TPOT: Cataloging--Serials accompanied by CD-ROMs and diskettes

ARCHIVAL COPY ONLY--DO NOT USE. CLICK HERE FOR UPDATED PROCEDURES

SERIALS ACCOMPANIED BY CD-ROMS AND DISKETTES
Authors: Margaret Christean and Renee Chin
August 26, 1997
Revised Dec. 19, 1997
Revision approved by DISC section Mar. 22, 2002
Revision approved by Cataloging Committee September 16, 2002
Revised by Renee Chin November 29, 2004

These procedures are for processing CD ROMs and diskettes that accompany print serials. They apply to CD ROMs and diskettes that are received with the serial and are not cataloged separately. They may or may not have their own distinctive titles. If the accompanying CD ROM or diskette is an online version of the print serial, decide whether to create a separate bibliographic record for the electronic version. If in doubt, follow these procedures and do not create a separate bibliographic record for the electronic version.

These procedures do not apply to sound recordings that accompany print serials. All accompanying sound recordings go to Jim Soe Nyun in Music Cataloging to be analyzed. Before giving to Jim, add a 590 note to the serial record: Accompanying [insert format here] sound recordings are shelved in the Music Library. Also add a check note to the checkin record: If accompanied by a sound recording, after labeling issue, send the item and issue to Jim S, Cat. Dept. For information about non-analyzed accompanying sound recordings, see below.

1. Edit Serial Bibliographic Record

If needed, change branch to "multi." This is most commonly needed for CD ROMs and diskettes housed in SSH Controlled Circulation that accompany print serials shelved in SSH Reference.

Examine the accompanying CD ROM or diskette. If it does not have its own unique title, add a general note to the serial bibliographic record about the accompanying material. Example:

500 Some volumes accompanied by diskettes.
500 Accompanied by CD ROM, <no. 19 >

If the accompanying CD ROM or diskette has its own distinctive title, and an added entry would be useful, add field 740. Example:

500 Issue for 1997 accompanied by a diskette called: How to pay for college.
740 02 How to pay for college.

006 fields are not added for CD ROMs or diskettes that accompanying print serials. 007 fields are added. Cataloger accepts and does not delete 006 and 007 fields found on copy.

2. Attach Checkin Record

Attach a checkin record for the accompanying CD ROM or diskette to the serial bibliographic record.

In the call number field, for all branches except AAL, add the print serial call number followed by "Disk" for diskettes or "Disc" for CD ROMs. For AAL, instead of the print serial call number, use the accession number beginning with "YAE" for CD ROMs and "YAK" for diskettes.

For the activity code, use "i" for inactive. Even if the serial is active, for statistical reporting reasons, we code checkin records for accompanying materials as inactive.

In the LIB. HAS field, record holdings using the same numbering or chronological designation that is used for the print, even if this designation is lacking from the computer file.

If the accompanying material changes format from diskette to CD ROM, do not create a new checkin record. Instead, revise the existing checkin record, making these changes: change line 10 Format(C): from "c" to "o", change the call number suffix from "Disk" to "Disc", and add a check note explaining the change. Example of check note: 1993 2000 accompanied by diskette. 2001 accompanied by CD ROM. rmc020215

If adding a CD ROM to a "Retain latest only" serial, ask the bibliographer for a retention decision. Add the decision to the checkin record for the CD ROM.
Example of retention note: RETENTION Latest in Controlled Circ. Retain latest 3 years only

Location: See below for shelving locations. If unsure, check with bibliographer, especially for CD ROMs and diskettes accompanying IR/PS and SSH Ref serials.

Example of CD ROM checkin record:

C2175320 Last updated: 03-09-01 Created: 03-09-01 Revision: 1
01 LABEL TYPE: n 04 COPIES: 1 07 RLOC: s 10 FORMAT(C): o
02 C ACTIVITY: i 05 CLAIMON: - 08 VENDOR: none 11 UPDCNT:
03 CAT TRMNT: 06 LOCATION: cc 09 ACQTYPE(C): p 12 PCOUNT: 0
13 CALL NO. KF 285 Z9 P48 Disc
14 LIB. HAS 2001 (2001-2001)
15 CHECK NOTE Check in CD-ROM here and give serial & CD to Renee C. in Serials Cataloging

Example of diskette checkin record:

C1922361 Last updated: 07-23-97 Created: 11-29-95 Revision: 7
01 LABEL TYPE: n 04 COPIES: 1 07 RLOC: s 10 FORMAT(C): c
02 C ACTIVITY: i 05 CLAIMON: - - 08 VENDOR: none 11 UPDCNT:
03 CAT TRMNT: 06 LOCATION: cc 09 ACQTYPE(C): p 12 PCOUNT: 8224
13 CALL NO. S 401 U6 A317 Disk
14 LIB. HAS 1993-1996 (1993-1996)
15 CHECK NOTE Send disk with serial issue to Renee C. in Serials Cataloging

3. Attach Item Record

Attach an item record for the accompanying CD ROM or diskette. This is a piece specific item record, not a base item record that catalogers generally attach to serial records. Do not add base item records for accompanying CD ROMs and diskettes. If there are additional accompanying materials, add a MESSAGE note to the item record, e.g., Check for 3 D glasses. In the 945 field, use the same numbering or chronological designation that is used for the print. Add an autostat NOTE to the item record for "accompanying material" (am).

Item records for attached computer files follow the item record for the corresponding print volume.

Example:

ITEM 17 > C: 1; LOC: ck; BC=31822028792596; V=2000
ITEM 18 > C: 1; LOC: cc; BC=31822028728921; V=2000 Disk

Circ status in item record is (dash), unless another status is requested by a bibliographer or by branch staff.

Example of CD ROM item record:

I44097992 Last updated: 01-19-00 Created: 12-08-99 Revision: 3
01 C: 1 08 PATRON#: 0 15 RECAL DA: - - 21 INTL USE : 0
02 ICODE1: 0 09 LPATRON: 0 16 TOT CHKOUT: 0 22 COPY USE: 0
03 ICTRL CD: - 10 LCHKIN: - - 17 TOT RENEW: 0 23 IMESSAGE:
04 I TYPE: 53 11 INVDA: - - 18 LOC: cc 24 OPACMSG:
05 PRICE: $0.00 12 # RENEWALS: 0 19 LOANRULE: 0 25 YTDCIRC: 0
06 OUT DATE - - 13 # OVERDUE: 0 20 STATUS: - 26 2YRCIRC: 0
07 DUE DATE - - 14 ODUE DAT: - -
27 050 PN1993|b.U63
28 945 |e51|dno.|e2|uDisc
29 BC 31822028041150
30 NOTE catsep04;rmc;1;am

Example of diskette item record:

I37972443 Last updated: 07-23-97 Created: 07-23-97 Revision: 1
01 C: 1 07 DUE DATE: - - 13 ODUE DAT: - - 19 STATUS: -
02 ICODE1: 0 08 PATRON#: 0 14 RECAL DA: - - 20 INTL USE : 0
03 ICODE2: - 09 LPATRON: 0 15 TOT CHKOUT: 0 21 COPY USE: 0
04 I TYPE: 52 10 LCHKIN: - - 16 TOT RENEW: 0 22 IMESSAGE:
05 PRICE: $0.00 11 # RENEWALS: 0 17 LOC: cc 23 OPACMSG:
06 OUT DAT - - 12 # OVERDUE: 0 18 LOANRULE: 0
24 090 S401.U6|bA317
25 945 |e1996|uDisk
26 BC 31822021121280
27 NOTE catsep04;rmc;1;am

4. Attach Label to Print Serial

Prepare label for the serial issue to indicate where the accompanying CD ROM or diskette is housed. (See Adela for labels). On bound issues, place the label inside the front cover of the issue. On unbound issues, put the label on the title page of the issue; do not put the label on p.[1] or p.[2] of the cover as it could be obscured during the binding process.

Example of note on the label:
Accompanying disk is housed at SSH Library Circulation Desk as: L 901 F5 1998 Disk

Return serial issue to Serials Acquisitions staff.

5. Labeling and Distribution of CD ROMs and Diskettes

For CD ROMs, write call number directly on disc with special marking pen. Put CD in an archival jewel case (jewel cases located in EV). Affix one barcode to jewel case. Put on computer file shelf in EV. Staff in EV will prepare call number label for jewel case and send disc to shelving location.

For diskettes, affix one barcode to disk. Put on computer file shelf in EV. Staff in EV will prepare call number label and send diskette to shelving location.

Branch shelving locations and contact people

AAL: Diskettes and CD ROMS are housed at AAL Ref Desk (location: arask). Contact person: Vickie O'Riordan.

BML: Diskettes and CD ROMs are housed at BML Reserves (location: bs). Contact: Patty Carranza.

CMRR: Diskettes and CD ROMs are housed at CMRR Ref Desk (location: rr). Contact: Jan Neumann.

EU Docs: Diskettes and CD ROMs are housed in cabinets near the SSH Ref offices. (location for EU diskettes: cddik; location for EU CD ROMs: cdcde). Contact: Dorthea Stewart.

IR/PS: Diskettes and CD ROMs accompanying IR/PS serials are housed at IR/PS Circulation Desk. (location: ic). CD ROMs accompanying IR/PS serials are housed at IR/PS Circulation Desk unless another location is specified by bibliographer. Contact: Dennis Kelliher.

MCL: There are no accompanying CD-ROMs or diskettes for MCL serials at this time (11/17/04). Contact: Jaime Quebada.

SSH: Diskettes and CD ROMs are housed at SSH Circulation Desk. (location: cc). Contact: Greg Ferguson.

SSH Docs (Cal Docs): Diskettes and CD ROMs are housed in cabinets near the SSH Ref offices. (location for Cal Docs diskettes: cddik; location for Cal CD ROMs:cdcdc). Contact: Dorthea Stewart.

SSH Ref: Diskettes and CD ROMs accompanying SSH Ref serials are generally housed at SSH Circulation Desk (location: cc) unless another location is specified by bibliographer. Contact: Greg Ferguson. If location is SSH Ref (location: crcd for CD ROMs; crask for diskettes), contact Elliot Kanter.

S&E: Diskettes and CD ROMs are housed at S&E Circulation Desk (location: ec). Contact: Jack Neves.

SIO: Diskettes and CD ROMs are housed at SIO Circulation Desk (location: scm). Contact: Brandon Oswald.

_________________________________________________________________

Serials with non-analyzed accompanying sound recordings

Sometimes there are serials with accompanying sound recordings that do not need to be analyzed (see Le français dans le monde). Jim will notify Serials Cataloging of titles to be treated this way so that they can be processed through Serials Cataloging. All accompanying sound recordings (except for materials from CMRR, BML, MCL, SIO, and SPEC COLL), regardless or whether or not they are analyzed, are housed in the Music Library where the sound equipment is located.

In the case of a CD recording, you would for instance add the following to the bib record: >007, >500 Accompanied by audio CD, <2000->, >590 Accompanying CD sound recordings are shelved in Music Library, and >740 0_ for distinctive titles (if applicable).

Sound recordings have their own call number classification: MU ##### (the MU call numbers are on pre-printed labels located in Music Cataloging). Please note that the "MU" portion of the call no. is expanded when it is entered online for formats other than LP recordings: Use MUD for CDs, MUC for cassettes, MUR for reel tapes, and MUP for PCM tapes (phase code modulation formatted recordings on Beta videotape (very rare)). The label itself does not have to be modified with the extra letter. All subsequent accompanying sound recordings will share the same MU call no. suffixed by the chronological designation of the print issue it accompanies. Oversize accompanying materials get the call number classification: ORW ####. All subsequent oversize accompanying materials will share the same ORW call no. suffixed by a word describing the material (e.g. "Text," "Guide," or "Booklet"). Insubstantial oversized materials should be labeled with the ORW no. and then placed in a 9x12 manila envelope labeled with the ORW call no.

House music CDs in jewel cases instead of archival cases. Use 2-up barcodes. Label CD insert with a barcode. Place a second barcode on the jewel case, positioning it over the barcode on the CD insert. With an archival pen, write the call number on the face of the CD. For more detailed information about barcoding music CDs or other formats, see:

http://tpot.ucsd.edu/Music/barlabel.html
or
http://library.ucsd.edu/~davids/barlabel.html

If not already there, add a checknote to the checkin record for the print: If accompanied by sound recording, send item and issue to Renee C. in Serials Cataloging.

If there is no checkin record, create a checkin record for the item and add a checknote: Check in sound recording here and give item and issue to Renee C. in Serials Cataloging. Not to be analyzed per JS. Process as acc. material, shelved in Music Library. rmc020408

Here are sample checkin and item records for a CD sound recording:

C2238305 Last updated: 05-14-02 Created: 04-09-02 Revision: 8
01 LABEL TYPE: d 04 COPIES: 1 07 RLOC: s 10 FORMAT(C): 5
02 C ACTIVITY: i 05 CLAIMON: - - 08 VENDOR: none 11 UPDCNT:
03 CAT TRMNT: 06 LOCATION: cma 09 ACQTYPE(C): p 12 PCOUNT: 0
13 IDENTITY CD
14 LIB. HAS 314,317,320 (2001-2002)
15 CHECK NOTE Check in CD sound recording here and give CD and issue to Renee C. in serials cataloging. Not to be analyzed per JS. Process as acc. material, shelved in Music library. rmc020408
16 CHECK NOTE Issue no. 314 comes with "oversize" booklet. "Oversize" accompanying materials are classed: ORW 5572 (v._) and shelved in Music library. rmc020513

I46482131 Last updated: 05-14-02 Created: 05-15-01 Revision: 6
01 C: 1 08 PATRON#: 0 15 RECAL DA: - - 21 INTL USE : 0
02 ICODE1: 0 09 LPATRON: 0 16 TOT CHKOUT: 0 22 COPY USE: 0
03 ICTRL CD: 10 LCHKIN: - - 17 TOT RENEW: 0 23 IMESSAGE: -
04 I TYPE: 18 11 INVDA: - - 18 LOC: cma 24 OPACMSG: -
05 PRICE: $0.00 12 # RENEWALS: 0 19 LOANRULE: 0 25 YTDCIRC: 0
06 OUT DATE: - - 13 # OVERDUE: 0 20 STATUS: i 26 2YRCIRC: 0
07 DUE DATE: - - 14 ODUE DAT: - -
27 099 MUD|a55515
28 945 |uDisc for|dv.|e314
29 BC 31822030735344
30 NOTE catsep04;rmc;1;am

In the item record, use item type 18 for all accompanying audio CDs. Code the STATUS: i (in process, Music Library staff will change the code to "o" when item gets shelved). Always use a different accession number (i.e. MUD number) for each CD. CDs are matched to their serial issues in the >945 field using the following format: |uDisc for|dv.|e##|dno.|e##.

After processing, give the issue back to Serials Acquisitions and give the CD to Music Cataloging. Music Cataloging will send the CD to the Music Library to be shelved.