Accompanying Material (DVD-ROM)

Accompanying Material: DVD-ROM

Created: 2001/07/26 Updated: 2008/08/22

Questions and comments to: hfraser@yorku.ca

If you have questions about the monographs procedures, please see: Doug Adams dadams@yorku.ca

If you have questions about the serials procedures, please see: Jean Anderson janderso@yorku.ca

Contents

Definitions

Monographs Procedures

Serials Procedures


Definitions

Identifying What You Have

From the disc label or from accompanying material, determine if the disc is a DVD-ROM. Consult the page on Identifying Optical Disc Formats for more information and examples If you are not sure, please consult Doug Adams.

Locations and Item Types

DVD-ROMS will be placed in a container and kept separate from the book at each library location.

For information about where to locate these items in each library, please consult PP 97/001*. To view this document click HERE

*Exception Scott Reserves :

  • The current location for both the BOOK and the DVD-ROM is SCOTT-RESV .
  • The home location for the BOOK is SCOTT ; the home location for the DVD-ROM is SMIL-DESK .
  • The item type for both the BOOK and the DVD-ROM is SCOTT-RESV .

When the item comes off reserve, the item type will be changed by Reserve staff to SCOTT-BOOK and DVD-ROM respectively. Reserve staff will also change the current location to match the home location for both the BOOK and the DVD-ROM . Please attach a Reserve blue flyer to both the BOOK and the DVD-ROM.

The local note should indicate the permanent location of the items (i.e. after they come off Reserve.


When cataloguing a monograph or a serial which has a DVD-ROM disc(s) accompanying it please follow these procedures:

A: MONOGRAPHS PROCEDURES

B: SERIALS PROCEDURES

Monographs

Monographs Description

For monographs, record in 300 (Physical Description Area), the presence of a disc. e.g., 300 xx, 339 p. + |e 1 DVD-ROM (4 3/4 in.)

Do not record the 500 note: Disc characteristics: CD-ROM as of January 2003. See rule 9.5B1 (AACR2 2nd ed. 2002 revision) for details. See also the following Cataloguing Memo dated January 24th, 2003 Cataloguing CD-ROMS – RULE REVISION

*Note: It is not necessary to create a holdings record for accompanying material.

538 note

Record a 538 note

538: : System requirements for accompanying computer disc: DVD-ROM drive.

DVD-ROM Example

Link to Catalogue Record

Tag Ind. Ind. Content
100 1 Lewis, Ian,|d1962-
245 1 0 How to make great short feature films :|bthe making of Ghosthunter /|cIan Lewis.
260 Oxford [England] :|aBoston:|bFocal Press,|c2001.
300 viii, 238 p. :|bill. +|e1 DVD-ROM (4 3/4 in.)
500 Includes index.
500 Accompanying DVD-ROM includes 20 minute Ghosthunter film, 25 minute documentary, and budgeting and screenwriting software.
538 System requirements for accompanying computer disc: DVD-ROM drive.
593 SCOTT: DVD-ROM available at SMIL-DESK.

DVD-ROM Example

Link to Catalogue Record

Tag Ind. Ind. Content
100 1 Collier, Maxie D.,|d1968-
245 1 4 The IFILM digital video filmmaker’s handbook /|cMaxie D. Collier.
260 Hollywood, Calif. :|bLone Eagle Pub.,|cc2001.
300 xx, 264 p. +|e1 DVD-ROM (4 3/4 in.)
500 “References and resources” (p.[235]-250).
538 System requirements for accompanying computer disc: DVD-ROM drive.
593 SCOTT: DVD-ROM available at SMIL-DESK.

593 note

Add a 593 note in the bibliographic record that will be location specific indicating where the DVD-ROM is to be found. Do not use copy numbers in the local 593 note. Please see the following example for the correct form of the note.

Examples of 593 notes. They should match the standard HOME LOCATIONS used in the catalogue

593 : : SCOTT: DVD-ROM available at SMIL-DESK

593 : : STEACIE: DVD-ROM available at STEAC-CIRC

593 : : SCOTT-MAPS: DVD-ROM available at SC-MAPDESK

593 : : SCOTT: DVD-ROM available at SMIL-DESK

593 : : SCOTT-REF: DVD-ROM available at SC-REFDESK

593 : : FROST: DVD-ROM available at FROST-CIRC

Making a Title Added Entry for a DVD-ROM

In some cases the DVD-ROM issued with a book has a different title and a different ISBN than the book. In such cases please:

  1. Add the 020 for the ISBN of the DVD-ROM
  2. Cite the title of the DVD-ROM in a 500 note
  3. Make a 246 (Title added entry) for the DVD-ROM coding the indicators in the 246 as 33 in order to generate the label: Other title

Call Numbers for Monographs with Accompanying Discs

  • Create a call number for both the book and each accompanying DVD-ROM. The designations to be used at the end of the call number are: BOOK and DVD-ROM. Examples: QA 76.575 P78 1994 BOOK, QA 76.575 P78 1994 DVD-ROM
  • The Class Scheme should be LC.
  • The Item Type for the book should be as appropriate for the location, e.g. SCOTT-BOOK, FROST-BOOK, STEAC-BOOK
  • The Item Type for the DVD-ROM should be DVD-ROM.
  • The Number of Pieces for both the book AND the CD-ROM should be set to “1”. The reason for this is due to the fact that each piece can circulate independently of one another, if the pieces are set to more than one, and there is actually only one physical piece associated with a call number, Circulation staff must issue an overide to discharge an item.
  • Make print-outs of both the Book and DVD-ROM.
  • Obtain a jewel box and insert the DVD-ROM in it. Place the barcode on the box front, top centre.
  • Leave green flyer in book indicating presence of DVD-ROM and send through to binding and labelling with the DVD-ROM. Binding and labelling will create and affix appropriate labels for the book and for the jewel box containing the DVD-ROM(s). It is important to keep book and disc together on the truck.

Added Copy (Copies) with Accompanying Non-Sound Compact Discs to a Different Location

When adding a copy (copies) with a DVD-ROM (DVD-ROMs) to a different location add another local 593 note with the new location.

Serials

Serials Description

1. For serials, record in the 300 tag (Physical Description Area), the presence of a disc.

e.g.: ^ v. + |e ^ DVD-ROMS

Record a 500 note if necessary

500 Some issues accompanied by a DVD-ROM

It is no longer necessary to record the 500 note: Disc characteristics: DVD-ROM as of January 2003 when York University Libraries made a decision to apply the option provided under rule 9.5B1 (AACR2 2nd ed. 2002 revision) to use conventional terminology to record the specific format of the physical carrier in the 300 tag. See also the following Cataloguing Memo dated January 24th, 2003

538 note

Record a 538 note

538: : System requirements for accompanying computer disc: DVD-ROM drive

Call Numbers for Serials with Accompanying Discs

Create a call number for each accompanying DVD-ROM. The designation to be used at the end of the call number is: DVD-ROM. NOTE: IT IS IMPORTANT TO REMEMBER THAT THE LABEL WILL ACCOMODATE ONLY 8 LINES OF PRINT (this does not include location line)

The Class Scheme should be LCPER or TEXTPER. The Item Type for the DVD-ROM should be DVD-ROM.

Circulating Locations are:

SMIL-DESK

STEAC-CIRC

Non-circulating locations are:

SCOTT-REF

SCOTT-MAPS

BG-REF

Discs which accompany issues of serials are usually received in a paper container which carries information pertaining to the disc. If the disc container cannot be cut to size to fit into a jewel box, a separate call number is created with the designation DVD-ROM GUIDE

E.g. LB 2351 U62 |z1997/98 DVD-ROM GUIDE

Call numbers for discs that accompany annuals

If the disc DOES NOT HAVE distinct numbering, use the year of the annual (which usually appears on the disc). This information follows the |z

E.g. HF 3643 E9|z1997/98 DVD-ROM

If the disc HAS distinct numbering

E.g. LB 2351 U2|z1997/98 DVD-ROM

Call numbers for discs that accompany periodicals

If the disc DOES NOT HAVE distinct numbering, use the numbering system of the print issue. This information follows the |z

E.g. Q 184 R5|zV.67 NO.9 DVD-ROM

If the disc HAS distinct numbering

E.g.ML 3805 C66|z1995 DVD-ROM NO.1

3. Make a printout of the Display1 item screen and indicate that a disc has been added.

4. Obtain a jewel box and insert DVD-ROM. If a guide accompanies the disc it is important to keep the guide and the disc together

5. Send to Serials where the barcode will be added on the front, top centre of the jewel box. It will then be sent to Binding and Labelling where appropriate labels will be added.

* Note: The term ‘disc’ reflects the standardized spelling used by the computer industry for optical storage devices. The term ‘disk’ reflects the spelling for magnetic storage devices’. LCRI, 9.5B1, Feb.15, 1994.


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Monographs Procedures

Serials Procedures