Processing ROVI New Material

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

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. Count number of cases to print labels for and enter that number.

7. Click print.

8. Exit.

9. Close without saving changes to the template.

Back to top 

General Instructions

1. New ROVI materials are processed from their original cases.
   1. Work from a filled box.

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

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

Back to top 

Search for matching records

1. Search for the records by the ISBN number on the case or search by title. You can also search by the ROVI barcode number if it is available.
   1. NOTE: 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.

2. 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 number should start with NULL.

   • One of the ISBN numbers should match.

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

   • NOTE:  Records without a 300 field are given to staff.

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

   1. Students are to give any DVDs that indicate that it contains nudity or lewd language to staff.

   2. Staff, refer to the ROVI material requiring special handling procedure for pieces pulled out .
4. 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 at the top left of the CD jewel case (hard case).
5. 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.

Back to top

Bib record updates

1. Bib location rv.

2. Change Bib suppression code:

   1. Single location bib records change suppression to “v“ (ROVI Local), from “n” suppressed.

   2. Multi location records change the suppression from "n" suppressed to "-" dash.
   3. See below for item record instructions changing the suppression to a "v" in both single and multi location records.

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.

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

      • Staff will remove "(Viewing copy)" and "1 (DVD)". e.g. 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 the record 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.” Also insert a bib 590 note: “MSU copy 1 lacks the leaflet."
   5. Multi disc packs that lack the disc number on the pieces:
      
      1. To match the physical piece to a disc number, look at the bib record (505) contents notes, and/or the content information on the the back of the physical piece.
      2. Write the disc number on a yellow post-it and affix to each disc. Cataloging may change the record, so wait until processing (below) to write the disc number on the pieces.
5. Call number.

   1. Insert 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  (Farther into the procedure you will scan the new “RV” barcode over the existing item record 099 call number and the barcode number.)

6. Multiple discs per case need a volume/format label, which is placed under the “RV” barcode (disc#s and format), Bib record call number e.g. RV001010219 disc 1 Blue-Ray Video disc 2 VideoDVD

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) formatting. Records will be received without 866 fields, so CatMan will create the 866 for all multi vols.
   1. [Note: the indicators for the 866 field should be blank zero (Blank is signified by # in the example below)
   2. Multiples locations:
      

      • 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.

   3. 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)

   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

Back to top

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 should be 7 (14 day).

      • Item call number: Insert “RV” barcode over the existing 099 call number; retain any format designation at the end of the call number as you did in the bib record.

      • Barcode: Insert 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

    • Change the item record ICode2 to a "v" (ROVI Local), in both single and multi location item records.
    • Staff note “f”: Replace existing staff note “ROVI found” with “ROVI Coll.-processed [date]." Student terminals use F12 macro.

    • Multiple DVDs in one case.

      • Create additional item records as needed for multiple volumes and added copies.

      • Assign one barcode to a case 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 on the same bib record will have the same barcode number with the -001, -002 designation.

      • 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.

• Items that have large box covers or items that seem rare or expensive to replace should be housed in Special Collections.  Check with Special Collections staff for a decision.

Back to top

Physical Processing

• HUB Label

  • Place the hub label onto the DVD.

    • 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.

        • Box 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 slip on the back of the DVD when it does not fit inside the case.

    • When finished, place the items in barcode order.

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

Back to top

Process Media Ephemera

Transitory written or printed matter not meant to be retained with the ROVI material is placed in an envelope and assigned 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.  The title label should include the title along with the barcode number.

    • 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.

Back to top

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.

Back to top

Link to Acquisitions and Cataloging processing page

Back to top