Accompanying Material: Summary Copy Cataloguing Procedures

Document sections

Introduction		Item record
General		Physical processing
Bib record		Statistics
MARC holdings record

Introduction

This summary is intended to deal with the most common situations encountered in copy cataloguing with accompanying material:

Books for Howard-Tilton building locations, including LAL (which also applies to LAL sublocations, e.g., LAL-Rare)
Accompanied by any of the following:

CD-ROMs
Audio CDs
DVDs (Audiovisual)
DVD-ROMs
USBs

For additional information to cover less common situations, consult the fuller document: “Accompanying Material: Copy Cataloguing Procedures.” For example, consult that document for procedures when:

The main piece is not a book
A decision is needed on which piece should be considered the main one
The accompanying material is in a format not addressed here (e.g., microfiche; diskette)
The book is catalogued for a non-Howard-Tilton location other than LACOLL (e.g., Jazz, Math).

The procedures described below for holdings records, item records, and physical processing also apply to original cataloguing. For instructions on original bib record cataloguing with electronic accompanying material, see the notes: “Original Cataloguing with Electronic Accompanying Material.” [still pending approval as of 26 Feb. 2008]

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General

Do not generally run (play) the non-print item in order to verify information. If the physical format is in question, either:

Run the item using Windows Media Player or another application that can identify the format
or
Consult your supervisor

Bib record

300 ‡e Accompanying material physical description:

Make sure 300 includes a ‡e subfield with at least the type of accompanying material and number of items.

E.g. 300 ... + ‡e 1 CD-ROM

E.g. 300 ... + ‡e 2 sound discs [for audio CD]

E.g. 300 ... + ‡e 1 videodisc [for standard DVDs]

E.g. 300 ... + ‡e 2 DVD-ROMs

E.g. 300 ... + ‡e 1 CD-ROM + 1 sound disc [2 types of accompanying materials]

E.g. 300 ... + ‡e 1 USB

336 Content Type:

A separate 336 field may be used for the accompanying material and should include subfield ‡3 for the piece. Use the term and code that most closely applies from the list at the link below.

http://www.loc.gov/standards/valuelist/rdacontent.html

337 Media Type:

A separate 337 field may be used for the accompanying material and should include subfield ‡3 for the piece. Use the term and code that most closely applies from the list at the link below.

https://www.loc.gov/standards/valuelist/rdamedia.html

338 Carrier Type:

A separate 338 field may be used for the accompanying material and should include subfield ‡3 for the piece. Use the term and code that most closely applies from the list at the link below.

https://www.loc.gov/standards/valuelist/rdacarrier.html

538 System requirements/System details:

Basic information on non-standard hardware, software, and any peripherals or extra hardware features that will be needed to run or play an electronic resource. Also used for DVD encoding information.

E.g. 538 ‡a CD-ROM

E.g. 538 ‡a DVD; Region 2.

Review 538 for accuracy if this information is easily available in your book or on the accompanying material label or packaging. If the information cannot be located easily and quickly, simply accept 538.

Do not add. Exception: Note DVDs with PAL or non-Region-1 encoding.

5XX Other notes:

Variant titles: Check or add 500 for variant title found on accompanying material.
(If variant title is present in 246, you may leave it there; if add, tag as 500.)

E.g. 500 ‡a Title on label of accompanying CD-ROM: Systematic database of Razheki Site finds.

Check other 5XX notes that apply to the accompanying material.

740 Analytic title:

Check or add 740 with a title found on accompanying material that is different from 245 ‡a (if it is not present in 246).

948

See below, under “Statistics.”

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MARC Holdings Record

The main volume should have a holdings record for it’s permanent location. Audiovisual accompanying material will be on it’s own holdings record for the appropriate Media location.

Fixed-field leader: Record type code: x = single item ; v = multiple items

Encoding level: 1 = single item ; 4 = multiple items

852: Standard 852 based on book location and call number.

Stacks media materials = media

LAL media materials = media_lal

LACOLL media materials = media_lou

866: Only add for multiple pieces. Give total number of items unless each piece corresponds to a matching book volume or is numbered and described in the bib record (ie. 505 table of contents).

Include in ‡a:

Number of accompanying items
Type of accompanying material

E.g. 866 ... ‡a 1 CD-ROM + 1 Audio CD [2 types of accompanying materials]

E.g. 866 ... ‡a 2 DVDs

E.g. 866 ... ‡a 2 Audio CDs [the CDs came inside v. 1 of a multivolume set]

E.g. 866 ... ‡a Audio CD 1-6 [each CD corresponds to a specific book volume]

E.g. 866 ... ‡a 4 DVD-ROMs

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Item record

Accompanying material: Each container has its own item record.

Permanent location – matches holdings location

Material Type

Audio CD	Sound Recording
CD-ROM	CD-ROM
DVD	DVD
DVD-ROM	DVD-ROM
USB	Other

Item Policy

CD-ROM and DVD-ROM	MediaSoftwareAccompanying
Audio CD	MediaAudioAccompanying
DVD	MediaVideoAccompanying
USB	{Check bib record for description of file type}

Exception: Materials accompanying books for Reference locations should be assigned Item Type “Ref”

Description

Only used when there are multiple items of the same type, when Material Type = Other, or when the piece accompanies a specific volume.
Enter type of accompanying material with item number (after space); for multiple items in same container, separate item numbers with slash (/).
Separate multiple material types in the same container by plus sign (+).

E.g. Audio CD 1

E.g. Audio CD bk.1

E.g. DVD 2

E.g. DVD-ROM 1/2 [2 DVDs, both in the same container]

E.g. CD-ROM + Audio CD

E.g. USB

Pieces

Use for multiple pieces in 1 physical container. See “Item Record: Pieces Count” for instructions.

Notes tab: Pieces statement goes in Fulfillment note.

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Physical processing

Cases

If a disc does not come with a durable case, put it in a library-supplied plastic case (available from the Processing supply cabinet). Two discs can be housed in a double case.

· CD-ROM, Audio CD: “Square” case

· USB: “Square” case for CDs with insert

· DVD, DVD-ROM: Taller, “rectangular” case.

Barcode

“Square” CD case: Apply to outside top rear of jewel case.
Taller, “rectangular” DVD case: Place barcode inside case on right-hand side, above DVD.

Avoid obscuring any useful information that may be present.

Routing slip: Put Media routing slip in CD case with

Call number

Basic book call number
Book volume number, when applicable
Material type (CD-ROM, Audio CD, DVD, or DVD-ROM); material item number
MEDIA

E.g.

(book in HT Stacks)	(book in LAL; multiple DVDs)	(multivolume book)

GN	F	PT
778.22	1504	1172
.G7	.L88	.W66
M34	2008	1998
2007	DVD 2	Bd.3
CD-ROM	MEDIA	Audio CD
MEDIA		MEDIA

Write Alma MMS ID number on routing slip.

Stamp

Stamp book with "Accompanying item shelved in Media Collection," on inside back cover, below barcode.

Shelf

Place media case in Processing on shelf labelled “Media.” (Book goes on its regular truck or shelf.)

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Statistics

Record in the 948 ‡k subfield information on accompanying material housed separately from the book. It should be the last 948 subfield, after ‡f, ‡g, and ‡h. Specify:

Type of accompanying material (physical format) -- in the singular or plural, as applicable:

cd / cds [for audio CDs]
cdrom / cdroms
dvd / dvds [for video format dvd]
dvdrom / dvdroms
usb / usbs

If more than one accompanying item, add the number.

Put information about multiple types of accompanying material in a single 948 ‡k subfield.

E.g. Book with 1 CD-ROM:

948 ‡a 20080405 ‡b wst ‡c o ‡d 1 ‡e 1 ‡k cdrom

E.g. Book in 2 volumes, with 4 audio CDs; PCC upgrade cataloguing:

948 ‡a 20080808 ‡b rmw ‡c o ‡d 1 ‡e 2 ‡h pcc ‡k 4 cds

E.g. Book with 1 CD-ROM and 1 DVD-ROM:

948 ‡a 20080717 ‡b bds ‡c ow ‡d 1 ‡e 1 ‡k cdrom + dvdrom

Please note: The number of accompanying items in the 948 ‡k may not be the same as the number of containers in which we are storing them, so it may not match the number of item records. It should reflect the number of accompanying items listed in the holdings record 866 or 866s, ‡a.

E.g. 866 ... ‡a 4 DVD-ROMs {in 2 containers, 2 item records}

948 ... ‡k 4 dvdroms

E.g. 866 ... ‡a 2 DVDs + 1 CD-ROM {dvds in 1 container, 2 item records}

948 ... ‡k 2 dvds + cdrom

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