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:

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 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:


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:

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

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).

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 materialEach 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

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

Avoid obscuring any useful information that may be present.

Routing slip:     Put Media routing slip in CD case with

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

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:

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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HTML document last reviewed:  14 October 2022