Cataloging procedures for monographs with accompanying non-print materials
Summary
This procedure 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.
Editing/creating a cataloging record
Catalog the host monograph as usual, describing the accompanying
non-print material in the 300|e and 007, and using 538 fields if needed to describe
any system details necessary for using the non-print items. If the accompanying
material is a standard North American sound cassette, sound CD, microform or
slide(s), no 538 need be added. Use
538
to describe physical characteristics of computer files found on optical or
magnetic media and to describe computer or peripheral requirements to use that
media. For sound and videorecordings, use 538 to indicate recording system
(e.g. "VHS format", "NTSC 2 format", etc.). Note that the 538 should be the first 5xx field.
Sample 300 and 538 fields:
- 300 xvii, 374 p. :|bill. ;|c25 cm. +|e1 sound disc (digital ; 4 3/4 in.)
- 300 309 p. :|bill. ;|c24 cm. +|e1 sound cassette (42 min. : analog, Dolby processed)
- 300 xxvi, 452 p. ill. :|c24 cm. +|e1 CD-ROM; 4 3/4 in.
- 538 System requirements for accompanying computer disk: Maple V Release 3; DOS; Macintosh; UNIX.
- 538 Accompanying video formatted for DVD PAL [region 2] ; NTSC.
When accompanying nonprint material arrives and is associated with a
single volume being added to a multi-volume set record, make appropriate
changes to the set record's 300|e to reflect the addition of accompanying
items and use the 538 field to note the volume or range of volumes to
which the system requirements apply:
- 538 System requirements for computer disk (5 1/4 in.) accompanying
v. 8: IBM PC or compatible; MS-DOS 2.11 or higher; Microsoft FORTRAN 3.0 or higher.
Separate call number records: In Unicorn, create a separate call number
record for each discrete accompanying audio- or videocassette, or for each
physical container (for vinyl or Tyvec book pocket, jewel or plastic case,
slide box, etc.) used to hold sound CDs, CD-ROMs, DVDs, DVD-ROMs, slides, microforms,
etc. Add the specific media identifier from the list of
Unicorn item types (spine text column)
to a |z appended to the end of the base call number for the host monograph.
Assign Item type and Item cat1 appropriate to the material, e.g. ACVID-CASS/VIDEO,
CD-ROM/CD-ROM, ACAUD-CD/AUDIO, etc. Location should be the same as for the host
material, e.g. STACKS, REF, OVERSIZE, etc.
The item or copy record for the host volume only should have the number of pieces,
at the lower right corner of the Vol/Copy form, set to the total number of pieces
comprising the published work. This produces a pop-up warning to the Circulation
desk staff to check for accompanying material when the book is being charged out
to a patron. Item records for the accompanying material should be set to 1, even
for microfiche.
Barcode placement
Barcode the host book in the usual location (inside front cover within 6 inches
of its gutter). Barcode placement for accompanying materials will vary with
the type of material. For materials housed in an attached pocket, such as fiche,
sound CDs, CD-ROMs, DVDs, and similar thin materials, the barcode should go above
the pocket. The preferred location is attached to the back cover of the book,
although in cases where a supplied front pocket is deemed to be sturdy enough,
we will simply leave the pocket there along with the barcode. The following is a table of
other preferred barcode locations.
| Item type |
Barcode placement |
| ACAUD-CASS |
Front of cassette itself |
| ACAUD-CD (in pocket) |
Above pocket |
| ACAUD-CD (in jewel case) |
At lower left front of each case |
| CD-ROM (in pocket) |
Above pocket |
| CD-ROM (in jewel case) |
At lower left front of each case |
| ACMICROFIC (in pocket) |
Above pocket |
| ACSLIDES (in pocket) |
Above pocket |
| ACSLIDES (in container) |
Lower left on front of each container |
| SOFTWARE |
On front of diskette itself |
| ACVID-CASS |
On left end of cassette in horizontal
position for inserting in VCR |
| ACVID-DVD (in pocket) |
Above pocket |
| ACVID-DVD (in jewel or plastic case) |
At lower left front of each case |
Multiple media in a single container should be marked so that it is obvious to Circulation
staff which barcode has been assigned to which media. Thus, if you have two barcodes at the back of
a book for separate DVD and CD-ROM, pencil in the format for the media next to the barcode itself. This
will prevent staff from charging or discharging the wrong piece in cases where only one media is present
during the circ transaction.
If you are at all in doubt about the suitability of the publisher's container
for stacks usage, use a piggyback barcode. These provide Preservation with the
flexibility to change containers without the necessity for rebarcoding. Remember
to insert a piggyback flag when you use a piggyback barcode.
Marking trucks
Place the host monograph, along with its accompaning materials, on the specially-
marked "Accompanying Materials" truck to await marking. Use the "Accompanying
Materials" flag to indicate to Preservation staff that the material may require a
decision on the suitability of book pocket or separate containers for use in the
stacks. Use a cotton ribbon or elastic band to keep materials together.
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