Cataloging policy for monographs with accompanying non-print materials
Summary
This policy statement applies to situations in which a print monograph is the main work
and non-print material accompanies that work. Such material may include audio cassettes,
DVDs or DVD-ROMs, CD-ROMs, sound cd's, 3-D glasses, microfiche, slides, etc.
Policy
Until policy changes were instituted, most accompanying non-print material for D.H. Hill
(including some non-print Hill Reference accompanying material) was kept in cabinets behind
the main Circulation Desk. At the branches these materials were simply kept
on shelves behind the circulation desk. Due to space limitations behind the
D.H. Hill Circulation desk and a desire to keep accompanying materials with
their host volume to promote parallel use, new procedures were put in place
in Fall 2002. Under the new policy, monographs with accompanying media will
be flagged on receipt in Acquisitions and sent
to Cataloging. For materials where the publisher has already provided suitable
accomodation for the fiche, CD, slides, etc. within the binding of the monograph,
Cataloging will place the barcode for the accompanying material above the pocket
holding the media, preferably at the back of the book. Similarly, where the media
is in a separate but sturdy box or container, this may be retained and shelved as
is. If the supplied container is not considered to be suitable when it arrives in
Preservation, that unit may choose to supply alternative housing for the media,
replacing either plastic pockets or separate containers with more appropriate ones.
The final decision on suitability of media housing resides with Preservation.
Cataloging will create a separate call number record or records in Unicorn to
describe accompanying materials and to enable their circulation.
Note that LRL procedures may differ somewhat from this policy, as indicated
in directions sent from that library with titles to be cataloged. Because they
are not administratively part of the NCSU Libraries they are able to set their
own policies in this matter. For the most part, LRL has chosen to not separately
barcode accompanying materials bound within a book but to circulate materials together
using the "number of pieces" field shown in the third example below. The African American
Cultural Center Reading Room, which is also independent, has chosen to follow standard
procedures as for DHHILL and the branches.
Preservational cases, containers, carriers for non-print items
Acquisitions should now be sending media materials, both accompanying and
standalone, to Cataloging in their original containers. This policy includes
sending up "jewel cases" for sound CDs, DVDs, and CD-ROMs rather than the
vinyl cases we were using earlier. These containers often include important
liner notes, contents or track listings, and publication information needed to
make descriptive cataloging decisions. "Jewel cases" will be passed through
Cataloging to Preservation for decisions on whether to keep the supplied
container, replace it with another, or to send the host item off to a commercial
bindery to have a custom-fitted insert bound in.
Please note that Preservation has implemented a policy of reformatting magnetic
media (diskettes) as CD-ROM and tossing the original software. When cataloging
monographs with accompanying 3 1/2" or 5 1/4" diskettes, please catalog the original,
indicating the accompanying media in 300 |e, but then add a holdings record indicating
that the reformatting has been done. Use a single barcode on the back cover, even where
there is more than one diskette with the piece. Use CD-ROM as the Item type and Item cat1
rather than the original format (SOFTWARE).
Revised 16 June 2005
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