about any specific audience for these materials. The types of "audience" that we are most concerned with are ratings, grade levels, and special audience characteristics. For ratings levels and grade level, we will use the first indicator "blank" and format the note as follows:
  • Examples:
    521 For grades 9-12
    521 For ages 4-9.
    521 For elementary grades students.
    521 MPAA rating: PG-13
    521 MPAA rating: R
    521 MPAA rating: G
For special audience characteristics, we will use the first indicator "3" (Special audience characteristics) and format the note as follows:
  • Examples:
    521 3 For preservice teachers.
    521 3 For teacher educators or professional development staff.
    521 3 For vision-impaired.
System details note
MARC 538: This tag is used to record format of the tape (VHS, BETA, U-MATIC, etc.). Optionally, record sound features with format.
  • Examples:
    538 VHS format

    538 VHS format; stereo, surround, digitally recorded
Language
MARC 546: This field covers all aspects of language used in a video, including individual languages such as French, divish, German, etc.; American Sign Language; closed-captioning; subtitles; and audio descriptions of the actions in the film for use by the visually impaired.
  • Examples:
    546 Closed-captioned for the hearing impaired

    546 In German with English subtitles
NOTE: The following quotes were taken from various places in the Closed Captioning FAQ by Gary Robson at http://www.robson.org/capfaq/ :

CLOSED captions are captions that are hidden in the video signal, invisible without a special decoder. The place they are hidden is called line 21 of the vertical blanking interval (VBI).

OPEN captions are captions that have been decoded, so they have become an integral part of the television picture, like subtitles in a movie. In other words, open captions cannot be turned off. The term open captions is also used to refer to subtitles created with a character generator.

Generally speaking, subtitles are intended for hearing audiences and captions for deaf audiences. Subtitles may translate the dialog into a different language, but rarely show all of the audio. For example, captions show sound effects (e.g., phone ringing and footsteps), while subtitles don't.
Awards Note
MARC 586: If awards information is readily available, add it to the record.
  • Example:
    586 Academy Award, 2002: Best Picture (Brian Grazer, Ron Howard); Best Director (Ron Howard); Best Actress in a Supporting Role (Jennifer Connelly); Best Writing, Screenplay Based on Material Previously Produced or Published (Akiva Goldsman)
LC Subjects
MARC 650/651: Provide adequate access through assignment of appropriate subject headings for fiction and nonfiction titles.
  • Examples:
    [Documentary]
    600 10 Delvaux, Paul
    650 0 Surrealism‡zBelgium
    650 0 Artists‡zBelgium‡vBiography
    650 0 Painters‡zBelgium‡vBiography

    [Feature film]
    600 10 Nash, John F.,‡d1928-‡vDrama
    650 0 Mathematicians‡zUnited States‡vDrama
    650 0 Feature films
    650 0 Video recordings for the hearing impaired
Name index fields
MARC 700, 710: Record all names listed in the statement of responsibility (245c) and participant/performer credits note (511). If the film is based on a specific print work, record the name or names of the original author and ‡t Title of original work. Optionally, also record names in the production credits note (508).
  • Examples:
    700 1 Schrank, Jeffrey
    710 2 Learning Seed Company
    710 2 Stage Fright Productions


    500 Based on the novel by Sylvia Nasar
    700 1 Nasar, Sylvia.‡tBeautiful mind
    700 1 Grazer, Brian,‡d1953-
    700 1 Howard, Ron
    700 1 Goldsman, Akiva
    700 1 Crowe, Russell,‡d1964-
    700 1 Harris, Ed,‡d1950-
    700 1 Connelly, Jennifer
    700 1 Bettany, Paul
    700 1 Goldberg, Adam
    700 1 Hirsch, Judd
    700 1 Lucas, Josh
    700 1 Rapp, Anthony
    700 1 Plummer, Christopher
    700 1 Deakins, Roger A.,‡d1949-
    700 1 Guerra, Robert
    700 1 Hill, Mike
    700 1 Hanley, Dan
    700 1 Horner, James
    700 1 Ryack, Rita
    700 1 Thomas, Wynn P
    710 2 Universal Pictures (Firm)
    710 2 Dreamworks Pictures
    710 2 Imagine Entertainment (Firm)

Instructions for Cataloging Beta transfers:

  1. Search OCLC as usual and find VHS record that best matches the information for the tape in hand (DO NOT use the BETA record).
  2. Edit record as needed for credits information
  3. 260: Farmington Hills, Mich. :‡bMagnetic Video,‡cYYYY *
  4. ADD 538: VHS format
  5. ADD 534 with following text (change copyright date as needed):
    • Examples:
      ‡p Original version: ‡c Distributed by Magnetic Video (Farmington Hills, MI), cYYYY. ‡e BETA format. ‡n Transferred to VHS from BETA with permission from copyright holder. Original BETA videorecording destroyed per copy agreement.
  6. Transfer to the UA Libraries Catalog - DO NOT ADD HOLDINGS TO OCLC RECORD
  7. In the UA Libraries Catalog: 07 SUPPRESS: z AND DELETE: 001, 003, 040 (OCLC information)

*NOTE: Original betamax tapes were purchased from Magnetic Video and we have an agreement on file for transferring tapes to VHS format. If necessary, change place of publication and publisher name as well as notes on original version if another company's tapes are transferred to VHS. No transfers can take place without permission of original copyright holder.