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Discs that Accompany Print Materials to be Shelved in the Stacks

In the following procedure, “disc” is used as a generic term for CD-ROM, DVD-ROM, CD-Audio and DVD-Video discs.

Follow these procedures for all discs that accompany print books to be shelved in the stacks except for Special Collections & Archives (SC&A), or if a special exemption is requested by the subject specialist.  CARS (Content Acquisition and Resource Sharing) will use bright pink streamers to flag print materials to indicate that the piece contains a disc, and to indicate whether the disc requires special treatment.

NOTE:  This procedure is not for print serials (including Special Collections print serials), which are handled by the Serials Acquisitions staff in CARS.


     1.       Bib record

             Include the following descriptive information for the accompanying disc in the bib record for the primary printed material:

             a.  Physical description

                       Single volume monos:  Use subfield “e” of the 300 field to indicate the number and type of accompanying discs, and their size.  Always include the number of discs.  Accept wording of accompanying material if found on copy;  if lacking add the appropriate term from the following:  CD-ROM, DVD-ROM, sound disc, videodisc.  The most typical size encountered is 4 ¾ in.


300 __ … + |e 1 CD-ROM (4 ¾ in.)

                    Multi-volume mono sets: For complete sets, where the number of volumes and discs is known, and each volume is accompanied by a disc or discs, use subfield “e” of the 300 field.  Give the complete number of discs.  For incomplete sets, sets in which only some volumes have discs, or when an explanation is needed for irregular or complicated holdings, use the 500 note field in place of the 300 field.


300 __ … + |e 4 DVD-ROMs (4 ¾ in.)

500 __ Some volumes accompanied by [CD-ROM, DVD-ROM, sound disc, videodisc]

            b.  Add a note about the content of the disc if easy to determine


500 __ Accompanying CD-ROM contains 3 sample tests.

500 __ Accompanying CD-ROM contains full text of the book.

            c.  System details note:  Add system requirements if needed to specify unusual requirements


538 __ System requirements for accompanying CD-ROM: Japanese Windows 98.

538 __ System requirements for accompanying DVD-ROM: Mac OS10.

538 __ Accompanying videodisc is DVD.

     2.       Item record


            Do not create item records for accompanying discs that are inserted in pockets at the back of the printed materials.

           If the accompanying discs are too numerous to store in pockets at the back of the printed material, place the discs in a separate binder and create an item record for the binder (see point 6 under Physical Processing below for more information).  Use the same item location, status, and call number as the printed material.  Add non-MARC internal tag “v” field with “Discs”.


          090  PN6101|b.W5 1981

          v      Discs

           Also add an item message in OCLC by adding |m to the 949 field, OR in Millennium by inserting a message (internal tag “m”): CHECK FOR [number] DISCS .

           Example:  m  CHECK FOR 2 DISCS

          Use item types as follows:

          45 Computer discs that accompany monos or type 4 serials

          61 DVD-Video discs that accompany monos or type 4 serials

          67 CD-Audio discs that accompany monos or type 4 serials


          Create item record(s) for the printed material.  Add an item message in OCLC by adding |m to the 949 field, OR in Millennium by inserting a message (internal tag “m”): CHECK FOR [number] DISCS

          Example: m  CHECK FOR 2 DISCS

          NOTE:  For multi-volume mono sets where not every volume is accompanied by a disc(s), only add the item message to item records for volumes that contain disc(s).

     3.       Physical Processing


             Pencil a systems details note on the flyleaf if needed to specify unusual requirements (e.g., “Requires [specific software/operation systems] (e.g. Japanese Windows 98 or higher)”.  Pencil the note on a blank label if the flyleaf is a dark color or contains illustrations that would make a penciled note illegible.  No other notes or labels are needed.

  1. Use an archivally-safe pen to write the call number of the printed material on the face of the disc.
  2. Do not tattle-tape, property-stamp, or barcode discs or pockets.
  3. If the printed material contains a pocket for the disc, and it is securely attached inside the piece, simply insert the disc back into its pocket.  If the piece lacks a pocket or the pocket is not secure, place a self-adhesive, archivally-safe pocket in the back of the printed material, and insert the disc.
  4. Apply the “Warning of Copyright Restrictions” label below the pocket (or as near as possible, but not on the pocket).
  5. If the disc is accompanied by a small guidebook, insert the guidebook in the pocket as well.  If the guidebook is too large to fit into the pocket, use a “Technical processing transmittal notice” to request that Bindery tip-in the guidebook.  In most cases use pencil to write the call number on the face of the guidebook.  In those cases where pencil would not be legible, use an archivally-safe pen to write the call number on the face of the guidebook.
  6. If the printed material is accompanied by multiple discs that do not all fit on the back cover in a single layer, use binder pockets and binders designated for multiple discs.  These binders will sit in the stacks next to the printed materials they accompany.  Binders and binder pockets are stored in Database and Authorities Management (DbAM) in Metadata Services.  Property-stamp and tattle-tape binders as follows:
    1. Place a white Avery label on the outside front cover of the binder in the top central area.  Property-stamp the label.
    2. Tattle-tape the binder ONLY if the tape can be easily concealed.


Subject Specialist Exemptions

Subject specialists will identify items for special treatment in the Content Acquisitions & Resource Sharing (CARS) Review Room as they review direct order and approval plan books.  Examples of special treatment include shelving the disc separately in the CD-ROM cabinets or housing the book and disc together in controlled circulation.


Created by:  Renee Chin, Shirley Higgins and Jim Soe Nyun, March 2006

Revised by: Hanley Cocks, Shirley Higgins, Jim Soe Nyun and Deann Trebbe, July 21, 2008

Updated by: Marilu Vallejo, July 30, 2009; Jim Soe Nyun, October 15, 2009; Marilu Vallejo, August 19, 2010

Revised by: Hanley Cocks, May 12, 2015

Approved by: Roger Metadata Policy Subgroup, May 12, 2015

Revised by: Hanley Cocks, February 9, 2016

Old version archived: 2014