Records for music audio CDs correspond to the CD in hand. Do not guess based on similar items, or match the item to records that are not identical. CD in hand must be an exact match to the record exported into the catalog.

Instructions last updated in 2013


Search for a matching record in Aleph:

Search by both title and Standard number separately. If you find a record from another of the 4 Colleges, note the OCLC number down.

If you find a match, add the item to the record.

Search for a matching record in OCLC: Click Cataloging > Search > WorldCat

Search by SN (standard number) or title of album

Limit search to format: Sound recordings

Apply language of cataloging limiter: English

We only accept English language records. RDA records will also have “rda” coded in the 040.

  • 040 $a DLC $b eng $e rda $c DLC $d AUM

Accurate transcription from label on CD or CD Cover

* Fixed Field: Comp op = opera, mu = multiple (sonatas and symphonies), zz = other

Library of Congress List of Compositions

* Fixed Field: Lang zxx = instrumental music, und = wordless chorus

Library of Congress List of Languages

* Fixed Field: Dtst “p” for production for 1st date. 2nd date is year recorded which is reflected in 518.

* Fixed Field: 24 & 28 Ensure standard number and other music numbers match the CD label.

* Fixed Field: 41 Ensure languages are correctly coded and then written in the 546.

* Fixed Field: 47 Form of the music composition to be included for whole works only. Two 047's are fine.

* Fixed Field: 48 Record the medium of performance in coded form and only used for composed jazz.

* 100 Author or Composer $a Gottschalk, Louis Moreau, ǂd 1829-1869, ǂe composer.

* 240 If the disc has a collective title, don't use the 240. If there is more than one title for multiple works, then the 240 can be the 1st title.

  • 245 $a Title : $b subtitle / $c Statement of responsibility (author/creator/etc.)

Example: Nobody wants to be alone / ǂc Crystal Gayle.

Edition statement:

Field 250 is the place to look for help identify matching editions. RDA records will have the edition spelled out in full, which is what we want the record to have. Older records may still have abbreviated edition statements (ex: 3rd rev. ed.).

  • 250 $a Third revised edition.

Record accurate imprint information:

  • 264 _1 $a Place of publication : $b Publisher, $c Date of publication.

Example: Burbank, Calif. : ǂb Warner Bros. Records, ǂc 1985.

  • 264 _1 $a Place of publication : $b Publisher, $c 2010.

If no place of publication or publisher is identified anywhere on the piece:

  • 264 _1 $a [Place of publication not identified] : $b [publisher not identified], $c 2009.

RDA records may also use several other 264 fields for Production, Distribution, or Manufacture. See a cataloger if you have questions.

Physical Description:

  • 300 $a 1 audio disc ; $c 4 3/4 in.

Carrier fields:

Each record must include carrier fields.

  • 336 performed music ǂb prm ǂ2 rdacontent
  • 337 audio ǂb s ǂ2 rdamedia
  • 338 audio disc ǂb sd ǂ2 rdacarrier

Record the characteristics of the music CD in 34X's:

  • 344 digital ǂb optical ǂg stereo ǂ2 rda
  • 347 audio file ǂ2 rda
  • 347 ǂb CD audio ǂ2 rda

Record any relevant notes:

  • 505 Contents note
  • 541 _ _ $c Gift ; $a [Name of donor]. $5 MU (We formerly used the 793 field for gifts)
  • 546 Language note. Add if there is a 041 fixed field
  • 518 Date/time and/or place of broadcast, capture, or creation

Call numbers:

Music CDs receive an accession number.

Call numbers go in the 099 _ _ $a

Consult the Appropriate Accession Number Document for the latest number.

Subject fields:

6XX At least one subject must be present. Do not evaluate, edit or check any subject entry.


1XX or 7XX If a person is named in 245 $c, either a 1XX or 7XX entry must be present in the record. Do not evaluate, do not create addition entries, do not evaluate for main entry.

  • Add field 710 _ _ $a
  • Add field 910 Initial and date in this format: ABC 06/20/2017
  • Add field 928 AUTHORITY

Update holdings (Action –> Holdings –> Update holdings). You will now see that it says Held by AUM at the top of the screen.

* You will need to update the Alpeh items to UMDUB, UMMCD, AUDCD, 06, PC; Statistic: 01 (Purchase). Booklets get a separate item “booklet”

Barcode Placement

Stick barcode in bottom left corner of the CD.


Export record to overlay using the Export button (square icon with an E and arrow)

Search for the new bib record in Aleph Cataloging Module, by copying the number that shows in the pop-up box: FCL01.######### (Just copy everything after the “.”)

Add a barcode and scan into the barcode field in the item record.

Primary contact: Meghan Bergin

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