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Local procedures for handling books accompanied by other media

• Computer disks/CD-ROM
• Computer files
• Microfiche
• Labeling A/V materials
• Abbreviations to be used in describing accompanying materials

Computer disks/CD-ROM

Except for CNS materials, print materials accompanied by computer diskettes and/or compact discs (either music or CD-ROM) will in most cases be housed in BOOKSTACKS with the disc(s) or diskette(s) housed in MEDIA.

1. Create separate item records for the book(s) and accompanying materials

• Create (or edit) the item for the book: Type: BOOK Home location: BOOKSTACKS
• Create a volume/item for the accompanying material using the Add Volume wizard
• Call number for accompanying material: using call number assigned to book as base, add disk for diskette(s), CD for compact disc(s) (sound recordings), CD-ROM for CD-ROM(s), DVD for DVD videorecordings, and DVD-ROM for DVD-ROMs. Thus, for the book Boundary element methods, the book is labeled TA 347 B69 K98 1995 and an accompanying disk as TA 347 B69 K98 1995 DISK
• Barcode (for diskettes): AUTO
• For compact discs adhere barcode to jewel cases only. Do not stick anything onto compact disc surface
• Type: AV Home Location: MEDIA
• Itemcat1: DISKETTE for computer diskette; CD for music compact disc; CD-ROM for data compact disc

2. Note the presence of the accompanying material in the 300 field

300 ... +|e1 sound disc (digital : 4 3/4 in.) [music or spoken word]
300 ... +|e1 CD-ROM (4 3/4 in.) [CD-ROM]
300 ... +|e2 computer disks (3 1/2 in.) [diskettes]
300 ... +|e1 DVD-ROM (4 3/4 in.) [DVD-ROM]
300 ... +|e1 DVD (sd., col. ; 4 3/4 in.) [digital video disc]

3. Remove the disc or diskette from the book.

This may entail removing a paper or plastic pocket that has been glued into the back of the book. Some diskettes come enclosed in plastic envelopes from which the paper envelope and diskette can be removed. Some come unattached. If removing the pocket will damage the cover of a paperback, remove the front of the pocket only, leaving the glued on part attached to the book. CD-ROM disks are to be put into a jewel case by Acquisitions.

4. Send both book and diskette to labeling.

Note a brief citation for the diskette, normally using the book title, and note the book's call number with the addition "Disk". Place a note requesting label in inside back cover of the book as indicated below:

• For diskettes: Accompanying diskette(s) held in QEII MEDIA: call number of book Disk
• For compact discs (sound recordings): Accompanying disc(s) held in QEII MEDIA: call number of book CD
• For CD-ROMS (computer files): Accompanying disc(s) held in QEII MEDIA: call number of book CD-ROM

5. Labelling

Attach stickers to the diskette envelope or compact disc container with title citation and call number. Attach sticker to back inside cover of book as indicated by the note from the cataloguer.

Note: Please handle the diskettes carefully. Never bend them, touch exposed sections, or attach notes to them with paper clips.

Please handle compact discs carefully. The industry recommendation is that compact discs should be handled with as much care as long playing records.

6. CNS Media (does not include microforms)

With the demise of the Media Centre (summer 2008), CNS material housed in the Media Centre was transferred back to CNS. Those items with barcodes will retain the barcode. CNS is aware this may cause some confusion (especially since the “In-library” code no longer acts as a trigger to Circulation not to circulate) but is willing to live with the inconvenience.
CNS media will be coded as in-library (type), media (home location), and appropriate itemcat1. Labels shall be Nfld. [LC call no. or appropriate numbering scheme] [type of media if appropriate-CD, CD-ROM, DISK-this part only applies to material accompanying a book] Media.
These instructions will be true for any DVDs bought in the future and music cds. The latter may have a different number sequence for item placed in QEII media. CNS will get back to us on this.
BCS as time permits may change the UNICORN records to reflect these standards but will not necessarily change the labelling.

Computer files

If 245 |h[electronic resource] give to Suzanne. The GMD indicates that the computer data is the primary format of the material in hand, with the book issued as accompanying material. In these cases both the electronic media and the book will be kept together, usually either in MEDIA, MAPS or REFERENCE.

Microfiche

There are many possible combinations:

• A book accompanied by a few microfiche in a pocket will be housed in the BOOKSTACKS. Process as a book with the following information.

300 ... +|e5 microfiches
  

• A set of microfiche accompanied by a guide will be housed in MEDIA and processed in the original stream.

245 ... |h[microform]
300 ... 45 microfiches +|e1 guide (23 p.)
  

• For any material not covered by a or b above individual decisions are needed. Check with the AV cataloguer.

Other non-book material should go to the AV cataloguer.

Labeling A/V materials

For AV materials that are housed or packaged in such a way that they may be shelved like a book, labels will be applied on a section closely resembling a book spine.

In the case of multimedia materials that require separate shelving in one location, include on labels information regarding accompanying media.

The "with" notation on multimedia items is used only when both items are housed in one location. If items are housed in different locations a label should be placed on both informing the user of the accompanying material.

Abbreviations to be used in labeling accompanying materials