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Mixed Media

1. PRINT MATERIAL WITH ACCOMPANYING MEDIA

Whenever possible, printed materials are shelved in customary stack locations, with media placed in the library location having the appropriate equipment. Both the printed material and the library catalog indicate the separate location of the media. Printed material is marked to show the location of the media; the catalog record indicates the media location.

1.1 Printed volume with microfiche

Titles composed of a printed volume and microfiche remain in the stacks, with the master copy of the fiche in the microforms section of Government Publications and Microforms.

The book has the appropriate book location. A note in the catalog record may indicate the presence of microfiche held in Government Publications.
The piece count reflects the printed volume plus the number of fiche.
The book is placed on the truck with a printout of the bibliographic record with highlighted 590 note: “Microfiche held in Gov. Pubs. Area.”

1.2 Printed volumes with audio recordings

For titles composed of a printed volume and an audio recording, the printed volume should remain in the stacks, with the original copy of the audio recording housed at the Circulation Desk (no copies of audio recordings will be made). The book will be marked to indicate the availability of the audio recording. These materials will circulate.

Printed volume has appropriate location.
Bibliographic record has note “Sound recording at Circulation Desk” in 590 field.
Audio recording has added call number record in Fondren Library with location CIRC-DESK and appropriate item type (CD-B, CASSETTE-B, LP-REC-B, or TAPE-B).
Audio recording has call number with last line CD, Cassette, LP, or Tape.
Audio recording is barcoded appropriately for type (see Processing Sound Recordings). If recording lacks case, go first to supply cabinet over sink area in Technical Services. If not found, check with Technical Services Staff Assistant.
Printed volume with printout of bibliographic record is placed on appropriate shelf or truck.
Recording with white flag marked with call number is placed on the shelf near the marking table.

Marking Table stamps the book with the statement “Sound recording at Circulation Desk” above the barcode and by any existing pocket for the audio recording.

1.3 Printed volumes with computer optical discs

CD-ROMs. For titles composed of a printed volume and a CD-ROM, the printed volume is shelved in the appropriate location. The original CD-ROM, labeled with the call number and control number, is placed in the original CD-ROM file in Technical Services. A duplicate CD-ROM, copied by Technical Services, is placed in a pocket inside the back cover of the book and circulates with the book.

The piece count reflects the printed volume plus the CD-ROM(s) and any guides in pockets.
The presence of the CD-ROM is noted in subfield e of the 300 field or in the 525 field for serials.
The book with CD-ROM accompanied by a flag marked “CD-ROM in pocket” is placed on the desk of the Cataloging staff member responsible for copying the CD-ROM.
The CD-ROM is copied and has title and call number written on affixed Rice University Library label by responsible Cataloging staff member.
Paperbacks accompanied with CD-ROMs will need commercial binding.

DVD-ROMs and CD-ROMs that can’t be copied. The following procedures are used for DVD-ROMs, when copying is prohibited for a CD-ROM, or if the CD-ROM fails to copy properly.

The printed volume is given an appropriate location, with the original disc kept at the appropriate secure location.
The book is marked on the interior to indicate the availability of the disc.
These materials circulate, depending upon the borrower’s status and the item type.
The bibliographic record has note detailing location of the disc in the field 590 or for serials, in the 868 following subfield z (see Table 1).

The disc is given a call number record with appropriate location and item type (see Table 1) and with empty Item Cat 2 well.

	*Location*	*Item Type*	*590 or 868 note*
Circulating	CIRC-DESK	CD-ROM-B	CD-ROM at Circulation Desk
	CIRC-DESK	DVD-B-ROM	DVD-ROM at Circulation Desk
Non-circulating	CIRC-DESK	REF-CD-ROM	CD-ROM at Circulation Desk
	CIRC-DESK	REF-DVDROM	DVD-ROM at Circulation Desk
BIC	BIC-DESK	CD-ROM-B*	CD-ROM at BIC Desk
	BIC-DESK	DVD-B-ROM*	DVD-ROM at BIC Desk
*Unless the book is in Ref., then use REF-CD-ROM and REF-DVD-ROM
Digital Media Commons	DMC	DVD-B-ROM	DVD-ROM in DMC Storage Room
GIS/Data Center	GOV-GIS	CD-ROM-B	CD-ROM at GIS/Data Center
	GOV-GIS	DVD-B-ROM	DVD-ROM at GIS/Data Center
Gov Pubs	GOV-DESK	REF-CD-ROM	CD-ROM at Government Publications Reference Desk
	GOV-DESK	REF-DVDROM	DVD-ROM at Government Publications Reference Desk

Table 1. Locations and Item types for accompanying optical discs.

Guidelines for call numbers and marking

CD-ROM has call number with last line CD-ROM.
DVD-ROM has call number with last line DVD-ROM.
CD-ROM or DVD-ROM is barcoded appropriately (see Processing Electronic Resources). If disc lacks jewel case, they can be found in the supply cabinet over the sink area.
Circular RU Library label is affixed to upper surface of disc.
Dot label on jewel case enumerates contents if case contains guide or multiple discs (“+ guide”, “2 discs”, etc.) to alert Circulation staff.
Printed volume with printout of bibliographic record is distributed appropriately.
CD-ROM or DVD-ROM is placed on the shelf near the marking table. It is accompanied by flag marked with call number with CIRC-DESK, etc., above call number.
At the Marking Table the book is stamped with the statement “CD-ROM (or DVD-ROM) at Circulation Desk” or other location both above the barcode and beside any existing pocket for the CD-ROM. If the Marking Table does not have a stamp for a particular location, the appropriate location will be written in the book above the barcode and beside any existing pocket by the cataloger (until we receive more than one such item per year per location).

Exception: A CD-ROM or DVD-ROM that accompanies a book cataloged to STAFFUSE remains in the existing pocket. The presence of the CD-ROM or DVD-ROM is noted in the 300 field of the record and in the Number of Pieces well.

1.4 Serials with computer optical discs

The following procedures are used for CD-ROMs or DVD-ROMs supplementary to serial publications shelved in Current Periodicals or unbound in the stacks.

When a CD-ROM comes with an individual issue, it is checked in on the current holdings then given to the designated person in Cataloging and Metadata Services to make a copy (unless prohibited). The original CD-ROM is placed in the file in Cataloging and Metadata Services and the copy is put in a pocket in the issue that is given to the Serials Shelver.

For DVD-ROMs, or if a CD-ROM cannot be copied, the original is sent to the Circulation Desk permanently, and a note to that effect is entered in the MARC holdings 867 field in the subfield x. The disc is barcoded, has an item record created, and is added to the holdings of the bibliographic record of the print serial by Acquisitions or by the Serials Cataloger. The call number is the same as for the serial but with the last element CD-ROM or DVD-ROM. The item type should be CD-ROM-S, CD-ROM-B, DVD-S-ROM, or DVD-B-ROM to reflect the item type (SERIAL or BOOK) of the publication. For marking instructions see Sec. 1.3, Guidelines for call numbers and marking above.

When loose serial issues are picked up for binding, supplementary CD-ROM copies are held in Preservation Services until the volume returns from the bindery. If the CD-ROM has been lost, another copy can be made from the original. A hold is placed to alert Preservation Services personnel to place the copy of the CD-ROM in a pocket in the back of the volume, and adjust holdings. The CD-ROM is listed in the MARC holdings 867 field indicating the volume it accompanies. The piece count on the item record for the bound volume is adjusted to reflect the printed volume plus the CD-ROMS(s) and any guides in pockets. Preservation Services personnel do not need to do anything for CD-ROMs and DVD-ROMs that remain permanently at the Circulation Desk.

Serials that are received bound with accompanying CD-ROMs are treated like monographs.

1.5 Printed volume with a video recording

For titles composed of a printed volume and a video recording (cassette or DVD), the printed volume remains in the stacks, with the original copy of the video recording shelved at the Circulation Desk (no copies of video recordings will be made).

Books accompanied by videos are marked on the interior to indicate the availability of the video recording.

Upon receipt, Acquisitions determines circulation based upon copyright requirements and flags videos to be restricted. Video recordings circulate dependent upon copyright restrictions and the borrower’s status.
Serial issues published as videos or videos accompanying serial issues or volumes are given a call number record with the location CIRC-DESK or the appropriate location in the satellite library in which the serial is located.
Printed volume is given appropriate location.
Bibliographic record has note detailing location of video recording in 590 field (see Table 2), or in the MARC holdings record 866 or 867 fields for serials.

Video recording is represented by call number record with appropriate location and item type (see Table 2) and empty Item cat 2 well.

Circulation	Location	Item type	590 note
1 week	CIRC-DESK	VIDEOTAPE1	Videorecording at Circulation Desk.
1 week	CIRC-DESK	VIDEOTAPE2	Videorecording at Circulation Desk.
Same as book	CIRC-DESK	DVDVIDEO-B	Videorecording at Circulation Desk.
Same as serial	CIRC-DESK	DVDVIDEO-S	Videorecording at Circulation Desk
Non-circulating	CIRC-DESK	REFDVDVID	Videorecording at Circulation Desk.

Table 2 Marking accompanying videorecordings.

Guidelines for call numbers and marking

Video recording is barcoded appropriately. If case is needed, use the tall plastic video cases which may be found in the supply cabinet over the sink area.
Video recording has call number with last line V-TAPE or V-DISC.
Printed volume with printout of bibliographic record is distributed appropriately.
Video recording with flag marked with call number (with CIRC-DESK above call number) is placed on the shelf near the marking table.
At the Marking Table, the book is stamped with the statement “Videorecording at Circulation Desk” or the appropriate location above the barcode.

2. MEDIA WITH ACCOMPANYING PRINT MATERIAL

2.1 Microforms with print

A title composed of microform with a printed index or guide is, as a rule, cataloged as a unit. The microfilm is cataloged to location GOV-MICRO. The guide to sets or series has item type REF-BOOK, location GOV-REF, and is sent to Government Publications. The word "Guide" is the last element of the call number. The disposition of second copies of such guides is determined by the Head of Government Publications and Special Resources. In the past they were added with a REFERENCE location; now they are usually added as c.2 in GOV-REF.

Exceptions have notes in appropriate places in the record.

2.2 Optical discs with print

A title composed of a CD-ROM or DVD-ROM with printed text(s), where the content of the disc is the primary piece, is cataloged as one unit. Location is specified by Collection Development.

Circulating discs. A circulating CD-ROM or DVD-ROM with printed guide has circular RU Library label affixed to upper surface and is placed in a jewel case. Jewel case is barcoded.

If the guide fits inside the case:

the guide is not barcoded,
the call number is penciled on it, and
its presence is reflected in the piece count and a dot label on jewel case (“+ guide).

If the guide is separate, the guide has:

an item record (item type BOOK-CD-R) with barcode,
same location as CD-ROM or DVD-ROM, and
same call number as CD-ROM or DVD-ROM with the word, “Guide”, “Index”, “Text”, etc., as last element.
A dot label on the jewel case (“separate guide”, “separate index”, etc.) alerts Circulation staff that there is a separate text.

Manuals may be sent to In-house Preservation Services for PAM-binding or for pockets for small reference cards.

Non-circulating discs. A non-circulating CD-ROM or DVD-ROM with printed guide(s) or separate data files may be left in the original container or placed in a jewel case. The physical description in the bibliographic record enumerates the accompanying material.

The item type is REF-CD-ROM or REF-DVDROM.
Containers have barcodes.
Piece count reflects total of discs in container.
Separate associated guides, texts, or data files have item records with item type REF-CD-ROM-B or REF-DVDROM.

2.3 Audio recording with guide

Titles composed of an audio recording with a printed guide have location CIRC-DESK. If the guide fits inside the media case and can be circulated with the recording, it is not barcoded. If the guide is separate from the media or accompanies more than one container of media, it has a separate item record and barcode (see Processing Sound Recordings)

2.4 Videorecording with guide

A title composed of a video recording with a printed guide may have location DVD-COLL or GOV-DESK. If the guide fits inside the video recording case and can be circulated with the recording, it is not barcoded, and the call number is penciled on. The piece count reflects the presence of the guide. If the guide is separate from the video recording or accompanies more than one video recording, it has a separate item record and barcode. The item type for a guide accompanying a DVD-VIDEO1 is BOOK-DVD1. The item type for a guide accompanying a DVD-VIDEO2 is BOOK-DVD2. The videocontainer is labeled by the cataloger with a dot label placed near the barcode and the wording “guide available.”