Cataloging books with accompanying materials
CDs, CD-ROMs, DVDs, DVD-ROMs
Written by Karen A. Plummer, 3/25/2009.
Per the March 2009 decision of the University of Akron Libraries Collection Standards Committee with the support of the University of Akron Libraries Technical Services Committee, Acquisitions and Cataloging will only process accompanying materials as separate items if so designated by the appropriate subject librarian. As a result of this decision, a number of procedures will change: (1) licensing will no longer be attempted for accompanying materials; (2) accompanying materials (compact discs, CD-ROMs, DVDs, and DVD-ROMs) will no longer require separate item records or substantial separate physical processing; and (3) accompanying materials will be housed inside the book, thus will be shelved on the regular shelves rather than in a separate location.
The recommended procedure is as follows:
- Subject Librarians
- Will place orders with Acquisitions as usual (via GOBI or direct to Acquisitions)
- Default status for books with accompanying materials will be that disc stays with book (no separate item)
- Subject Librarians will note any accompanying materials that need to be processed as separate items
- Acquisitions
- Places orders, noting subject librarians’ instructions in order record
- Receives resources, pays invoice, etc.
- Sends resources to cataloging – Acquisitions will no longer be separating regular books from books with accompanying media so all materials will be shelved together on the new books shelf in Cataloging. As always, RUSH items will be separated out.
- Cataloging
- Books with accompanying materials (compact discs, CD-ROMs, DVDs, and DVD-ROMs) are cataloged as usual
- REMINDER: Check order record for special instructions from the bibliographer!
- Bibliographic record:
- Include 007 field for media items
- Include 300 ‡e for the accompanying materials
- Include 538 System requirements for CD-ROM, DVD-ROM and DVD only– Always begin this field with "Accompanying [CD-ROM, DVD, DVD-ROM] system requirements:" If system requirements are not readily available, note that. In general, noting the operating system requirements is usually enough. If the resource lists additional requirements, then list them as well.
- Example: 538 Accompanying DVD system requirements: monitor/player, Windows compatible.
- Example: 538 Accompanying CD-ROM system requirements: Windows/Macintosh; requires Adobe Acrobat Reader to view PDF files.
- Include 520 describing the contents of the accompanying material. If a 520 already exists that describes the print material but doesn’t mention the accompanying material, add a line to the end of the 520 to describe the accompanying material.
- Item record:
- OCLC:
- For Bierce: 949 1 ‡i 310029029029029 ‡g 1 ‡l bc ‡s - ‡t 0 ‡u p ‡n 1 [CD, CD-ROM, DVD, DVD-ROM] included [inside back cover, inside front cover]
- For Science: 949 1 ‡i 310029029029030 ‡g 1 ‡l sc ‡s - ‡t 0 ‡u p ‡n 1 [CD, CD-ROM, DVD, DVD-ROM] included [inside back cover, inside front cover]
- Example: 949 1 ‡i 310029029029029 ‡g 1 ‡l bc ‡s - ‡t 0 ‡u p ‡n 1 CD-ROM included inside back cover
- Millennium:
- Copy #
- LOC (location: bc, sc)
- I TYPE (item type: 0 BOOK)
- STATUS (- AVAILABLE)
- IMESSAGE (item message: p CHECK PARTS)
- BARCODE
- NOTE (indicate number of accompanying pieces, format, and where the piece is located – 1 CD-ROM included inside back cover)
- OCLC:
- Physical Processing
- Process book as normal (barcode, Tattletape, stamping, date due slip, etc.)
- On inside front cover of book: Write (in pencil) the text of the note in the item record, e.g., 1 CD-ROM included inside back cover. [Note: this places critical information in a consistent place for the circulation folks as they check in materials]
- For accompanying media
- Mark OCLC number on hub of disc
- Store it in the pocket it came in if the pocket is firmly attached to the book, in good shape and will securely hold the disc in place. If the original pocket is not firmly attached to the book or is in bad shape, remove the original pocket and attach a sticky-backed pocket* inside the book to store the media.