NOTE: These procedures are to be governed by our general processing procedures for specific

locations within the library. E.g., materials for Rare should normally not be

marked in any way -- check with your supervisor before processing.


For formats not discussed below, ask Database Management Librarian.



LOCATIONS (none in stacks)


1. Jazz

2. Media

3. Music

   4. other




If permanent container is needed (e.g. Videotapes in cardboard boxes:

Cataloger will either move to permanent container (e.g. accompanying CD-ROMs) OR send to Processing as is, with piggyback barcode on routing slip. 

For the latter, processing staff will move piece to quality container; e.g. videotape will be moved from cardboard box into a plastic box, and the accompanying “cover” will be cut as needed to be placed inside the new plastic box.  CDs & CD-ROMs use 5” square case; DVDs & DVD-ROMs use standard DVD-type oblong case.








Property-stamp paper supplementary/accompanying material which are inserted inside the main piece and which usually are intended to be pulled out to be used.  This applies whether or not the supplementary item has been security-stripped (it usually won’t be).

When possible, avoid stamping over written information including penciled call numbers.  If there’s a blank spot at the top of the front cover/page, please stamp there.  Some paper inserts are made of glossy paper, so the stamp won’t show as clearly – just do your best with these.

This applies only if we normally property-stamp the main piece. So obviously, rare materials (including SEAA) don’t get stamped. Also, do not stamp CD/DVD inserts for the location “jazz."






CDs & CD-ROMs (5” square case):  none

DVDs & DVD-ROMs & Videotapes:

  • Media/Music:  On blank space on back of insert when possible;  otherwise, on inside front cover (for videotapes, this will be below barcode).  Double DVDs, with no place inside container for slip:  place slip on back of container.
  • Other locations, including Jazz:  none



·      Type

Usually a local call number, but can be an LC call number, for accompanying materials (and for some earlier-cataloged media); should match call number cataloger prints on routing slip.



·      Location

Should automatically appear in label if done via barcode.



·      Pieces to label

Each individual container needs a label; however, clear jewel cases may have label applied to insert that shows through, rather than on jewel case; see below.

Each separate insert (see below).

Do NOT label actual piece that goes inside player (label can come off and destroy equipment)



TRIM LABEL: to a ¼” white margin outside the outermost text.


!!!! Never use the heating irons directly on plastic – use Teflon shields between the iron and the plastic !!!

·      Wide spine

Anything with a wide enough spine for label to fit horizontally should be labeled on spine, with the bottom of label about ½” from bottom of spine.


·      Jewel cases and other CD containers (for 4-¾” discs)




DVD cases

(7-1/2H x 5-1/4W x 9/16"D)

·         Locations EXCEPT Jazz Archives: 

·      Outer container is clear (e.g. jewel case or DVD sleeve) with insert showing through:  Place label on the lower-left corner of the front of the insert.  (Rationale:  Many AV containers break easily, so call number labels are placed in a fairly permanent place)

·      Other types of outer containers, and additional containers, sleeves, etc:  Place label on front of item, in lower-left corner. 


·         Jazz Archives:  on front of jewel case, in lower-left corner (NOT on insert, since insert is an archival item).  If there is not a jewel box, label the container, usually in the lower-left corner, but avoid covering artwork on the container – which may result in the label being placed further up or to the right on the front of the container.  When in doubt, paper-clip the label to the container and send to Jazz without affixing.


·      Videotape cases

Usually wide enough for spine label; otherwise, on front of container, lower-left

·      Audiocassette (tape) cases

On plastic case front, lower left (with open side to right)

·      Other cases

Generally, on front of container, front lower left.  Ask your supervisor if not sure (who will check past precedence if necessary, or check with department)

·      Inserts (those which weren’t labeled above)

On front of insert, in lower-left corner.





Rev. 6 Jan. 2010, jct