Accompanying Material (Non-Sound Compact Discs)

Created:1998/03/25 Updated: 2012/08/14

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If you have questions about the monographs procedures, please see your Department Head or the Cataloguing Coordinator.

If you have questions about the serials procedures, please see the Serials Cataloguer or the Serials Cataloguing Assistant(s)


Unlike computer disks, compact discs cannot be copied. * In order to ensure that these items do not disappear or get damaged by remaining with the book, they will be placed in a jewel box 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 now, click HERE

Exception: For Scott Reserves the current location for the BOOK is SCOTT-RESV. The current location for the  CD-ROM is SMIL-STOR . The home location for the BOOK is SCOTT. The home location for the CD-ROM is SMIL-STOR . The item type for the BOOK is SCOTT-RESV and the item type for the CD-ROM is CD-ROM. When the item comes off reserve, the item type for the book will be changed by Reserve staff to SCOTT-BOOK. Reserve staff will also change the current location to match the home location for the BOOK. Please attach a Reserve blue flyer to the BOOK. The CD-ROM will be retrieved from SMIL-STOR as required.

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 CD-ROM 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. Effective April 1999 OMIT the term “laser” from the extent statement. (see CSB no. 87 Winter 2000 p. 10)

e.g., 300 xx, 339 p. + |e 1 CD-ROM (4 3/4 in.)

It is no longer necessary to record the 500 note: Disc characteristics: CD-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 Cataloguing CD-ROMS – RULE REVISION

Making a Title Added Entry for a CD-ROM

In some cases the CD-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 CD-ROM
  2. Cite the title of the CD-ROM in a 500 note
  3. Make a 246 (Title added entry) for the CD-ROM coding the indicators in the 246 as 33 in order to generate the label: Other title

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Call Numbers for Monographs with Accompanying Discs

Create a call number for both the book and each accompanying compact disc. The designations to be used at the end of the call number are: BOOK and CD-ROM. The Class Scheme should be LC or TEXT. 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 CD-ROM should be CD-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.

E.g.

QA 76.575 P78 1994 BOOK

QA 76.575 P78 1994 CD-ROM

593 note

Add a 593 note in the bibliographic record that will be location specific indicating where the CD-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 Yorkline::

593 : : SCOTT: CD-ROM available at SMIL-STOR

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

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

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

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

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

Make print-outs of both the Book and CD-ROM.

Obtain a jewel box and insert the compact disc in it. Place the barcode on the box front, top centre.

Leave green flyer in book indicating presence of CD and send through to binding and labelling with the compact disc. Binding and labelling will create and affix appropriate labels for the book and for the jewel box containing the compact disc(s). It is important to keep book and disc together on the truck.

Add a 538 note if the information is supplied or if you can determine the requirements from information contained on the disc.

Added Copy (Copies) with Accompanying Non-Sound Compact Discs to the Same Location

When adding a copy (copies) with a CD-ROM (CD-ROMs) to the same location please delete any copy number(s) in the existing local (593) note.

Added Copy (Copies) with Accompanying CD-ROMS to a Different Location

When adding a copy (copies) with a CD-ROM (CD-ROMs) to a different location add another local 593 note with the new location. Please delete any copy number(s) in the existing local (593) note.

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Serials

Serials Description

1. For serials, record in the 300 tag (Physical Description Area), the presence of a disc. Effective April 1999 OMIT the term “laser” from the extent statement. (see CSB no. 87 Winter 2000 p. 10)

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

Record a 500 note if necessary

500 Some issues accompanied by a CD-ROM.

It is no longer necessary to record the 500 note: Disc characteristics: CD-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 Cataloguing CD-ROMS – RULE REVISION

Call Numbers for Serials with Accompanying Discs

2. Create a call number for each accompanying compact disc. The designation to be used at the end of the call number is: CD-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 CD-ROM should be CD-ROM, except in the case of serials with accompanying CD-ROMs located in Special Collections. In such examples, the Item Type for the CD-ROM should be PERIODICAL.

Circulating Locations are:

SMIL-STOR

STEAC-CIRC

Non-circulating locations are:

SCOTT-REF

SCOTT-MAPS

SPEC-COLL

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 CD-ROM GUIDE

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

If the disc HAS distinct numbering

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

If the disc HAS distinct numbering

E.g.ML 3805 C66|z1995 COMPACT DISC 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 compact disc. 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, bottom 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’. CSB, 64 Spring 1994 p. 13.


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Monographs Procedures

Serials Procedures