Processing Multiple Format Materials

Purpose: Books packaged with additional media require special processing, including the creation of backup copies of the media before the items may circulate.  See below for detailed instructions for: Periodicals with CD/DVD-ROMs|  Books with CD-ROMs | Books with non-music CDs | Books for Orono GeoScan | Books with Floppy Disks | Books with Audiocassettes (obsolete) | Books with Maps

Periodicals with CD/DVD-ROMs

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1. CD/DVD-ROMs issued with periodicals (these CD/DVD-ROMs are mostly electronic annual journal archives) are sent to Cataloging for monograph treatment. They arrive from two sources:
   a) Periodicals staff will send separate CD/DVD-ROMs with pink flag for Media Resource center
   b) CD/DVD-ROMS bound in books arriving as standing orders will have an orange flag to alert the Library Asst in Cataloging to be sure the CD/DVD-ROM is catalogued along with the added standing order volume. CD/DVD-ROMs remain in tipped-in pocket page or pocket on back cover.
2. Catalog CD/DVD-ROM as it is.
3. Location = olis ; iType = 2
4. Assign call no. (accession no.) with format pre-stamp
       Example:     092    CDROM 140
5. Apply circular label to the CD/DVD-ROM.
6. Put CD/DVD-ROM into a jewel case and apply a bar code on the back.
7. Pass along to a student worker to complete the physical processing and deliver to Circulation.

Books with CD-ROMs

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1. Book location = osta (Stacks), oref (Reference), osci (Science & Engineering Center), ospc (Special Collection), or ogsn (Orono GeoScan).
2. Sent from Acquisitions to Copy Cataloging.
3. Searched in Copy Cataloging then sent to Original Cataloger for call number if needed.
4. Catalog material. Assign identical LC call numbers to both the book and CD-ROM.
5. Download book record.
6. Add item for CD-ROM to URSUS after downloading (location = olis; iType = 48 if book circulates, iType = 2 if it does not)
   a. Place barcode on container
7. Item record will come through download with 050 call number already in place.
8. For circulating items ONLY, add message to book item record which reads: “CD-ROM checks out separately in its own container. Held in Circulation.” [Note: if item doesn't circulate note reads "CD-ROM held separately..."]
9. Create FOUR  call number labels:
   • Special ring label for CD-ROM with prefix CD-ROM
   • Label for the case with pre-stamp CD-ROM
   • Label for the insert with pre-stamp CD-ROM
   • Label for book with prefix of its location.  Example:  Ref LC100.P6 2006
      
10. Add label with the following text to the back of the book near the barcode: "CD-ROM checks out separately in its own container. Held in Circulation. " (For circulating items only)
11. Physical processing done by full time staff due to complexity of label creation and pre and post stamp assignments.
12. Place materials on appropriate truck(s) for delivery. 

NOTES

• CD-ROMS packaged with Darling Center books go to Darling Center Office (loc = doff). See for example i55942234 for the title, Proceedings of the Ocean Drilling Program.
• CD-ROMs packaged with Reference Dept. books go to Reference Dept (loc = oref). Use POST stamp
• CD-ROMs packaged with SciRef books go to Circulation (loc = olis). Use PREstamp
• Books with music CDs (music sound discs only)CD-ROMs packaged with Special Collections books go to Special Collections (loc = ospc). Use POST stamp

Books with music CDs (music sound discs only)

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1. Book location = osta (Stacks), oref (Reference), ospc (Special Collections), olmc (Learning Materials Center).
2. Sent from Acquisitions to Copy Cataloging.
3. Searched in Copy Cataloging then sent to Original Cataloger for call number if needed.
4. Catalog material. Download book record.
5. Take compact disc to Larry Corbett in Circulation/Media to get an accession number.
6. Add item for compact disc to URSUS after downloading (location = olis; iType = 3); Place barcode on container
7. For circulating items ONLY, add message to book item record which reads: “Compact disc checks out separately in its own container. Held in Circulation.” [Note: if item doesn't circulate note reads "Compact disc held separately..."]
8. Add label with the following text to the back of the book near the barcode: "Compact disc checks out separately in its own container. Held in Circulation. " (For circulating items only)
9. Physical processing done by full time staff due to complexity of label creation and pre and post stamp assignments.
10. Place materials on appropriate truck(s) for delivery. 

NOTES

• Assign identical LC call numbers to both the book and compact disc for compact discs packaged with Reference Dept. books and/or Special Collections books.
• Compact discs packaged with Reference Dept. books go to the Reference Dept (loc = oref). Use POST stamp
• Compact discs packaged with Special Collections books go to Special Collections (loc = ospc). Use POST stamp. Example: 050 4 Maine ML863.7.N85|bG73 2006 Compact Disc
• Compact discs packaged with Stacks books go to the Circulation (loc = olis). Use 092 for call numbers. Example: 092 Compact Disc|bC4653.  See Larry Corbett for accession number assignment. 
• No need to create labels for compact discs go to Circulation. For items go to Reference Dept. and/or Special Collections create Four call number labels:
  • Special ring label for Compact disc with prefix Compact Disc
  • Label for the case with pre-stamp Compact Disc
  • Label for the insert with pre-stamp Compact Disc
  • Label for book with prefix of its location.  Example:  Ref ML863.7.N85 G73 2006
• As of 10/2012, LMC books with accompanying music CDs follow this procedure, with the exception of "Big Books," which are cataloged as kits. Ex.: b52425666

 

Books with non-music CDs (poetry readings, speeches, etc.)

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1. Book location = osta (Stacks), oref (Reference), ospc (Special Collections), olmc (Learning Materials Center).
2. Sent from Acquisitions to Copy Cataloging.
3. Searched in Copy Cataloging then sent to Original Cataloger for call number if needed.
4. Catalog material. Download book record.
5. Assign identical LC call numbers to both the book and compact disc except if headed to Circulation.  See Larry Corbett for an accession number assignment. For LMC materials, assign Dewey-type number to book, but LC number to CD. Examples:
   • http://130.111.64.3/record=b4619062
   • http://130.111.64.3/record=b3777039
   • http://130.111.64.3/record=b3349974 (Darling Center CD-ROM with booklets)
6. Add item for compact disc to URSUS after downloading (location = olis; iType = 3); Place barcode on container
7. For circulating items ONLY, add message to book item record which reads: “Compact disc checks out separately in its own container. Held in Circulation.” [Note: if item doesn't circulate note reads "Compact disc held separately..."]
8. Add label with the following text to the back of the book near the barcode: "Compact disc checks out separately in its own container. Held in Circulation. " (For circulating items only)
9. Physical processing done by full time staff due to complexity of label creation and pre and post stamp assignments.
10. Place materials on appropriate truck(s) for delivery. 

NOTES

• Compact discs packaged with Reference Dept. books go to Reference Dept (loc = oref). Use POST stamp
• Compact discs packaged with Special Collections books go to Special Collections (loc = ospc). Use POST stamp. Example: 050 4 Maine ML863.7.N85|bG73 2006 Compact Disc
• Compact discs packaged with Stacks books go to Circulation (loc = olis). Use PRE stamp. Examples:
  • http://130.111.64.3/record=b4619062
  • http://130.111.64.3/record=b3777039
• Create FOUR  call number labels:
  • Special ring label for Compact disc with prefix Compact Disc
  • Label for the case with pre-stamp Compact Disc
  • Label for the insert with pre-stamp Compact Disc
  • Label for book with prefix of its location.  Example:  Ref ML863.7.N85 G73 2006
• As of 12/2012, LMC books with accompanying non-music CDs follow this procedure, with the exception of "Big Books," which are cataloged as kits.

Books for Orono GeoScan:

• IType = 2 (software, non-circulating)
• Location = ogsn (ORO GeoScan)
• Status = o (library use only)

Books with Floppy Disks [Still used occasionally as of February 2006]

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Note: Floppy disks come in 2 sizes: 3.5 inches and 5.25 inches. The 3.5 inch disk is most common, being square and encased in hard plastic. They are often mistakenly called “hard disks”. The 5.25 inch disk is less common, but still seen on occasion. These are also square, but thin, and much more “floppy” than their 3.5 inch relatives.

1. Location = osta
2. Sent from Acquisitions to Copy Cataloging.
3. 9/20/06:  Disks are no longer copied as backup.  (see multiformat_old.htm for previous copy procedure).
4. Catalog material. Assign identical call numbers to both the book and disk.
5. Download book.
6. Add item for floppy to URSUS after downloading (iType = 2).
   a. Add volume field to item which reads: “Disk”
   b. Add NOTE to item which reads: “Master copy held by circulation.”
   c. Add MESSAGE “Do not desensitize” to item records for BOTH book and floppy.
7. Create THREE call number labels:
   a. labels for disks should have format stamp UNDER call number
   b. label for master disk should have “Master” UNDER format stamp.
   
   Example:
    

   Circulation copy	Master copy
   HF	HF
   5548.5	5548.5
   .V57	.V57
   K44	K44
   1983	1983
   Disk	Disk
   	Master

    

8. Use back cover pocket for disk; if no pocket, send to Book Repair.
9. Add label to back of book BELOW barcode with item and barcode count (i.e., "__ Parts in pocket ; __ Total barcodes").
10. Create “DO NOT DESENSITIZE” labels for front and back of book. Be sure to use the bright red labels.
11. Send processed materials to stacks.
12. Master disk(s) are stored in Tech. Services Dept.

Books with Audiocassettes [Obsolete]

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1. Location = osta
2. Sent from Acquistions to Circulation for recording reproduction and accession number.
3. All materials (book, master recording, and duplicate recording) are then returned to Original Cataloging for searching (URSUS and OCLC) and processing.
4. Catalog materials. Identical call number is assigned to book AND recording.
5. Download bib record with book item.
6. Add item for the recording after downloading to URSUS. Add a note to the item record which reads: “Master copy held in Circulation."
7. Create THREE call number labels.
   a. Add format stamp UNDER the call number labels for both recordings
   b. Label for master copy should have “Master” UNDER format stamp to alert staff that this copy does not circulate.
   
   Example:
    

   Circulation copy	Master copy
   PR	PR
   1875	1875
   .O73	.O73
   B68	B68
   1987	1987
   Cass.	Cass.
   	Master

    

8. Create “Do not desensitize” labels for front and back of recording container of circulation copy.
9. Barcode label should be APPLIED TO the OUTSIDE back cover of the recording CONTAINER for the circulating copy.
10. Master copy is sent to Circulation. Book and circulating copy of the recording are sent to the stacks.

Books with Maps

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Note: Accompanying map(s) do not circulate independently.  The physical description field in the bib record should give some indication of the maps inclusion with the work.

1. Pencil the call number on map(s) found in pocket.  Upper lefthand corner of front of map is preferred.
2. Add label on back of book to count pieces and indicate SINGLE barcode. (This aids checkin process in Circulation)
3. Add note to item record(s)

Example: Ecosystem Geography / Robert G. Bailey.

Return to the Technical Services Page.

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Created by: Library Staff | Revised: 12/07/2012