1. Overview
2. Determining the Content
3. Retention Guidelines
4. Receipt
5. Bibliographic Record
6. Holdings
7. Final Processing
8. Subsequent Discs
9. Special Processing: Latest volume in Reference
10. Special Processing: Proceedings of the Ocean Drilling Program
CD-ROMs are often received accompanying a single issue of a serial. When checking in and processing serial issues, be alert for any CDs which are in the front or back of an issue or included with the issue. Check-in record notes sometime note the regular occurrence of accompanying CDs. Retain (or photocopy, if not on a separate sheet) any extra documentation received with the CD or in the issue.
CDs received with Music Library serials are not processed by Serials Dept. Route these to Music Library with a note stating the title and issue number it was received with. For all other locations, follow the procedures below.
For additional information, see also the Catalog Department's Procedures for Handling Electronic Resources.
The content on the CD will determine the processing and retention procedures of the CD. The content can be either primary, supplementary, or other material.
Primary: A primary CD duplicates the serial with which it was received. It may duplicate a single issue or be an annual or greater archival issue. In most occurrences, the CD will have the same title and include the numbering of the hardcopy issue.
Supplementary: A supplementary CD can exhibit many different characteristics. It may be an index to the serial and be labeled as such. It may be labeled as a supplement and may or may not contain the numbering of the parent serial.
Other material: A CD may contain material not in the hardcopy issue. It may be promotional material for other publications or a product sample. It may be separately published material which is related to part or all of the serial. In the latter case, especially if mentioned in the issue, treat it as supplementary material.
When in doubt as to the type of CD received with a serial, consult with the Head of Serials Cataloging.
When determining whether a CD will be retained and added to the catalog, check the bibliographic and MFHD records to see if a similar CD has been received and added before (either as part of a hardcopy or cataloged separately).
If it has been processed before, and it is the same type of CD (e.g., supplement), and has a separate MFHD, the CD may be added and processed following Subsequent Discs procedures. If unsure whether the CD in hand is the same as one already processed, consult with the Head of Serials Cataloging.
If no history of receiving a CD with the serial is found, use the following guidelines:
Primary: Retain the CD and add holdings to the hardcopy record.
Supplementary: If the CD is a supplement with content related to the parent serial and uses the numbering of the parent serial, retain it and add holdings to the hardcopy record. If the CD does not use the numbering of the hardcopy, route the CD and any accompanying information (photocopy from the issue if necessary) to the selector requesting a retention decision. Include the title and issue number of the serial with which it was received. (See also instructions for initial receipt below.) Note: For SEL, retain all pieces (except advertising) and add holdings.
Other material: For all locations, route the CD and any accompanying information (photocopy from the issue if necessary) to the selector requesting a retention decision. Ask for the type of cataloging wanted (e.g., catalog with the parent serial or as a separate title) and what location is desired (e.g., latest volume in Reference, etc.). Include the title and issue number of the serial with which it was received. (See also instructions for initial receipt below.)
If a component pattern already exists for the CD, check in and process per instructions for Holdings and Final Processing.
For initial receipt of a CD, add an 899 field in the MFHD of the parent serial, noting the issue the CD was received with and any information regarding retention, routing, etc. (Information may be removed or altered later when a decision is made.)
899 :0 : |a CD-ROM: "Business industry directory" received with v.7 (2002); sent to
B. McHugh for retention decision |e 20030201
If the CD is received regularly (or regularly enough to predict with rough precision), and the parent serial has a purchase order, create a predictive component pattern. Note: If the CD is to be cataloged as a separate serial (see Bibliographic Record below), create a dummy purchase order for the separate bibliographic record and attach the component there.
If the CD is received only occasionally (i.e., it is too irregular to use a predictive component), or there is no purchase order for the parent serial, use 899 fields in the MFHD.
899 :0 : |a v.39 index CD-ROM received with v.40:no.1 (2001:Jan.) |e 20010311
Remove the CD from the issue and put it into a jewel case. Look for and retain any related information about the CD or on the installation of the CD. Photocopy this material if it is on pages (or the cover) of the hardcopy issue.
If the CD came from an obvious place in the issue (such as an plastic envelope or a page indicating its presence), add the label "Check NUcat for location of CD-ROM" to that part of the issue. This will notify users of the availability of other material. Additional labels can be printed via CD-ROM and Diskette Labels on the Catalog Department's procedures site.
Search the catalog to see if a prior CD received has been cataloged separately. If found, add the new CD to that record if appropriate.
Unless requested to be cataloged separately, the CDs are added to the bibliographic record for the hardcopy in a separate MFHD. See 86X Fields below for further information.
Add an Electronic Resources 007 field, using the following codes.
Specific material designation o (optical disc) Color | (no attempt) unless known Dimensions g (4 3/4 in. or 12 cm.) Sound | (no attempt) unless known Image bit depth | (no attempt) File formats | (no attempt) Quality assurance targets | (no attempt) Antecedent/source | (no attempt) Level of compression | (no attempt) Reformatting quality | (no attempt) Add a 530 field (additional physical form available note) describing the availability of the CD. If deemed important, or requested by a selector, include information on a distinctive title found on the CD, and add a 740 field to provide title access. Do not include distinctive title information if the CD is regularly issued and the title is not stable (unless specifically requested by a selector or the Head of Serials Cataloging).
530 : : |a Issue for 1996 accompanied by CD-ROM version. 530 : : |a Issues for 1996- accompanied by CD-ROM version. 530 : : |a Vols. for 1999- accompanied by CD-ROM index. 530 : : |a Vols. for 1997- accompanied by CD-ROM version called: Nordic Statistics.or:
530 : : |a Accompanied by CD-ROM with title: Economic survey of Latin America. 740 :02: |a Economic survey of Latin America.Use the statistics category code acs (added copy; same call number) when adding an additional MFHD for a CD.
6. Holdings
MFHD
Create a new MFHD for the CD.
Location
Use one of the following location codes:
Code OPAC Display nafr,comp AFRICANA Computer Files ngov,comp MAIN Government Pub. (Computer Files)(Non-circulating) nmfac,circ MITCHELL MULTIMEDIA Center (Circulating) nmfac,comp MITCHELL MULTIMEDIA Center (Computer Files)(Non-circulating) nmfac,dmsc DIGITAL MEDIA SERVICES Computer Files (Non-circulating) nref,erc MAIN Reference (Electronic Ref. Center)(Non-circulating) nschf,comp SCHAFFNER Computer Collection nschf,refc SCHAFFNER Reference (Non-circulating) nsel,comp SCIENCE ENGINEERING (Circ. desk) nspec,comp SPECIAL COLLECTIONS (Deering Library) nspec,lgc SPECIAL COLLECTIONS (Deering Library)
[use for CDs whose parent print serial is already in SPEC Large]tran,elec TRANSPORTATION Library Electronic Resource Call Number
Use the call number of the hardcopy. Add the extension "CD" for a primary material CD-ROM. Add the extension "suppl. CD" for supplementary material. Choose a caption based on what is on the CD, though prefer one that relates to the hardcopy serial.
86X Fields
Unless cataloged as a separate serial, primary CDs and supplementary CDs are both added in separate MFHDs attached to the hardcopy serial bibliographic record. See Standards for Holdings Statements for detailed information.
Primary CDs are added as 866 fields. The first 866 field in the MFHD should consist of a public note identifying the holdings as being for the CD-ROM version.
866 :41: |8 0 |z CD-ROM version: 866 :41: |8 0 |a v.32:no.3 (2006:Sept.) 866 :41: |8 0 |a v.33:no.4 (2006:Dec.) 866 :41: |8 0 |z CD-ROM version: 866 :41: |8 0 |a no.79 (2005:2nd quarter)Supplementary CDs are added as 867 fields:
867 :41: |8 0 |a v.20 (2003:May/July) 867 :41: |8 0 |a 2002
7. Final Processing
CDs are processed according to their location.
Location, Inscription and Type of Housing
Location Inscription Type of Housing mstx do not process; send to Music Library nafr,comp AFRI COMP jewel case ngov,comp GOVT ELEC jewel case nmfac,circ MFAC jewel case nmfac,dmsc MFAC DMS jewel case nmfac,mdl MFAC MDL jewel case nref,erc REF ERC jewel case nschf,comp SCHF jewel case inside a folder nschf,refc SCHF REF jewel case inside a folder nsel,comp SEL DESK plastic sleeve inside a folder nspec,comp do not process; send to Special Collections nspec,lgc do not process; send to Special Collections tran,elec do not process; send to Transportation Library Notes on type of housing:
jewel case: If there is more than one disc comprising a title, use a case with a dual disc-holder, unless they have already arrived with their own individual cases provided. Jewel cases are kept near the supply cabinet. (Additional jewel cases are ordered through the Business and Finance Office.)
jewel case inside a folder: Put the jewel case into the pocket of a special folder made by the Conservation Lab. Folders are kept in the supply cabinet. (If our supply of folders is running low, request approximately 50 more folders from Conservation Lab.)
plastic sleeve inside a folder: Instead of a jewel case, put the CD into a special plastic sleeve, and attach the sleeve above the pocket of the folder (see above). Plastic sleeves are kept in the supply cabinet. (Additional plastic sleeves are ordered through the Business and Finance Office.)
Accompanying Material
Photocopy any instructions or other pertinent information about the CD from the serial. Stamp with the NUL stamp and insert it into the jewel case or folder. If the instruction sheets are too bulky or too extensive to fit inside the jewel case or folder, they will need to be bound and must then be processed as a user guide; however, if the item is going to nschf, nschf,ref, or nsel and the sheets can fit into a folder pocket, use a double-pocketed folder and insert the sheets into the extra pocket.
An accompanying user guide that will not fit into the jewel case or folder will need to be processed separately. Add the label "Check NUcat for location of CD-ROM" to the user guide. Create a separate MFHD (using the same call number, with the extension "guide" or "CD guide"). Create an item record and send through Marking. When a user guide has been processed in this manner add the sticker "Check Online Catalog for Accompanying User Guide" to the front lower right section of the jewel case or the interior of the folder. Additional labels can be printed via CD-ROM and Diskette Labels on the Catalog Department's procedures site.
(For nschf, nschf,ref, and nsel, try to fit the sheets into a folder; avoid processing them separately if at all possible.)
Item Records
Create item records for all locations except nref,erc, nspec, and tran. If multiple CDs are in inside a single jewel-case (or folder), create a single item record with the number of discs indicated in the "Pieces" field.
If the type of housing includes a folder, attach the barcode label to the upper right-hand corner of p. 3 of the folder. If the type of housing is only a jewel case, attach the barcode label to the upper right corner of the back side of the jewel case.
Marking
For all locations except tran, use a special Stabilo pen to write the call number on the inner rim of the silver side of the CD, omitting the location and piece designation. Write "NUL" across the other side of the inner rim. For CDs housed in folders, also inscribe the call number on upper right corner of p. 2 of the folder.
Routing Items
Route items for nref,erc, nspec, or tran directly to the location with a note stating the status of the CD (new, added copy, latest in Reference, etc.). Route all other items to the Marking Room with a Post-it note with a full inscription (as a double check for them).
8. Subsequent Discs
Determine that the CD is similar in nature to those processed before (i.e., primary or supplementary). See Determining the Content.
Check for a 530 field explaining the presence of the CD in the bibliographic record. (In some older records the note may be in a 500 field; change the tag to 530.) Alter the note if it is not valid for the CD you are adding (e.g., alter to indicate an ongoing supplemental CD).
If the title of the CD is included in the note (and possibly a matching 740 field) and the title changes, consult with Serials Cataloging to have the note altered. In the example below, the next CD may have the title: Economic survey and study of Latin America. The old title information will need to be removed, dates added, or the new title information will need to be added, depending on the retention of the earlier CDs.
530 : : |a Accompanied by CD-ROM with title: Economic survey of Latin America. 740 :0 : |a Economic survey of Latin America.Check to see that an 007 field for the CD has been added.
Add volume holdings (see 86X fields) and process as directed in Final Processing.
9. Special Processing: Latest Issue in Reference
As with some hardcopy serials, some CDs are chosen to have the latest issue in Reference. This generally occurs when the CD duplicates a hardcopy Reference title treated in that manner. Consult with the selector when encountering a newly received CD for which there is corresponding hardcopy. If a decision is made to keep the latest disc in Reference, the following exceptional procedures apply.
Use the permanent location nmfac,circ.
Add the following public note in 852 $z:
Latest issue in MAIN Reference (Electronic ref. center)Add the following processing note in 852 $x:
Route superseded issue to SerCat for transfer to MFAC.Route the initial CD to Reference. When sending a later CD to Reference, be sure to inform them that it is "Latest issue in Reference" and ask that the previous disc be routed back to SerCat.
When an older CD is received from Reference, create an item record for nmfac,circ and send the CD to Marking.
10. Special Processing: Proceedings of the Ocean Drilling Program
Proceedings of the Ocean Drilling Program, Initial report and Proceedings of the Ocean Drilling Program, Scientific results are two hardcopy titles always received with CDs. The bibliographic records for these are:
Initial report - #1081000
Scientific results - #1247499Marcive has added several other records for online and CD versions, and has also overlaid these records to update the URLs. Do not use these other records.
The hardcopy issues (currently received in binder form) have the location ngeo. The CDs have the location nsel,comp.
Remove the CDs and user guide from the pocket in the hardcopy. Add the sticker "Check Online Catalog for Accompanying Non-Book Material" to the front of the pocket. Process the hardcopy for ngeo.
The CDs received can vary. Scientific results issues generally contain one CD with the same volume numbering as the hardcopy. Initial reports issues contain one or more CDs, usually with the titles Text of proceedings and Log & core data. They may be received at the same or different times and may be on one or more discs when received. Add the holdings for the volumes and dates received. Also add a note stating which CDs were received.
866 :41: |8 0 |a v.161 (1995:May 3/July 2) |z Log & core data 866 :41: |8 0 |a v.163 (1995:Sept.3/Oct.7) |z Text of proceedings 866 :41: |8 0 |a v.170 (1996:Oct.16/Dec.16)|z Text of proceedings and Log & core dataProcess using normal procedures for CDs for nsel,comp.
In the item record, add a similar note stating the content of the CD(s). If two or more CDs are included, state this in the note (e.g. "contains two discs: Text of proceedings and Log & core data"). Be sure to input the appropriate number in the "Pieces" field of the item record. Process using a binder with two pockets.
DOCUMENT HISTORY:
Issued Dec. 4, 2006 (TLH/JY/KMR)