Middlebury

Music processing

This page contains information for local processing of Music Library materials.

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Music scores

For all material types, a cataloger will indicate in a note on the binding slip any necessary special physical treatment or instructions for handling unique items. Note: only use the blue bindery slips to communicate physical treatment instructions--other instructions should be communicated using the hold slips or in rare cases, a post-it note.

For ALL scores, the cataloger will add a barcode to the item record, and paper-clipped to the bindery slip (do not separate barcode from paper backing). The status will be set as p (In Process); to be set as available at Circ. check-in.
For ALL scores, the cataloger will add the cataloger's mark as it should appear on the spine label.

Placement of cataloged scores in DFL 133/134 for Processing:

  • Scores that do not need any physical treatment should be placed on one of the blue “Items ready for processing” carts near Marlena’s desk in LIB133
  • Scores that need some sort of physical treatment should have blue bindery slips in them and be placed on the old oak cart in Ginny’s workroom, LIB134.


Sewing/Binding

Score binding

  • Scores that need binding are on the priority labeling or labeling and repairs shelves. This process is for single-signature scores only. Do not bind items on the Bridgeport shelf.
  • The blue slip in the score indicates what size spine wrap binder to use.
  1. Carefully remove all staples from score with knife and discard.
  2. Place score in binder, equidistant from top and bottom edges. Using an awl, punch a hole through the middle of the score's spine, and through the binder.
  3. Punch 4 more holes, equidistant from edges, on either side of the center hole (5 in all; 3 for miniature scores less than 24.5 cm). (It may be necessary to re-punch the holes in the binder for ease of sewing. The top and bottom holes should be between 1/2" and 3/4" from the edge of the score itself.)
  4. Prepare a threaded needle tied with a double knot (double thickness thread; roughly three arms' lengths for 10"x13" and 9"x12" binders.)
  5. Starting with the needle facing down (if holes are numbered top-to-bottom 1,2,3,4,5)
    1. Down 3
    2. Up 5
    3. Down 3
    4. Up 4
    5. Down 3
    6. Up 1
    7. Down 3
    8. Up 2
    9. Down 3
  6. Tie off center knot at the back of the binder with at least a double knot.
  7. Add security strip per instructions.
  8. Cover with spine wrap.
  • For parts
  1. Using manila folders, cut to fit size of parts (ensuring that they fit into the pocket.)
  2. Sew parts following instructions for scores.
  3. As of January, 2010: Parts are NOT barcoded separately.
  4. Copy the call number exactly as it appears in the cataloger's mark (left front corner of manila folder), and add the appropriate part abbreviation.
  5. Parts do not get security strips.
  • Place finished items on the score labeling/barcoding shelf or proceed directly to barcoding and label order creation.

Adding/Updating Item Records

Adding/Updating Item Records for Scores:

  • Locate record using LC call number search.
  • If no item record is present, choose add new item record and follow steps.
  • If item record is present, change following fixed fields:
+ Location: “mua music stacks” for regular scores and “muasm music mini scores” for mini scores (others will be noted as needed)
+ Status: change to “- available”
+ Item Type: “80 score”
+ Copy number (less frequently used): change number as necessary for multiple copy numbers 
  • Next add the necessary variable fields (click enter to create a new line):
+ Barcode: type “b” to name the field, tab over once and scan code
+ Message: type “m” to name field, tab over once and enter message e.g., “<strike>Scan </strike>Count 3 parts in back pocket.”
or “<strike>Scan</strike> Count 1 part and count 1 disc in back pocket.”
+ Volume: type “v” to name field, tab over once and label according to part or volume number, e.g., “vln. 1” “v. 3, hn. (F)” 
  • Things to keep in mind:
    • Sometimes the item that is sewn into the binder is not actually a score (sometimes it is a part). Pay attention when labeling the volume field. (No volume field is necessary if you’re labeling a solo/score without parts.)
    • Special notes will occasionally be added for scores that are library use only, so please make sure the status is "o" Lib use only.
    • If a slip or post-it note is taped or stuck to the front cover, the item is a request (and it will be written on the note). Please don’t throw away those notes, and put the item on the Circ. supervisor’s desk when the labeling process is finished.
    • All other slips for scores that have no requestor or other special notes may be thrown away before the items go to the Circ. supervisor's desk.

Call number label creation

  • After adding barcodes to items:
  1. Log in to Millennium using circ. sup login
  2. Click "Count Use" mode button on left
  3. Click "Copy Use" mode button on the left
  4. Scan in each barcode (it's okay if you scan it twice)
  5. Place items on labels pending shelf.
  6. Exit Millennium.
  • A Music library staff member will then create an ITEM record list (field 94, everything greater than or equal to 1) and order labels from the Davis Family Library. (After creating list, rapid update the field 94 to 0).

Labeling

  • Labels
Always ensure label matches cataloger's mark on inside back page of score or book!
Labels should go on the spine if there is room. If not, on the lower left hand corner of the cover.
Add the MusLib prefix above all score call numbers! Check the cataloger's mark or note to ensure correct prefix.
e.g. MusLib   MusLib MusLib  MusLib et al.
Oversize Mini   Staff   Ref
Offices
Seal with the iron.
Remove "score" in the volume field of a score label (if present).
  • Stamping
Stamp each title page once with the large "Middlebury College Music Library" stamp, including title pages for parts.
Use the thin "Middlebury C.M.L." stamp to stamp twice along the top margin of two pages inside the score or book.
If the item is thick enough, stamp along the top, bottom, and side edges.
  • Security strip
Security strips must be added per instructions.
  • Reference scores
Reference scores marked "Lib use only" status get the stamp "Not to be taken from the library" next to the cataloger's mark.
  • Standing order scores (with hard covers)
Standing order scores with "Lib use only" status get the stamp "Not to be taken from the library" next to the cataloger's mark.
  • Discs in back pockets
For books or scores accompanied by discs (CDs or DVDs), attach a disc sleeve to inside back cover of binder.
Label the disc with the same call number that appears on the score or book.
  • Misc. other notes
For hand-typed spine labels, please ensure se-lin binding tape gets covered with clear protective polyester tape before ironing.
  • Place finished items on the Circ. supervisor's desk.

Music DVDs

For all material types, a cataloger will indicate in a note on the binding slip any necessary special treatment or instructions for handling unique items.

DVD labeling

  1. On the DVD itself, write "Middlebury College Library" around the center ring of the disc using archival marking pen (or silver/gold pen for dark label discs.)
  2. For plastic DVD cases:
    1. Remove the paper cover sleeve from the DVD case and attach an adhesive spine label on the bottom of the spine (do not use a se-lin spine label, do not use polyester tape, since label is already protected by the clear plastic case.)
    2. Apply security strip per instructions.
  3. For paper DVD cases:
    1. Use iron-on se-lin spine labels and polyester tape (as for a score.)
    2. Apply security strip per instructions.
  • Place finished items on the Circ. supervisor's desk.

Music CDs

For all material types, a cataloger will indicate in a note on the binding slip any necessary special treatment or instructions for handling unique items.

Call number label creation

  1. Load label paper in printer (face down for LIB135)
  2. Download and open these files: CD label spreadsheet and CD label doc
  3. Enter current label number in the spreadsheet and click enter or hit return and the rest of the spreadsheet will fill in the consecutive numbers. Save and close the spreadsheet.
  4. In the document, click Mailings tab, then click Finish & Merge, and Print Documents, and in Print records, select all.

(For remarking older items use the Avery template 8460 and hand type misc. numbers as needed.  Place sheet in printer facing up, with top of sheet feeding into printer.)


CD labeling

  1. Place the call number label on the bottom of the spine (reading from top down on left-hand side as viewed from front cover). Place directly on the paper label, inside the jewel case. If applying to a paper case, cover with special tape to protect label.
  2. On the CD itself, write "Music Library" and "CD XXXXX" around the center ring with archival marking pen (silver/gold marking pen for black labels.) For multiple-disc items, label each disc. (Do not add d.1, d.2, etc. to the end of call numbers unless instructed.)
  3. Install security strip per instructions.
  4. Send to Music Library in bin.  Place a rubber band around multiple CDs to reduce shifting in transit, preventing damage.

MCDs (locally-produced CDs of student and visiting artist performances)

  1. MCDs require a hand-typed call number "MCD 0222", "MCD 0223", etc.
  2. MCDs require creation of a paper backing. The spine label and security strip will be attached to the paper backing.
  3. For MCD (local CDs) only: Add a "Library Use Only" sticker on the front cover.

Other resources

Prioritizing work

  1. Priority labeling shelf (Can go straight to Circ. supervisor's desk when finished.)
  2. Priority cataloging shelf (Items that have call numbers, back to Priority cataloging shelf.)
  3. Labels pending shelf (If labels have arrived from the Davis Family Library.) These go to Circ. supervisor when labeled. Remember, these items show as "available" in the catalog so it's important to get them out on the shelves as soon as possible so circ. staff and patrons can find them.
  4. Labeling and repairs shelf. CDs and DVDs from here can go to Circ. supervisor. Scores from this shelf may still need barcodes added and labels ordered.
  5. CDs at the end of the backlog and in the No copy shelves. These go back to the backlog or No copy shelves, filed in call number order.

Bridgeport Binding with LARS

  1. Click on the icon on the desktop.
  2. Type “ML” as ID (no password needed.)
  3. Click Jobs, Click New.
  4. In LARS job space, type month and day to ship, along with MUSC (i.e. XXXXMUSC)
  5. Account = 75803, then click OK.
  6. Uncheck automatic binding tickets, click OK.
  7. In the ticket enter Type = B and Title style = B (this is the same for all items.)
  8. Foil = Type (on slip) = what color the writing will be
  9. Material = Color (on slip) = what color the cover will be
  10. Tab through these if there is nothing indicated on the slip (W, for white, and NC, for no choice, are the defaults.)
  11. In the Title text type Name \\ Title. Unless no name, then just Title.
  12. Tab through until you get to Binding button and hit Enter.
  13. Tab down and enter “Y” for each of the preset options you’d like (i.e. Recase, Bind covers, Make pocket, etc.)
  14. Tab over to enter special instructions in the “One time instructions” box (i.e. Bind parts in pocket, Tip in loose pages, etc.)
  15. Clicking Enter will save the Binding instructions and bring you back to the ticket.
  16. Tab over and click Save to go to the next ticket (If you make a mistake click on the Update radio button, and enter the ticket # of the item you wish to change. Click Save. Update others, or click Add to create new tickets.)
  17. When finished, go to the main menu and click Refresh. Then click Reports, and Batch bind tickets. Enter ticket paper face down, with the top at the front of the drawer. Print.
  18. After printing select the job in the start menu and click the Close button.

Place ticket between cover and first page. Place two rubber bands around each score (1 vertical, 1 horizontal). Send to J. in P&P (in bin or box labeled P&P).

Binding Colors

This is a reference for catalogers to use when creating binding slips. Please update as needed when Bridgeport makes changes to its standard stock of binding colors.

Title/Composer Jacket Color Lettering Color
Beethoven 563 B
Bruckner 563 B
Byrd 192 G
Chopin 490 W
Crecquillon 182 G
Fayrfax 860 W
Gabrieli 588 W
Gonzaga Masses 860 W
Josquin 598 W
Lasso 490 W
Lheritier 860 B
Mahler 860 W
Marenzio 478 B
Merulo 188 W
MMEspan. 182 W
MUSA 478 W
Musica Britannica 943 W
Obrecht 490 W
Ockeghem-Masses 630 B
Purcell 598 W
Rossi 588 W
RR American 478 W
RR Baroque 798 W
RR Classical 370 B
RR Medieval 290 W
RR Mid. & Ear. Ren 290 W
RR 19th & early 20th 192 W
RR Oral trad. 490 G
RR Renaissance 370 B
Regnart 188 W
Scarlatti Sonatas 943 B
SCI Journal 370 B
Use of Salisbury 180 G
Vivaldi NONE
Wolf 490 W

Lettering: W=White B=Black G=Gold

External binding guidelines

Music Library Association's guidelines for music pamphlet binding.

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