Cataloging: Multiformat Items

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.


Table of Contents

Periodicals with CD/DVD-ROMs

  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.
    1. If CD and there are two or more discs it is considered a Folio
    2. If Disc container, either CD or DVD, is larger than normal it is considered a Folio
  3. Location = olis ; iType = – (unless noted on tag)
  4. Assign call no. (accession no.) with format pre-stamp
    Example:     092    CDROM 140
  5. If multiple discs, add message in item record noting the number of discs and other materials in container.
  6. Apply circular label to the CD/DVD-ROM.
  7. Put CD/DVD-ROM into a jewel case and apply a bar code on the back.
  8. Pass along to a student worker to complete the physical processing and deliver to Circulation.

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Books with CD-ROMs

  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

Example: http://ursus.maine.edu/record=b3482903

Example of Book with CD-ROM in URSUS

Book with CD-ROM in Millennium

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Books with music CDs (music sound discs only)

  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 = 107 if requestable; iType = 3 if not requestable); 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

Example: http://ursus.maine.edu/record=b4619062

Book with music CD in URSUS

Book with music CD in Millenium

Book with music CD in Millenium

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

  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:
  6. Add item for compact disc to URSUS after downloading (location = olis; iType = 107 (if requestable; iType = 3 if not); Place barcode on container
  7. For circulating items ONLY, add messages to book item record which reads: “Compact disc checks out separately in its own container. Held in Circulation.” and add message in item record noting the number of discs and other materials. [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 prestamp.
    • Examples:
      • http://ursus.maine.edu/record=b4619062
      • http://ursus.maine.edu/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.

Example: http://ursus.maine.edu/record=b3777039

Book with non-music CD in URSUS

 

Book with non-music CD in MilleniumBook with non-music CD disc in Millenium

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Books with Maps

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: http://ursus.maine.edu/record=b2761413

Book with map example in URSUS

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Contact: um.library.technical.services@maine.edu