DVD Copy Cataloging - Streamlined Guidelines

*Place barcodes in the upper left corner of the front of the DVD case

*Put AUMDVD in 049 field in Connexion. This will automatically add an item holdings admin and order record in Aleph.

Do a title search on ALEPH to see which record was chosen by Acquisitions. Often they have already chosen the best record. Do a title search or ISBN search on OCLC. Choose the best record and download.

008 Fixed Fields

Check this field

  • type g
  • blvl m
  • desc a
  • encoding level I
  • form blank
  • type of material v
  • source d
  • tech - usually l for live action, but occasionally a for animation
  • audience – only include if present or important
  • time – use the time that is on the disc or container
  • date type – most dvds are p, with the manufacturing or copyright date of the disc in hand occupying the first date and the date of original release or production being the second date

Do not make an original record just because the date of the dvd in hand differs from the date in the record. Unless there is some other difference - like extra special features, or a different edition, etc. If only the date is different, it's just a reprint, and doesn't require a new record.

  • Language and Country are pretty straight forward

If the original production date is missing, add it. Change the DtSt from an s to a p.

007 field

Check this field

Most DVD’s have the following 007 field – v d c v a i z u

  • v – it’s a video
  • d – it’s a DVD
  • c – it’s in color – sometimes this is b for black & white, or m for mostly color with some parts in b & w
  • v for videodisc (A common mistake is to use g for laserdisc instead of v for videodisc – so watch out for any record that has vdcgaizu)
  • a for sound
  • i for videodisc
  • z for other dimensions
  • u for unknown

020 field

Check this field

ISBN 10 digit and 13 digit. If both types of 020 are on the record, leave them both in. If the record does not have an ISBN, add one if it appears on the piece or its container.

024 field

Do not check this field

Other standard identifier –Ignore, but leave in record.

028 field

Check this field

028 42 – The publisher no. 4 stands for videorecording number and 2 stands for note, added entry. These are frequently on the pieces, and are good for searching on a publisher’s web site. A typical example would be 028 42 K344 |b Kino on video. Add if present on the piece or its container.

029 field

Do not check this field

029s, etc. can be deleted or changed by using export options.

037 field

Do not check this field

037 – Midwest distributing frequently adds a line here. Delete using export options.

041 field

Check this field

Language codes – Do not use an 041 if the item only has one language – usually 041 1 - the disc has more than one language. An example would be: ara |a heb |a eng |b eng This would have an accompanying 546 note saying In Arabic, Hebrew, or English, with English subtitles.

043 field

Do not check this field

043s – Leave it when they have it, but don’t include it.

060s, 080s, etc.

Do not check these fields

060s, 080s, etc. – Can be left as is.


Make sure all DVD catalog records have an LC call number in the 090 field.. Follow these instructions:

Nonfiction documentary films will be classified with an LC number that corresponds to their subject matter and the date the DVD was released (later date) at the end of the call number.

In most cases an LC classification number will already be present in the record. If an LC number is already present in the record, either accept it or, if there are any doubts about the call number, look it up via Classification Web to make sure it is a good classification number for the subject of the film.

If there is only an 050 in the record, copy the call number from the 050, add an 090 field, and paste it into the 090 field.

Fiction films will be classified with PN1997, for motion pictures, and a Cutter number will be added for the title of the film.

Use PN1997 for single fiction films or television shows only, or for boxed series of fiction films (Star Wars collection) or TV shows (The Simpsons, season 9)

Do not use PN1997.2 for films made after 2001

Check the catalog, by doing a call number browse search in Aleph, to ensure that the cutter number selected preserves alphabetical order of the titles and does not duplicate an existing title. If practical, adjust the cutter number slightly to differentiate between different films with the same title.

  1. Click on 5 college catalog
  2. click on advanced search
  3. Click on more tab
  4. Choose UM DVDs/Videos/Films
  5. Search for call number begins with - enter the call number in the record - Example PN1997.H63 for The hobbit : the battle of the five armies
  6. See where the title you are cataloging should be listed in alphabetical order
  7. For this example it should go after PN1997 .H689 2013 The hobbit [videorecording] : an unexpected journey
  8. Make the cutter number something that would go right after PN1997 .H689 like PN1997 .H6891 2013

When a film has multiple titles, Cutter for the spine title on the container.

Use the Cataloging Calculator or a Cutter number chart as a starting point for creating a Cutter number. Cutter for the title leaving off the initial article (The, A, An, etc.)

Cutter out only as many numbers as you need to. Use as many numbers as you need to differentiate between previously cataloged titles. Usually cutter numbers will be 4-5 numbers long, but sometimes they may be as short as 1-2 letters long.

We will also add a date to the end of the call number. This date will be VHS or DVD release date not the date the film was originally produced.

Additional notes on call numbers:

Do not use PN1995.9 for individual fiction films

Use PN1995.9 only for:

  • documentaries on the topics listed, e.g. PN1995.9.W6 for Women in film or PN1995.9.A77 for portrayal of Asian Americans in film
  • collections of films, e.g. PN1995.9.S85 for Anthology of surrealist films
  • for the rare individual film that is neither fiction nor documentary, and that fits nowhere else, use PN1995.E96 (Experimental films), but prefer NX456.5.V53 (Video art) or NX456.5.P38 (Performance art, [for recordings of live performances])

For collections of films of a particular director use PN1998.3 (biographies)- e.g. The Chaplin collection, The documentaries of Werner Herzog, etc. Use also for documentaries about those directors and their work. For collections of films featuring a particular actor, or a documentary on a particular actor, use PN2287.A-Z For recordings of staged performances of operas, musicals, plays, kabuki, dance, or other performing art, use their particular class numbers (M1500 for operas and musicals, PN2924.5.K3 for kabuki, etc.), but use PN1997 for adaptations of individual works into feature films intended for theatrical release, e.g. Ingmar Bergman’s The Magic Flute, The Sound of Music with Julie Andrews, etc.

092s and 096s

Do not check these fields

092s and 096s should be deleted using export options.

099 field

Add this field only for VHS tapes

099 - Call no. Ex. #a DVD #a 2980. Note two subfield A’s. For a VHS tape the call no. would look like this: #a V #a 2980. Use accession numbers for DVDs or videos which can be found on the Collection Development drive in a folder called “accession numbers for cataloging.”

130 field

Trust the information in this field unless it seems blatantly wrong.

130 field - Many records have 130s for the title of the DVD. Leave as is.

245 field

Check this field

245 00 Title statement – includes title, then the |h [videorecording] and then the subtitle |b and then / |c -usually this reflects what is actually on the opening screen. An example would be “|c Trabelsi Productions, Pieter van Huystee Film and IKON Television ; a film by Juliano Mer Khamis ; produced by Osnat Trabelsi and Pieter van Huystee ; written and directed by Juliano mer Khamis and Danniel Danniel.” For copy cataloging, generally leave $c as is. For original cataloging use $c sparingly. Prefer 508 and 511 fields for actors, directors, producers, cinematographers, composers, editors, etc.

Trust the information in this field unless it seems blatantly wrong.

250 field

Check this field for record matching purposes, but do not add or edit it.

250 Edition statement – Add the statement only if it appears on the piece or its container. Typical edition statements may include: Widescreen version, Full screen version, Special edition, etc. Do not translate aspect ratios into words in an edition statement.

260 field

260 – Enter the place, publisher or distributor and date of the disc in hand with its particular combination of features. If the record has the place, publisher and date of the original release and not those of the disc in hand, change them to those of the disc in hand.

Do not make an original record just because the date of the dvd in hand differs from the date in the record. Unless there is some other difference - like extra special features, or a different edition, etc. If only the date is different, it's just a reprint, and doesn't require a new record.

300 field

Check this field

300 – a typical note would be 1 videodisc (84 min.) : |b sd., col. ; |c 4 ¾ in. which means that it has sound and is in color. You can also have col., (some b&w). Many records contain mistakes in the |c area and have a size for a VHS or something else.

Do not worry if the time is a minute off. Sometimes the actual playing time of the disc is rounded up or down, and the rounded time is what you will find on the back of the container. You do not have to play the disc unless the time is really off.

440/490 fields

490 fields - Series title or Series Statement

Add a 490 0b with the title as it appears on the piece if not present in the record.

If the record already has a 490 or a 440 field, leave it the way it is as long as it matches the piece.

538 field

538 field – Ex. DVD, region 1, NTSC, Dolby Digital 5.1 surround; aspect ratio 1.85:1.

If information about the region, aspect ratio, etc. is on the piece or its container add it, but if not do not spend time researching this information on the Web. If the 538 field simply says DVD and there is no other information on the container, this is fine to leave as is. It is important to note whether the disc is a DVD or DVD-R, DVD-5, DVD-9, etc, since some machines have trouble playing these. Sometimes the only place you see that it is a DVD-R and not a DVD is in minuscule lettering on the disc itself.

Any variation from a straight DVD gets a note in the 538 field which says (DISC MAY NOT PLAY IN ALL MACHINES). If there is already a 500 field in the record with a similar note, there is no need to add it in the 538.

If a DVD has one language in 5.1 DTS, and another in Dolby surround 2.0, etc. include the sound information for each language when doing original cataloging. For copy cataloging, do not spend time on this.

For questions about DVD formats there is a helpful FAQ entitled DVD Demystified – http://dvddemystified.com/dvdfaq.html

546 field

Check this field, and add it if it is not in the record.

546 note about languages and subtitles. For ex. “In Arabic, Hebrew, or English, with English subtitles.”

546 Closed captioned note: If the item is marked CC, add a note “Closed-captioned for the hearing impaired.”

511 field

Do not spend time verifying all of the names in this field, but add it if it is not in the record.

511 1 These are for main actors and actresses. Some records are very full and they have 10 or 15 names on this list, with accompanying 700 fields. Make sure that actors listed prominently on the piece or its container are listed. The first 3 or 4 names listed are usually sufficient if it is a long list. Make sure the prominent actors and actresses get 700 fields below. Also, while perusing the actor’s names, if you see someone low down on the list of names that is famous, has a connection to Umass or Massachusetts, or would be of interest to our patrons, then add it.

508 field

Do not spend time verifying all of the names in this field, but add it if it is not in the record.

508 This is the field for all the other persons who had an important responsibility in the production of the film or television program e.g. cinematographers, producers, editors, composers. Leave what is in the record, but be sensible about adding too many names here. If there are multiple producers, editors, etc it is fine to only include the first name listed for each type of contributor.

500 field

Check special or bonus features to make sure you have the right record for the piece in hand. These can be as simple as a trailer, or as complex as having an entire disc devoted to special features. For ex. “Special features include: Interactive menus ; scene selection ; retrospective interviews with Roman Polanski, Robert Evans and Richard Sylbert ; “making of” featurette.”

Do not add if they are not in record already.


Check this field and add if not already in record.

520 Summary – Include a brief summary of what the video is about. Do not paste in extensive text. Usually there is an acceptable summary already included in contributed copy records.


Do not check this field.

521 8 Rating - Ex. MPAA rating: R.


Do not check this field.

586 – Prizes. For copy cataloging, leave them in, but do not add them. For an original record, add prizes if they were major – like Academy Awards or Emmys.


6XXs – Use subject headings as for other types of material. Use 6XXs sparingly for fiction films and fiction television programs. Give full subject treatment to nonfiction films and nonfiction television programs. 600s = Personal name subject headings (Give 600 headings for all those who are truly the subject of the film – well the first 3 or 4 anyway. If they are interviewed, give them each 700 entries.)

610s = Corporate name subject headings

650s = Topical terms

651s = Geographic subject headings

Use geographic subheadings when appropriate to indicate the country that the film is about.

Make sure to add |v Drama to each heading for feature films.


For more information about assigning genre headings please see the Library of Congress Information Sheet on Moving Image Genre/Form Headings http://www.loc.gov/catdir/cpso/h1913.pdf

655s – Give as many genre notes as is necessary. For example, the 520 note says it is a romantic comedy and the film was originally produced in Italy. So give it the following genre headings:

655 Comedy films – Italy.

655 Romantic films – Italy.

655 Feature films – Italy.

655 Fiction films - Italy.

Make sure to always add 655s for:

Films for the hearing impaired (if close captioned) If record already has a 655 “Videorecordings for the hearing impaired” leave as is.

feature films *(A feature film is a film made for initial distribution in theaters and being the “main attraction” of the screening. There are some documentary films that are also feature films, such as Michael Moore films. Feature films also has to do with the length of the film: Short films are defined as those running less than 40 minutes, and feature films are full-length films running 40 minutes or longer. In, addition to this heading add either the fiction films heading or the documentary films and nonfiction films headings.)

fiction films

feature television programs

fiction television programs

documentary films *(Do NOT use this heading in a record if the documentary film is just a bonus or extra feature. Only use if the main film is a documentary. If you see this heading in a record where the documentary film is just a bonus or extra feature delete it.) Use in conjunction with nonfiction films.

nonfiction films

documentary television programs

nonfiction television programs.

[Group consensus says that only genre headings that are subdivided geographically are needed and they do not need to be paired with the broader genre heading that is not subdivided geographically.] For original records on OCLC do not subdivide genre heading geographically as this is technically not allowed (though practiced widely).

Only add the $z Italy after exporting the record to ALEPH.

It is an open question as to whether we will continue adding countries to the genre headings.


700s – Add 700 fields for prominently named performers and other persons or entities responsible for the production of the video. for original records, each name given in a 7xx field should be justified (e.g. mentioned somewhere else in the record). Look up each name in the authority file and make sure it is a controlled name. If it is not a controlled name it is still okay to add it or leave it in the record, but try to find the controlled version of a name if possible and use that. Only use IMDB if needed in case of a conflict about name authority.

Check LCRI 21.29D rule about making added entries for audiovisual materials (http://www.itsmarc.com/crs/LCRI0248.htm) for more guidance on when to make added entries.


910 Always add a 910 field with your initials and the date.

Item records


UMDUB sublibrary

collection UMDVD

material type VDVD

call number type 0

item status is 06

item process is PC.

If we have rights for public performance of a film, please add “Public Performance Allowed” in the OPAC note field.

DVD Added Copies

Add a separate item record for the added copy.

Do not create a separate holdings record.

Click on the holdings link field to link the item record to the holdings record and to import the material type and collection codes from the existing holdings record.

Put 1 & 2 in the copy number box in the item records.

$250 or more - OBSOLETE

Videos over $250 are no longer being automatically restricted to Library use only. Instead of doing this, we will have a smaller “teaching collection” of video materials behind the Circ./Reserve desk, chosen by selectors or reserve staff with close knowledge of frequent use of certain materials for course reserve. All other video titles, regardless of cost, should be cataloged to the browseable circulating collection on the 6th floor.

Adding price data for DVD sets

Add price data in item records for DVD sets that are cataloged separately by individual title

Overlay the set record with the record for the first title in the set.

Divide the total price for the set by the number of titles (bibs) in the set.

Add the divided price and the set order # to the item record for each title.

So for example, if a DVD set was $300 and came with six separate titles, the price for each title in the item records would be $50.


VHS – almost identical Typical VHS 007 is v ǂb f ǂd c ǂe b ǂf a ǂg h ǂh o ǂi u

Blu Ray

A new Aleph Format has been set up for Blu-ray discs, based on the 4th byte of the 007 field being ‘s’ for Blu-ray, and byte 6 of the Leader being ‘g’. Take a look at the record for the Blu-ray/DVD combo: Life, above all (Aleph bib no. 12373687). It has two 007 fields, one for Blu-ray, one for DVD, and both formats now display in the OPAC bib record.

Anyone cataloging a Blu-ray disc, whether separately or in combination with a DVD, should be sure there is an 007 field with Blu-ray coding.

For the time being, at least, we are still cataloging Blu-ray discs to the DVD Collection. The cases seem to be distinctive enough to avoid confusion.

VHS – almost identical Typical VHS 007 is v ǂb f ǂd c ǂe b ǂf a ǂg h ǂh o ǂi u

Order of notes for videorecordings

Do not worry about order of notes unless it is an original record.

Follow this order of notes when creating original records:

538 - - Physical description, technical details. (See 7.7B10 for list of appropriate notes)

500 - - Nature or form - “Make notes on the nature or form of a motion picture or video recording unless it is apparent from the rest of the description.” (AACR2, p. 194)

546 - - Language

500 - - Source of title proper

500 - - Variations in title

500 - - Parallel titles and other title information

Statements of responsibility

511 - - Cast - List players, performers, narrators and/or presenters. 1 Cast 2* Presenter (no longer used) 3* Narrator (no longer used)

508 - - Credits - List persons (other than the cast) who have contributed to the artistic or technical production.

500 - - Edition and history.

500 - - Publication, distribution, etc., and date.

500 - - Accompanying material

500 - - Series (data that can not be given in series area)

502 - - Dissertations. If the item being described is a dissertation.

521 - - Target audience

500 - - Other formats (Issued also on …)

520 - - Summary, abstract, annotation

505 - - Contents 0 Contents 1 Incomplete contents 2 Partial contents

500 - - Unedited material and news film.

500 - - Numbers (other than ISBN or ISSN)

500 - - Local notes (with $5 MU at end)

501 - - “With” notes

Frequently used genre terms:

Adventure films

Animated films

Biographical films

Children’s films

Comedy films

Coming of age films

Detective and mystery films

Documentary films

Documentary-style films

Educational films

Environmental films

Erotic films.

Fantasy films

Feature films

Feminist films

Film noir

Films for the hearing impaired – or – Television programs for the hearing impaired (CC)

Gangster films

Gay and lesbian films

Historical films

Horror films

Instructional films

Legal films (Drama)

Medical films

Musical films

Mystery – see Detective and mystery films

Nonfiction films (this is a fairly new heading, and I haven’t used it much)

Political films

Propaganda films

Religious films

Road films

Romantic films

Science fiction films

Scientific films

Sherlock Holmes films

Short films

Silent films

Sociological films

Sports films

Television feature stories

Television mini-series

Television programs

Television series

Thrillers (Motion pictures, television, etc.)

War films

Western films

Relatively new genre heading is Fiction films or Nonfiction films.

Check genre terms in the LC authority file for the latest information and usage. Check scope notes.

The terms used above were all taken from LC’s The moving image genre-form guide at http://lcweb.loc.gov/rr/mopic/miggen.html You can also check H 1913 for more information on genres.

Primary contact: Meghan Banach

dvd_cataloging_streamlined_guidelines.txt · Last modified: 2020/10/14 15:07 by mbanach
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