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CD Cataloging Manual   Tags: cataloging, internal  

Local policies and procedures for cataloging and classification of compact discs (CDs)
Last Updated: Feb 12, 2014 URL: Print Guide RSS UpdatesEmail Alerts

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CD Cataloging Manual

Cataloging Compact Discs (CDs)

Rev. (4/2009); Last edited 2/2014

Introduction & Local Workflow | Searching | Editing the Record: 007 / 028 / 1XX / 240 / 245 / 260 / 300 / 5XX / 505 / 6XX / 7XX | Call Numbers | MFHD Record | Item Record | Barcoding | Instructions for Marking | Statistics | List of Resources | Definitions | Local Decisions | Original Cataloging 

I. Introduction & Local Workflow

CDs are ordered by Acquisitions and, upon receipt, are given a suppressed brief record in Voyager. The bib number is written on a slip inserted in the case. CDs are then delivered directly to a secure location in Marking, where discs are tattle-taped and barcodes added. Items are then delivered to the Special Formats Cataloger (SFC). If needed, items are sent to Preservation for repackaging in locally designed containers. Precat CDs are stored in a secure location. Donated music CDs that have been accepted for the collection are delivered directly to the SFC who sends them to Marking for treatment.

Cataloged items are delivered directly to designated staff in Marking where they are held in a secure location.

Sound recordings are now available in a variety of formats, including the simple CD. The Library of Congress has created a cheat sheet with information about how they handle these materials. For more information, click here.

II. Searching

Instructions for searching OCLC, verifying that correct record is found, exporting record from OCLC, and importing record into Voyager.


Search for a bibliographic record in OCLC Connexion using the Music Publisher Number (MPN). This number may be a series of numbers or a combination of letters and numbers. Check the disc surface first. If not found, check the container spine.


  • 09026-53535-2
  • CDA 69080
  • CDR 90000 011
  • MCAD-11269

To search, enter "mn:" (without the quotes, with the colon) followed by all letters and numbers, removing spaces and punctuation.


  • mn:mcad11269

In the absence of an MPN, try a combination title and author search, using the composer and/or performer as the author. Do not include words such as of, and, at, etc.


Verify that the following fields agree with the item in hand. If any do not or you are uncertain that the correct record is found, give the item to the SFC.

  • 028 (Music publisher number)
  • 245 (Title)
  • 260 (Imprint)
  • 300 (Physical description)

Held in SOI:

If the correct record says, "Held in SOI," then we already own one or more copies. Move the MFHD from the brief record to the existing record and follow the instructions for adding an additional copy.

No record found:

If you do not find a match in OCLC, give the CD to the SFC for original cataloging.

III. Editing

For copy cataloging, the following fields should be checked for accuracy and changed as needed. NOTE: In some fields, a difference between the bib record and the item in hand will warrant the creation of a new record. Some of those instances will be noted here. If uncertain, ask the SFC.

Further information on original cataloging can be found near the end of this document.

007 Physical Description Fixed Field (Sound Recording)

The codes in this field briefly describe the physical item in hand. Below is a chart of the subfields. Check the accuracy of each. See Bib Formats and Standards for a full list.

NOTE: Fields j, k, and l are new and may not appear in older records. Do not add.


s = sound recording


d = sound disc


f = playback speed for CDs


m = mono

s = stereo

u = unknown


n = not applicable


g = 4 ¾ in.


n = not applicable


n= not applicable


m = mass produced


m = plastic with metal


n = not applicable


e = digital recording

u = unknown


d = digital storage

e = analog electrical storage

u = unknown

028 Music Publisher Number

Music publisher numbers (MPN) will most often be found on the CD itself and are recorded in field 028. Sometimes, in a multiple disc set, each disc will have a separate MPN. Also, variations of the MPN may be on the container. Verify that the number(s) in the record agree with the item in hand. Add any that are not in the record. Transcribe spaces and hyphens in MPNs as they appear. Enter MPNs for sets in separate fields.



0 = issue number


0 = no note, no added entry

2 = note, no added entry

If a 500 note IS NOT present listing the MPNs, the 2nd indicator should be "2." If a note IS present, the 2nd indicator should be "0."


  • 028 02 $a C 560062 $b Ocora/Radio France
  • 028 02 $a C 560063 $b Ocora/Radio France
  • 028 00 $a NA070CD $b New Albion Records
  • 500 _ _ $a New Albion Records: NA070CD

100      Personal Name

110      Corporate Name

Most CDs require a name main entry. For popular music including jazz, this will usually be the performer(s). A musical group will be entered as a corporate name. For classical music including musical theater, this will usually be the composer. Search the OCLC Authority File to verify the correct form of entry for the name.


240      Uniform Title

It is important to correctly identify the work and/or versions contained on the CD. If a uniform title is needed but not included, provide it. Search the OCLC Authority File to verify forms of entry for uniform titles. If a uniform title is not available, give the item to the SFC.


            240  10  $a Concertos, $m piano, orchestra, $n K. 466, $r D minor
            245  10  $a Piano concerto no. 20 in D minor, K. 466 $h [sound recording]

            240  10  $a Concertos. $k Selections
            245  10  $a Oboe concerto, Triple concerto & Sinfonias $h [sound recording]


245      Title statement

The title proper should be recorded as it appears on the disc surface. If the bib record does not match the item in hand, check the note fields to see if the title is from another source, such as the container. If it still does not match, search OCLC again. If no correct record is found, give the item to the SFC for original cataloging.

If a 1XX field is present in the record, the first indicator for this field should be “1.”

If the $h [sound recording] is not present, add it. If the brackets in subfield $h are lacking, add them. $h always precedes any subtitle or parallel title ($b) information, but follows numbering or part information ($n, $p). Move $h if necessary. 

            245  00  $a Jeux de cartes pour enfants $h [sound recording] = $b Children’s playing cards / $c par Giovanni Belgrado et Bruno Munari.

            245  00  $a Musique. $p Guitare $h [sound recording] = $b Music. Guitar


246      Varying form of title

Look for any varying form of the title from the disc surface. This may be on the cover of the booklet or on the spine of the container. Record it here.



1 = Note, added entry

3 = No note, added entry


   = No type specified

0 = Portion of title

1 = Parallel title

2 = Distinctive title

3 = Other title

4 = Cover title

5 = Added title page title

6 = Caption title

7 = Running title

8 = Spine title

If none of these descriptions for a varying title work, leave the 2nd indicator blank and add a descriptive phrase in subfield “i.”

            246 1_ $i Alternate title on container verso: $a Cembalosonaten

            246 11 $a Music. Guitar 


260      Imprint

The date given should be the date of release of the recording, usually represented with the phonogram copyright symbol “p.” This date should be found on the disc surface. If not, check the back of the container and inside the booklet to verify the date. If it still does not match, search OCLC again. If no correct record is found, give the item to the SFC for original cataloging.

            260 _ _ $a New York, N.Y. : $b Philips, $c p1998.


300      Physical description

Make sure that the number of discs and the dimensions are correct. If it does not match, search OCLC again. If no correct record is found, give the item to the SFC for original cataloging.

If the total timing of the CD can be easily determined, i.e. it is given on the piece or the individual track times can be easily added, give the timing here in one of these forms, where M = minutes and S = seconds: (MM:SS min.) ; (ca. MM min.)

           300 _ _ $a 1 sound disc (72:08 min.) : $b digital, stereo ; $c 4 3/4 in.

           300 _ _ $a 2 sound discs (ca. 143 min.) : $b digital, stereo ; $c 4 3/4 in.


4XX    Series Statement

If series title is entered as a 440, change to 490 first indicator 1, and enter the authorized title in the 830. If series title is entered as a 490 first indicator 0 and is correct, change to 490 first indicator 1, and enter the authorized title in the 830.


5XX    Notes

Extensive notes will often be necessary to identify the performers, describe the works performed and the performance recorded, and describe the contents of the CD in detail. If the bibliographic record lacks pertinent information in the 5xx fields, add it.

Refer to Describing Music Materials by Richard P. Smiraglia for additional examples of notes, and consult Bibliographic Formats and Standards for information about indicators when formatting the note fields.


500      Nature or artistic form and medium of performance

If the form or medium is not apparent from the rest of the description, this note may appear.

            500 _ _ $a Opera in two acts.


500      Source of title proper

If the title proper was taken from any source other than the disc surface, there should be a note indicating the source. Supply this note if it is not given.

            500 _ _ $a Title from container.


546      Languages

If the content of the item is vocal and is in a language other than English, indicate the languages here. Also note the languages of the accompanying booklet, if other than English.

            546 _ _ $a Sung in German. Text and lyrics in booklet in German and English.


511      Participant or Performer

Always provide the main performers on a CD, especially if they are of particular importance or well-known. It is not necessary to list the individual members of a group or band, but if they are already given, leave them. The first indicator is always “0” and the second blank.

            511  0_  $a Boston Symphony Chamber Players ; Gilbert Kalish, piano.

            511  0_  $a Clannad (Maire Brennan, vocals, harp ; Ciaran Brennan, vocals, bass, guitar, piano/synth. ; Padraig Duggan, mandola, harmonica, guitar ; Noel Duggan, guitar).


518      Date, time, place of recording

 If the date and/or location of the recording are given, record it here.

            518 _ _ $a Recorded in 1961.

            518 _ _ $a Recorded Aug. 2, 1994, and July 14, 1993, DePaul Concert Hall, Chicago, Ill.


538      Physical description

Add this field if not present. Sometimes this information will be in a 500 field; change to 538. This allows for limiting by format in I-Share.

            538 _ _ $a Compact disc.


500      Accompanying Material

Add this field if not present to denote the presence of a booklet or notes.

            500 _ _ $a Notes in booklet inserted in container.


505      Contents

 Check spelling of all information.

If indicator 2 has a “0,” delete it. If subfields t, r, and g are present, change the first subfield to “a” and remove the rest of the subfields, including additional spaces.

Do not add timings here. If the timings are included, verify accuracy and change as needed.


Format: The general format for contents notes is:

505 0_ $a Work / Composer (Performer) (Time) – Work / Composer (Performer) (Time) [etc.]


Examples: These show all possible elements. If an element is not found on the item in hand, ignore.


Popular, Rock, Jazz, etc.

505 0_  $a Court and spark (featuring Norah Jones) (7:35) -- Edith and the kingpin (featuring Tina Turner) (6:32) -- Both sides now (7:38) -- River (featuring Corinne Bailey Rae) (5:25) -- Sweet bird (8:15) -- Tea leaf prophecy (featuring Joni Mitchell) (6:34) -- Solitude (5:42) -- Amelia (featuring Luciana Souza) (7:26) -- Nefertiti (7:30) -- The jungle line (featuring Leonard Cohen) (5:01).


Classical, one composer (note that the timings go after each work) 

100 1_  $a Ives, Charles, $d 1874-1954.

505  0_  $a Piano sonata no. 1 (30:59) -- Variations on "America" (5:08) -- March in G and D : "Here's to good old Yale" (2:59) -- The bells of Yale (1898) (2:17) -- The seen and unseen (2:55) -- The 3-page sonata (6:53).


Classical, multiple composers, one work each (note that the timings go after each composer)

505  0_  $a Chelsea Square / Jeff Nichols (13:54) -- Echoes’ white veil / Jason Eckardt (11:20) -- North American spirituals / Michael Finnissy (20:29) -- Allegro penseroso / Milton Babbitt (11:54).


Classical, multiple composers, more than one work each (note that for the first two pieces the timings go after each work) 

505 0_ $a Violin concerto in D, op. 35 (38:18) ; Sérénade mélancolique : op. 26 (9:17) / Pyotr Il'yich Tchaikovsky -- Violin concerto in E minor, op. 64 / Felix Mendelssohn (28:59).


Classical, multiple composers, one or more selections from a larger work

505 0_ $a Paride ed Elena. O del mio dolce ardor / Christoph Willibald von Gluck (3:52) -- Malinconia, ninfa gentile (1:29) ; Vanne o rosa fortunata (2:24) / Vincenzo Bellini -- My fair lady. I could have danced all night / Alan Jay Lerner and Frederick Loewe (2:18) -- Gianni Schicchi. O mio babbino caro / Giacomo Puccini (3:12).


Classical, one work with multiple parts with unique names (note that for the pieces with multiple parts the timings go after each part) 

505 0_ $a Capriccio for two trumpets, strings and percussion (Roumen Gurov and Vesselin Bojilov, trumpets) (4:59) -- Sounds from the West Shore. Shifting skies, surging waves (6:06) ; Quiet winter (5:39) ; Ebullient spring (4:23) -- Concerto for two flutes and small orchestra. Vigorously (9:03) ; Passacaglia (7:28) ; Spritely, showy, impetuous (4:12) (Georgy Spassov and Hristo Dobrinov, flutes) -- Opener (8:33) -- Concerto for horn and small orchestra. Dolce, then playful (4:26) ; Expressive, with serenity (9:36) ; With lots of spirit and drive (9:15) (Vladimir Kanazirev, horn).


6XX    Subject Headings

Check subject headings for appropriateness to the item. Review and correct tag and subfield coding as needed. Correct all spacing and punctuation errors.

Delete all 6xx fields with a second indicator of 4 or 6. Otherwise, do not delete subject headings unless they are inappropriate to the item.

If the record lacks sufficient subject headings to provide good access, add them. Use Music Subject Headings, OCLC’s authority file, and the Free-floating Subdivisions Guide. Consult with the SFC as needed.


7XX    Added Entries

The record should include added entries for all significant persons or organizations associated with the recording. Use your best discretion when adding 7xx fields. Validate all headings or check the Authority File for personal as well as corporate names and music uniform titles. Authority work ensures that headings are established in a consistent fashion and that cross-references are provided from unused forms. Do not include an added entry for the publishing company.


8XX    Series Added Entries


945      Local Processing Information

Insert a 945 field with cataloger’s initials and date of cataloging in form YYYYMMDD.

            Example:         945 __ $a ejc $b 20080918

Before saving, click on the System tab in the bib record, and click on “OK to export.” Save the record and verify the headings.


 IV.            Call Numbers

Call numbers are created with the prefix CDH and a 5-digit, sequential number. Check Voyager for the next available number.

             Example:         CDH.04034


    V.            MFHD Record

 Location Code:          cdx

 Single CD in one jewel case. Type x.

 852  8 _  $b cdx $h CDH.00012


Single CD, multiple copies. Type x.

Create separate MFHD for each copy. 

852  8 _  $b cdx $h CDH.00451         852  8 _  $b cdx $h CDH.00451 $t 2


Multiple discs in one jewel case. Type x.

852  8 _  $b cdx $h CDH.00803


Multi-disc set housed in locally-made box. Type x.

852  8 _  $b cdx $h CDH.00597


Multi-disc set in separate jewel cases. Type v.

852  8 _  $b cdx $h CDH.01319
866  30  $8 0 $a Discs 1-2


Multi-disc set housed in more than one locally-made box. Type v.

852  8 _  $b cdx $h CDH.01466
866  30  $8 0 $a Discs 1-3


Music CD accompanying a book.

The CD should be accounted for in the 300 subfield $e in the bibliographic record. Preservation will tip in a note on the title page: “Accompanying CD shelved separately.” Catalog the book and give it an LC call number. Give the CD a separate MFHD and a CDH. call number.

Book: 852  0_  $b lcx $h MT68 $i .A427x v.69

CD:   852  8 _ $b cdx $h CDH.02654


 VI.            Item Record

ITEM TYPE: Recording 1 wk

Add volume and copy information as needed.

Pieces: If item has more than one disc, note the total number of discs only in the “Pieces” field.

Notes: Add a note in the Item Record noting number of discs and booklets, and for locally made boxes or additional material.

Examples:       1 CD + 1 booklet

                     3 CDs in box.


VII.            Barcoding

Place the barcode on the upper left corner of the CD container, being careful to avoid the container lid hinge. In some cases, Marking will have already applied the barcode.

For more information, see Preservation’s complete documentation on CD labeling.


VIII.            Instructions for Marking

Include an “Additional label” flag, noting the number of discs and booklets.

             Example:         2 CDs + 1 booklet


 IX.            Statistics

Count both titles and physical units cataloged, and report totals to the Head of Cataloging at the end of each month.

            Example:         Box set with 3 CDs = 1 title, 3 units


    X.            Resources

  • AACR2R, Chapter 6, Sound Recordings (available in print and on Cataloger's Desktop)
  • Bibliographic Formats and Standards
  • Cataloging of Audiovisual Materials and Other Special Materials by Nancy B. Olson, 5th ed. – Cat. Dept. Z695.66 .O43 2008
  • ClassificationWeb
  • Country Codes (Ctry Fixed Field)
  • Describing Music Materials: a Manual for Descriptive Cataloging of Printed and Recorded Music, Music Videos, and Archival Music Collections by Richard P. Smiraglia – Cat. Dept. ML111 .S633 1997 (also available online)
  • Language Codes (Lang Fixed Field)
  • LCSH Free-Floating Subdivisions (available in print and on Cataloger's Desktop)
  • Library of Congress Rule Interpretations (available in print and on Cataloger's Desktop)
  • Music Subject Headings: Compiled from Library of Congress Subject Headings by Harriette Hemmasi – Cat. Dept. ML111 .H36 1998
  • New Sound Recording Formats by Library of Congress (available online)
  • Notes for Catalogers: a Sourcebook for Use With AACR2 by Florence A. Salinger and Eileen Zagon – Cat. Dept. Z694.15.A56 S45 1985x
  • Notes for Music Catalogers: Examples Illustrating AACR2 in the Online Bibliographic Record by Ralph Hartsock – Cat. Dept. ML111 .H28 1994
  • Sound Recording Cataloging (presentation at 1998 OLAC conference) by Margaret Kaus and Michelle Koth (available online)


 XI.            Definitions

A basic glossary of musical forms can be found here. Additional music terminology can also be found in the Harvard Dictionary of Music.


XII.            Local Decisions

  • The number of CDs will be noted in the Pieces field in the Item record. If that number is more than 1, this information will be included in the Note field (which appears as a pop-up note in Circulation).
  • Booklets accompanying CDs will be treated the same as booklets with DVDs. If the booklet is left in the jewel case, it is not considered crucial information and will NOT be noted in the Item record. If the booklet is considered crucial, it will be sent to Preservation for pam-binding and will receive a separate Item record and barcode.


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