Procedure : Cataloging Books with Accompanying Non-Book Materials

Scope

This cataloging procedure covers the cataloging of books which are accompanied by one or more non-book items. It does not cover non-book materials with accompanying material (such as a computer file with user guide or a sound recording with substantial program notes), though much of the technical information is the same.

Cataloging

-Use OCLC acceptable book copy for Fastcat cataloging

-Cataloging should have the following fields/information:

007 fixed field for accompanying material
Add if not present. See MARC documentation for guidelines on how to construct an 007 field for the appropriate format

300 |e field which describes the accompanying material, including how many pieces and their dimensions

-If a 300 |e is not present in the record you have, then either reject the record as a match or ask whether the |e should be added.

-If a 300 |e is present in the record, make sure it reflects the type and number of pieces you have, and appears in the form in the examples below.

For example:

	300  bb   xli, 740 p. :|bill. ;|c23 cm. +|e2  computer optical discs (4 3/4 in.)
	300  bb   xiv, 706 p. :|bill. ;|c24 cm. +|e1  computer disk (3 1/2 in.)
	300  bb   xvi, 378 p. of music ;|c23 cm. +|e1  sound disc (digital ; 4 3/4 in.)
	300  bb   xxii, 691 p. :|bill. ;|c24 cm. +|e1  videodisc (sd., col. ; 4 3/4 in.)
	300  bb   iii, 39 p. :|bill. ;|c28 cm. +|e1  map (84 x 54 cm. folded to 14 x 18 cm.)

Use only terms from the following list in the 300 |e. Change terms in cataloging to match this list. See glossary for definitions of terms.

 

VHS tapes videocassette
DVCam tapes videocassette
DVDs videodisc
Laser discs videodisc
VCDs videodisc
floppy disk computer disk
CD-ROM computer optical disc
DVD-ROM computer optical disc
CD(music or spoken) sound disc
cassette tapes sound cassette

538 - system requirements note
Books with accompanying computer files should have a 538 note describing the system requirements of the computer files, if that information is clearly available. Add, if possible. See AACRII Rule 9.7B1 for specific instructions on how to construct a system requirements note.

Basic example (all this information should appear on the disc or somewhere in the book):

538  bb  System requirements for accompanying  disc: Windows or Macintosh operating system; 32 MB RAM; CD-ROM drive; 800 X 600  resolution; sound card and speakers; Internet Explorer 4.0 or greater  (preferred) or Netscape 4.0 or greater.

Processing Issues

Item records

Item record creation-- how many item records to make

  • For materials whose parts are housed, circulated, and inventoried together, create a single item record
  • For materials whose parts are housed, circulated, or inventoried separately, create separate item records for each part

How to decide whether materials should be housed together

  • If material is for Feldberg or Kresge, always make a single item record.
  • If material is for Music, always make separate item records, except for software packages and scores/parts, which should have only one item record.
  • If material is for Art, Baker/Berry stacks, Baker/Berry Ref., or Cook, always make separate item records and send the non-book material to Jones Media Center, except for books with maps or floppy disks in pockets, which should have only one item record.
  • Otherwise, if bibliographer has indicated a preference, follow that preference.
  • Otherwise, if parts are clearly bound together,make a single item record (e.g. maps in pocket, fiche in pocket, software package consisting of user guide plus diskettes)

Classification

If text and non-book materials are separated, the non-book items should class with the collection in which they are shelved. For example:

  • A video going to Jones Media Center classes in an accession number
  • A sound cassette going to Jones Media Center classes in an accession number
  • But, a sound cassette going to Music classes in an Library of Congress classification number

Specific contents of the item record

One item record for all pieces

  • ITYPE of predominant piece (300|a)
  • LOCATION
  • Call number, if not in the bibliographic record, or if different from the call number in the bibliographic record (950|b) -- remember to use the appropriate indicator for the type of call number you are using
  • Barcode (950|z)

Separate item records -- individual piece item records

  • ITYPE of piece (see note, below, for ITYPEs for accompanying material shelved in Jones Media **
  • LOCATION of piece
  • Call number of piece, if not in the bibliographic record (950|b)
  • Description of piece (950|v)
  • Barcode (950|z)

Add an IMESSAGE = m to item records for books (including theses) that include magnetic media. See glossary for list of magnetic formats.

**NOTE: all non-book materials that are separated from the books they accompany and sent to Jones Media will have an Itype of "58", called "attached media" in the Innopac code list. This is regardless of the type of non-book material, and of the location of the accompanying book. The intention is to establish loan rules for this Itype that will allow the non-book materials to circulate for the same amount of time as the books they accompany. The books will continue to get an Itype of "0".

This does not affect any location other than Jones Media, nor does it affect non-book materials that go to Jones with a guide (i.e. CD-ROM with user's guide).

Terms to use in 950 |v

For non-book pieces

Format ITYPE Term
compact disc 003 disc
cd-rom 004 disc
diskette 005 disk
equipment 006 equip.
magnetic tape 011 tape
map 013 map
phonodisc 019 disc
phonotape 020 tape
slide 025 slide
DVD/videodisc 027 disc
videotape 028 tape

For print items

Try to be consistent with 300 and 500 fields. Some suggestions:

  • text
  • guide
  • booklet
  • pamphlet
  • manual
  • suppl.
  • atlas
  • addendum

Exceptions

When the piece contains two formats that share the same term (i.e. compact disc with an accompanying DVD), adjust the term in item and holdings records to describe the formats more precisely. This should only be done when it is necessary to distinguish between two formats.

EXAMPLE

Bibliographic Record:

300  1 sound disc :|bdigital ;|c4 3/4 in +|e1 videodisc (sd., b&w with 1  col. sequence ; 4 3/4 in.)
Format ITYPE Term
compact disc 003 sound disc
DVD/videodisc 027 videodisc

Binding Issues

As a rule, use one yellow binding slip for each distinct location/call no./volume.

For books bound with non-book material (in pocket or together in an enclosure), fill out the section on the binding slip for loose materials:

  • Check "Attach to piece (pocket or other)" if Preservation needs to create a pocket.
  • Check "Add the following sticker(s)/ Do not desensitize" for accompanying floppy disks, sound cassettes and videocassettes
  • Check "Add the following sticker(s)/ Count__________" and fill in the number and description of accompanying pieces. For instance:
    • Count 2 computer disk(s)
    • Count 1 sound disc
    • Count 18 maps

If the loose pieces need to be marked, generate labels for each piece.

For Baker/Berry books accompanied by magnetic computer diskettes (DOS/Windows or Macintosh), write "Needs backup disk" in the comments in the Comments section of the binding slip. Preservation staff will create a backup copy of these disks as part of their processing.

For Art, Baker/Berry stacks, Baker/Berry Ref., or Cook titles where the book goes to stacks and the accompanying piece goes to the Jones Media Center, and for Paddock titles, where the book and accompanying material go to separate locations, check the appropriate boxes on the binding slip to request that Preservation add a "Check the catalog..." sticker on each piece. For example:

__X__ Add the following sticker(s)

_____ Do not de-sensitize

__X__ Check catalog for additional material

_____ Count ________________________

Examples

Example 1. Book with disc in pocket

B28765655             Last updated: 10-02-01 Created: 07-17-01 Revision: 10
01 LANG: eng 03 LOCATION: aaaa 05 MAT TYPE: m 07 BIB STATUS: -
02 SKIP: 0 04 CAT DA:09-04-01 06 SOURCE: p 08 COUNTRY: mau
09 001 ocm46359412
10 003 OCoLC
11 006 m d
12 007 co|ugu
13 008 010226s2001 maua b 001 0 eng cam a
14 010 2001030410
15 020 0072393424
16 020 0072451610 (CD-ROM)
17 040 DLC|cDLC|dC#P|dNhD
18 049 DRBB
19 050 00 TK453|b.K26 2002
20 100 1 Kasap, S. O.|q(Safa O.)
21 245 10 Principles of electronic materials and devices /|cS.O. Kasap.
22 246 30 Electronic materials and devices
23 250 2nd ed.
24 260 Boston :|bMcGraw-Hill,|cc2002.
25 300 xv, 745 p. :|bill. ;|c24 cm. +|e1 computer optical disc (4 3/4 in.)
26 500 Rev. ed. of: Principles of electrical engineering materials and
devices. 2000.
27 504 Includes bibliographical references and index.
28 538 System requirements: Windows 95, 98, NT, ME or 2000; or Macintosh
Power PC, OS 8 or newer.
29 650 0 Electric engineering|xMaterials.
30 650 0 Electric apparatus and appliances.
31 700 1 Kasap, S. O.|q(Safa O.).|tPrinciples of electrical engineering
materials and devices.
32 948 LTI 09/26/2001
33 955 |u+l
34 998 |ckgk
______________________________________________________________________________
I33507818 Last updated: 10-12-01 Created: 08-27-01 Revision: 6
01 COP#: 1 07 DUE DATE: - - 13 ODUE DAT: - - 19 LOANRULE: 0
02 ICODE1: 0 08 PATRON#: 0 14 IUSE3: 0 20 STATUS: -
03 ICODE2: - 09 LPATRON:1035947 15 RECAL DA: - - 21 INTL USE : 0
04 I TYPE: 0 10 LCHKIN:10-12-01 16 TOT CHKOUT: 1 22 COPY USE: 0
05 PRICE: $0.00 11 # RENEWALS: 0 17 TOT RENEW: 0 23 IMESSAGE: -
06 OUT DATE: - - 12 # OVERDUE: 0 18 LOC: feld 24 OPACMSG:
25 950 |z33311017364292

Example 2. Book with compact disc shelved in separate locations

B28854378             Last updated: 11-20-01 Created: 09-18-01 Revision: 8
01 LANG: eng 03 LOCATION: aaaa 05 MAT TYPE: m 07 BIB STATUS: -
02 SKIP: 0 04 CAT DA:10-31-01 06 SOURCE: p 08 COUNTRY: wau
09 001 ocm44406121
10 003 OCoLC
11 006 jfmn
12 007 sd fsngnnmmned
13 008 000522s2001 waua bkq 001 0 eng cam a
14 010 00042308
15 020 0295980303 (alk. paper)
17 040 DLC|cDLC|dC#P|dNhD
18 049 DRBB
19 050 00 ML3758.M6|bP45 2001
20 100 1 Pegg, Carole.
21 245 10 Mongolian music, dance, & oral narrative :|bperforming diverse
identities /|cCarole Pegg.
22 246 3 Mongolian music, dance, and oral narrative
23 260 Seattle :|bUniversity of Washington Press,|cc2001.
24 300 xvii, 376 p. :|bill. ;|c25 cm. +|e1 sound disc (digital ; 4 3/4
in.)
25 504 Includes bibliographical references (p. 333-358), discography (p.
358-360), filmography (p. 360), and index.
26 650 0 Folk music|zMongolia|xHistory and criticism.
28 650 0 Ethnology|zMongolia.
30 650 0 Musical instruments|zMongolia.
32 651 0 Mongolia|xSocial life and customs.
34 948 LTI 11/12/2001
35 955 |u+l
36 998 |cdxd
I33686750 Last updated: 10-31-01 Created: 10-30-01 Revision: 2
01 COP#: 1 07 DUE DATE: - - 13 ODUE DAT: - - 19 LOANRULE: 0
02 ICODE1: 0 08 PATRON#: 0 14 IUSE3: 0 20 STATUS: -
03 ICODE2: - 09 LPATRON: 0 15 RECAL DA: - - 21 INTL USE : 0
04 I TYPE: 0 10 LCHKIN: - - 16 TOT CHKOUT: 0 22 COPY USE: 0
05 PRICE: $0.00 11 # RENEWALS: 0 17 TOT RENEW: 0 23 IMESSAGE: -
06 OUT DATE: - - 12 # OVERDUE: 0 18 LOC: padd 24 OPACMSG:
25 950 |vtext
26 950 |z33311017364631
I33686762 Last updated: 10-31-01 Created: 10-30-01 Revision: 2
01 COP#: 1 07 DUE DATE: - - 13 ODUE DAT: - - 19 LOANRULE: 0
02 ICODE1: 0 08 PATRON#: 0 14 IUSE3: 0 20 STATUS: -
03 ICODE2: - 09 LPATRON: 0 15 RECAL DA: - - 21 INTL USE : 0
04 I TYPE: 3 10 LCHKIN: - - 16 TOT CHKOUT: 0 22 COPY USE: 0
05 PRICE: $0.00 11 # RENEWALS: 0 17 TOT RENEW: 0 23 IMESSAGE: -
06 OUT DATE: - - 12 # OVERDUE: 0 18 LOC: paddc 24 OPACMSG:
25 950 |vdisc
26 950 |z33311019203852

Example 3. Book with "floppy" disk in pocket

B28725426             Last updated: 10-02-01 Created: 06-19-01 Revision: 10
01 LANG: eng 03 LOCATION: aaaa 05 MAT TYPE: m 07 BIB STATUS: -
02 SKIP: 0 04 CAT DA:07-05-01 06 SOURCE: p 08 COUNTRY: nyu
09 001 ocm46462873
10 003 OCoLC
11 006 m b
12 007 cj uau---a
13 008 010308s2001 nyua b 001 0 eng pam a
14 010 2001028398
15 020 0824705076 (alk. paper)
16 040 DLC|cDLC|dYDX|dNhD
17 049 DRBB
18 050 00 QC385.2.D47|bL35 2001
19 100 1 Laikin, Milton,|d1930-
20 245 10 Lens design /|cMilton Laikin.
21 246 1 |iTitle on disk:|aOptics programs
22 250 3rd ed., rev. and expanded.
23 260 New York :|bMarcel Dekker,|cc2001.
24 300 xx, 474 p. :|bill. ;|c24 cm +|e1 computer disk (3 1/2 in.).
25 490 1 Optical engineering ;|v27
26 504 Includes bibliographical references and index.
27 538 System requirements for accompanying computer disk: PC; MS-DOS
operating system.
28 650 0 Lenses|xDesign and construction.
29 830 0 Optical engineering (Marcel Dekker, Inc.) ;|vv. 27.
30 948 LTI 08/21/2001
31 955 |u+l
32 998 |cdxd
I3320584x Last updated: 07-25-01 Created: 06-29-01 Revision: 4
01 COP#: 1 07 DUE DATE: - - 13 ODUE DAT: - - 19 LOANRULE: 0
02 ICODE1: 0 08 PATRON#: 0 14 IUSE3: 0 20 STATUS: -
03 ICODE2: - 09 LPATRON:1015955 15 RECAL DA: - - 21 INTL USE : 0
04 I TYPE: 0 10 LCHKIN:07-25-01 16 TOT CHKOUT: 1 22 COPY USE: 0
05 PRICE: $0.00 11 # RENEWALS: 0 17 TOT RENEW: 0 23 IMESSAGE: m
06 OUT DATE: - - 12 # OVERDUE: 0 18 LOC: kres 24 OPACMSG:
25 950 |z33311017360480

A Cataloger's Brief Glossary of Terminology for Non-print Materials

Term Definition MARC tag influenced Magnetic Media?
CD Acronym for compact disc. A disc on which sound is recorded digitally. A type of sound recording.   NO
CD-ROM Acronym for "compact disc read-only memory," a form of storage characterized by high storage capacity and the use of laser optics rather than magnetic means for reading data. Term used for item types and locations. A type of computer file.   NO
Computer optical disc Term used to refer to CD-ROMs and DVD-ROMs 300 |a & |e NO
Compact disc See CD. Term used for item types and locations. A type of sound recording.   NO
Computer disc A round, flat piece of nonmagnetic, shiny metal designed to be read from and written to by optical (laser) technology. Common examples are CDs and CD-ROMs.   NO
Computer disk Also called a floppy disk. A round, flat piece of flexible plastic (floppy disk) coated with a magnetic material that stores information. Housed in a square envelope (5 1/4″) or hard plastic (3 1/4″) cartridge. A type of computer file.   YES
Diskette See disk. Term used for item types and locations. A type of computer file.   YES
DVD Originally meant digital videodisc, now digital versatile disc. A digital storage medium for feature length videos (average 133 minutes). Generally displays better than videodiscs/ videocassettes and has more features such as multiple languages. A type of videorecording.   NO
DVD-ROM Acronym for "digital versatile disc read-only memory." A computer disc (designed to be played/run on a computer) similar to the CD-ROM, but with a much greater storage capacity. A type of computer file.   NO
Electronic resource A file (data and/or programs) encoded for manipulation by computer. 245 |h varies (see under specific type)
Floppy disk See computer disk.   YES
Laserdisc See videodisc   NO
Magnetic disk See computer disk.   YES
Optical disc See computer optical disc.   NO
Phonodisc An audio recording on a thin, flat disc, usually made of vinyl, on which is impressed a continuous fine spiral groove carrying recorded sounds. Common playing speed is 33 1/2 rpm, usually with a 12 inch diameter. Also called phonograph record, phono-record, or simply record. A type of sound recording.   NO
Phonotape See sound cassette. Used as item type and for location purposes. A type of sound recording.   YES
Sound cassette Used to record and playback sound. A closed container of magnetic tape with both supply and take-up spools, designed so that it needs merely to be inserted into a suitable tape recorder/ player for use. A type of sound recording. 300 |a & |e YES
Sound disc See CD. 300 |a & |e NO
Sound recording A recording on which sound vibrations have been registered by mechanical or electrical means so that the sound may be reproduced. Includes both musical and non-musical sound recordings. 245 |h VARIES
(see under specific type)
VCD Video CD. A digital movie format (basically a primitive DVD), which can only hold ca. 70 minutes of video so for a typical movie you would need 2 VCDs. Can be played using a video CD player connected to a TV or using a fast PC with CD-ROM drive. A type of videorecording.   NO
Videocassette A magnetic tape on which audio and video signals are recorded. It is permanently encased in plastic and winds and rewinds from reel to reel. A type of videorecording. 300 |a & |e YES
Video CD See VCD.   NO
Videodisc A flat disc of plastic or other material on which video signals are recorded. Videodiscs range in diameter from 3 in. to 12 in. and include the ca. 4 3/4 in. (12 cm.) DVD and video CD. A type of videorecording. 300 |a & |e NO
Videorecording A recording in which electronic signals of visual images, usually in motion and accompanied by sound, have been registered. Video is generally designed for playback utilizing a monitor. Includes videocassettes, VCD's, DVD's, and videodiscs. 245 |h VARIES (see under specific type)
Definitions compiled from resources including: AACR2. Archival Moving Image Materials: A Cataloging Manual Second edition.The ALA Glossary of Library and Information Science , 1983.Webopedia (http://www.webopedia.com/). And other resources.