Accompanying Material Cataloging and Processing for Monographic Materials

[Upd. 20100305 CatDept TR/LRO; Appr. TSC Accompanying Material Cataloging and Processing for Monographic Materials ]

Introduction

This procedure is to be followed for coding, description, and processing of monographs with accompanying material for Doe-Moffitt, self cataloging, affiliate, and all subject specialty libraries. In particular:

• Sections 1, 2, 3, 4 and 6, 7, 8 apply to Catalog Department staff and the self-cataloging units
• Section 5 and 6 apply specifically to Subject Specialty Libraries (a.k.a. Branches) and Affiliated Libraries
• Procedures for serials with accompanying materials are not yet available (1-20-2010).

1. Bibliographic Data for Accompanying Materials

1.1 Accompanying material vs. Kits
Catalogers should take care to distinguish between accompanying materials and a kit (also sometimes referred to as a multimedia item).

A kit (or multimedia item) is an item containing two or more categories of material, no one of which is identifiable as the predominant constituent of the item. Conversely, with accompanying material, it is obvious which item is the predominant constituent or primary work being cataloged.

For an example of a kit, see: b157262200 in UCB’s Millennium cataloging module.

1.2 Common Bibliographic Elements
The presence of material beyond the physical book itself requires additions to the bibliographical record: 1) the 007 which describes the various physical parameters of the material in short hand; 2) expanded physical description (300) elements to include the accompanying material; 3) addition of notes (500, 538, etc.) to justify added entries, or describe system details; and 4) added analytic title entries (740_2) to account for variant title information on the accompanying material. These common fields are available as OCLC Constant Data files (see section 8 which lists the availability of the files).

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2. Digital sound, film, and data discs (4 ¾ inch)

Coding requires the addition of the 007 MARC field known as the Physical Description Fixed Field. For coding purposes, it is necessary to determine the format of the accompanying material. This is especially problematic for the 4 3/4 inch disc. The disc must be examined to determine if it is a compact disc (i.e. CD), a computer optical disc (i.e. CD-ROM), a digital video disc (DVD), or a digital versatile disc (DVD-ROM). The first place to look for description of the disc is on the disc itself. The disc will often have a logo specifying “digital audio disc” for CD, “digital data storage” for CD-ROM, “digital video” for DVD, and “DVD recordable” for DVD-ROM. If the format is not apparent from the disc, then scan the cover and preliminary pages of the monograph and as well as any literature that accompanies the 4 3/4 inch disc. Finally, if still unable to determine the format of the disc, insert the disc into your computer disc drive. If you have a CD/CD-ROM drive, the monitor will display the sound tracks for a CD, and either the “file” contents or the opening screen for a CD-ROM. DVDs and DVD-ROMs will not operate on a CD/CD-ROM drive. For dual CD/DVD drives, the monitor displays the “menu” screen for a DVD, and either the “file” contents or opening screen for a DVD-ROM. For more information on determining the type of disc in hand, please see: Distinguishing Some Major Digital Optical Disc Formats by Jim Soe Nyun at http://tpot.ucsd.edu/msd/catpolicies/formats/electronic/docs/discformats.html. After determining the format for the 4 3/4 inch disc, proceed with the coding of the 007.

2.1 Sound Recordings

2.1.1 For CDs, access the TS Accom. Material Compact Disc (CD) Constant Data template by going to Edit on the OCLC Connexionclient Menu bar and clicking on Constant Data. Choose Local and select Apply from list. Next click on Ok to bring up entire list. Highlight TS Accom. Material Compact Disc (CD) and click on Apply Selected. Then the following 007, 500 and 740_02 fields will be inserted in the record.

1. 007 _ _ s ≠b d ≠d f ≠e s ≠g g ≠h n ≠i n ≠n u
2. 500 _ _ Accompanying compact disc title: |blank|
3. 740 02 |blank|

If cataloging copy already includes an 007, delete that instance and use instead the 007 from the OCLC constant data. This saves time by not having to verify the correctness of each subfield, and it also ensures that obsolete elements are not included.

2.1.2 If title information on accompanying material is different or varies from that on the primary work, include access for these different/variant titles as instructed in AACR2 6.7B4 (sound recordings). The varying forms of title are entered in the 500 and 740_02 MARC fields.

2.1.3 Describe accompanying material by applying rule AACR2 1.5E1(d). Amend the physical description area to include the physical description of the accompanying CD. For the specific material designation, consult AACR2 6.5B1 (sound recordings). For example:

1. 300 _ _ 168 p. : ≠b col. ill., music ; ≠c 30 cm. + ≠e 1 sound disc (digital ; 4 3/4 in.) 2. Digital sound, film, and data discs (4 ¾ inch)

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2.2 DVDs

2.2.1 For DVDs, access the TS Accom. Material DVD Constant Data template by going to Edit on the OCLC Connexion client Menu bar and clicking on Constant Data. Choose Local and select Apply from list. Next click on Ok to bring up entire list. Highlight TS Accom. Material DVD and click on Apply Selected. Then the following 007, 500 and 740_02 fields will be inserted in the record.

1. 007 _ _ v ≠?b?d ≠?d c ≠e v ≠f a ≠ g i ≠ h z
2. 500 _ _ Accompanying DVD title: |blank|
3. 740 02 |blank|

If cataloging copy already includes an 007, delete that instance and use instead the 007 from the OCLC constant data. This saves time by not having to verify the correctness of each subfield, and it also ensures that obsolete elements are not included.

2.2.2 If title information on accompanying material is different or varies from that on the primary work, include access for these different/variant titles as instructed in AACR2 7.7B4 (motion pictures and videorecordings). The varying forms of title are entered in the 500 and 740_02 MARC fields.

2.2.3 Describe accompanying material by applying rule AACR2 1.5E1(d). Amend the physical description area to include the physical description of the accompanying DVD. For the specific material designation, consult AACR2 7.5B1 (videorecordings). For example:

1. 300 _ _ x, 229 p. ; ≠c 25 cm. + ≠e 1 DVD (4 3/4 in.)

2.3 CD-ROMs

2.3.1 For CD-ROMs, access the TS Accom. Material CD-ROM Constant Data template by going to Edit on the OCLC Connexionclient Menu bar and clicking on Constant Data. Choose Local and select Apply from list. Next click on Ok to bring up entire list. Highlight TS Accom. Material CD-ROM and click on Apply Selected. Then the following 007, 500, 538 and 740_02 fields will be inserted in the record.

1. 007 _ _ c ≠b o ≠d u ≠e g ≠f u
2. 500 _ _ Accompanying CD-ROM title: |blank|
3. 538 _ _ System requirements for accompanying CD-ROM: IBM PC or compatible computer; Pentium processor or higher; MB RAM; Windows.
4. 740 02 |blank|

If cataloging copy already includes an 007, delete that instance and use instead the 007 from the OCLC constant data. This saves time by not having to verify the correctness of each subfield, and it also ensures that obsolete elements are not included.

2.3.2 If title information on accompanying material is different or varies from that on the primary work, include access for these different/variant titles as instructed in AACR2 9.7B4 (electronic resources). The varying forms of title are entered in the 500 and 740_02 MARC fields.

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2.3.3 Accompanying computer discs require a Systems Details Note as instructed by AACR2 9.7B1(b). In the 538 MARC field, list in the following order the computer platform (i.e. the hardware), the memory required, and the operating system. Complete the 538 field by filling in the template. Include only those items expressly stated on the disc, or if necessary from the monograph. If unable to determine a Systems Details Note, omit it from the record.

If Macintosh system requirements are separately provided, enter them in a separate 538 field. To add the Macintosh 538 field access the TS Accom. Material 538 Macintosh CD-ROM Constant Data template by going to Edit on the OCLC Connexion client Menu bar and clicking on Constant Data. Choose Local and select Apply from list. Next click on Ok to bring up the entire list. HighlightTS Accom. Material 538 Macintosh CD-ROM and click on Apply Selected. Then the following 538 will be inserted in the record.

1. 538 _ _ System requirements for accompanying CD-ROM: Macintosh computer; processor or higher; MB RAM; Mac OS or higher.

Note that the Macintosh 538 Constant Data template must be filled in with the appropriate information taken from the disc, or if necessary from the monograph.

2.3.4 Describe accompanying material by applying rule AACR2 1.5E1(d). Amend the physical description area to include the physical description of the accompanying CD-ROM. For the specific material designation, consult AACR2 9.5B1 (electronic resources). See example:

1. 300 _ _ xxvii, 547 p. : ≠b ill. ; ≠c 24 cm. + ≠e 1 CD-ROM (4 3/4 in.)

2.4 DVD-ROMs

2.4.1 For DVD-ROMs, access the TS Accom. Material DVD-ROM Constant Data template by going to Edit on the OCLC Connexionclient Menu bar and clicking on Constant Data. Choose Localand select Apply from list. Next click on Ok to bring up entire list. Highlight TS Accom. Material DVD-ROM and click on Apply Selected. Then the following 007, 500, 538 and 740_02 fields will be inserted in the record.

1. 007 _ _ c ≠b o ≠d u ≠e g ≠f u
2. 500 _ _ Accompanying DVD-ROM title: |blank|
3. 538 _ _ System requirements for accompanying DVD-ROM: IBM PC or compatible computer; Pentium processor or higher; MB RAM; Windows.
4. 740 02 |blank|

If cataloging copy already includes an 007, delete that instance and use instead the 007 from the OCLC constant data. This saves time by not having to verify the correctness of each subfield, and it also ensures that obsolete elements are not included.

2.4.2 If title information on accompanying material is different or varies from that on the primary work, include access for these different/variant titles as instructed in AACR2 9.7B4 (electronic resources). The varying forms of title are entered in the 500 and 740_02 MARC fields.

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2.4.3 Accompanying computer discs require a Systems Details Note as instructed by AACR2 9.7B1(b). In the 538 MARC field, list in the following order the computer platform (ie. the hardware), the memory required, and the operating system. Complete the 538 field by filling in the template. Include only those items expressly stated on the disc, or if necessary from the monograph. If unable to determine a Systems Details Note, omit it from the record.

If Macintosh system requirements are separately provided, enter them in a separate 538 field. To add the Macintosh 538 field access the TS Accom. Material 538 Macintosh DVD-ROM Constant Data template by going to Edit on the OCLC Connexion client Menu bar and clicking on Constant Data. Choose Local and select Apply from list. Next click on Ok to bring up the entire list. Highlight TS Accom. Material 538 Macintosh DVD-ROM and click on Apply Selected. Then the following 538 will be inserted in the record.

538 _ _ System requirements for accompanying DVD-ROM: Macintosh computer; processor or higher; MB RAM; Mac OS or higher.

Note that the Macintosh 538 Constant Data template must be filled in with the appropriate information taken from the disc, or if necessary from the monograph.

2.4.4 Describe accompanying material by applying rule AACR2 1.5E1(d). Amend the physical description area to include the physical description of the accompanying DVD-ROM. For the specific material designation, consult AACR2 9.5B1 (electronic resources). See example:

300 _ _ xvii, 182 p. : ≠b port. ; ≠c 28 cm. + ≠ e 2 DVD-ROMs (4 3/4 in.)

3. Other Types of Accompanying Material

3.1 Maps

3.1.1 For maps, access the TS Accom. Material Map Constant Data template by going to Edit on the OCLC Connexion client Menu bar and clicking on Constant Data. Choose Local and select Apply from list. Next click on Ok to bring up entire list. Highlight TS Accom. Material Map and click on Apply Selected. Then the following 007 field will be inserted in the record.

007 _ _ a ≠b j

If cataloging copy already includes an 007, delete that instance and use instead the 007 from the OCLC constant data. This saves time by not having to verify the correctness of each subfield, and it also ensures that obsolete elements are not included.

3.1.2 Describe accompanying material by applying rule AACR2 1.5E1. Amend the physical description area to include the physical description of the accompanying map. For the specific material designation, consult AACR2 3.5B1 (cartographic materials). For example:

300 _ _ xiv, 328 p. : ≠b col. ill. ≠c 27 cm. + ≠e 1 map

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3.2 Microfiche

3.2.1 For microfiche, access the TS Accom. Material Microfiche Constant Data template by going to Edit on the OCLC Connexionclient Menu bar and clicking on Constant Data. Choose Local and select Apply from list. Next click on Ok to bring up entire list. Highlight TS Accom. Material Microfiche and click on Apply Selected. Then the following 007 field will be inserted in the record.

007 _ _ h ≠b e ≠ d b ≠ e m

If cataloging copy already includes an 007, delete that instance and use instead the 007 from the OCLC constant data. This saves time by not having to verify the correctness of each subfield, and it also ensures that obsolete elements are not included.

3.2.2 Describe accompanying material by applying rule AACR2 1.5E1. Amend the physical description area to include the physical description of the accompanying microfiche. For the specific material designation, consult AACR2 11.5B1 (microforms). For example:

300 _ _ 752 p. : ≠b ill. ≠c 28 cm. + ≠e 15 microfiche

3.3 Miscellaneous
Other formats of accompanying materials are less common than those listed above. For example, audio cassettes, 3-D glasses, prints, flash-cards, mechanical wheels, sound discs (e.g. 45 rpm) are also among the materials that sometimes accompany monographs. Please refer these materials to the Catalog Department’s principal media cataloger.

4. Processing Procedures for MAIN

4.0 Holdings Records
Holdings Records are not used for a single volume monograph and accompanying materials, no matter how many accompanying items there may be.

If you have an MVM with accompanying material or other situations which cause doubt, please refer these materials to the Catalog Department’s principal media cataloger.

Questions about when to use a holdings record may be found in the document “When and Why to use a Holdings Record” – not yet available (1/20/10).

4.1 Binding for MAIN material
For MAIN materials, the monograph and accompanying material need to be bound together in a single volume. For hardbound items, a supply of adhesive pockets for sound discs, CD-ROMs, DVDs, DVD-ROMs are available for this purpose. Catalog Department catalogers, should contact the Catalog Department’s principal media cataloger for a supply of adhesive pockets. Note if the item is for MAIN and is paperback (regardless if it already has a pocket), it should be sent to the Bindery with a note stating it requires binding and a pocket for the accompanying disc. A separate bindery flag (e.g. the kind selectors use) is not needed. Always include your name and phone number on the note, in case the Bindery has questions. If multiple pockets are required for multiple sound discs, CD-ROMs, DVDs, or DVD-ROMs within a single bound volume and adding all pockets is not feasible or is impractical then the volume should be sent to the Bindery, along with a note, as mentioned above.

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4.2 “Check inside …” Message for MAIN material

For MAIN monographs, you will enter a Message field – which is a variable field within the Item Record (field group tag “m”). Do not confuse this with the fixed field Item-message: they are two different fields with different purposes. The purpose of the Message within Millennium is to alert circulation staff to look for accompanying material.

The “Message” needs to be added to the OCLC 949 _1 field to indicate that the monograph has accompanying material. The note goes in the 949 _1 field in “≠m” (subfield m) with the following notation: “Check inside for [quantity] [accompanying material].

949 _1 ≠z 090 ≠a G525 ≠b .D55 2005 ≠i C099617052 ≠l ma ≠m Check inside for 1 DVD ≠t 1 ≠v MAIN

For example:
Check inside for 1 sound disc
Check inside for 2 DVDs
Check inside for 1 CD-ROM
Check inside for 1 DVD-ROM
Check inside for 1 map
Check inside for 3 microfiche

If you forget to add the Item Message in OCLC, you can add it to the item record in Millennium. To do this, go into the Item Record, under Edit, select “Insert Field,” select “m” (Message) and adding the necessary text.

4.3 Labeling Accompanying Materials for MAIN

4.3.1 All accompanying material receive Library of Congress classification with an abbreviation for the format as instructed in5.2.1.2 below.

4.3.2 MAIN does not require a call number label affixed to the accompanying material pocket.

4.3.3 Place a media flag in the monograph to alert staff that media is included.

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5. Processing Procedures for Subject Specialty Libraries (SSL)

5.0 Holdings Records
Holdings Records are not used for a single volume monograph and accompanying materials, no matter how many accompanying items there may be.

If you have an MVM with accompanying material or other situations that cause doubt, please refer these materials to the Catalog Department’s principal media cataloger.

Questions about when to use a holdings record may be found in the document “When and Why to use a Holdings Record” – soon to be available on AskTico or the Catalog Department’s website (1/20/10).

5.1 Binding
For Catalog Department staff, Subject Specialty Library items require no special handling and their material should be forwarded to the unit in the condition received, unless the material is missing or damaged. If this is the case, please follow procedures in section 6.1 “Missing or Defective at Point of Receipt – ALL libraries.”

5.2 Shelving Separately vs. Shelving Together
Traditionally, Subject Specialty Libraries have separated accompanying and primary materials and shelved them in separate locations (e.g. the DVD in a media cabinet and the book in open stacks). Each item would have its own barcode and could therefore circulate separately. In order to follow this same pattern in Millennium, separate Item Records must be made for the primary and the accompanying materials.
However, because Millennium cannot distinguish between the item record for accompanying material and the item record for the primary material, a distinction must be made between the two using the volume field within the item record for the accompanying material. The purpose behind making this distinction is so users may place a hold specifically on either the primary or accompanying material. Without the imposed distinction in the volume field, the system may not even allow the hold, or it will fulfill the hold with whichever piece is available first (e.g. the book or the CD) – which may or may not be the piece the user wants.

5.2.1 Shelving Separately for Subject Specialty Libraries
For the Subject Specialty Libraries, the Catalog Department will prepare accompanying materials using the “shelved together” approach. In this approach SSLs will receive their accompanying material processed as follows: a single item record, with a single barcode for the primary material is created using the basic SSL location code (e.g. es, en, bi, etc.).

If a Subject Specialty Library chooses to shelve the accompanying material separately from the primary material, the following procedures must be observed, to create a new separate item record for the accompanying material:

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5.2.1.1 I-TYPE
The I-type must be set correctly in order for the accompanying material to circulate properly and to create accurate statistical reports.

CD-ROM I-type = 4
Map I-type = 19
Microfiche I-type = 42
Sound Disc (CD) I-type = 52
Video Disc (DVD) I-type = 62
DVD-ROM I-type = 62 (same as DVDs, in this instance)

5.2.1.2 Call Number
For all SSL locations (except MUSI, BANC, UARC, MARK, and CTP who have their own scheme) the call number for the accompanying material is the same as the call number for the primary material. For LC call numbers, the call number should be stored in an LC Call Number field 090 in the item records.

5.2.1.3 Volume Field
To distinguish the item record for the accompanying material from the item record for the primary material, the special material designation of the accompanying material will be inserted into the volume field of the item record for the accompanying material.

To add the volume field within the Millennium Item Record, under “Edit” select “Insert Field,” select “v volume.” This will allow you to enter the special material designation for the accompanying material.

If you have an MVM with accompanying material please consult with the Catalog Department’s principal media cataloger before creating the item record for the accompanying material. Assigning volume information in these cases is tricky and can cause marking and display problems.

The following chart details the special material designations to be used in the volume field for accompanying material. If you have accompanying material not included in the chart below, please contact the Catalog Department’s principal media cataloger.

Special Material Designations	MEDIA
compu/d	computer disk, software, computer files, CD-ROM, DVD-ROM, floppy disc
disc	sound recording in record format
filmstrip	filmstrip
game	game
kit	combination of more than one medium kit with no single medium being predominant
map	map
microfiche	fiche
slide	slide
sound/c	sound cassette, audiocassette
sound/d	audio CD, compact disc
text	booklet, pamphlet, guide
video/c	video cassette
video/d	video disc, DVD (but not DVD-ROM)

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For more information on determining the type of disc in hand, please see: Distinguishing Some Major Digital Optical Disc Formats by Jim Soe Nyun at http://tpot.ucsd.edu/msd/catpolicies/formats/electronic/docs/discformats.html.

5.2.1.4 Location
Be sure to enter the Millennium location code in the Item Record fixed field to reflect where the accompanying material is shelved.

For example:
en9c for the Engineering Library’s CD Cabinet
an9c for the Anthropology Library’s CD Cabinet
ed9m for the Education Psychology Library’s Microfiche Cabinet

5.2.1.5 Label Location
Use the four letter GLADIS-era location names in the Millennium variable field “Label Location.”
e.g. If the spine label of the primary material is:

NA
737
M435
D3
2008
ENVI

Then the label for an accompanying CDROM would be:

NA
737
M435
D3
2008
compu/d
ENVI

To add the label location within the Millennium Item Record, under “Edit” select “Insert Field,” select “l Label Location.” This will allow you to print a call number label for the accompanying material.

For the most current list of the GLADIS-era location names, see: AskTico “Label Location list”

5.2.1.6 Barcode
As usual, place a barcode on the accompanying material (or its container) and enter the barcode into the Item Record barcode field.

5.2.2 Shelving Together
If shelving the accompanying material in an inside pocket within the primary work is desirable, a separate Item Record is not needed for the accompanying material. Rather, the accompanying material is noted in the Item Record for the primary work.

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5.2.2.1 “Check inside …” Message for Subject Specialty Library material Enter a Message field – which is a variable field within the Item Record (field group tag “m”). Do not confuse this with the fixed field Item-message: they are two different fields with different purposes. The “Message” needs to be added to the Millennium Item Record (for the primary material) to alert circulation staff to look for accompanying material.

To do this within the Millennium Item Record, under “Edit” select “Insert Field,” select “m Message.” The format of the Message text is: “Check inside for [accompanying material].

For example:
Check inside for 1 sound disc
Check inside for 1 DVD
Check inside for 1 CD-ROM
Check inside for 1 DVD-ROM
Check inside for 1 map
Check inside for 3 microfiche

6. Lost, Missing, Damaged, Defective, and Withdrawn Accompanying Materials

6.1 Missing or Defective at Point of Receipt – ALL libraries
If staff in the Monographic Receiving Unit (MRU) or SSL receiving unit notice the accompanying material is missing or damaged, the vendor should be contacted for replacement. If the vendor cannot supply, the selector should be notified. In either case, receiving unit staff should make a note in the Order Record:

Internal Note [Problem] [Accompanying Material] [action]. [date] [initials]
e.g. Internal Note Damaged DVD, request sent to vendor for replacement. 20091109 tslo
e.g. Internal Note Missing Map, notified MRU for replacement. 20100210 tslr

6.2 Missing or Defective at Point of Cataloging – ALL Libraries
If cataloging staff notice the accompanying material is missing, damaged or defective, notify the Monographic Receiving Unit (MRU), in the Catalog Department or SSL receiving staff, who will contact the vendor for a replacement. Receiving unit staff can notify the selector if the material cannot be replaced or supplied by the vendor.

The cataloger should also enter an Internal Note into the item record for the primary material (usually a monograph). Within the Millennium Item Record, under “Edit” select “Insert Field,” select “x Internal Note” and enter the note:

Internal Note [Problem] [Accompanying Material] [action]. [date] [initials]
e.g. Internal Note Defective CD-ROM; returned to MRU. 20100120 tstr
e.g. Internal Note Missing 3-D glasses; referred to MRU. 20100125 tslr

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Note: a damaged disc fails to operate when placed in the computer drive. A missing disc may have never arrived from the publisher, or may not have returned with the book from the bindery.

6.3 Discarding Accompanying Materials at Point of Cataloging – MAIN
If the accompanying material has significant restrictions on use, for example a disc can only be used once, or by a single user, or for a limited amount of time, it may be desirable to not add the accompanying material to the collection.

If the bibliographic record makes no note of the existence of the accompanying material, and the item is for MAIN, then the cataloger may simply discard the disc (place in trash).

However, if the bibliographic record includes the existence of the accompanying material, (either in the 300 or a 500) our users must be informed that the accompanying material is not available. Note, according to current cataloging rules, the bibliographic record should not be edited to remove mention of the accompanying material.

In this case, the cataloger should discard the disc (place in trash) AND add an OPAC Note to the item record for the primary material (usually a monograph). The OPAC note, which displays to the public, will alert the user to the fact that the accompanying material mentioned in the bibliographic record is not available. To do this within the Millennium Item Record for the primary material, under “Edit” select “Insert Field,” select “p OPAC Note” and enter the note:

OPAC Note [Accompanying material] [disposition].
e.g. OPAC Note Time-limited DVD-ROM discarded.
e.g. OPAC Note Single-user CD-ROM discarded.
e.g. OPAC Note One-time use CD-ROM discarded.

6.4 Discarding Accompanying Materials Prior to Circulating – SSL Libraries
If the SSL decides to discard the accompanying material immediately upon receiving it (e.g. the disc can only be used once, or by one user, or for a limited amount of time, etc.), a separate item record for the accompanying material should not be made. Instead, an OPAC Note must be inserted in the Item Record for the primary material (e.g. the monograph) to indicate the disposition of the accompanying material. Note, the physical description of the entire work as found in MARC field 300 in the bibliographic record does NOT change regardless of the disposition of the accompanying material. The OPAC Note, which is a variable field within the Item Record, will be used to alert the patron that the accompanying material is no longer available; the note displays to the public in OskiCat.

Within the Millennium Item Record for the primary material (e.g. a monograph), under “Edit” select “Insert Field,” select “p OPAC Note” and enter the note:

OPAC Note [Accompanying material] [disposition].
e.g. OPAC Note Time-limited DVD-ROM discarded.
e.g. OPAC Note Single-user CD-ROM discarded.
e.g. OPAC Note One-time use CD-ROM discarded.

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6.5 Accompanying Materials Lost, Missing, or Damaged After Circulating

6.5.1 For Accompanying Materials Shelved Together with Primary Material (e.g. MAIN)
Note: For MAIN, the accompanying material does not usually have its own Item Record since it is housed together with the primary material. Instead, the accompanying material is noted on the Item Record for the primary material.

Please refer to appropriate documentation on referring materials for replacement. “CATALOGING and PROCESSING REPLACEMENTS” soon to be available on AskTico and/or the Catalog Department’s Website (1/20/2010).

In addition to following the procedures for referring the material for replacement, Circulation Staff must also include an OPAC Note in the Item Record for the primary material (e.g. usually a monograph). The OPAC Note is a variable field within the Item Record and displays to the public. It will be used to alert users to the fact that the accompanying material is no longer available.

Within the Millennium Item Record, under “Edit,” select “Insert Field,” select “p OPAC Note” and enter the note:

OPAC Note [Accompanying material] [problem]
e.g. OPAC Note Sound disc cracked.
e.g. OPAC Note CD-ROM 1 of 4 lost
e.g. OPAC Note DVD missing
e.g. OPAC Note Map lost
e.g. OPAC Note Microfiche missing

6.5.2 For Accompanying Materials Shelved SEPARATE from Primary Material (e.g. Subject Specialty Libraries)
Please refer to appropriate documentation on referring materials for replacement. “CATALOGING and PROCESSING REPLACEMENTS” soon to be available on AskTico and/or the Catalog Department’s Website (1/20/2010).

As accompanying material shelved separately from the primary material has its own separate Item Record(s), an OPAC Note is not needed if the material is lost or missing. Instead Circulation staff will follow the Refer for Replacement procedures which dictate that the Item Record Status be changed to reflect the lost or missing status of the material.

[Location Call No. Status Environmental Design F869.S3 J646 1979 AVAILABLE Time-limited DVD-ROM discarded. Page 14 Accompanying Material Cataloging and Processing for Monographic Materials Upd. 20100305 CatDept TR/LRO; Appr. TSC ]

There is one exception to this: if there are several parts to the accompanying material and not all of it is lost or missing, enter anOPAC note to let the user know of the partial state of the accompanying material. Enter an OPAC note as follows: within the Millennium Item Record for the missing piece, under “Edit,” select “Insert Field,” select “p OPAC Note” and enter the note:

OPAC Note [Accompanying material] [problem]
e.g. OPAC Note CD-ROM 1 of 4 lost
e.g. OPAC Note NW California map is missing

However, for damaged materials, Circulation staff should enter an OPAC note if the damage does not make the accompanying material useless. The OPAC note will be used to alert users to the fact that the accompanying material is damaged.

Within the Millennium Item Record for the damaged piece, under “Edit,” select “Insert Field,” select “p OPAC Note” and enter the note:

OPAC Note [Accompanying material] [problem]
e.g. OPAC Note Sound disc scratched.
e.g. OPAC Note 3-D glasses missing left arm.

If the damage renders the accompanying material useless, then withdrawal procedures should be followed. See: http://asktico.lib.berkeley.edu/withdrawal-procedures-2/

6.6 Withdrawing Accompanying Materials

6.6.1 Withdrawing Accompanying Materials Shelved Together with Primary Material (e.g. MAIN)
Note: For MAIN, the accompanying material does not usually have its own Item Record since it is housed together with the primary material. Instead, the accompanying material is noted on the Item Record for the primary material.

Procedures do not exist for withdrawing accompanying material specifically, and present procedures do not account for withdrawing material which does not have an item record. See: http://asktico.lib.berkeley.edu/withdrawal-procedures-2/

Therefore, following the spirit of the withdrawal procedures, two notes should be entered into the item record for the primary material. An Internal note should be added to alert staff that the accompanying material was withdrawn. Within the Millennium Item Record for the primary material, under “Edit” select “Insert Field,” select “x Internal Note” and enter the note:

Internal Note [date] wd [reason for withdrawal] [Accompanying material] [Millennium initials]
e.g. Internal Note 20090907 wd lost CD-ROM tstr
e.g. Internal Note 20090730 wd damaged 3-D Glasses tsxy

[Page 15 Accompanying Material Cataloging and Processing for Monographic Materials Upd. 20100305 CatDept TR/LRO; Appr. TSC ]

The second note to be added is an OPAC note to alert the user that the accompanying material is no longer available. Within the Millennium Item Record for the primary material, under “Edit,” select “Insert Field,” select “p OPAC Note” and enter the note:

OPAC Note [Accompanying material] no longer available.
e.g. OPAC Note Sound disc no longer available.
e.g. OPAC Note Mechanical wheel no longer available.

6.6.2 Withdrawing Accompanying Materials Shelved SEPARATE from Primary Material (e.g. Subject Specialty Libraries)

As accompanying material shelved separately from the primary material has its own, separate Item Record(s), the Withdrawal Procedures may be followed, treating the accompanying material as a regular item to be withdrawn.

An OPAC note to alert the user that the accompanying material is no longer available should also be added to the item record for the primary material. Within the Millennium Item Record for the primary material, under “Edit,” select “Insert Field,” select “pOPAC Note” and enter the note:

OPAC Note [Accompanying material] no longer available.
e.g. OPAC Note Microfiche no longer available.
e.g. OPAC Note Mechanical wheel no longer available.

7. Notes About Classification and Labeling

7.1 With the exception of MUSI, BANC, UARC, MARK, and CTP, all accompanying materials receive Library of Congress classification with an abbreviation for the format as instructed above in 5.2.1.2.

7.2 MUSI assigns their own classification scheme to accompanying discs. Local call numbers should be formatted according to instructions in the document Formulating Call Numbers for Item Records in Millennium (see AskTico:http://www.lib.berkeley.edu/asktico/procedures/formulating-call-numbers-item-records-millennium). Note that for MUSI, catalogers should still write the LC call number inside the monograph.

7.3 BANC, UARC, MARK, and CTP do not use Library of Congress classification for accompanying material. Instead they have a fixed location shelving for the material using local call numbers.

7.4 For all discs that belong to the Subject Specialty Libraries (except MUSI, BANC, UARC, MARK, and CTP), catalogers should write the call number on an adhesive label and affix to the pocket or container of the accompanying material.

[7. Notes About Classification and Labeling Page 16 Accompanying Material Cataloging and Processing for Monographic Materials Upd. 20100305 CatDept TR/LRO; Appr. TSC ]

7.5 MAIN does not require a call number label affixed to the pocket.

7.6 For all locations, place a media flag in the monograph to alert staff that media is included.

8. OCLC Constant Data for Accompanying Materials
To save OCLC online constant data to your individual local constant data file do the following:

8.1 For Accompanying Materials, open one of the following Online Constant Data files:

TS Accom. Material Compact Disc (CD)
TS Accom. Material DVD
TS Accom. Material CD-ROM
TS Accom. Material DVD-ROM
TS Accom. Material Map
TS Accom. Material Microfiche
TS Accom. Material 538 Macintosh CD-ROM
TS Accom. Material 538 Macintosh DVD-ROM

8.2 Press F4 (Save Record to Local File)

8.3 Choose “RESAVE” when asked the question: Record will be added to the local file. Should the online record be deleted or resaved?

8.4 The constant data record is now saved in your local constant data list under the original name.

8.5 Repeat for each constant data to be saved to your local constant data file.

Legacy Data

Author: Jim Lake
Approval Group: ILSSC, CSG, BTech, Cataloging and Metadata Council
Update Group: Cataloging & Metadata Council
Last updated date: 12/18/13

Archived Comments

Changed Update Group
Wed, 12/18/2013 – 12:32 — Michael Meacham
Update Group changed from BTech to Cataloging & Metadata Council.

Tidied up some spacing, punctuation issues
Mon, 03/18/2013 – 14:21 — Trina Lopez
I tidied up the spacing so it was more consistent, and fixed a few punctuation issues.

Changed w/d links
Thu, 05/12/2011 – 16:12 — Charis Takaro
Changed links to withdrawal procedure to link to new asktico loc. -Charis

Needs label locs
Thu, 12/02/2010 – 16:24 — Charis Takaro
Need label locs in new doc with two letter codes, then replace link with link to new doc. Then review by btech, then csg, then tsc.

This looks basically good
Thu, 11/18/2010 – 11:30 — Charis Takaro
This looks basically good once the external links are made internal to asktico and that content migrated, but I have a question about this:
5.2.1.5 Label Location
The table of label locs is part of a doc not being migrated to the new asktico. Maintaining it is something we don’t have time for so the new doc is simply the mill. loc code and full name, not the label location. Do we need a label location table? If so, we should create one that just has the Mill locs at the branch level so it will be easier to maintain.