Section VIII, Chapter A
Processing Accompanying Media
1. CD-ROMS ACCOMPANYING BOOKS
1.1 Disposition and responsibility
PROCESSING OF DISKETTES AND CD-ROMs
Diskettes and CD-ROMs accompanying both books
Diskettes and CD-ROMs accompanying books and serials will be copied by the designated Cataloging . Diskettes accompanying serials will be copied by Acquisitions. CD-ROMs accompanying serials will be copied by Cataloging. If copying is prohibited for a specific diskette or CD-ROM, the item should be referred to the Head of Technical Services.
The copied diskette/CD-ROM is labeled with the call number and relevant bibliographic data and instructions from the original diskette/CD-ROM. The original diskette/CD-ROM is labeled with the call number and control number and placed in the original diskette/CD-ROM file in Technical Services.
staff member.
1.2 Labeling and storage
When copying is complete the original CD-ROM is labeled with the call number of the accompanying book and stored in call number sequence with the other original CD-ROMs in the Cataloging and Metadata Services area.
The following information is written on the CD-ROM copy, using a permanent marker:
Title (*)
Call Number of accompanying book
Sirsi Control Number
* Note: the title should be exactly the same as that of the accompanying book, even if the original CD-ROM has its own distinct title.
The CD-ROM copy is kept in a clear plastic pocket affixed to the inside back cover.
1.3 Bibliographic information
The presence of a CD-ROM accompanying a book is indicated in the 300 physical description field. (See example below:)
300 __ ix, 390 p. : |bill., maps ; |c24 cm. + |e1 CD-ROM (4 ¾ in.).
The presence of a CD-ROM accompanying a serial is indicated in the 525 field.
1.4 Technical details note (538 field)
A 538 field noting requirements for use of the CD-ROM is often, though not always, included in the bibliographic record. (See example below:)
538 __ System requirements for accompanying CD-ROM: IBM PC or compatible system ; CD ROM drive.
The Cataloger is not expected to verify or revise this note, nor does a 538 need to be added to the record if it does not already exist.
1.5 Volume/Copy information
The piece count should reflect the book + the CD-ROM(s). A note may be added to the CIRCNOTE line near the bottom of the VOL/COPY screen:
CIRCNOTE: Includes CD-ROM
1.6 Bound serials
Once a Books with diskettes/CD-ROMs contain the copied diskette/CD-ROM in a book pocket. The bibliographic record for a book with an accompanying diskette indicates “Diskette(s) in pocket” and the item record shows the appropriate piece count. CD-ROMs that accompany books or serials are reflected in 300 or 525 field of the bibliographic record and the item record shows the appropriate piece count. Serials with diskettes/CD-ROMs contain the copied diskette/CD-ROM in a pocket. Once the serial is sent for commercial binding, the copied diskette/ CD-ROM will be held by the Binding Unit by Preservation Services until the bound volume has been returned from the bindery, at which point the copied diskette/ CD-ROM will be placed in a book pocket in the back of the bound volume.
1.7 Marking table
Books and bound serials with diskettes/accompanied by CD-ROMs are flagged for receive a white flag marked “CD-ROM” to alert the Marking Table.
On-demand copying of 5.25 diskettes accompanying books
1.8 CD-ROM exceptions
If copying of a CD-ROM is prohibited by the publisher, or if a CD-ROM fails to copy properly, use the following procedures:
- Book is shelved in appropriate location, while the CD-ROM is kept separate from the book and shelved at the Circulation Desk.
- Bibliographic record includes note detailing location of CD-ROM (590 field for books and 868 field for serials).
- CD-ROM receives its own Call Number with last line of “CD-ROM”.
- CD-ROM is placed in a jewel case and barcoded appropriately (see Barcode in Processing Electronic Resources, Section VIII, Chapter B).
- Book goes on regular (non-rush, non-special) truck to Marking Table with printout of bibliographic record highlighting 590 field.
- CD-ROM is placed on the shelf near the Marking Table. It is accompanied by a flag marked with the appropriate location if other than Stacks (Ref. Desk ; Circ-Desk etc.) above Call Number.
2. DISKETTES ACCOMPANYING BOOKS
2.1 Disposition and responsibility
Diskettes accompanying books will be copied by the designated Cataloging staff member.
Diskettes accompanying serials will be copied by Acquisitions.
2.2 Labeling and storage
When copying is complete the original diskette is labeled with the call number of the accompanying book and stored in call number sequence with the other original diskettes in the Cataloging and Metadata Services area.
The following information is written on the diskette copy:
Title (*)
Call Number of accompanying book
* Note: the title should be exactly the same as that of the accompanying book, even if the original diskette has its own distinct title.
The diskette copy is kept in a clear plastic pocket affixed to the inside back cover.
2.3 Bibliographic information
The presence of a diskette accompanying a book is indicated in the 300 physical description field. (See example below:)
300 __ xxiii, 1000 p. : |bcol. ill. ; |c24 cm. + |e1 disk (3 1/2 in.).
2.4 Technical details note (538 field)
A 538 field noting requirements for use of the diskette are often, though not always, included in the bibliographic record. (See example below:)
538 __ System requirements for disk: IBM PC or compatible ; 3-1/2 in. high density floppy drive ; Windows ; TK solver for Windows.
The Cataloger is not expected to verify or revise this note, nor does a 538 need to be added to the record if it does not already exist.
2.5 Volume/Copy information
The piece count should reflect the book + the diskette(s). A note may be added to the CIRCNOTE line near the bottom of the VOL/COPY screen:
CIRCNOTE: Includes diskette
2.6 Marking table
Books accompanied by diskettes receive a white flag marked “Diskette” to alert the Marking Table.
Prepared by: Robert Estep
Last updated: July 5, 2007
Index terms: Accompanying CD-ROMs; accompanying diskettesAs the library does not currently offer a public-access computer with a 5.25 inch disk drive, we offer on-demand copies of these diskettes onto 3.5 inch diskettes. When Public Services requests on-demand copying, Cataloging makes the copies. Turnaround time for this service is generally no more than 24 hours.