Accompanying Material:  Summary Copy Cataloguing Procedures

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
  • Audiovisual DVDs
  • DVD-ROMs

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 (e.g., Architecture, Jazz, LACOLL).

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]

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 the Database Management Librarian

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]

538      System requirements/System details:

Basic information on the hardware (including amount of memory), software (including software release), and any peripherals or extra hardware features (e.g., monitor, DVD-ROM drive) that will be needed to run or play an electronic resource.  Also for DVD encoding.

E.g.      538     ‡a System requirements for CD-ROM: IBM PC; 64K; color card; 1 disk drive, color monitor.

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:  Do 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.”

MARC Holdings Record

Exception:  For multivolume monographs with a large or particularly complex number of volumes, see the fuller procedures document.

Fixed-field leader:      Record type code:    v   (multivolume monograph)

852:      Standard 852 based on book location and call number

866

• Include in ‡a:
  • Number of book volumes, even if 1 (one)
  • Plus sign (+)
  • Number of accompanying items
  • Type of accompanying material

• Include in ‡z public note, in angle brackets (< >):
  • Number of containers, if different from number of accompanying items

E.g.      866 ... ‡a 1 v. + 1 CD-ROM

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

E.g.      866 ... ‡a 1 v. + 2 DVDs ‡z <DVDs in 1 container>

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

  866 ... ‡a v. 2

E.g.      866 ... ‡a v. 1-3 + 1 DVD

    [the DVD accompanied the multivolume set; it was not associated with a specific book volume]

E.g.      866 ... ‡a 1 v. + 4 DVD-ROMs ‡z <DVD-ROMs in 2 containers>

Item record

Book:  Standard book item record with designated location, appropriate item type, etc.

Accompanying material:  Each container has its own item record.

Perm. Loc.

Material accompanying non-LAL Howard-Tilton books	HT Media Collection
Material accompanying LAL books	HT Media Collection (lal)

Item Type

CD-ROM and DVD-ROM	MediaSoftwareAccompanying
Audio CD	MediaAudioAccompanying
DVD	MediaVideoAccompanying

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

Enum

• Material type (same as holdings 866 designation).  Put in even when there is only one accompanying item.

• If more than one item is associated with same holdings record, put 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.      CD-ROM

E.g.      Audio CD 1

E.g.      DVD 2

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

E.g.      CD-ROM + Audio CD

Pieces

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

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
• 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 Voyager bib record 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 far left shelf labelled “Media.”  (Book goes on its regular truck or shelf.)

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

• If more than one accompanying item, the number.

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 1 v. + 4 DVD-ROMs ‡z <DVD-ROMs in 2 containers>

948 ... ‡k 4 dvdroms

E.g.     866 ... ‡a 1 v. + 2 DVDs + 1 CD-ROM ‡z <DVDs in 1 container>

948 ... ‡k 2 dvds + cdrom

HTML document last reviewed:  6 December 2010