Author: Ryan Finnerty
Date: July 30, 2003
Revised for MCL: Shirley Higgins, April 4, 2006
Revised SSH locations: Deann Trebbe, July 22, 2008
Scope: This document is to assist catalogers and assistants in the
physical processing and cataloging of direct access electronic
resources for most catalogers in the UCSD Libraries. Special
Collections catalogers, however, will have their own processes. The
physical processing guidelines are definitive. The other portions of
these notes are to be used in conjunction with the documents referred
to below, and are meant to summarize, not replace, the guidelines
contained in the original documents.
Physical Processing
CD/DVD-ROMs should be removed from the hard breakable jewel cases and placed in the soft durable plastic containers. Also remove any inserts, booklets, papers, etc. from the original jewel case and put them in soft plastic containers. They might not always fit perfectly so a little bit of trimming might be in order. Miniature CDs should be placed in full sized soft durable plastic containers.
Sometimes the resource will have a license code (sometimes called a CD key) that the user must enter when installing. Oftentimes, this code will be on a sticker on the hard jewel case. Copy the license code onto a white label and place the label on the soft plastic container. If the license code is printed on accompanying documentation then there is no need to copy it to a label. You must also enter the license code in a note in the item record (or checkin record for serials).
Place a barcode in the upper left hand corner of the soft plastic container. If there is an insert in the container, then place the other barcode on the insert. If there is no insert, then throw the second barcode away. Don't put the second barcode on documentation that does not fit inside the container, and NEVER put a barcode on the disc itself.
Diskettes should have a single barcode put on them in a place that doesn't obscure important information and that doesn't interfere with the shutter of the diskette.
Each piece of accompanying documentation should be barcoded. If it is in book form, then barcode it as you would a book. If it's a single sheet (e.g., a quick reference card) or something else non-standard, then just put one barcode on it at the top.
Keep all parts of the electronic resource (documentation, container, the carrier, etc.) together and put on the appropriate branch labeling shelf when it's ready to be sent on its way.
Item Types
The following item types are used for direct access electronic
resources. The complete list of item types can be found at: Item type usage
| Code | Meaning |
| 45 | Independent mono CD-ROMs |
| 46 | Independent mono Diskettes |
| 47 | Guides to Mono electronic resources |
| 48 | Independent serial diskettes |
| 49 | Independent serial CD-ROMs |
| 50 | Guides to serial electronic resources |
| 51 | CD-ROMs accompanying monos & type 4 serials |
| 52 | Diskettes accompanying monos & type 4 serials |
| 53 | CD-ROMs accompanying type 2 serials |
| 54 | Diskettes accompanying type 2 serials |
| 55 | DVD-ROMs, mono and type 4 serial |
| 56 | Guide for DVD-ROMs, mono and type 4 serial |
| 57 | Serial DVD-ROMs |
| 58 | Guide for serial DVD-ROMs |
Branch, Location, and Status Codes
| LIBRARY | SUBLOCATION (if applicable) | FORMAT OF RESOURCE | BRANCH CODE | LOCATION CODE | STATUS |
| AAL | All formats | aal | arask | - | |
| BML | Reference | All formats | bml | brask | o |
| BML | Circulation Desk | All formats | bml | brp | - |
| CLICS | All formats | gal | gc | - | |
| CMRR | All formats | cmrr | rrask | o | |
| IRPS | All formats | irps | irask | o | |
| MCL | All formats | mcl | mkm | i | |
| Music | All formats | mus | cma | o | |
| Networked Electronic Resources | DVD/CD-ROMs only | net | ncdr | o | |
| S&E | Reference | All formats | se | erask | o |
| S&E | Circulation Desk | All formats | se | ec | - |
| SIO | Reference | All formats | sio | srask | o |
| SIO | Circulation Desk | All formats | sio | srask | o |
| SSH | Reference | CD/DVD-ROMs | sshrf | crcd | o |
| SSH | Reference | All formats | sshrf | crask | - |
| SSH | Reference GIS Lab | All formats | sshrf | cgis | o |
| SSH | Council of Europe Publications | CD/DVD-ROMs | sshrf | crask | - |
| SSH Docs | U.S. Docs | CD/DVD-ROMs | culd | cdcd | - |
| SSH Docs | Cal Docs | CD/DVD-ROMs | culd | cdcdc | - |
| SSH Docs | EU Docs | CD/DVD-ROMs | culd | cdcde | - |
| SSH Docs | Floppy Disks | culd | cddik | - |
Material Type
Code the MAT TYPE in the INNOPAC bibliographic record based on what the item is, rather than the physical carrier. Here's a chart that should help:
| MAT TYPE | Comments |
| m -- Books | Use for monographic electronic resources that are mainly textual in nature (e.g. ebooks, PDF files, textual databases, etc.) |
| s -- Serials | Use for all electronic resources that fit the definition of a serial |
| u -- Music scores | Use for electronic resources that are mainly musical scores |
| d -- CD audio | Use for electronic resources that consist of audio files (e.g. .wav, .mp3, etc.) that can only be played on a computer |
| r -- Records/Tapes | Never use |
| v -- video formats | Use only for electronic resources that consist mainly of video formats transferred to a medium that can only be played on a computer |
| f -- Films | Use only for electronic resources that consist mainly of films transferred to a medium that can only be played on a computer |
| l -- Slides | Never use |
| g -- Graphics/Art | Use for electronic resources that consist mainly of representations of photographs, paintings, posters, works of art, etc. |
| p -- Maps/Atlases | Use for electronic resources that consist mainly of representations of maps, and also resources that consist mainly of geographic data |
| c -- Software | Use only for electronic resources that are software, multimedia where no one type predominates, and manipulable numerical data |
| h -- Archives & MSS | Never use |
| e -- Equipment | Never use |
| @ -- Ebooks | Never use |
Call Numbers
Direct access electronic resources are given accession type call
numbers for all branches, except MCL. To assign accession type call numbers, use the table at Call number prefixes (non-book) for InnoPac
to determine the appropriate call number prefix. Once you have determined
the correct prefix, search that prefix in the Pactech call number
index, go to the last screen of your search results, and choose the
next unused number. Input the call number in an 099 field with each
element separated by $a. Example:
099 YCD $a 344
MCL shelves direct access electronic resources in the stacks, interfiled with print materials. Use NLM classification for MCL direct access electronic resources.
For items being housed in the documents collection, use documents numbers as you would for print resources.
Accompanying Material
Create an item record for each piece of accompanying material. Use
the same 099 call number that you gave to the chief component and add a
945 field to the record describing the accompanying material. Example:
099 YCD $a 344
945 $u User's guide
Accompanying material receives a different item type than that of the chief component. See the item type chart above for the correct code.
Autostats Coding
Use CFC for copy cataloging, regardless of what the content of the
resource is. Example:
catapr03;rjf;1;cfc
Use CFN for original cataloging, both with and without precedent, regardless of what the content of the resource is. Example:
catapr03;rjf;1;cfn
Use EEH when enhancing a non-serial electronic resources record on OCLC. This code must be used in conjunction with CFC as it only counts for enhance statistics and not cataloging statistics. Example:
catapr03;rjf;1;eeh
catapr03;rjf;1;cfc
Use SEH or CEH when enhancing a serial electronic resources record on OCLC (SEH for non-CONSER records and CEH for CONSER records). These codes must be used in conjunction with CFC as it only counts for enhance statistics and not cataloging statistics. Example:
catapr03;rjf;cfc
catapr03;rjf;ceh