Ask Amigos Question - Converting VHS tapes to DVDs

Ask Amigos - the Librarian's Reference Desk, our free service to Amigos members that provides advice, referral, and resources delivered by phone and e-mail, recently received this question.

I am converting VHS tapes to DVDs, and I have questions about the cataloging of the DVDs. Do I just change our record in our ILS to match the new format, or do I need to create a new OCLC record? If I need to make a new record, do I add a 533 note to say I converted the VHS to the DVD format, much like a photocopy of a book?

Bill Walker, Metadata and Digital Imaging Specialist for Amigos, sent this informative response: Thanks for your question regarding reproductions of video recordings. I did a bit of research in Bibliographic Formats & Standards and came across Chapter 3.7 (http://www.oclc.org/bibformats/en/specialcataloging.html#CHDCIDAF), which addresses locally reproduced video recordings.

Bib Formats says, "Treat locally reproduced video recordings as copies by adding information to an existing record or by inputting a new record." It also says, "to add information to an existing record, add a local note (field 590) indicating the existence of a copy to the record of the original item. Describe it briefly (e.g., Motion picture non-circulating, videocassette (VHS) available for loan)." A list of guidelines for creating a separate bibliographic record follows.