[This draft policy is intended to apply to government documents as well as gifts and purchased materials. The policy will be in effect from October 2002 through March 2003, during which time the procedures outlined below will be evaluated for efficiency and practicality.]

Items with accompanying materials, usually monographs with CDs or diskettes, will be flagged in Acquisitions and sent to Cataloging. ["Accompanying material" may also refer to a print volume that accompanies a CD or other media. Cataloging rules are such that the cataloger makes a decision when cataloging a title, to declare either the media or the print volume as the accompanying piece. A good example would be application software where the actual application [typically on CD] is considered to be the primary item, and the print material into which the CD is bound is considered to be "accompanying material." This policy will apply to these materials as well.]

Standard procedure will involve placing a barcode for the monograph on the inside front cover as usual. For CDs, a barcode for the accompanying item(s) will be placed on the inside back cover of the monograph above the CD sleeve; the cataloged items will then be sent to Preservation [marking unit] for final processing. For 3 1/2" disks and audio cassettes, the barcode[s] will be placed directly on the item[s], serving both as a property stamp [in lieu of a security strip] and as a reminder to Circulation staff that the item should be removed from the accompanying monograph prior to magnetizing and demagnetizing.

[Note, for rare instances where the accompanying material is already housed in a sleeve mounted in the inside front cover of the item, that placement will be retained and the barcode for the accompanying item will be placed inside the front cover as well, above the CD - or 3 1/2" disk -- sleeve.]

In cases where a monograph is accompanied by materials such as cassettes in an enclosure that is large enough and durable enough to stand alone, the monograph and the enclosure of accompanying materials will be cataloged and processed separately [i.e., The two (or more) items will sit next to each other on the shelf, but the materials will not be physically bound together.]

Once the item is received in Preservation, the Marking Unit will remove the "Accompanying Material" flag, stamp the inside front cover [next to the barcode for the monograph] with a red stamp: CHECK FOR ACCOMPANYING MEDIA AND ADDITIONAL BARCODE(S) ON THIS ITEM.

3M DCD-2 security strips will be attached to all CDs.

Preservation/Marking Unit staff, using the following evaluation procedures, will evaluate each item to make sure that the accompanying materials are housed appropriately 1) by using sleeves already mounted in the monographs, 2) by replacing the sleeves with specified products, or 3) by sending the items for commercial binding with a custom-fitted insert for the accompanying material. In addition, any monographs not sturdy enough to support the accompanying material will also be sent for commercial binding.

Evaluation Procedures for Housing Accompanying Materials
Preservation/Marking Unit

Monographs with CDs

• For monographs with adequate CD sleeves, SHELVE AS IS

An adequate CD sleeve means that the CD is adequately held within the sleeve, usually by a top flap or some other mechanism for insuring that the CD will not slip out of the sleeve.

In addition, the sleeve itself should be well adhered to the binding/cover of the monograph, and it should not be very difficult to remove the CD from the sleeve [e.g. if the sleeve tears when you're trying to remove it, it needs to be replaced].

• If the monograph does not contain a sleeve or if the existing sleeve is determined to be inadequate, insert/replace with DEMCO 15342180 [Self-Adhesive CD/DVD Pouch and Sleeve Pak]

Monographs with 3 1/2" Disks

• For monographs with adequate 3 1/2" disk sleeves, SHELVE AS IS

An adequate 3 1/2" disk sleeve means that the 3 ½" disk is adequately held within the sleeve, usually by a top flap or some other mechanism for insuring that the 3 ½" disk will not slip out of the sleeve.

In addition, the sleeve itself should be well adhered to the binding/cover of the monograph, and it should not be very difficult to remove the CD from the sleeve [e.g. if the sleeve tears when you're trying to remove it, it needs to be replaced].

• If the monograph does not contain a sleeve or if the existing sleeve is determined to be inadequate, insert/replace with DEMCO 14943280 [Self-Adhesive 3 1/2" Disk Pocket]

Any monograph not thought to be durable enough to support the attachment of a CD or diskette sleeve should be sent to the commercial bindery for a hard cover binding.

Monographs with a CD in a jewel case

• If the jewel case contains no valuable information, discard and place the CD in a DEMCO 15342180 [Self-Adhesive CD/DVD Pouch and Sleeve Pak] adhered to the inside back cover of the monograph.
• If the jewel case contains valuable information that can easily be removed from the case [e.g., a little booklet, etc.], remove the valuable information and place it along with the CD in a DEMCO 16333880 [Self-Adhesive Multi-Purpose Pocket] adhered to the inside back cover of the monograph.
• If the original jewel case must be retained for any reason, send the item to the Binding Unit: the monograph will be rebound with a custom-fitted insert for the original jewel case.

Monographs with cassette tapes

• If the cassette tapes are housed in their own enclosure and the enclosure is determined by Cataloging staff to be viable, the monograph and the accompanying items will be cataloged and sent to the Marking Unit with the understanding that the items will be placed together on the shelf but will not be physically connected.
• Any other Monograph with cassettes tapes should be sent to the Binding Unit for commercial rebinding with a custom-fitted insert for the cassette(s).