PROCEDURE FOR PROCESSING AUDIO (CD) AND VIDEO (DVD) ACCOMPANYING (AAL, FVL, and SSH) SERIALS AND ALL MATERIALS ACCOMPANYING MUSIC LIBRARY SERIALS
Revised by: Serials Cataloging Fun Group, Aug. 19, 2007
Approved by: Jim Soe Nyun, June 22, 2007
Created by: Renee Chin, June 7, 2007

Table of contents:
1. Background
2. Unanalyzed accompanying CD audio (sound recordings)
3. Unanalyzed CD-ROMs and DVD-ROMs accompanying Music Library serials
4. Unanalyzed DVDs (video) accompanying serials (except BML, MCL, SIO, and SPEC COLL)
5. Oddity

 

Background

(NOTE: The processing for CD-ROMs and DVD-ROMs accompanying serials for BML, IRPS, MCL, SE, SIO and SSH is done by the Serials Acquisitions Unit. See: Interim Procedure for Processing CD-ROMs and DVD-ROMs that Accompany Printed Materials to be Shelved in the Stacks)

The following procedure applies to CD audio recordings and DVD videos accompanying serials for AAL, FVL, and SSH, and all accompanying materials (i.e., including CD-ROMs and DVD-ROMs) for Music Library serials.

All accompanying CD sound recordings and DVD videos for AAL, FVL, and SSH, and all materials accompanying Music Library serials should first be sent to the Serials Cataloging Unit. The serials cataloger will add the following >590 note to the serial bib record and send the item and issue to Jim Soe Nyun in Music Cataloging who will evaluate the materials for analytical treatment:

>590 __ Accompanying [insert format here] are shelved in the [Music or Film & Video] Library.

Examples:
>590 __ Accompanying CD sound recordings are shelved in the Music Library.
>590 __ Accompanying DVDs are shelved in the Film & Video Library. .

If the item is to be analyzed, Jim will catalog it. The serials cataloger should add the following check note to the checkin record for the serial:

CHECK NOTE If accompanied by a [insert format here], after labeling issue, send the item and issue to Jim S. in MSD to be analyzed. [cat initials][yymmdd]

Example:
CHECK NOTE If accompanied by a CD sound recording, after labeling issue, send the item and issue to Jim S. in MSD to be analyzed. rmc070607

If the accompanying materials should not be analyzed, Jim will notify the serials cataloger who will then process the unanalyzed materials as follows:
 

Unanalyzed accompanying CD audio (sound recordings)

Add the following fields to the serial bib record:

>007 __sd fungnn ud
>500 __Accompanied by audio CD, <2000->
>500 __Issue for 2002 accompanied by an audio CD called: Music today.
>590 __Accompanying CD sound recordings are shelved in the Music Library
>740 02 [for tracing distinctive titles, if applicable. See >500]
Change BRANCH to multi, to include MUS if applicable.

If this is the first time that a CD has accompanied the serial, you will need to add a check note to the checkin record for the print serial: If accompanied by a CD sound recording, send item and issue to Serials Cataloging. Not to be analyzed per JS. [cat initials][yymmdd]

Also, you will need to create a checkin record for the CD:

In the checkin record, always code: C ACTIVITY: i (inactive), LOCATION: cma, FORMAT(C): 1 (MUSIC CD) or 5 (NONMUS CD)

If the CD is a regular complement to the serial, simply check in the CD on the existing CD checkin record.

CD call numbers: CD sound recordings have their own call number classification: MU ##### (you can find pre-printed labels located in Music Cataloging for MU call numbers). 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 matching label for the serial issue does not have to be modified with the extra letter. Use the pre-printed MU call number labels for the CD case.
Pre-printed MU call no. label:

Physical processing for disc: CD sound recordings are housed 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. Add a pre-printed MU call number label to the edge and upper left corner of the jewel case. With an archival pen, write the call number on the face of the CD. Add a label for the accompanying serial issue on the front of the CD case. For more detailed information about barcoding music CDs or other formats, see: Labelling and Barcoding Music and Moving Image Material.

Physical processing for serial issue: Add a matching label for the accompanying CD on the title page or table of contents page of the serial issue(s). Position the label so as not to cover any content.

Accompanying CD housed at: Music Con Circ as: MU 86699

Finally, create an item record for the CD:

In the item record, always code: ITYPE: 18 (for all accompanying audio CDs, sound or music), LOC: cma (MUS ConCirc), and STATUS: i ("in process," Music Library staff will change the code to "o" when item gets shelved). Use a different accession number (i.e., MU 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.

Unanalyzed CD-ROMs and DVD-ROMs accompanying Music Library serials

Add the following to the serial bib record:

>007 __co ugu
>500 __Accompanied by [CD-ROM/DVD-ROM], <2000->,
>590 __Accompanying [CD-ROMs/DVD-ROMs] are shelved in Music Library
>740 02 [for tracing distinctive titles, if applicable]

If this is the first time that a CD-ROM/DVD-ROM has accompanied the serial, you will need to add a check note to the checkin record for the print serial: If accompanied by a [CD-ROM/DVD-ROM], send item and issue to Serials Cataloging. Not be analyzed per JS. [cat initials][yymmdd]

Also, you will need to create a checkin record for the CD-ROM/DVD-ROM:

In the checkin record, always code: C ACTIVITY: i (inactive), LOCATION: cma, FORMAT(C): o (CD ROM).

If the CD-ROM/DVD-ROM is a regular complement to the serial, simply check in the CD-ROM/DVD-ROM on the existing CD-ROM/DVD-ROM checkin record.

Physical processing for disc: CD-ROMs and DVD-ROMs are also housed in jewel cases instead of archival cases. Use 2-up barcodes. Label any CD-ROM/DVD-ROM inserts with a barcode. Place a second barcode on the jewel case, positioning it over the barcode on the CD-ROM/DVD-ROM insert. Add a call number label to the edge and upper left corner of the jewel case. With an archival pen, write the call number on the face of the disc. Add a label for the accompanying serial issue on the front of the CD-ROM/DVD-ROM case.

Finally, create an item record for the CD-ROM/DVD-ROM:

In the item record, use item type 18 for all accompanying CD-ROMs and DVD-ROMs. Location code: cma. Code the STATUS: i (in process, Music Library staff will change the code to "o" when item gets shelved). CD-ROMs and DVD-ROMs 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-ROM/DVD-ROM to Music Cataloging. Music Cataloging will send the disc(s) to the Music Library to be shelved.

Unanalyzed DVDs (video) accompanying serials (except BML, MCL, SIO, and SPEC COLL)

All DVD videos are housed in the Film & Video library.

Add the following fields to the serial bib record:

>007 __co ugu
>500 __Accompanied by DVD, <2000->
>590 __Accompanying DVDs are shelved in the Film & Video Library
>740 02 [for tracing distinctive titles, if applicable]
Change BRANCH to multi, to include FVL if applicable.

If this is the first time that a DVD has accompanied the serial, you will need to add a check note to the checkin record for the print serial: If accompanied by a DVD, send item and issue to Serials Cataloging. Not to be analyzed per JS. [cat initials][yymmdd]

Also, you will need to create a checkin record for the DVD:

In the checkin record, always code: C ACTIVITY: i (inactive), LOCATION: fk, FORMAT(C): v (VIDEO DISC).

If the DVD is a regular complement to the serial, simply check it in on the existing DVD checkin record.

DVD call numbers: DVDs have their own call number classification: FVLDV ####-#. To create the FVLDV call number, browse Millennium using the call number index (c) and browse "FVLDV" for the last number assigned. The next succeeding 4 digit number will become your new FVLDV call number followed by a dash with the number of discs accompanying the serial.

Call no. label:

Examples:
FVLDV 1234-1 (only one accompanying disc)
FVLDV 1234-3 (3 accompanying discs)

Physical processing for disc: DVDs are also housed in jewel cases instead of archival cases. Use 2-up barcodes. Label any DVD inserts with a barcode. Place a second barcode on the jewel case, positioning it over the barcode on the DVD insert. Add a call number label to the edge and upper left corner of the jewel case. With an archival pen, write the call number on the face of the disc. Add a label for the accompanying serial issue on the front of the DVD case.

Accompanying magazine housed at: [name of library] as: [call no., vol./issue]

Physical processing for serial issue: Add a matching label for the accompanying DVD on the title page or table of contents page of the serial issue(s). Position the label so as not to cover any content.

Finally, create an item record for the DVD:

In the item record, use item type 61 for all accompanying DVDs. Location code: fk. Code the STATUS: i (in process, FVL staff will change the code to "o" when item gets shelved). DVDs are matched to their serial issues in the >945 field using the following format: |uDVD for|dv.|e##|dno.|e##.

After processing, give the issue back to Serials Acquisitions and give the DVD to Music Cataloging. Music Cataloging will send the disc(s) to the Film & Video Library to be shelved.

Oddity
(an oversized booklet accompanying an audio CD that accompanies a print serial issue)

TITLE Le Français dans le monde
LIBRARY mus , srlf , cul
PUBLISHED Paris : Librairies Hachette et Larousse,
DESCRIPTION v. : ill. ; 23-29 cm
DESCRIPTION Bimonthly, 1999-
DESCRIPTION Eight no. a year, -1998
DESCRIPTION Began with issue for mai 1961

This is an example of a checkin record for an oversized booklet accompanying an audio CD that accompanies a serial issue for the title: Le Français dans le monde. Note the checkin record is for the CD and info about the accompanying booklet is covered by a check note. No separate checkin record needed:

Even though there is no separate checkin record for the oversized booklet, you need to create a separate item record for the booklet. Example of an item record: