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Digital Media Material (non-ROVI) & Supplement Processing

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Summary: 

CatMan’s labeling team receives digital media after the media is cataloged. CatMan’s labeling team types call number labels, and then delivers them to CatMan’s DMC processing staff for a final quality control check. The items are barcoded, and the item ITypes and sub-locations are updated accordingly at this station.

Books that come with supplemental CD/DVD material are also processed by CatMan's Digital Media processing staff. The main pieces are placed on the MSU Main Stacks or designated location, and digital media is housed in the G.M. Kline Digital/Media center. Supplemental media, both CD and CD-ROM's  are stored in a jewel case and video DVD's are stored in the larger black DVD cases.


Processing for Digital Media materials.

  1. All pieces already have a call number label on them.
  2. Bring the record up in Sierra by the base call # on the label. This will insure that the call number label is error free.
    1. IF the material has accompanying booklet, leaflet, or other supplementary material, check that those materials are labeled as such.
  3. In the bib record check
    1. Check that the title in the record matches what you have in hand.
    2. Check to see if the DVD is PAL and/or has a Region code. Make sure the word PAL and/or Region code are included in the call #, both in the record and on the label.  There should also be PAL and/or Region code stickers on the front of the DVD case. (Region 1 does not require a sticker) Find this information in 538 field, which contains system requirements.
    3. If there are multi discs and/or booklets, leaflets, etc., check for holdings in 866 field.
  4. Item record Updates
    1. I-type is changed to (7) seven (14 days).
    2. Add DMC’s sub-location, dmdvd or dmcdr.
      1. See DMC Sublocation chart for the correct sub-locations, item record codes, and call number suffixes.
      2. Gov. Docs Digital Media Processing
        1. S. docs: CD’s gdcdc
        2. International: gdicd
        3. Michigan: gdmcd
        4. DMC Videocassette: dmvdg
      3. Insert the barcode. If there are multiple discs, or disc/discs and booklet, make sure there is a volume field in the item record.  This info should also appear on the label.
    3. DVD/Blu-Ray cases, place the barcode (white) inside the case above the disc. When you are not able to put it there, it can go inside on the top left side of the case.
    4. Make sure that the inside of the case has a property sticker at the bottom below the disc or on the left if no room.
    5. Boxed Sets will have multiple cases in a set.
      1. There should be one item record for the set.
      2. The box should have a label and a property sticker.
      3. The barcode will be placed on the top center near the label on the outside of the box.
      4. Each case within the box should have a label and a property sticker, but no barcode. Steps 1-3 apply as in above.
      5. Add an “m” supervisor note (%sup) stating what the set contains, depending on how the set is packaged.
        1. Ex) Box contains 4 DVDs in 4 cases or Box contains 4 DVDs in 2 cases, etc.
      6. DMC notifies and course materials are processed normal and placed inside the DMC cabinet when finished processing. Do no delivered them to Main’s Patron Services desk or Main Libraries Reserve staff.

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Books with Digital Media Supplements

  1. If a book has supplemental CD/DVD, the book will go to main stacks or the designated location and the digital media will go to DMC (MSU G.M Kline Digital Media Collection). 

  2. Supplementary media is stored in the appropriate case depending on the format, CD’s are stored in jewel cases and Video DVDs are stored in the larger black DVD cases. CD or DVD are usually CD-ROM & DVD ROM. 

  3. The main piece should already be labeled and barcoded by CatMan's labeling team before going to CatMan's Supplementary processing staff.

  4. Search Sierra by the call number on the label, make sure the base call number is the same on both the book and the CD/DVD. Verify that the title matches

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Bib Record updates for DMC supplements

  1. Check that the 300 field in the bib has a +|e (with what the sup. piece is, such as Map, Chart, Suppl. material, etc.) at the end.  See examples in following section.

  2. Check for a 5xx/515 field note (you will need to add it, if not in the record) – "Accompanied by _________ in pocket at back of book or shelved separately."

  3. If there is no mention of supplements, compare the MSU record to the OCLC record; if the OCLC record has mention of supplements, copy both the updated descriptive 300 |e information and the related 5XX/515 note into Sierra record. Consult a serial cataloger for questions or if a new record is needed
  4. Verify that there is 866 & 867 fields for our holdings.See proceeding section for examples of holdings

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Item record adjustments to the main book

  1. Make sure to have done the other quality control checking before working on the item records.
  2. Barcode the book if it is not already barcoded. There should already be an item record for the Main book.
  3. Insert an "m" supervisor (%sup) note into the Main item record for the book. (If there are multiple supplements, in the note, change the number to reflect how many there are.) i.e. 
    1. "One barcoded item/s in pocket (back cover). Checkout/checkin both book and item/s in pocket as appropriate. If pocket is empty or missing items, stop and ask Supervisor before checkin or checkout."
    2. Two NOT barcoded item in front pocket. Checkout/checkin book as appropriate. If pocket is empty or missing any, stop and ask Supervisor before checkin or checkout.
    3. 3 barcoded item/s in folder. Checkout/checkin items in folder as appropriate. If folder is empty or missing any, stop and ask Supervisor before checkin or checkout.
    4. 4 Maps & 41 p. NOT barcoded item in folder. Checkout/checkin folder and count the 4 Maps & 41 p. items in folder as appropriate. If folder is empty or missing any, stop and ask Supervisor before checkin or checkout.

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Item Record for the Supplementary material: barcode the CD/DVD.

  1. Create a new item record for the supplemental piece(s).
  2. I-Type should be 0 and the location in the item is dmscd or dmsdv. Supplementary material loan codes match the circulation period on the book. When the CD/DVD is the primary material on the record, the book circulation matches the circulation on the CD/DVD.
  3. Location: Use multiple location codes, one for the Main piece and one for each type of non-print
    1. Gov Docs location codes: U.S.=gdcdc; International = gdicd; Michigan =gdmcd; Canadian = gdccd; dmvdg(videocassette)
  4. In the volume field put what that piece is called. (should be whatever it is called in the bib record).
  5. Barcode:
    1. DVD: Place the barcode on the inside front, top center of the case.
    2. CD/CD-ROM: Place the barcode on outside front cover, top center of the case, or to the right of the label.

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Physical Processing on the main piece and the supplements

  1. The call number should already be written on the upper corner, right or left including what the piece is such as Map, Chart, Suppl., etc.
  2. Stamp with “SUPPLEMENTARY MATERIAL” near the call number or on the upper right corner. (use stickers on glossy material.)
  3. Place a property sticker on the back of the CD case, bottom center; DVD's, place the sticker centered on the bottom of the inside front cover.
  4. Stamp the inside of the main piece above or below the date due slip, or on the inside of the cover using the “Supplemental Material in ________” stamp usually on the first flyleaf above the date due slip. If that is the title page, stamp it on the inside front cover.  Stamp the blank line with the “Digital Media Collection” stamp in red ink.
  5. When finished, place the book in the labeling area if it needs labeling, or place on the Central Distribution truck. Place the media in the media cabinet for DMC to pick up.

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Music and Art supplementary supplemental material exceptions

  1. Music books with supplemental CD’s send both to the music library.
    1. Place Music CDs in the slim green or clear cases and do not place supplementary labels on them.
    2. Supplement location code: CD = musff
    3. Stamp the book with a supplementary stamp inside, either on the cover or by the date due slip: “Supplementary Material Shelved Separately”.
  2. Art Books with digital media supplements have their own supplement procedure.
  3. Art oversize books (call number range N-NX and TR) shelved in Main’s Oversize stacks, continue sending the supplementary digital media to the Art Library. See the Art supplement procedure.

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Cataloging Guidelines for Holding on Multiple location records

  1. 866/867 fields:  Use an 866 field for the Main piece and an 867 field for each location of non-print supplements. Include the number of supplementary items in the 867.
    • 866 0 Main: Book|zfor use with DVD
    • 867 0 G.M. Kline Digital/Media: 1 DVD|zfor use with book
    • 866 0 Main:Book|zfor use with DVDs
    • 867 0 G.M. Kline Digital/Media: 3 DVDs|zfor use with book
    • 866 0 Reference: Book|zfor use with fiche
    • 867 0 Microforms: 3 fiche|zfor use with book
    • 866 0 Reference: CD-ROM|zfor use with video cass.
    • 867 0 G.M. Kline Digital/Media: 1 video cass.|zfor use with CD-ROM
    • 866 0 Thesis: book|zfor use with Cd-ROM and 2 sound cass.
    • 867 0 G.M. Kline Digital/Media: 1 CD-ROM, 2 sound cass.|zfor use with book
    • 866 0 Oversize: Book|zfor use with DVD-ROM and stuffed animal
    • 867 0 G.M. Kline Digital/Media: 1 DVD-ROM|zfor use with book
    • 867 0 Special Collections: 1 stuffed animal|zfor use with book

Examples of supplemental 300 and 5xx fields

  1. 300 field |3 subfield examples
    1. 77 pages :|billustrations ;|c23 cm +|e1 DVD + 1 guide.
    2. 95 leaves ;|c29 cm +|e1 CD-ROM + 2 sound cassettes.
    3. 1 CD-ROM ;|c4 3/4 in. +|e1 video cassette CD-ROM going to Reference
  2. 500 field note examples
    1. Accompanied by 1 DVD containing a video tour of the campus and 1 guide to the DVD.
    2. Accompanied by a CD-ROM containing a case archive, the software program GradeMap,and data from computations included in the text.
    3. Accompanied by a 3 1/2 in. computer disk containing software.
    4. Accompanied by1 videocassette.

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