Revised 12/1/06
BOOKS WITH ACCOMPANYING ITEMS FOR MAIN LIBRARY 2
BOOKS WITH ACCOMPANYING ITEMS
(CD, CD-ROM, DVD, VIDEO, ETC.) FOR MAIN LIBRARY
Books that have an accompanying item (CD, CD-ROM, DVD, diskette, video, etc. will generally be cataloged on the same bibliographic record with the accompanying item in subfield “e” of the 300 field. (Formerly, accompanying items were always given a separate bibliographic record.) The current procedure does not require a separate bibliographic record. Accompanying items that will be physically separated from the book and placed in a separate location do require an additional mfhd and item record for the accompanying item. Sometimes the Systems Librarian will indicate that an accompanying item should remain physically with the book. If there are no instructions for an accompanying CD-ROM or diskette, show to the Systems Librarian.
Note on shelving: In cases where the primary item is NOT a book but a special format such as CD, CD-ROM, video, etc. with an accompanying booklet, guide, manual, etc., the accompanying booklet, guide, etc. will generally be given the same accession number as the special format item it accompanies with an appropriate addition and will be shelved with the special format item.
Ex. for a guide accompanying a video: Video
Cass
800
Guide
Follow general instructions for copy cataloging and processing, with these differences.
1) Check the 300 to make sure a subfield ‡e is present for the accompanying item(s). If not, check with the Cataloger. Subfield ‡e follows the dimensions of the book in subfield ‡c and a plus (+) sign.
Example (book with accompanying music CD):
300 ‡a 34 p. : ‡b ill. ; ‡c 22 cm. + ‡e 1 sound disc (24 min. : digital ; 4 3/4 in.)
2) If ‡e is present, check for accuracy:
Is the format and quantity of the accompanying item(s) correct?
Add playing time (if available), digital/analog, and dimensions in parentheses.
Examples:
Music or other sound CD: ‡e 1 sound disc (60 min. : digital ; 4 ¾ in.)
LP: ‡e 1 sound disc (24 min. : analog, 33 1/3 rpm, mono. ; 14 in.)
CD-ROM: ‡e 1 CD-ROM (sd., col., ; 4 ¾ in.)
Diskette: ‡e 2 computer disks (3 ½ in.)
Audio cassette: ‡e 4 sound cassettes (12 min. : analog, stereo)
If you run across accompanying material in other formats and are not sure about the ‡e, show to the Cataloger.
If you have multiple accompanying material formats, do not repeat ‡e; enter multiple statements in the same ‡e separated by the plus (+) sign, e.g. ‡e 1 CD-ROM (sd., col., 4 ¾ in.) + teacher’s manual.
3) If the accompanying item is a computer disk or CD-ROM, check for a 538 for the system requirements. If none is present, add one or consult Susan.
Example:
System requirements of accompanying computer disk: PC; 486XX hard drive; with at least 4 MB RAM.
4) If the title on the accompanying item differs from the title of the book, add a 500 note and a 740:
500 Title from accompanying compact disc: Norton scores
740 ‡a Norton scores.
(In the 740, the 1st indicator is for nonfiling characters; 2nd indicator should be blank.)
5) Check for an 007 field for the accompanying item. If no 007 is present, add one. In Connexion Client, click into Bib Formats & Standards (Shift F1) and select the 007 for the accompanying format you have. Input the correct codes for each subfield for the item you have. To add the delimiter symbol (double dagger)in OCLC, hit Ctrl-d. You may find it easier to add the 007 after you have imported the record into Voyager. (Voyager includes pull-down menus listing each available code in the 007 subfields.)
IF THE ITEM WILL BE SEPARATED FROM THE BOOK AND PLACED IN THE APPROPRIATE LOCATION FOR THE FORMAT, GO TO STEPS 6-20.
IF THE ITEM WILL PHYSICALLY REMAIN WITH THE BOOK, DO NOT CREATE A MFHD OR ITEM RECORD FOR THE ACCOMPANYING ITEM. Follow the instructions in the box and skip steps 6-20.
6) Create a mfhd for the accompanying item. Click “Get Hldgs.”
7) In 852 ‡b input the appropriate location for the format of the accompanying material. Refer to the list of location codes if needed.
8) Refer to the list of accession numbers for that format to determine the appropriate accession number. In ‡h input the accession number. Hit the “Save to DB” (ship) icon to save changes.
9) Create an item record for the accompanying item. While in the mfhd for the accompanying item, click “New Items.”
10) Scan in a barcode for the accompanying item. Affix barcode to the front upper center of the container as you normally would for that format.
11) Change the Permanent Location to the appropriate location for that format.
12) Change the Item Type to the appropriate format.
13) If the accompanying material is in more than one piece (2 CD-ROMs, etc.), change “Pieces” to the total number of pieces represented on that item record (that is, do not count the book as it has its own item record).
14) Hit the “Save to DB” (ship) icon to save changes.
15) Using the pressure-sensitive white labels, print a sticker for the book reading: “There is an accompanying [CD, CD-ROM, etc.] [with the same title; or, if title is different insert that title here] shelved in [OPAC display name of location] with accession # [complete accession no., including prefix].” Affix sticker to the lower center of the cover.
16) Using the pressure-sensitive white labels, print a sticker for the accompanying item reading: “For use with the book [with the same title; or, if title is different insert that title here] with call # [complete call no. as it appears on the spine label]. Affix sticker to lower center of the front of the jewel case or other container.
17) Print spine label with the location and accession number for the accompanying item and affix to the container following regular procedures for that type of material.
18) Write “CSU Library” and the call number or accession number with a fine point gold pen on the clear space around the hole of the CD-ROM(s) or compact disc(s). If there is an accompanying diskette, write “CSU Library” and the spine label information in ink on the diskette label.
19) Apply security strip to the container for the accompanying material as appropriate for that format.
20) Affix a full adhesive pressure sensitive date due slip to the container as you normally would for that format. When applicable, affix “1 WEEK CIRCULATION FACULTY ONLY” sticker (DVDs, VHS)