Labeling and Barcoding Music and Moving Image Material

Labelling and Barcoding Music and Moving Image Material

Revised and expanded, with illustrations added by: Jim Soe Nyun
Date: December 6, 2004
Minor revisions: June 2-7, 2005
Further examples added: July-August, 2006

Scope: This document describes and illustrates the physical processing for all types of music and moving image material. It is for the use of the Technical Services staff of the UCSD Libraries (with the exception of Special Collections.) The procedures are definitive.

This is a working draft. Additional illustrations for other formats will be added. However, all the information contained here is accurate and may be used immediately.

Preliminaries
- Number of Barcodes
- Assigning Accession Numbers
Labeling and Barcoding

CDs
Audiocassettes
DAT Tapes
LPs
PCM Tapes
Audio Tape Reels
Videocassettes
DVDs and Laserdiscs
16mm Film
CD-ROMs, DVD-ROMs
Accompanying Materials (ORW)

Barcoding Scores
Barcoding Books
Appendices

A. Item Type Codes
B. Location Codes
C. Illustrations

1. Preliminaries

Number of Barcodes

The use and placement of single, double or triple barcodes (1-up, 2-up, 3-up) is determined by format type. For SIO, barcodes on backing paper are taped to the item.

Assigning Accession Numbers (“Call” Numbers)

Sound recordings: Adhesive MU base call numbers are used on all sound recording formats. The complete prefix for each format type is entered into the online item record. Consult the Call Number Prefixes (Non-Book) for Innopac document for the complete form of prefix. Multi-volume items require additional typed call number labels. Added copies will use the original call number on a typed label.
Moving image material: Videos for all locations (except SIO) use accession numbers. SIO videos are classified unless they are materials accompanying a cataloged item. Refer to the Call Number Prefixes (Non-Book) for Innopac document for the prefix appropriate to format and location. Browse Innopac for the last accession number used and assign the next number to the item. For FVL material only: add a dash to the accession number, followed by the number of circulating units for one item. For example, FVLV 4435-2 for a VHS title in 2 cases, but FVLDV 2363-1 for two DVDs housed in one case that would circulate as a unit. A VHS title in multiple cases has an item record for each case, e.g., |e1. A DVD title housed in several cases that contain more than one disc per case has item records for each case indicating the number of discs in each case. E.g., |dDisc 1-4. To avoid duplicating call numbers with other catalogers, reserve new numbers in the database by immediately keying them into item records.
CD-ROMs, DVD-ROMs: Use prefix MZ and browse Innopac for the next available number in sequence.
Accompanying Material Shelved Apart: Use the prefix: ORW. Browse Innopac for the last accession number used and assign the next number to the item.

2. Labeling and Barcoding

Sound recording formats

CDs
Barcodes: Using 2-up barcodes, place one barcode vertically on booklet insert, 2nd barcode on case directly over 1st barcode. As possible, avoid covering information.
Adhesive MU call number labels: One label on upper left corner of booklet insert, 2nd label on paper spine, 3rd label on case, directly over 1st label. Transcribe the call number on the center ring of the disc using approved black IDenti-pen; use white or other light-colored ink if surface is dark.
After the item is cataloged, if the disc bears information in primarily non-Roman characters and it might be difficult for a user to match an item with its online description, have a Database Maintenance Export Verification student print a set of labels for it. (A good way to determine this is to see what is the first language recorded in the 245 field. If the subfield a is non-Roman, the item would likely benefit from a label.) Place the "pocket label" containing the romanized title information on the jewel case in a place that obscures the least information; discard other labels generated by EV. If the non-Roman CD is in several volumes or has accompanying material (e.g., ORW items) have EV generate a label for each circulatable unit.
—Examples in Appendix
—Open examples in new window: [ disc ] [ container ] [ container dissembled ] [ container spine with libretto ] [ container spine for multi-CD set ] [ multi-CD set ] [ single CD in acceptable variant packaging ] [ multi-CD set in acceptable variant packaging ]
Audiocassettes
Barcodes: Using 2-up barcodes, place one barcode near center on back of case, 2nd barcode on side 2/B of cassette. As possible, avoid covering information. Do not cover sprocket holes.
Adhesive MU call number labels: One label on case spine, one label on each side of cassette.
—Examples in Appendix
—Open examples in new window: [ cassette ] [ container ]
DAT Tapes (Digital Audiotapes)
Place tape in clear VHS videocassette case.
Barcodes: Using 2-up barcodes, place 1st vertically on upper left corner of case, 2nd on tape cartridge.
Adhesive MU labels: 1st on case above barcode, 2nd on spine of tape cartridge, discard 3rd.
—Examples in Appendix
—Open examples in new window: [ cartridge ] [ container ]
LPs
Barcodes: Use 1-up barcode, vertically on upper left corner of sleeve.
Adhesive MU call number labels: 1st on upper left corner on front of jacket, 2nd upper right corner on back of jacket and 3rd near the center of disc.
—Examples in Appendix
—Open examples in new window: [ disc label ] [ jacket ]
Pulse Code Modulation (PCM) Tapes
Barcodes: Using 2-up barcodes, place 1st vertically on upper left corner of case, 2nd on tape spine.
Adhesive MU call number labels: Upper left corner of case, above barcode, 2nd on tape spine, discard 3rd.
—Examples in Appendix
—Open examples in new window: [ cassette ] [ container ]
Reels
Barcodes: Using 2-up barcodes, place 1st vertically near upper left corner of box, under call number label, and 2nd on one spoke of the reel’s side one.
Adhesive MU call number labels: 1st on upper left corner, 2nd on spine of box , 3rd on reel spoke near barcode.
—Examples in Appendix
—Open examples in new window: [ reel ] [ container ]

Moving image material

Videocassettes
Case: If original container was a cardboard sleeve, cut the sleeve apart and insert into new container under transparent cover.
Barcodes: Using 2-up barcodes, place 1st barcode on the videocassette on the long side surface opposite the playing edge, avoiding as much printed information as possible; place the 2nd barcode on the bottom surface of the container, away from the container's "spine."
Property label: Place one on case jacket, 2nd on top surface of cassette below title label; avoid covering information.
Call number labels: Two labels will be printed and applied in the Export Verification (EV) section of Database Maintenance, one to bottom surface of container, in top position, near the "spine," the other to the spine of the videocassette. EV will also generate and apply a "pocket label" with main entry information and will affix it to the face of the container.
—Examples in Appendix
—Open examples in new window: [ videocassette ] [ container bottom ] [ container face with PAL label ]
DVDs and Laserdiscs
Barcodes: Using 1-up barcodes, place barcode on outside of container in a vertical orientation on the left front face, beginning 1-1/2 inches from the top, leaving space for the call number label.
Property label: Place on container jacket, centered near bottom; avoid covering information.
Call numbers: Call number will be written on disc using approved black IDenti-pen in the center ring of the disc; use white or other light-colored ink if surface is dark. Call number label will be produced and applied in EV to upper left corner of container. EV will also generate and apply a "pocket label" with main entry information and will affix it to the face of the container.
Unusual formats--If the item is in a video standard other than NTSC (e.g., PAL or SECAM), or is a DVD coded for anything other than Region 1 (United States) or is not a universal multi-region product that will play on standard US players, note the special playback requirements on an orange dot affixed to the lower left front corner of the outside of the case.
—Examples in Appendix
—Open examples in new window: [ DVD disc ] [ DVD container ] [ laserdisc label ]
16mm Film
Only the container will be labeled and barcoded, not the reels of the film or the film itself.
Barcode: Using 1-up barcodes, place barcode on edge of can.
Property label: Place on top face of can.
Call number label: Place one on edge of can, near barcode. EV will also generate and apply a "pocket label" with main entry information and will affix it to the face of the container.
—Examples in Appendix
—Open examples in new window: [ container face ] [ container spine ]

Other

CD-ROMs, DVD-ROMs
Barcodes: Using 2-up barcodes, place one barcode vertically on booklet insert, 2nd barcode on case directly over 1st barcode. As possible, avoid covering information.
Applying MZ labels: One label on upper left corner of booklet insert, 2nd label on paper spine, 3rd label on case, directly over 1st label. Transcribe the call number on the center ring of the disc using approved black IDenti-pen; use white or other light-colored ink if surface is dark.
Retain manufacturer's packaging if needed to keep accompanying material with main item when original packaging will fit in the cardboard storage bins used to shelve the items. If box is too large, leave CD- or DVD-ROM in jewel case and separate accompanying material. If material will fit easily in the storage bins, label with same accession number as CD- or DVD-ROM, adding a word describing the material (e.g., "Text," "Guide," or "Booklet"). This separate item now will require its own item record in Innopac, with the text used inserted into a volume field (using subfield "u," e.g. |uText). If the material is too large to fit, move it to the ORW sequence, and label and barcode it.
—Examples in Appendix
—Open examples in new window: [ container ]

Accompanying Material (ORW sequence): All formats may have oversize printed or illustrated material. It normally fits in a 9 x 12 manila envelope. Use a 2-up barcode on envelope and contents and create an item record. A cross referencing (“linking”) label is attached to the sound recording, video, book or score: "Accompanying material[booklet, etc.] shelved in Music ConCirc as ORW xxxx." The accompanying material does not receive a linking label.
—Examples in Appendix
—Open examples in new window: [ envelope ] [ item with linking label ]

3. Barcoding Scores

Use 2-up barcodes. Look at the number of signatures in the score:

If there is only 1 signature:
Center first barcode as close to the top of the front cover as possible (horizontally).
Place the second barcode on a piece of non-stick waxy paper and tape it to the first barcode using removable tape. Bindery staff will apply the second barcode after binding.
—Examples in Appendix
—Open examples in new window: [ cover ]
If there is more than 1 signature:
Place the first barcode horizontally in top, left corner of front cover.
Center second barcode horizontally at the top of the first inside page.
—Examples in Appendix
—Open examples in new window: [ cover ] [ inside cover ]
If the item consists of loose sheets that will be placed in a pocket, e.g., parts:
Follow instructions for single signature, above.
If the item consists of loose sheets that will all be bound, e.g., most scores:
Follow instructions for multiple signatures, above, in most cases. If item is to be stapled with a single signature, however, follow instructions for single signature, above.
If the item is spiral bound:
Follow instructions for multiple signatures, above.

Follow the same instructions for oversized material and horizontal scores. Barcodes should be placed as close to these positions as possible without obscuring important information.

4. Barcoding Books

Use 2-up barcodes. Place 1st on upper left corner of cover at least 1/2 inch from top and side. Do not cover information. Place 2nd on upper middle of first available interior page. If needed, the linking label also goes on this page. Remove jacket and route to "For display" bin in closed stacks. Call number labels will be produced and attached in EV.

5. Appendices

A. Item Type Codes of Interest to Music & Media Catalogers

Format	Music Library SR, CD-ROM and DVD-ROM*	VHS	DVD	Laser	16mm	Score	ORW
Item type	18	24	61	42	26	17	36
Location	cma	fvl	fvl	fvl	fvl	cmk	cma

*CD-ROMs and DVD-ROMs cataloged for or stored in Music Listening having the accession number prefix MZ

B. Location Codes of Interest to Music & Media Catalogers

Location	Item Location	Bibliographic Branch*
Music Scores/Books	cmk	mus
Music Scores/Books--Oversize	cmo	mus
Music Reserves (Print)	cmr	mus
Music Listening	cma	mus
Music Annex	cmax	mus
Music Reserves (Audio)	csm	mus
FVL Stacks	fk	fvl
FVL Reserves	fs	fvl
IRPS Controlled Circ	ic	irps
MCL A.V.	ma	mcl
S&E Circ Desk	ec	se
SIO Circ Desk Media	scm	sio