Accompanying Material: Copy Cataloguing Checklist for Material Staying with Piece

Introduction

Like the summary copy cataloguing procedures for accompanying materials, this list applies to books as the main piece, catalogued for a Howard-Tilton location.

In this case, the accompanying materials are:

• Printed inserts, e.g., maps, plans, small pamphlets, posters, small music scores
• Microfiche

The main difference in treatment from accompanying CD-ROMs, audio CDs, DVDs, and DVD-ROMs:  the print and microfiche accompanying materials remain with the main book.

Consult the fuller document “Accompanying Material: Copy Cataloguing 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 in either summary document (e.g., a diskette)
• The book is catalogued for a non-Howard-Tilton location (e.g., Architecture, Jazz, LACOLL).

For questions, consult that document or ask your trainer or supervisor.

The procedures described below for holdings records, item records, and physical processing also apply to original cataloguing.

General

In addition to information in the main book about the accompanying material:

• Print:  Do look at accompanying print material to identify its nature.

• Microfiche:  Look at the header and any sleeve information with accompanying fiches.  Generally do not examine the fiche content itself in further detail.

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.  (The location of the accompanying material may be present in this subfield, although it is often spelled out in a 500 note.)

E.g.      300 ... + ‡e 4 maps (folded)

E.g.      300 ... + ‡e 6 microfiches in pocket       [the book came with the pocket]

5XX      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 microfiche header: Manuscript facsimiles for the great lost novel.

• Location:  Check any note describing the location of the accompanying material.

  E.g.      500     ‡a Accompanying poster in pocket.

  E.g.      500     ‡a Four folded maps in pocket.

  Add in bib record only when an explanation is needed relating the content of the accompanying material to the main piece.

  E.g.      500     ‡a Microfiches in pocket of v. 4 accompany content of v. 1-4.

• 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 ‡e       Statistics

Count only the number of book volumes; do not include the accompanying material.

MARC Holdings Record

Fixed-field leader:      Type of Record code:  The appropriate code for the book (single-item or multivolume monograph)

852:      Standard 852 ‡b, ‡h, and ‡i based on book location and call number

• Single-volume book:  Add 852 ‡z public note about accompanying material and its location, in angle brackets (<  >):

  E.g.      852 00  ‡b stx ‡h NE1450 ‡i .T74 2008 ‡z <Accompanying poster in book pocket>

  E.g.      852 00  ‡b lal ‡h F1391.M5 ‡i Q48 2003 ‡z <4 folded maps in book pocket>

• Multivolume book:  Do not provide a 852 ‡z public note for accompanying material.

866

• Single-volume book:  Include in ‡a:
  • 1 v.
  • Plus sign (+)
  • Number of accompanying items
  • Type of accompanying material

  E.g.      866 ... ‡a 1 v. + 10 microfiches

  E.g.      866 ... ‡a 1 v. + 4 maps

• Multivolume book:  Provide separate 866 for the volume containing the accompanying material.  Include in that 866 ‡a:
  • Standard volume information for that volume
  • Plus sign (+)
  • Number of accompanying items
  • Type of accompanying material
  • Location of accompanying material

  E.g.      866 ... ‡a Bd. 1-3

    866 ... ‡a Bd. 4 + 6 microfiches in pocket

Item record

Provide standard book item record(s) with designated location, appropriate item type, etc.

Do not list accompanying material in the Enum field. Instead --

Account for the accompanying material in the pieces count and note.  See “Voyager Item Records:  Pieces Count.”

E.g.      In item record for a book containing 6 maps in pocket:

      Pieces count:    7

      Item record note:    PIECES: 1 book + 6 maps

E.g.      In item record for a book containing a pamphlet and a poster in pocket:

      Pieces count:    3

      Item record note:    PIECES: 1 book + 1 pamphlet + 1 poster

Physical processing

• Label book as usual.

• On each accompanying printed piece, and on any paper sleeve for accompanying microfiche:
  • Write Voyager bib record number.

  • Stamp with “Tulane University Library” property stamp.

• Pocket present:  If the accompanying material is already in a reasonably sturdy pocket:  The book can be processed without extra attention from Preservation.  Barcode book as usual and place it on the appropriate truck or shelf.

• Pocket needed:  If the accompanying material has no pocket, or only a flimsy pocket:
  • Include blue Bindery slip. Check off “Pocket Needed for Loose Plates / Maps/ Music parts.”

  • Place barcode on book t.p. verso.

  • Place book, with accompanying material, on truck for Preservation.

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  17 March 2008

  HTML document last reviewed:  1 April 2008