General Instructions
If a book comes with accompanying material, it will stay with the book. This includes CDs, DVDs, CD-ROMs, DVD-ROMs, cassettes, disks, maps, pamphlets, etc. The format is irrelevant; all accompanying formats will stay with the book.
If the bibliographic record indicates there is accompanying material but there is none with the book, and the book is newly purchased, take back to Acquisitions and ask them to check. If it is okay as is, look for another bibliographic record that does NOT include the accompanying material. If there is no such record, indicate the missing material in an OPAC note in the Item record–ex. "Book lacks disc"
If an item comes back from Circulation with a note that the accompanying material is missing, add an OPAC note in the Item record indicating the missing material–ex. "Book lacks map"
Scores with parts
Place an Accompanying Material flag in the book.
For stand alone materials, see the relevent documentation:
CDs: For staff or for students
CD-ROMs and DVD-ROMs
Note: Until March 2012, CD- and DVD-ROMs stayed with the book while CDs and DVDs (and disks, tapes, etc) were separated from the book and shelved in Media or the stacks.
Cataloging Instructions
Bib record
Add or verify existing 006 and 007 fields.
006
This field is used to code the characteristics of accompanying material.
In Aleph,add a blank 006 field and open the form (Ctrl F). Select the appropriate format, use the table below to assist. Accept the default values.
In Connexion, under the Edit menu, choose Guided Entry -->Insert 006 and select the appropriate format. Format is the first byte of the 006, identified as 006/00
A DVD containing video is considered Visual Material, a disk containing software or data is Computer Files/Electronic Resources, a pamphlet is Language Material. Accept the default values.
DVD = 006/00 g
Disk of software or data = 006/00 m
Pamphlet = 006/00 a
Use the following chart for additional guidance (these are values for the 006/00)
| Additional characteristics | Default code | Meaning | Alternative code | Meaning |
|---|---|---|---|---|
| Books | a | Language material | t | Manuscript language material |
| Computer files | m | Computer file | n/a | |
| Maps | e | Cartographic material | f | Manuscript cartographic material |
| Mixed materials | p | Mixed materials | n/a | |
| Scores | c | Notated music | d | Manuscript notated music |
| Continuing resource | s | Serial/integrating resource | n/a | |
| Sound recordings | j | Musical sound recording | i | Nonmusical sound recording |
| Visual materials | g | Projected medium | k o r | Two-dimensional nonprojectable graphic Kit Three-dimensional artifact or naturally ocurring object |
007
If this field is present, verify the required bytes/subfields. If not, add the field as text in Connexion or using the Ctrl-F form in Aleph.
Required bytes/subfields are in bright pink.
CD- and DVD-ROMs
| Definition | Byte | Subfield | Code |
|---|---|---|---|
| Category of material | 00 | a | c = electronic resource |
| Material designation | 01 | b | o = optical disc |
| Undefined | 02 | ||
| Color | 03 | d | b = black & white c = multicolored |
| Dimensions | 04 | e | g = 4 3/4 in. z = other |
| Sound | 05 | f | a = sound |
| Image bit depth | 06-08 | g | |
| File formats | 09 | h | |
| Quality assurance | 10 | i | |
| Antecedent/source | 11 | j | |
| Level of compression | 12 | k | |
| Reformatting quality | 13 | l |
CDs (sound)
| Definition | Byte | Subfield | Code |
|---|---|---|---|
| Category of material | 00 | a | s = sound recording |
| Specific material designation | 01 | b | d = sound disc |
| Speed | 03 | d | f = 1.4 m. per sec. |
| Configuration of playback channels | 04 | e | m = mono q = quadrophonic (four channels) s = stereo u = unknown z = other |
| Groove width/groove pitch | 05 | f | n = n/a |
| Dimensions | 06 | g | g = 4 3/4 in. (standard size) a = 3 in. (small format) |
| Tape width | 07 | h | n = n/a |
| Tape configuration | 08 | i | n = n/a |
| Kind of disc, cylinder or tape | 09 | j | m = mass produced, commercialy produced |
| Kind of material | 10 | k | m = plastic with metal |
| Kind of cutting | 11 | l | u = unknown |
| Special playback characteristics | 12 | m | e = digital recording |
| Capture and storage techniques | 13 | n | d = digital recording e = analog recording u = unknown |
DVDs (video)
| Definition | Byte | Subfield | Code |
|---|---|---|---|
| Category of material | 00 | a | v = videorecording |
| Specific material designation | 01 | b | d = videodisc |
| Color | 03 | d | b = black and white c = multicolored u = unknown |
Videorecording format | 04 | e | v = DVD |
| Sound on medium or separate | 05 | f | a = sound on medium |
| Medium for sound | 06 | g | i = videodisc |
| Dimensions | 07 | h | z = other (used for all videodiscs) |
| Configuration of playback channels | 08 | i | k = mixed m = mono n = silent q = multichannel, surround or quadrophonic s = stereo u = unknown z = other |
Text (Booklets, pamphlets, etc.)
| Definition | Byte | Subfield | Code |
|---|---|---|---|
| Category of material | 00 | a | t = text |
| Specific material designation | 01 | b | a = regular print b = large print c = braille d = loose-leaf u = unspecified z = other |
Disks (magnetic)
| Definition | Byte | Subfield | Code |
|---|---|---|---|
| Category of material | 00 | a | c = electronic resource |
| Material designation | 01 | b | j = magnetic disk |
| Undefined | 02 | ||
| Color | 03 | d | b = black & white c = multicolored |
| Dimensions | 04 | e | a = 3 1/2 in. o = 5 1/4 in. z = other |
| Sound | 05 | f | a = sound |
| Image bit depth | 06-08 | g | |
| File formats | 09 | h | |
| Quality assurance | 10 | i | |
| Antecedent/source | 11 | j | |
| Level of compression | 12 | k | |
| Reformatting quality | 13 | l |
300 $e
(Note: this is NOT a required subfield. It may not be present. Do NOT add it if it is not present–the notes added below are sufficient)
Examples (these may be more or less complete in OCLC records):
$e 1 atlas (301 p., 19 leaves : col. maps ; 34 cm.)
$e 3 maps + teacher's manual.
$e 1 sound disc (24 min. : analog, 33 1/3 rpm, mono. ; 14 in.)
$e 1 answer book.
$e 1 CD-ROM (sd., col. ; 4 3/4 in.)
Items and Holdings
Accompanying materials DO NOT get separate items.
Add a note for all types of accompanying material in the OPAC note and in the Circ note fields. Can use the same note for both fields. Add the note whether or not there is a 300 $e.
Includes 1 disc or Includes 1 atlas*
If there is a 300 $e in the bibliographic record, and there is no accompanying material with the item, enter an OPAC note-- Book lacks disc
*There are a variety of appropriate terms for use here. If there is a 300 $e, you can use the term listed there. If that term is confusing or overly detailed, you can use one of the following (either singular or plural):
disc
map
booklet
pamphlet
disk
cassette
DVD-ROM
CD-ROM
leaves
page
plate
sheet
score
photograph
slide
atlas
This list is not exhaustive. If you have any questions, or none of these terms is appropriate, ask the E-resources and Media Cataloger.
Cataloging in Aleph complete
Place the book, with Accompanying Material flag, on the Daily truck.
After it is labeled, it is pulled from the truck and placed on the "Rockpile"–special processing shelves by Jo Ann's cubicle.
Processing Instructions
Packaging:
Pocket in the back of the book.
Barcode:
Not on the item, only on the book.
Tattle tape:
Not on the item, only on the book.
Label stock:
None for the item.
Call number (taken from the book):
For discs, write the call number on the inner ring of the disc.
For other materials, write the call number on a label, cover or wherever it will fit.
Property stamp:
For discs, write the call number on the inner ring of the disc.
For other materials, stamp wherever it will fit.
Stickers:
Software Copyright sticker on or near pocket.
"Check for" stickers, 1 on outside of book, 1 near date due slip.