Rovi (vinyl)

Summary: These procedures deal with cataloging of "new" Rovi donations of vinyl albums. Due to the shelving and circulation decisions around this particular format, special cataloging treatment is required.

Cataloging

• Use the OCLC authorization dedicated to Rovi materials (institutional code EEMRV)
• Bib record:
  • location code rv
  • suppression code v
    •  currently using n until records have a permanent storage location in the Music Library and are ready to circulate
  • 099 Vinyl [accession number] (see below)
  • 830 _0 Rovi Media Collection. ‡p Music. ‡p Vinyl. ‡5 MiEM
• Item record:
  • location code rvvin
  • iType 7 (14-day circulation period)
  • if 45 RPM: v field with 45 rpm
  • workstat with number of discs included, like so:
    • coporigaudoxxx,1 
    • copcopyaudoxxx,2

Accession number creation

Use the LC 3-Figure Cutter Table and this modified cuttering system to create accession numbers. This system will permit alphabetical filing by artist and then by album title.

	ARTIST NAME (as reflected in 1XX or 7XX)	ALBUM TITLE	EXAMPLE
person	first 4 letters of name	first 3 letters of album title	Boy Crazy and Single(s) /  Lydia Loveless cutters for Love Boy 099 Vinyl L684 B69
corporate body	first 4 letters of group name (skip initial articles)	first 3 letters of album title	Frances the Mute / The Mars Volta cutters for Mars Fra 099 Vinyl M377 F73
no primary artist		first 4 letters of album title	Hamilton: The Original Broadway Cast Recording cutter for Hami 099 Vinyl H365

• Generally use the individual artist or group name as the main entry, regardless of their placement in the 1XX or 7XX
• For albums with two or three primary artists having equal responsibility, cutter on the first listed artist
• For soundtracks and other compilations that don't have a clear primary artist or group, use title main entry
• If unclear, use cataloger's judgment and the guiding principle of what patrons are most likely to look for; consult with Asst Head and Head of CMS as needed
• In line with typical shelflisting practice, adjust and expand cutters as needed to accomplish logical filing order within existing titles

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Supplementary materials

Given the nature of materials sent to the Rovi Corporation, many of these albums are accompanied by bonus or promotional materials. These should all be kept with the album for the Discogs entry stage of the process, but will then be separated/diverted as shown. 

• Digital downloads → set aside/throw away 
• Hype stickers and other ephemera → store separately following existing Rovi packaging workflows (see below)
• Lyric sheets → retain with album
• CDs or DVDs
  • keep with primary piece if packaging permits; otherwise:
  • create an items record for each piece with v field DVD or CD
• Vinyl
  • keep with primary piece if packaging permits; otherwise:
  • create an item record for each piece with v field Suppl. disc
    • as shown above, add designation for 45 RPM if needed: Suppl. disc 45 rpm

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Discogs entry

• After traditional cataloging is performed, albums are sent to Cathy Illman for entry into Discogs.com
  • Include all entries in the Rovi Vinyl list on the MSUL public facing page
  • Retain all Discogs identifiers for entry into associated MARC catalog records
• After entry into Discogs:
  • For each release, locate the associated MARC record in Sierra
  • Add the Discogs release identifier like so:
    • 024 7_ r####### $2 discogs

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Processing

• Apply tattle tape to the inside of the record sleeve, as close to the bottom of the sleeve as possible. 
• No property stickers or stamps required.
• Per these Rovi packaging instructions, create appropriate notes and routing to Remote for any supplementary materials not remaining with the piece (see above). 
• Otherwise, typical sound recording processing procedures apply
  • Add Music to top line of call number label
  • Add staff notes regarding inserts or extra pieces like lyric sheets and booklets, which will circulate with the album
  • Use the term "disc" when noting the number of LPs in a packaged resource (i.e., "disc 1-2 and booklet")

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