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Processing ROVI New Material

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Summary:  New ROVI materials processed in their original cases. The DVD's will not be processed using the black sleeves that the original ROVI DVD's came with. The material will be cataloged using a sequential barcode instead of the system generated barcode provided by ROVI.


 Print the Sequential "RV" Barcodes

Attention:  The following barcode printing procedure is to be done by designated staff, not a student!

  1. Check that the Zebra 105SL Plus barcode printer is on.

  2. Select the "DESIGN ROVI Sequential Barcode” template on the desktop.

  3. The "Michigan State University” name and the  “RV” barcode appear in bold black letters.

  4. Click once into the framed barcode box.

    1. Set maximum # of digits to 1.

    2. In the "Start value" box type the starting barcode, e.g. RV001010401.

      1. RV001[range#1] 01[shelf#1] 04[box#4] 01[1st item inside the box].

    3. The "Prompt for Values before Print" box should be checked and set to 1.

    4. Click Finish.

  5. Click Print for the Barcode Wizard, Counter Properties box will come up.

  6. Change the number of labels needed to 34.

  7. Click print. All 34 consecutive labels should print.

  8. Exit.

  9. Close without saving changes to the template.

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General Instructions

  1. New ROVI materials are processed from their original cases.
    1. Work from a filled box, which is about 34 cases.

    2. The handle on the box should be facing front.

    3. Place the barcode for the BOX above the handle.

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Search for matching records

  1. Search for the records by the ISBN number and/or title. You can also search by the ROVI barcode number if it is available.

  2. Titles not found in Sierra: if the title does not match exactly, give to a staff person with a yellow post-it note that says, “New ROVI [date.initials]” Briefly describe the problem.

  3. Titles found in Sierra:

    • Verify that the title matches, including the subtitle (245 |b), author, 300 description, year, edition, and format (BluRay,DVD,CD, etc).

    • Call numbers should start with NULL.

    • One of the ISBN numbers should match.

    • Dates in the 008 fixed fields and 260/264 fields. Some DVD’s have multiple dates (copy write, reprint, and originally released date).

    • Records without a 300 field are problems.

  4. Vetting items for material that may not be appropriate to loan. Catalogers will catch most of these.

    1. Student are to give any that may have slipped through to a staff person. [Need to add more specificity to this part]

    2. Staff, refer to the ROVI material requiring special handling procedure for pieces pulled out .
  5. Place the "RV" barcode on the case. The "RV" barcode acts as the call number and barcode.

    1. DVD: Place the “RV” barcode on the outside front cover, top left of the case. The barcode acts as the call number and barcode.

      1. Do not place barcodes on box covers. Box covers and other loose materials are placed into envelopes, which are then stored in banker boxes.  [This part of the process is handled at the end of the procedure.]

    2. CD: Place the barcode centered at the top right of the CD jewel case (hard case).
  6. Ephemera:
    1. Place box covers and other loose materials (including ads) into envelopes, which are later stored in banker boxes.
    2. The envelope stays with the ROVI media until all of the media in the box is processed.
    3. Duplicate the "RV" barcode, placing it on the top center of the envelope.
      1. Do NOT place the DVD and envelope back into the box unit the envelope has a duplicate barcode on it.

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Bib record updates

  1. Bib location rv.

  2. Change Bib level status to Available “–“ (from “n” suppressed)

  3. The bib 035 should have the original ROVI barcode, e.g., y 035 (ROVIC)D0163881

  4. Bib record 300 field checks. Note: Students should give all Marc field 300 problems to staff.

    1. Check that the bib record 300 field matches the holdings 866 field (if there is an 866 field).

    2. If the 300 field has "Viewing copy" or "1 (DVD)" give to a staff person.

      • 300 (Viewing copy) 1 videodisc of 1 (DVD) :|bsd., col. ;|c4 3/4 in.

      • Staff will remove "(Viewing copy)" and "1 (DVD)". 

      • Example:  300 1 videodisc :|bsd., col. ;|c4 3/4 in.

    3. Watch for conflict between the number of pieces in the 300 vs the 099 call number.

      • Example of records that contain one piece not two pieces: 

        • 300 1 audio disc ... 099 4H6 C0191251 Music CD & CD-ROM

    4. If there isn't a leaflet and contains a leaflet note in the 300 |e field, remove the note. Example: “1 videodisc (100 min.):|bsound, color;|c4 3/4 in.+|e1 leaflet.”

    5. Insert a bib 590 note: “MSU copy 1 lacks the leaflet.

  5. Call number.

    1. Scan the “RV” Barcode over the existing bib record “c” tagged 099 call number, except leave the existing format designations (Blu-ray Video & VideoDVD) at the end of the call number.

    2. Example:

      1. From:  c 099 NULL D0163881 Blu-ray Video

      2. To:      c 099  RV001010102 Blu-ray Video

                   c 099  RV001010102 disc 1-2 Blu-ray Video

      3. Farther into the procedure you will scan the new “rv” barcode over the existing item record 099 call number and the barcode number.

    1. disc 1 Blu-ray Video
    2. disc 2 VideoDVD.

  6. Do not print call number labels except on multiple discs per case, when a volume label will be placed under the “rv” barcode (disc#s and format), e.g., Caption label goes  under the "RV" barcode label. Record call number: RV001010103 Blu-ray Video & VideoDVD.

    1. disc 1 Blue-Ray Video
    2. disc 2 VideoDVD (Label placed under the "RV" barcode)
  7. Dual DVD/CD, Blu-ray, 4D, 3D or 2D, and digital copy on 1 disc. See ROVI Processing for special handling: https://lib.msu.edu/techservices/procedures/labelingbarcoding/roviprocessing/
  8. Holdings (866) for multiple locations and discs.
    1. Multiples locations: [Note: the indicators for the 866 #0 field should be blank zero (Blank is signified by # in the example below)

      • 866 #0 G.M. Kline Digital/Media:  disc 1-disc 2.

      • 866 #0 ROVI: disc 1-disc 2 (Add this 866 if it is not already on in the record.

    2. Multiple pieces 

      • 866 #0 disc 1-2 VideoDVD

      • 866 #0 disc 1-2 Blu-ray VideoDVD-disc 3-4 VideoDVD

      • 866 #0 disc 1 VideoDVD-disc 2 AudioCD   (audio is a spoken or voice recording)

    3. Single ROVI locations with multiple discs: verify that the number of discs is recorded in the 866.

    4. Booklets/Leaflets:  When processing floating booklets held in quad cases, the only referenced to the booklet is in the "m" supervisor note. Do not add Booklet to the 866/868, or refer to the booklet in an item volume field


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Item record updates

  • Item location

    • Location, DVD = rvdvd ;CD rvcdr ; Games rvgam..

      • Copy number is c.1 as long as the call number is different from the other copy on the record.

        • ICODE2, change to “-“ dash from “s” suppression.

        • IType, change to 7 (7 day) from 199 non-circ.

        • Item Call Number: scan “RV” barcode over the existing 099 call number; retain any format designation in the call number as you did in the bib record.

        • Barcode: Scan the “RV” barcode over the existing ROVI barcode.

        • Volume field, if needed, format the vol. field to include disc number and formats, e.g.,

          • One format: discs 1-2

          • Disc and other formats: disc 1 Blu-ray Video-disc 2 VideoDVD

          • Disc and music: 1 Music CD-disc 2 VideoDVD

      • Staff note “f”: Replace existing staff note “ROVIO found” with “ROVI Coll.-processed [date]." Student terminals use F12 macro.

      • Multiple DVD in one case.

        • Assign one barcode to a cases that hold multiple pieces within the same case. Do not split case into multiple pieces adding -001, 002 to the end of the barcode.

        • Insert “m” supervisor (%sup) note identifying how many discs are inside the case. This is also where floating booklets inside case are noted, e.g.,

          • “One barcoded case with three discs and one booklet inside boxed case. If case is empty or missing discs, stop and ask Supervisor before checkin or checkout.”

      • Booklet inside case: Insert “m” supervisor (%sup) note when processing floating booklets held in cases, the only referenced to the booklet is in the "m" supervisor note.

        • “One not barcoded booklet inside case. If case is empty or missing the booklet or DVD, stop and ask Supervisor before checkin or checkout.”

      • Multiple boxes and DVDs will probably get different barcode numbers, which means the barcode in the bib record should match the call # in the first item record.

        • Supervisor note examples,

          • One barcoded DVD accompanied by booklet inside case. If case is empty or missing DVD or booklet, stop and ask Supervisor before check-in or checkout.

          • Item contains 3 discs & Booklet. If number of discs is not correct or missing and discs or booklet, stop and ask Supervisor before check-in or checkout.

      • We have not come across sets with multiple cases that would require dashes to the end of the barcode -001, -002, -003 ... one for each DVD sleeve or CD case.

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Physical Processing

  • HUB Label

    • Place the hub label onto the DVD. Use the hub guide tool if needed.

      • Write the barcode character “RV” and numbers on the hub label.

        • Affix the hub label onto each disc.

        • Hand write disc number (permanent marker) on the pieces if the disc number is not imprinted on the discs.

      • Processing the DVD/CD case

        • Place the yellow “MUST BE KEPT WITH PIECE” sticker on the front of the case above and to the right. If needed, move slightly to avoid placing over information.

          • Do not stamp the DVD booklet with the “MUST BE KEPT WITH PIECE” stamp.

        • Paste an ownership sticker inside the open case centered on the bottom left side.

          • Floating Booklet inside DVD case: Paste an ownership stamp/sticker on the back of the loose booklet held in the inside front cover of the DVD case. Try NOT to cover information on the booklet.

          • Boxed covers – will be stored in envelopes held in banker boxes. These will eventually need a duplicate “rv” barcode.

        • Tape the Date Due slip on the left side of the opened DVD case, or adjust as needed.

          • Date due slip can be placed on the booklet held in the left inside cover, same side as the ownership sticker.

          • Place the date due on the back of the DVD when it does not fit inside the case.

      • When finished, double check that the barcoded items within the shelf box are in numeric order

      • Process items going into the envelopes and then place in barcode order into the banker box.

      • When finished, double check that barcoded items are in numeric order within the shelf box.

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Process Media Ephemera

Transitory written or printed matter not meant to be retained with the ROVI material is placed in an envelope and asigned into a banker box.

  • material is placed in a 6.5 x 9.5 archival envelope

    • Duplicate the "rv" barcode onto the envelopes if not already done.

      • Type a title label.

      • Scan barcodes into a create list.

      • insert a "f" Staff note with the following note, "Original packaging stored in banker box: #[B2803]"

      • Place envelopes in the banker box in order by barcode number.

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See the ROVI procedure for Special handling for the following

  • Digital Copies.
    • Dual DVD with Digital copy on one disc: A DVD Blu-ray or videoDVD, et.al., on one side in combination with a digital copy on one disc, but not double sided.
      • ROVI Advertisements/ephemera found with discs.
      • Dual DVD and CD: Dual discs having both a CD audio side and a VideoDVD/Blu-ray on a single two-sided disc.
      • IPOD Video Ready disc.
      • Damaged DVD’s.
      • Extra pieces found when processing DVD’s.
      • Material found to have questionable content.

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Policies

ContactDon Depoorter or Lisa English
TeamCatMan
UpdatedJuly 2018
CreatedJuly 24, 2018

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