Dear Colleagues,

This communication has already gone out to members of the iaml-uk list,
but I should now like to seek more general advice as to how we might
deal with our problems!

My library has NO experience of dealing with sound recordings. However
it has become necessary for us to remedy this because:

1) Our Music Department has handed over its collection of (mainly)
classical CDs, used primarily by undergraduates, but to some extent by
staff and researchers too;

2) Our Archives/Special Collections section has acquired the conductor
Norman Del Mar's collection of 78s etc.

I have been asked to investigate the arrangement and cataloguing of
sound recordings, and put forward recommendations as to how we might
proceed. Unfortunately only minimal resources can be allocated to this
new development, and it is not yet clear whether the same arrangements
can/will apply the the Del Mar material as to the estimated 2,000
ex-Music Department CDs which are at the moment my main concern.

We must soon make a decision about how these CDs are going to be
arranged, in their serve-yourself environment - they are not going to
be borrowable, so that is one less complication.

ARRANGEMENT
One feeling here is that the CDs should be classified in the same way as
music scores, and that should determine shelf order. We use a locally
modified version of Library of Congress classification for music, so
this would have the effect of grouping material according to musical
form, i.e. blocks of symphonies, string quartets, etc.

However, when the CDs were in the Music Department, they were arranged
in two sections: 

1) Whatever could be shelved under a composer was, so you found a block
of Beethoven (say), containing both symphonies and string quartets;

2) The remainder, including an extensive number of 'compilations'
followed on, in an order with no immediately discernable structure.

As the discs were handed to students (and reshelved afterwards) by staff
familiar with the system, this procedure worked well.

I am particularly anxious to hear of the advantages/disadvantages
exhibited by different methods of arrangement (e.g. "If I had my time
again I wouldn't do it that way!"; "This approach has worked very well
for us.") So, if you feel able to offer an opinion, please let me know
what you do and what is good/bad about it.

CATALOGUING
I am required to investigate cataloguing approaches which demand minimal
resources, including musical knowledge on the part of the cataloguer -
this is the avenue I am expected to explore, not necessarily what I
think would be best!

One feeling here is that CDs should be treated as if they were books,
with minimal 'author' entries and no analytical cataloguing of tracks on
a multi-track disc. On the other hand, the Music Department would like
students to be able to retrieve *every* recording of a particular song
(say) in the collection!!

We use the Sirsi Unicorn cataloguing system, so it is at least possible
to search the contents of 'notes' fields - but if there are 20-30 tracks
on a disc, I anticipate resistance to entering details of them all in a
contents note. We would obviously be interested in the possibility of
buying in catalogue records from elsewhere, and in the provision of
'finding aids' in a minimal cataloguing situation (just as one needs
abstracting/indexing journals, online services, or CD-ROMs to find
individual journal articles). These matters are raised again in a list
below.

I shall be extremely grateful for any help or advice colleagues can
offer. I am prepared to visit other libraries within day-return-by-train
reach of Southampton if that would be useful. I apologise for the length
of this email, to which I append a list of questions I ask (or areas I
explore) during a personal visit, which may be of help if you are kind
enough to consider making a response.

Sincerely,
Raymond Turley.



QUESTIONS TO ASK RE ARRANGEMENT AND CATALOGUING OF SOUND RECORDINGS


CATALOGUE RECORDS FROM ELSEWHERE
Can we buy in catalogue records from elsewhere? Which sources are good?
Buying in v. creating our own.

FINDING MATERIAL WITH MINIMAL CATALOGUING
What finding aids exist which can be accessed by the user if the library
provides minimal cataloguing (ie few entry points)? Discographies, online
databases, other library catalogues, CD-ROMS... May be especially
significant when retrieving items buried deep in 'compilations'.

HELP WITH FINDING MATERIAL
What user assistance is provided by other libraries? Personal help, leaflets,
point-of-use instruction, courses...

SHELF ARRANGEMENT
How is a collection of sound recordings best arranged for direct access by
users (especially when considering 'compilations')? Alphabetical by composer
when possible (and then what?), compilations by performer (when appropriate -
otherwise how?), full-scale classification (what scheme)...

LIBRARIANSHIP PUBLICATIONS
What guides, cataloguing/classification manuals etc. are recommended?

WHERE ELSE TO ASK
What other libraries are worth approaching for guidance on the best way to
catalogue and organise a collection of sound recordings (with minimal
expenditure of resources!)?

PROBLEMS
What problems are we likely to encounter when setting up a new facility from
scratch? Are there any really important do's and dont's of which we should be
aware?


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