3-3 Preparing physical media for Cataloging (includes Rushes: “Reserve” and “Notify”)
Purpose: To ensure physical media (DVDs, music CDs, CD-ROMs) are in good condition and brought to Cataloging with proper flags and any applicable notes.
- Inspect discs to make sure there are no visible scratches or damage. Test to ensure they work properly.
- Write order record number on white slip, along with an “R” for firm order
- Write any instructions for cataloging. Check order record notes for these. For example: if a DVD has been purchased for course use, and/or has a costly license, write “code as non-requestable in Mainecat” on white slip. (This will mean that the item cannot be requested for checkout on MaineCat.)
- Check the Sierra order record information for the location code, fund code, and “notify” info
- Location code
- Location for most discs will be olis (UM Circulation Desk). Insert pink flag.
- ores (Reserve): insert red flag. In the note field of the order record, there should be a course number (ex: ENG 101), course instructor, and semester ; write this information on the flag along with today’s date. Reserves are considered “Rush” and are handed to someone in Cataloging as soon as they are checked in and flagged.
- Occasionally, some CD-Roms will go to reference; insert green “oref” flag.
- Fund code
- If discs were purchased with gift funds, insert an orange flag with the note “Virtual Giftplate Only,” and write the appropriate bookplate wording underneath. A/V material does NOT get paper bookplates. See shared network for spreadsheet of bookplate codes and wording at Book Acq>gift funds.
- Write the name of the person to be notified on a white slip (highlighted yellow at the top) and insert that into the book. We treat “Notify” as a rush and hand it to someone in Cataloging as soon as it is checked in and flagged.
- Location code
- Bring to designated A/V shelf in Cataloging.