SML/BASS Policies & Processes for Media

Policies and Processes for Media

Many new policies and procedures have been developed for nonprint media: videotapes, DVDs, CD-ROMs, sound CDs, sound cassettes, and floppy disks (policies for microforms have not changed). The links in the navigation column on the side will bring up the general procedural and policy guidelines for handling these media formats in each area.

The overall approach is to mainstream media processing and service. Within that basic goal, libraries should aim for consistency in technical services (such as preparation and cataloging), while maintaining the flexibility needed to meet local public service needs.

With that in mind, this Web site covers activities and standards which all libraries must maintain, but particular workflows may vary from library to library. The pages at this Web site are specifically for SML/BASS, and are intended for both the large departments (e.g., Cataloging and MST) and the curatorial units. Other libraries may create Web pages with specific instructions for their situation.

Protective cases and security shells for videos and CDs/DVDs will usually be purchased centrally. Please contact the Business Office to request cases and/or shells. Each unit should do this along with the regular biannual equipment requests, so the Library can benefit from price breaks for bulk purchases. Please note that orders for the security shells take a long time to arrive because the shells must be shipped from Denmark.

GENERAL OVERVIEW

  1. The circulation period for media titles cataloged independently and shelved in the SML or CCL stacks is one week (for all patrons). Combinations like print+CD and all items at LSF circulate according to the same policies as books or serials.
  2. Selectors order media materials in the same manner as they acquire other formats.
  3. Ordering staff place the purchase orders, applying the appropriate template in Voyager for the media format.
  4. When the materials arrive, the receiving staff apply the appropriate item type: media if it's independently cataloged, circ if it accompanies monographic print material, or jourXX if it accompanies a serial. They place the media item inside a protective case after barcoding either the case (for CDs and DVDs) or the cassette (for VHS and sound tapes). Monographic titles then go to selector review (in Review Plaza or elsewhere); serial titles proceed to directly to Cataloging.
  5. Selectors make the standard decisions about shelving location (e.g., SML, CCL, LSF, LSF-R). The standard circulation policy for print+media combinations is the same as a book, but in a few instances the selector may determine that the title is a media+user guide item and therefore should have a one week loan period. If so, the selector inserts a grey "Media -- One Week Loan" flag. When necessary for identification and access purposes, selectors may have a media item cataloged separately. Selectors then place the materials in the appropriate location according to cataloging priority (Frontlog, Priority, etc.).
  6. Catalogers add the appropriate item statistical category to each item's Voyager record. They determine if videorecordings are in a non-US format and label the case accordingly. They mark the hub of CDs and DVDs with the last nine digits of the barcode. If there is a "Media -- One Week Loan" flag in a multi-format title, they change the item type to media.
  7. Preparation staff affix security beepers, bookplates and call number labels. Media accompanying print will have the same call number, with the media type added at the end -- for example, "PN1923.2 F8 R624 2005 CD."
  8. When media titles go to the stacks, circulation staff put them into hard plastic security shells and shelve them alongside the books. If an item goes to LSF, has been requested from the frontlog, or is to be sent through Eli Express, it is transported and held without the security shell.

Details and variations are explained in the process-specific pages.

 Revised 11 Feb 2005

 

 
Effective Date: 
February 11, 2014

Cataloging Procedures for Audiovisual, CD-ROM, and Related Media

Overview

These guidelines are for non-print media received as stand-alone items or as material accompanying monographs or serials and should be applied to CD-ROMs, sound CDs, DVDs, VHS videocassettes, sound cassettes and floppy disks. Microforms are excluded.

Most media coming into SML Catalog and Metadata Services should arrive with a plastic case that will house the item. In the curatorial units, the staff should follow the guidelines for receiving media described on the Acquisitions page before cataloging the item. The item’s original case and any accompanying material (user’s guides, booklets, etc.) will also be included. After cataloging, all media will be sent to Preparations along with any accompanying material that will be retained with the items. Specific types of media will require additional processing before being sent to preparations.

In addition, notify selectors if a decision by the cataloger affects an item’s circulation policy (determined by the item type). For example, if it is necessary to change the format of the bibliographic record (e.g., the item arrives as a book with accompanying media, but should be cataloged as media with the book as accompanying material), or if it is necessary to create a separate bibliographic record for the media (e.g., book and media arrive as related material on one bib record, but are in fact individually issued items, and media should be cataloged separately).

Note on reference materials: Media should not go to the Starr Main Reference Room. Media accompanying print reference materials should come from Acquisitions attached to a separate MFHD with a location of sml and the item record should have an item type of media. The print portion should be on a separate MFHD with a location of smlref (item type in that item record should be reference). If accompanying media is discovered in reference materials in CMS when cataloging, separate the media and follow the above procedures and send the media portion to the stacks. Stand alone media should not be flagged for the reference collection. If stand alone media arrives in CMS flagged for the reference collection, consult your supervisor.

See the Media Item Types and Statistical Categories page for the full list of item types and statistical categories.

Effective Date: 
February 11, 2014

Audio Cassettes

These instructions are for standard analog audio cassettes with dimensions of 3 ⅞ by 2 ½ in., and a tape width of ⅛ in. They may also be called sound cassettes in the descriptive area of a bibliographic record.

Check the item record for the correct location and item type. The item type for stand-alone audio cassettes should be media. This material will circulate for one week. If there is accompanying textual material (user guides, pamphlets, inserts, etc.) that will get a separate item record, apply the item type media to this material as well. Enter the item type format code Suppl in the CHRON field for the accompanying material, and apply the Item Statistical Category Suppl

Audio cassettes cataloged as accompanying material circulate with the same loan conditions as books or serials (note the exception above for reference materials). If accompanying books, apply the item type circ and enter the item type format code (Tape) CHRON field of the item record.

If accompanying a serial, apply the same item type as the serial (jour01, jour02, etc.) and enter the item type format code (Tape) in the CHRON field. Record the item type format code in CHRON after the chronological data.

If there are multiple audio cassettes accompanying a book or serial, enter the item type format code plus a digit to distinguish each piece (Tape 1, Tape 2, etc.) in the CHRON field of the item record.

See item record examples below or Enum/Chron Fields in Voyager Item Records for Serials.

Add an Item Statistical Category for all audio cassettes (stand-alone or accompanying):

  • Open the item record.
  • Click on the middle box (the one with the pie chart icon on it) in the lower left corner of the item record, or press Ctrl-T, to open the Item Statistical Categories dialog box.
  • Choose TAPE from the Statistical Categories List in the lower portion of the box
  • Click on the blue arrow in the middle of the box to apply the Statistical Category, and click OK.
  • Save the item record.

Charge to Preparations and place on the shelf prep truck

Effective Date: 
February 11, 2014

CDs and CD-ROMs

These include computer files, interactive multimedia or sound recordings, and may be stand-alone items or material accompanying monographs or serials.

Use the appropriate marker (a Sharpie fine-point permanent marker) and carefully transcribe the last 9 digits of the barcode (those after the “39002”) around the hub of the CD on the side that has the disc label. Usually you can use a black marker, but some CDs have labels that obscure the hub and will have to be marked using a different color such as silver.

Check the item record for the correct location and item type. The item type for stand-alone CD-ROMs should be media. This material will circulate for one week. If there is accompanying textual material (user guides, pamphlets, inserts, etc.) that will get a separate item record, apply the item type media to this material as well. Enter the item type format code Suppl in the CHRON field for the accompanying material, and apply the Item Statistical Category Suppl.

Exception for Bass Library audio books: Audio books on CD that are flagged for the Bass Library Audio Book Collection do not receive the same treatment as other sound CDs. They will arrive in CMS in their original containers, and do not need to be re-housed or marked with barcode numbers, but still require that an item statistical category be applied (See below). After cataloging, send them to Preparations as is.

NOTE: For all stand-alone CDs – computer files, interactive multimedia or sound recordings, including audio books – assign the format code (CD) in the MFHD as the last element of the call number. See examples below.

NOTE: If a serial is issued in CD format, then it will get the same item type and loan conditions as a print serial (jour01, jour02, etc.). This should also be applied to older serials (those beyond the 10 year limit) or serials that may be reissued in CD format (in both cases, give them an item type of jourcirc). In the case of reissued serials, also assign the format code (CD) in the MFHD as the last element of the call number (before “(LC)”, if used), to distinguish it from the print version. See example below.

CD-ROMs cataloged as accompanying material circulate with the same loan conditions as books or serials (note the exception above for reference materials). If accompanying books, apply the item type circ and enter the item type format code (CD) in the CHRON field of the item record.

If accompanying a serial, apply the same item type as the serial (jour01, jour02, etc.) and enter the item type format code (CD) in the CHRON field. Record the item type format code in CHRON after the chronological data.

If there are multiple CDs accompanying a book or serial, enter the item type format code plus a digit to distinguish each piece (CD 1, CD 2, etc.) in the CHRON field of the item record.

Add an Item Statistical Category for all CD-ROMS (stand-alone or accompanying):

  • Open the item record.
  • Click on the middle box (the one with the pie chart icon on it) in the lower left corner of the item record, or press Ctrl-T, to open the Item Statistical Categories dialog box.
  • Choose CD from the Statistical Categories List in the lower portion of the box
  • Click on the blue arrow in the middle of the box to apply the Statistical Category, and click OK.
  • Save the item record.

Charge to Preparations and place on the shelf prep truck.

Effective Date: 
February 11, 2014

DVDs

These include movies or digital images, or combinations of images and other types of files. DVDs may be coded for playing in specific regions of the world. The nine region codes are:

  • Region 0 – All areas of the world
  • Region 1 – USA , Canada and US territories
  • Region 2 – Japan , Europe, South Africa and the Middle East (including Egypt )
  • Region 3 – Southeast Asia and East Asia (including Hong Kong )
  • Region 4 – Australia, New Zealand, Pacific Islands, Central America, Mexico, South America and the Caribbean
  • Region 5 – Eastern Europe, Indian subcontinent, Africa, North Korea and Mongolia
  • Region 6 – China
  • Region 7 – Unused
  • Region 8 – Special international venues (airplanes, cruise ships, etc.)

The region code may be in a 538 note (System requirements) in the bibliographic record or printed on the original case, and is sometimes printed on the disc itself (often as a number inside of a globe). Region 0 and 1 DVDs do not require an additional label. If the item is other than Region 0 or 1, affix a non-US format label in the lower left corner on the front of the plastic case and write the applicable region code in ink in the space provided.

Use the appropriate marker (a Sharpie fine-point permanent marker) and carefully transcribe the last 9 digits of the barcode (those after the “39002”) around the hub of the DVD on the side that has the disc label. Usually you can use a black marker, but some DVDs have labels that obscure the hub and will have to be marked using a different color such as silver.

Check the item record for the correct location and item type. The item type for stand-alone DVDs should be media. This material will circulate for one week. If there is accompanying textual material (user guides, pamphlets, inserts, etc.) that will get a separate item record, apply the item type media to this material as well. Enter the item type format code Suppl in the CHRON field for the accompanying material, and apply the Item Statistical Category Suppl.

NOTE: For call number formatting instructions for stand-alone DVDs, see Call Numbers for Videos (Videocassettes, DVDs, etc.) and Related Works.

DVDs cataloged as accompanying material circulate with the same loan conditions as books or serials (note the exception above for reference materials). If accompanying books, apply the item type circ and enter the item type format code (DVD) in the CHRON field of the item record.

If accompanying a serial, apply the same item type as the serial (jour01, jour02, etc) and enter the item type format code (DVD) in the CHRON field. Record the item type format code in CHRON after the chronological data.

If there are multiple DVDs accompanying a book or serial, enter the item type format code plus a digit to distinguish each piece (DVD 1, DVD 2, etc.) in the CHRON field of the item record.

See item record examples below or Enum/Chron Fields in Voyager Item Records for Serials.

Add an Item Statistical Category for all DVDs (stand-alone or accompanying):

  • Open the item record.
  • Click on the middle box (the one with the pie chart icon on it) in the lower left corner of the item record, or press Ctrl-T, to open the Item Statistical Categories dialog box.
  • Choose DVD from the Statistical Categories List in the lower portion of the box.
  • Click on the blue arrow in the middle of the box to apply the Statistical Category, and click OK.
  • Save the item record.

Charge to Preparations and place on the shelf prep truck.

Effective Date: 
February 11, 2014

Floppy Disks

These include computer programs or combinations of other types of files and are not as common as they once were, but still surface, and are more likely to be accompanying material than stand-alone items.

Check the item record for the correct location and item type. The item type for stand-alone floppy disks should be media. This material will circulate for one week. If there is accompanying textual material (user guides, pamphlets, inserts, etc.) that will get a separate item record, apply the item type media to this material as well. Enter the item type format code Suppl in the CHRON field for the accompanying material, and apply the Item Statistical Category Suppl.

Floppy disks cataloged as accompanying material circulate with the same loan conditions as books or serials (note the exception above for reference materials). If accompanying books, apply the item type circ and enter the item type format code (Diskette) in the CHRON field of the item record.

If accompanying a serial, apply the same item type as the serial (jour01, jour02, etc) and enter the item type format code (Diskette) in the CHRON field. Record the item type format code in CHRON after the chronological data.

If there are multiple diskettes accompanying a book or serial, enter the item type format code plus a digit to distinguish each piece (Diskette 1, Diskette 2, etc.) in the CHRON field of the item record.

See item record examples below or Enum/Chron Fields in Voyager Item Records for Serials.

Add an Item Statistical Category for all floppy disks (stand-alone or accompanying):

  • Open the item record.
  • Click on the middle box (the one with the pie chart icon on it) in the lower left corner of the item record, or press Ctrl-T, to open the Item Statistical Categories dialog box.
  • Choose DISKETTE from the Statistical Categories List in the lower portion of the box.
  • Click on the blue arrow in the middle of the box to apply the Statistical Category, and click OK.
  • Save the item record.

Charge to Preparations and place on the shelf prep truck.

Effective Date: 
February 11, 2014

Item Record Field Examples

For CD-ROM accompanying monograph:

Item type: circ
Chron: CD
Item Statistical Category: CD

For CD-ROM accompanying monograph for the reference collection:

Item type for print portion: reference
Chron: <blank>
Item Statistical Category: <none>

MFHD for print portion:

852

0

0

$b smlref $h PC1640 $i .D48 20

Item type for media portion: media
Chron: CD
Item Statistical Category: CD

MFHD for CD:

852

0

0

$b sml $h PC1640 $i .D48 2001

For 2 DVD set accompanying monograph:

Item type: circ
Chron: DVD 1
Item Statistical Category: DVD

Item type: circ
Chron: DVD 2
Item Statistical Category: DVD

For audio cassette accompanying monograph:

Item type: circ
Chron: Tape
Item Statistical Category: Tape

For CD-ROM accompanying the monthly journal Computers in libraries, v.25:no.12 (2005:Dec.):

Item type: jour05
Enum: v.25:no.12
Chron: 2005:Dec. CD
Item Statistical Category: CD

For DVD accompanying the annual Screen World, v.56 (2005):

Item type: circ
Enum: v.56
Chron: 2005 DVD
Item Statistical Category: DVD

For a 3 CD reissue of the serial The Israelite (originally issued in 1859-1867):

For disc 1:
Item type: jourcirc
Enum: _____ (blank)
Chron: 1859/1862
Item Statistical Category: CD

For disc 2:
Item type: jourcirc
Enum: _____ (blank)
Chron: 1862/1865
Item Statistical Category: CD

For disc 3:
Item type: jourcirc
Enum: _____ (blank)
Chron: 1865/1867
Item Statistical Category: CD

MFHD:

852

0

1

$b sml $h E540.J5 $i I87 CD (LC)

866

4

1

$8 0 $a 1859/1862;

866

4

1

$8 0 $a 1862/1865;

866

4

1

$8 0 $a 1865/1867

 

Examples for stand-alone CDs

For CD-ROM  " Diccionario de historia de Venezuela ”:

Item type: media
Enum: _____ (blank)
Chron: _____ (blank)
Item Statistical Category: CD

MFHD:

852

0

0

$b sml $h F2321 $i .D566 2000 CD (LC)

For audio book “The world is flat” in the Bass Audio Collection:

Item type: media
Enum: _____ (blank)
Chron: _____ (blank)
Item Statistical Category: CD

MFHD:

852

0

0

$b cclaudio $h HM846 $i F74 2006 CD (LC)

 

Examples for Multiparts

For CD accompanying vol. 2 of the multipart title The history of Italian cinema:

Item type: circ
Enum: v.2
Chron: CD
Item Statistical Category: CD

For 2 DVD set of Angels in America (labeled “part 1” & “part 2” on discs):

For disc 1:
Item type: media
Enum: pt. 1
Chron: _____ (blank)
Item Statistical Category: DVD

For disc 2:
Item type: media
Enum: pt. 2
Chron: _____ (blank)
Item Statistical Category: DVD

MFHD:

852

0

1

$b sml $h PN1997.2 $i .A54 2004 DVD

866

4

1

$8 0 $a pt.1-pt.2

Effective Date: 
February 11, 2014

MPMs and Multipart Media

For accompanying material associated with a specific volume of a multipart monograph (MPM), enter the specific volume number in the ENUM field of the item record for the accompanying material, and enter the item type format code in the CHRON field. Apply the same item type as the print portion of the MPM (note the exception above for reference materials).

If the accompanying material is not associated with a specific volume of the MPM, leave the ENUM field blank, and enter the item type format code in the CHRON field. Apply the same item type as the print portion of the MPM.

For multipart stand-alone media check each item record for the correct location and item type. The item type for circulating stand-alone multipart media in any format should be media. This material will circulate for one week. If there is accompanying textual material (user guides, pamphlets, inserts, etc.) that will get a separate item record, apply the item type media to this material as well. Enter the item type format code Suppl in the CHRON field for the accompanying material, and apply the Item Statistical Category Suppl.

NOTE: For call number formatting instructions for stand-alone multi-part VHS tapes or DVDs, see Call Numbers for Videos (Videocassettes, DVDs, etc.) and Related Works.

For multipart CDs or DVDs, use the appropriate marker (a Sharpie fine-point permanent marker) and carefully transcribe the last 9 digits of the barcode (those after the “39002”) around the hub of the discs on the side that has the disc label. Usually you can use a black marker, but some disks have labels that obscure the hub and will have to be marked using a different color such as silver.

Record holdings for the multipart in the 866 field of the MFHD, transcribing captions if they are associated with the enumeration (e.g., disc 1-disc 2 or pt.1-pt.2, etc.). See Multipart MFHD Guidelines or Multipart Policies and Procedures for treatment of MFHDs.

Record enumeration in the ENUM field of the item record, transcribing captions if they are associated with the enumeration (e.g., disc 1-disc 2 or pt.1-pt.2, etc.). See item record examples below for multiparts or Enum/Chron Fields in Voyager Item Records for Serials.

Effective Date: 
February 11, 2014

VHS Videocassettes

Determine the video standard. Check the item itself or refer to the 538 note (System requirements) in the bibliographic record. There are three standards for VHS videocassettes:

  • NTSC (National Television Standards Committee) – the standard used in North and South America
  • PAL (Phase Alternation by Line) – the standard used in much of Western Europe, Asia, throughout the Pacific and Southern Africa
  • SECAM (Sequentiel Couleur A Memoire) – the standard used in France and its territories, much of Eastern Europe, the Middle East and Northern Africa

NTSC videocassettes do not require an additional label. If the item is other than NTSC, affix a "Non-US format" label in the lower left corner on the front of the plastic case and write the appropriate format in ink in the space provided.

Check the item record for the correct location and item type. The item type for stand-alone videos should be media. This material will circulate for one week. If there is accompanying textual material (user guides, pamphlets, inserts, etc.) that will get a separate item record, apply the item type media to this material as well. Enter the item type format code Suppl in the CHRON field for the accompanying material, and apply the Item Statistical Category Suppl.

NOTE: For call number formatting instructions for stand-alone VHS tapes, see Call Numbers for Videos (Videocassettes, DVDs, etc.) and Related Works.

Videos cataloged as accompanying material circulate with the same loan conditions as books or serials (note the exception above for reference materials). If accompanying books, apply the item type circ and enter the item type format code (VHS) in the CHRON field of the item record.

If accompanying a serial, apply the same item type as the serial (jour01, jour02, etc) and enter the item type format code (VHS) in the CHRON field. Record the item type format code in CHRON after the chronological data.

If there are multiple videos accompanying a book or serial, enter the item type format code plus a digit to distinguish each piece (VHS 1, VHS 2, etc.) in the CHRON field of the item record.

See item record examples below or Enum/Chron Fields in Voyager Item Records for Serials.

Add an Item Statistical Category for all videocassettes (stand-alone or accompanying):

  • Open the item record.
  • Click on the middle box (the one with the pie chart icon on it) in the lower left corner of the item record, or press Ctrl-T, to open the Item Statistical Categories dialog box.
  • Choose VHS from the Statistical Categories List in the lower portion of the box.
  • Click on the blue arrow in the middle of the box to apply the Statistical Category, and click OK.
  • Save the item record.

Charge the items to Preparations and place on the shelf prep truck.

Effective Date: 
February 11, 2014

Item Types and Statistical Categories

In the past, media have been given a format-specific item type such as cd. Under the new system, receiving staff will apply a single generic item type (media) to all stand-alone media formats, and catalogers will add statistical categories to each item record to identify the format.

In the case of paper + media combinations, MST will apply circ to both parts by default. Catalogers may change this item type according to the exceptions noted below.

The standard lsf and lsf-r item types for books will also be used for media.

Media records that were created before the new policies were established will be changed from the old format-specific item types to the new item types. However, the Voyager circulation tables have been revised so that any media with old format-specific item types can now circulate according to the new one-week loan policies.

ITEM TYPES

standalone media: MEDIA One week for all reader types at SML, CCL, SSL, and Divinity.
print+media combos: CIRC for all parts (see exception below for reference materials) All parts have the same item type. Mixed items will receive circ by default. Selectors may determine that the media part is primary (e.g., a CD-ROM has an accompanying user guide), in which case they insert a "One Week Circ" flag and catalogers will change the item type to media. If the media portion is really an independent entity, the selector may have it cataloged separately, and it will then get the media item type while the book gets circ.
serial+media combos: JOURxx for all parts Both the paper portion and the media portion receive the usual item type for journals (e.g. jour05). If the journal volume doesn't circulate, then neither does any accompanying material, which must be used in the building with equipment that the library provides for this purpose.
special collections:
nocirc
Non-circulating; nocirc may also be used for reference materials shelved in the stacks.
reference: reference Non-circulating. Note: Some reference books have accompanying media (print+media combos). The selector may decide to split the items, often keeping the book in Reference but allowing the media to circulate (shelving it in the stacks).

STATISTICAL CATEGORIES

Category

Usage

Beta

Seldom-used videotape format

CD

Data and software CD-ROMs, sound CDs, interactive multimedia, video CDs and mixed types

Diskette

Floppy disks of any size

DVD

Movies, digital images, data, sound, interactive media, etc.

Laserdisc

12-inch videodiscs

Phonodisc

LPs, 78s, wax discs, etc

Suppl

User guides, pamphlets, inserts, etc accompanying stand-alone media

Tape

Cassettes, reel-to-reel, computer tapes (all types except videotapes)

U-Matic

Seldom-used videotape format

VHS

Most common videotape format (includes NTSC, PAL, and SECAM)

[Other formats] If a new or additional statistical category needs to be created, contact the head of the Cataloging Dept. Do not use an existing category unless Cataloging has set that as policy.
(Revised 12 Nov 2007)
Effective Date: 
February 18, 2014

Preparations Procedures for Processing Media for Shelving

  1. Media enters Preparations in translucent cases. The barcode should be attached to piece before arrival.
  2. Staff member affixes security beeper to outside case, under the plastic covering, in the center of the case.
  3. Staff member affixes bookplate to left inside cover, in the center of the case.
  4. Staff member scans barcode on piece from labeling program, presses enter, and the call number label prints.
    • Horizontal labels are used for DVDs; therefore the format should be changed in the labeling program for this function.
    • Vertical labels are used for videos; therefore the format should be changed in the labeling program to accommodate this function.
  5. Staff member affixes call number label to bottom spine, outside plastic covering.
  6. Charge media to appropriate pseudo-patron for the next destination.
  7. Access Services picks up media.
    • Rush Requests are delivered within SML.
    • Reference CDs go on the same truck as reference books.

Last revised: 16 Feb 2005

Effective Date: 
February 12, 2014