Processing Procedures for Books with Accompanying Software
Rev. 9/20/2012
The following procedures were developed for books with accompanying software--not
for software with accompanying documentation.
NOTE: Software with book-like documentation is cataloged as an electronic resource
with accompanying text. However, if the package is suitable for shelving in the stacks, it
may be physically processed according to guidelines in this document. Before cataloging
the item, consult with the electronic resource cataloger or the Head of Monographs
Cataloging.
Example
Catalogers must verify the type of data carried by an accompanying CD to determine
whether it is a sound disc or an electronic resource. Both publisher blurbs and cataloging
copy can be inaccurate. Enhanced compact discs are treated as CD-ROMs or Audio CDs,
depending on whether computer files or sound tracks predominate. (Cf. “Processing
Procedures for Books with Accompanying Sound Recordings”).
NOTE: Video in DVD format will be designated as DVD. Textual data in DVD format
will be designated as DVD-ROM.
The norm is for book and software to shelve together, whenever practical as a single
physical unit. Books and accompanying software acquired for the general collections
1
will shelve together in the stacks. When this is not feasible, book and software will be
housed together at the Main or Science Circulation Desk.
Prior to October 1, 2012, print books on music (in LC classifications ML and MT) that
were received with accompanying media (e.g., CD-ROMs, music CDs, DVDs, etc.) were
all cataloged for the Music Library, with the print portions routed to the Music Library
stacks location and the accompanying media item(s) routed to the secure Music Library
Media location. At least two holdings records (i.e., MFHDs in the Voyager/GIL
environment) were always used, one for the print portion and the other for the media
portion. The accompanying optical media (CDs, DVDs, etc.) were not security-stripped.
Beginning October 1, 2012, the above policy has changed and print books on music
(in LC classifications ML and MT) that are received with accompanying media (e.g.,
CD-ROMs, music CDs, DVDs, etc.) will generally be cataloged for and shelved
together in the Main Stacks. No retrospective transferring of materials is to take place
at this time.
For a print title with accompanying material specifically ordered for the Music
Library, keep the media and print items together and process them for the Music
Library stacks.
Typically, software will be placed in a sleeve inside the back cover of the book it
accompanies. In certain cases it may be housed in a separate container next to the book
or together with the book inside a larger container.
Pre-Cataloging Workflow
•
Collection Development
Requests mixed media materials by including a note in the 939 field that
specifies the number of items associated with the order as well as their
formats.
The bibliographer may designate a Circulation Desk rather than the stacks as
the intended location for a mixed media title. This may be done based on the
title’s physical properties, high cost, or exceptional vulnerability to theft.
•
Acquisitions
Creates a bibliographic record for text and CD-ROM, text and diskette, or text
and DVD, as appropriate.
Creates a single MFHD.
NOTE: Any added volumes or added copies for such print-plus-media
music titles that were already cataloged according to the pre-October 1,
2012 policy will continue to be processed according to that earlier policy,
i.e., all titles in all formats will be routed to the Music Library whether
specifically ordered for that location or not, with the print portions
processed for Music Lib stacks and the media portions processed for
Music Lib Media and their associated item records attached to separate
holdings records.
2
Creates and attaches item records to the appropriate MFHD.
Retains any commercial packaging that might provide useful information or
be used to house the mixed media and routes it to Cataloging with the
materials.
Determines whether the sleeve in which a CD-ROM, diskette, or DVD was
issued is adequate or needs replacement. An adequate sleeve must be sturdy,
have a flap which opens outward, and adhere securely to the book. It must be
located inside the back cover below the barcode.
Hardback with acceptable sleeve: no sleeve removal/replacement
needed.
Hardback with unacceptable sleeve or no sleeve: Acquisitions staff
will remove the unacceptable sleeve and affix a replacement sleeve on
the inside back cover below the barcode.
Paperback with acceptable sleeve: No removal/replacement needed;
Binding staff will hold the CD-ROM, diskette, or DVD until the book
is returned from the bindery and then return the electronic resource to
its sleeve.
Paperback with unacceptable sleeve or no sleeve: Acquisitions staff
will remove the unacceptable sleeve and affix a replacement sleeve on
the inside back cover below the barcode. Binding staff will hold the
CD-ROM, diskette, or DVD until the book is returned from the
bindery and then return the electronic resource to its sleeve.
Books with more than 2 CD-ROMs or DVDs or other
accompanying materials that are too bulky to shelve inside the
book: Accompanying materials may be housed in separate
container(s), or the entire package may be housed in a larger container.
Multi-volume sets (and non-periodical serials): Items should be
examined to determine whether the software accompanies a specific
volume of the set or serial. If it does, and can be kept inside that
volume, it should be placed inside a sleeve inside the back of the
volume. If the software does not accompany a specific volume or
cannot be kept inside that volume, it should be placed inside a separate
container and shelved with the other volumes of the set or serial. See
additional information on books with accompanying diskettes, videos,
etc. at the end of this document.
Sleeve removal: In cases of difficult removal, Preservation staff can
assist (either by performing the removal or training other staff to do it).
Small volumes: If a volume is too small to accommodate a standard
sleeve, Acquisitions staff will barcode an unattached sleeve and route
it with the book.
Books with important information inside the back cover: If the
inside back cover of a volume contains information which should be
preserved, Acquisitions staff will barcode an unattached sleeve and
route it with the book. The cataloger will route the volume to
Preservation to have the information photocopied and tipped into the
book.
3
•
Places the barcode for a CD-ROM or DVD on the lower left-hand corner of the
sleeve. For multiple CD-ROMs or DVDs a barcode should be affixed to each
sleeve. If two CD-ROMs are housed in the same sleeve, two barcodes will be
placed on the sleeve, one above the other.
Places the barcode for a diskette on the lower left-hand corner of the sleeve.
Inserts a lime green mixed media flag.
Delivers new titles with accompanying software to Acquired Cataloging.
Delivers added volumes, copies, and locations to Database Maintenance.
Acquired Cataloger
Searches OCLC for copy and either processes title or routes material to the
appropriate shelf in Monographs Cataloging.
If necessary, arranges for Preservation to photocopy important information inside
back cover.
MFHDs
•
Leader
Type of Record: Use Type v.
Encoding Level: Use enc/l 4.
•
852 Field
Call number: Do not include Text or type of media designator in call number.
This information will be recorded in an 866 field.
Treatment/Mark notes: Supply Treatment and Mark information for
incomplete sets only.
•
866 Field
Indicators: Use first indicator 3 and second indicator 0.
Single volume: Use Text. This designation is used in the 866 and in the
enumeration line on the item record, but not to label pieces.
Single piece of software: Use CD-ROM, Diskette, DVD, or DVD-ROM.
Multiple pieces of software: Use CD-ROM 1… , Diskette 1 … , DVD 1…,
DVD-ROM…(or other appropriate designation, e.g. CD-ROM A, CD-ROM B
... , CD-ROM PC, CD-ROM Mac) Parenthetical information may be used to
clarify content.
•
Examples:
Book and software in same location (1 book + 1 CD-ROM)
Single MFHD:
4
Book and software in same location (1 book + 2 CD-ROMs)
Single MFHD:
Beginning October 1, 2012. Book and software shelved in the same
location within the Music Library (1 book + 1 CD-ROM)
5
Prior to October 1, 2012. Book and software in different sub-locations
within the Music Library (1 book + 1 CD-ROM)
MFHD for book:
MFHD for software:
6
Item Records
•
•
•
Use item type Book for accompanying software—unless the software will be housed
in a location, such as the Georgia Room, for which another item type is appropriate.
Record 866 information in Enum, e.g. Text, Diskette, CD-ROM 2.
If software will be located inside a paperback being sent to the bindery, item status
will be At Bindery for both book and software.
Locations
•
Main classification numbers (except materials located at the Main Circulation
Desk): Book and software are shelved in the Main stacks.
049
GUAA
Book Call
No.
CD-ROM
Call No.
Diskette
Call No.
DVD Call
No.
HF
5548.2
.U614
1998
HF
5548.2
.U614
1998
CD-ROM
HF
5548.2
.U614
1998
Diskette
HF
5548.2
.U614
1998
DVD
DVD-ROM
Call
No.
HF
5548.2
.U614
1998
DVD-ROM
ML & MT classification numbers: Prior to October 1, 2012, all books with
accompanying software to be classified ML or MT, and which were not ordered for a
reference collection (or specifically as an added copy for another location), were
cataloged for the Music Library. Beginning October 1, 2012, print books on music (in
LC classifications ML and MT) that are received with accompanying media (e.g.,
CD-ROMs, music CDs, DVDs, etc.) will generally be cataloged for and shelved
together in the Main Stacks. No retrospective transferring of materials is to take place
7
at this time. For materials ordered for the Music Library, see section on Music Library for
details.
•
Materials located at the Main Circulation Desk: Book and software are shelved in
Main Circulation.
•
Book Call
No.
CD-ROM
Call No.
Diskette
Call No.
DVD Call
No.
Main
Circ
HF
5548.2
.U614
1998
Main
Circ
HF
5548.2
.U614
1998
CD-ROM
Main
Circ
HF
5548.2
.U614
1998
Diskette
Main
Circ
HF
5548.2
.U614
1998
DVD
DVD-ROM
Call
No.
Main
Circ
HF
5548.2
.U614
1998
DVD-ROM
Science classification numbers (except materials located at the Science
Circulation Desk): Book and software are shelved in the Science stacks.
•
049
[Main] [Circ] GUAA
852 on MFHD: $b Mn Circ Dk $k Main Circ …
Permanent location on item record: 2Circ Desk Main.
049
GUAS
Book Call
No.
CD-ROM
Call No.
Diskette
Call No.
DVD Call
No.
DVD-ROM
Call No.
QK
95
.W66
1996
QK
95
.W66
1996
CD-ROM
QK
95
.W66
1996
Diskette
QK
95
.W66
1996
DVD
QK
95
.W66
1996
DVD-ROM
Materials located at the Science Circulation Desk: Book and software are shelved
at the Science Circulation Desk.
049
[Sci Circ] GUAS
852 on MFHD: $b SciCircMed $k Sci Circ …
Permanent location on item record: 3Circ Desk Sci.
8
•
Book Call
No.
CD-ROM
Call No.
Diskette
Call No.
DVD Call
No.
Sci Circ
QK
95
.W66
1996
Sci Circ
QK
95
.W66
1996
CD-ROM
Sci Circ
QK
95
.W66
1996
Diskette
Sci Circ
QK
95
.W66
1996
DVD
Main Reference materials: Book and software are shelved in Main Reference.
•
049
GUAC
852 on MFHD: $b Mn Ref $k Main Ref ...
Permanent location on item record: 2Reference Main.
Book Call
No.
CD-ROM
Call No.
Diskette
Call No.
DVD Call
No.
DVD-ROM
Call
No.
Main Ref
HF
5548.2
.U614
1998
Main Ref
HF
5548.2
.U614
1998
CD-ROM
Main Ref
HF
5548.2
.U614
1998
Diskette
Main Ref
HF
5548.2
.U614
1998
DVD
Main Ref
HF
5548.2
.U614
1998
DVD-ROM
Science Reference materials: Book and software are shelved in Science
Reference.
•
DVD-ROM
Call
No.
Sci Circ
QK
95
.W66
1996
DVD-ROM
049
GUAQ
852 on MFHD: $b Sci Ref $k Sci Ref ...
Permanent location on item record: 3Reference Sci.
Book Call
No.
CD-ROM
Call No.
Diskette
Call No.
DVD Call
No.
Sci Ref
HF
5548.2
.U614
1998
Sci Ref
HF
5548.2
.U614
1998
CD-ROM
Sci Ref
HF
5548.2
.U614
1998
Diskette
Sci Ref
HF
5548.2
.U614
1998
DVD
DVD-ROM
Call
No.
Sci Ref
HF
5548.2
.U614
1998
DVD-ROM
Music Library: Beginning October 1, 2012, all books with accompanying software
to be classified ML or MT will no longer be automatically cataloged for the Music
9
Library. These materials will now be cataloged for the Main Stacks. See note below
for exceptions.
For print materials with accompanying material specifically ordered for the
Music Library, keep the media and print items together and process them for
the Music Library stacks, Music Library Reference, or Music Library Restrict.
Music Library stack materials: Book and software are shelved in the Music Library
stacks.
049
GYCK
852 on MFHD: $b Mus Lib bk $k Music Lib …
Permanent location on item record: 5Music Lib Books
Book Call
No.
Music
Lib
MT
723
.M43
1998
CD-ROM
Call No.
Music
Lib
MT
723
.M43
1998
CD-ROM
Diskette
Call No.
Music
Lib
MT
723
.M43
1998
Diskette
DVD Call
No.
Music
Lib
MT
723
.M43
1998
DVD
DVD-ROM
Call No.
Music
Lib
MT
723
.M43
1998
DVD-ROM
NOTE: Exception: Any added volumes or added copies for such print-plus-media
music titles that were already cataloged according to the pre-October 1, 2012
policy will continue to be processed according to that earlier policy, i.e., all titles
in all formats will be routed to the Music Library whether specifically ordered for
that location or not, with the print portions processed for Music Lib stacks and
the media portions processed for Music Lib Media and their associated item
records attached to separate holdings records.
•
Music Library Reference materials: Book and software are shelved in Music Library
Reference.
049
GYCL
852 on MFHD: $b Mus Lib Rf $k Mus Lib Ref …
Permanent location on item record: 5Music Lib Reference.
•
Music Library Restrict materials: Book and software are shelved in Music Library
Restrict.
049
GYCN
852 on MFHD: $b Mus Lib Nc $k Music Lib Restrict …
Permanent location on item record: 5Music Lib Non-Circ.
•
Music Library Curriculum Materials: Book and software are shelved in Music
Library Curriculum.
10
049
[Cur] GYCM
852 on MFHD: $b Mus Lib cu $k Music Cur
Permanent location on item record: 5Music Lib Curriculum.
Music Library Prior to October 1, 2012: books and software were shelved separately.
Books were shelved in the stacks or Music Library Reference, and software was housed
in Music Library Media.
GYCK or GYCL is used in the 049 field. No special input stamp is needed.
852 on MFHD for book: $b Mus Lib bk $k Music Lib …
852 on MFHD for software: $b Mus Lib sw $k Music Lib Media ...
Call number is prefixed Music Lib Media, and CD-ROM, Diskette, or DVD is
used as the last element in the call number on labels for accompanying
software.
Folios: Books will be marked Folio, accompanying media or software going
to a separate location will Not be marked Folio.
Permanent location on item record for software: 5Music Lib software.
Item type for software is Book.
•
Branch materials
Regular holding library is used in 049.
Single MFHD lists both text and software.
•
eText Resource Services materials: To be determined. Consult with
bibliographer.
A 939 field on bibliographic record in GIL will indicate the CD-ROM, DVD,
etc. should be cataloged for eText Resource Services:
939
$r mbhoward $a stacks $u 2001.09.27 $f 1Ita print $p 70.00 $n text +
CD-ROM; ATTN: cataloging: Please catalog CD-ROM for eText
Resource Services (eText)
Cataloging record
•
It is unnecessary to add a 006 or 007 describing the computer file. However, retain
these fields if present.
•
LC workflow frequently separates books and accompanying software. In these cases
a subfield $e for the CD-ROM, diskette, or DVD must be added to the 300 field on
the record for the book. Do not worry about whether the book has been issued both
with and without the software. MOC catalogers may Upgrade or Enhance records
which they process to include information about accompanying software.
300 subfield $e for CD-ROMs:
11
+ $e 2 CD-ROMs (4 3/4 in.)
+ $e 2 computer optical discs (4 3/4 in.)
300 subfield $e for diskettes:
+ $e 1 floppy disk (3 1/2 in.)
+ $e 1 floppy disk (5 1/4 in.)
+ $e 1 computer disk (3 1/2 in.)
+ $e 1 computer disk (5 1/4 in.)
300 subfield $e for DVD-ROM:
+ $e 1 DVD-ROM (4 3/4 in.)
+ $e 1 computer optical disc (4 3/4 in.)
300 subfield $e for title with a CD-ROM or DVD-ROM and a diskette:
+ $e 1 CD-ROM (4 3/4 in.) + 1 floppy disk (3 1/2 in.)
+ $e 1 DVD-ROM (4 3/4 in.) + 1 floppy disk (3 1/2 in.)
+ $e 1 computer disc (4 3/4 in.) + 1 computer disk (3 1/2 in.)
•
Normally include at least one 538 field prefaced System requirements for
accompanying computer disk(s) (or disc(s) or CD-ROM(s), etc.) This information
may be found in or on the book, on the CD-ROM or diskette, in a Readme file, in a
Type m bibliographic record, or elsewhere. The level of detail in these notes will vary
depending on how much information is given in the source. If no information is
given in or on the pieces, the note may be omitted.
Notes concerning supplementary materials follow physical description and
precede series notes. Most often you will insert the system requirements note
before a contents note. Recent LC records often show it as the last note
(probably because they are putting the notes in numerical order). Earlier
UGA practice was consistently to place the system requirements notes first,
even when the file was only supplementary. Do not edit records to adjust the
order of notes.
List characteristics in the order prescribed in rule 9.7B1 and illustrated below.
Use the wording found in the book or on the disc/disk.
Some LC records present the characteristics in the order found on the piece. It
is unnecessary to edit copy to place characteristics in the correct order.
System requirements for accompanying computer disk: make and model of
computer; amount of memory required; operating system; software
requirements; needed peripherals.
Exercise judgment when deciding what information it is necessary to include.
How helpful is it really to indicate that a CD-ROM drive is required to play
the accompanying CD-ROM?!
12
•
Many discs/disks are now compatible with both PC and Macintosh computers. Local
practice has been to use separate 538s in cases where that will improve readability.
Either separate or combined notes are acceptable.
•
Examples of 538 fields:
single 538 for CD-ROM compatible with PC and Macintosh computers:
System requirements for accompanying CD-ROM: Macintosh; System
8.1 or better; or IBM-compatible PC with Pentium II or Power PC or
better running at 100 MHz; Windows 95 or better.
System requirements for accompanying CD-ROM: Windows 95, 98,
2000, or NT, Netscape 4.7 or higher OR Internet Explorer 5.0 or higher ;
Macintosh PowerPC, Mac OS 8.1 or higher, Netscape 4.7 or higher
(Note: This product is Netscape ONLY compatible for MAC).
single 538 for 2 diskettes, one PC, one Macintosh:
System requirements for accompanying computer disks: 1st disk-Macintosh; System 6.02 or later; Microsoft Word for Macintosh 5.1. 2nd
disk--IBM PC or compatible; DOS; Windows 3.0 or later; Microsoft
Word for Macintosh 5.1. [97-100214]
single 538 for 3 Macintosh diskettes:
System requirements for accompanying computer disks: Apple
Macintosh with 2 MB of free RAM and a hard disk, 4 MB
recommended. [97-221401]
single 538 for DVD:
System requirements for the accompanying computer disc: DVD-ROM
player and/or DVD video player.
single 538 for CD-ROM and diskette:
System requirements for computer optical disc and computer disk: IBMcompatible PC; DOS; Windows optional; CD-ROM drive; Sound
Blaster; hard disk with at least 2MB free space. Some programs require
80286 or better processor, VGA graphics or VideoBlaster. [93-84387;
note that characteristics are not in prescribed order!]
multiple 538 approach:
System requirements for accompanying CD-ROM for PC:
System requirements for accompanying CD-ROM for Macintosh: …
System requirements for accompanying floppy disk for PC: …
System requirements for accompanying floppy disk for Macintosh: ...
13
Post-Cataloging Workflow
•
Cataloger/DBM staff
If media is housed inside book:
Adds note to 852 field in MFHD: $z Accompanying media in book.
Stamps the inside back cover beneath or close to the barcode: ____
ITEMS. Number of items includes both book and media. For a book
with 2 CD-ROMs the count will be 3 items. Count only pieces
represented by item records. Accompanying material not represented
by an item record is accounted for in the pieces box on the item record
for the book. Use red ink for the stamp and write the number of
items in black ink.
Diskettes:
Stamps each diskette using a small UGA Libraries ownership stamp.
Effort should be made not to obscure manufacturer’s label and to leave
room for the call number label (placed in upper left-hand corner, if
possible). Use black ink for this stamp.
Types and affixes call number label.
Affix Do Not Desensitize sticker on sleeve to right of barcode
CD-ROMs, DVDs, and DVD-ROMs:
With a special archival pen (or engraving tool) write UGA and call
number on the backside of inner ring of CD or DVD. (This is the
playing side, usually silver.) Spiral call number to the right if
necessary. It may be easier to see as you write if CD or DVD is placed
on a white surface.
Applies security overlays to CD-ROMS and DVDs including discs
being processed for the Music Library (see exceptions under Music
Library). Mini CD-ROMs are not stripped at the present time.
When applying an overlay, place the disc to be stripped in a jewel
case, and peel the backing off the smaller portion of the overlay.
Center the overlay and roll the exposed adhesive surface onto the top
(label side) of the disc. Then remove the backing from the larger
portion of the overlay and smooth it into place. It is important to avoid
wrinkles in the overlay and air bubbles between disc and overlay.
Once an overlay is firmly attached to a disc, removing it is likely to
damage the disc so it is important not to strip discs which shouldn’t
receive overlays.
Fills out marking slip for book and places material on appropriate shelf in
Marking.
Statistics:
Count title as online, partial, etc. based on type of copy.
Count the accompanying CD-ROM(s), diskette(s), and/or DVD(s) as
electronic resources in the Added Vols. or Pieces section of the
Cataloging Statistics form.
•
Binding
14
Retains software in an envelope attached to the Marking Slip while book is at
bindery
Additional Information
Books with accompanying media (diskettes, videos, cassettes)
Desensitize stickers, stripping, & property stamp
• Diskettes, videos, & cassettes should not be desensitized
• Affix Do Not Desensitize sticker on sleeve to right of barcode for diskettes
• Affix Do Not Desensitize sticker near barcode for videos & cassettes. OK to use
multiple stickers for video sleeves or cases if needed.
• Diskettes and cassettes will NOT be stripped
• Videos should be stripped on front spine (side not inserted into player).
• All media should be stamped with small UGA Libraries ownership stamp.
Preservation Binders
• Preservation binders will be used to house diskettes, CDs, & DVDs in sleeves that
will not fit in back of book.
• Print title and author’s name on the binder cover in black ink.
• Binders will also be used for small book with media if book will fit into binder.
NOTE: If book is put in binder, add new barcode to front cover of book on
bottom left. Mark out old barcode in back of book.
If binder is used for book & media (or multiple CDs, DVDs, etc.),
stamp ______ Items on inside front cover to note multiple items must
be discharged. Number of items includes both book and media. For a
book with 2 CD-ROMs the count will be 3 items. Count only pieces
represented by item records. Accompanying material not represented
by and item record is accounted for in the pieces box on the item
record for the book. Use red ink for the stamp and write the
number of items in black ink.
• If book is paperback and CD, etc. is put in a separate binder, OK to route book to
Binding and media to designated marking shelf.
Phase Boxes
• Items should be marked and stripped before sending materials to Binding to have
a phase box made to house items together.
• Staple a “To Binding” slip to marking slip so Binding will return book with
accompanying media to cataloger. When phase box returned, attach a label to
phase box with number of items.
Stamp ______ Items on inside front cover to note multiple items must be
discharged.
NOTE: If the phase box contains a book with accompanying
CD-ROM, diskette, etc. in sleeve plus video, etc., stamp ONLY the
inside front cover of phase box ______ Items. Do not stamp inside
back cover of book. _____ Items indicates how many items exist
15
within a bindable unit. Book + CD-ROM in sleeve in back of book
+ videocassette all together in a phase box = __3__ Items.
Make copy of To Binding slip as needed:
To Binding:
Please make phase box
And
Return pieces and slip
To Cataloging Dept.
Name: ______________
Section: ______________
Date: ________________
16