Non-print (main, ref, oversize, thesis)

Summary: Procedure with instructions on the treatment of non-print supplements whose primary piece is in main, reference, oversize, or thesis.  ARCHIVED 1/30/2023.

Locations for supplemental materials separated from the primary piece

If supplements are separated from the main piece, the record will have multiple location codes: one for the main work, and one for each type of supplementary item.

049 examples:     049 EEMR |a EEM7
                            049 QEMG |a EEM#
                            049 EEMT |a QEMI (as of early 2006, may be used interchangeably with EEM7 to refer to Digital/Media)

Catalog examples: location: multi (mn,dm)
                               location: multi (ss,mc)

Locations to be used:

• DM for software (CD-ROMs, DVD-ROMs, disks)
• DM for A-V materials (audio CDs, video DVDs, tapes, slides, records, filmstrips, video and audio cassettes, etc.)
• MC for microforms (film, fiche, microcards)
• SP for games, toys, realia

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Cataloging guidelines

1. Non-print materials, including books accompanied by non-print supplements, will be retrieved from the Media Cabinet in Acquisitions by a cataloger
2. 866/867 fields: Use an 866 field for the main piece and an 867 field for each location of non-print supplement. Include the number of supplementary items in the 867.
   • 866 _0  Main: Book |z for use with VideoDVD  
   • 867 _0  G.M. Kline Digital/Media: 1 VideoDVD |z for use with book
      
   • 866 _0  Main: Book |z for use with VideoDVDs
   • 867 _0  G.M. Kline Digital/Media: 3 VideoDVDs |z for use with book
      
   • 866 _0  Reference: Book |z for use with fiche
   • 867 _0  Microforms: 3 fiche |z for use with book
      
   • 866 _0  Reference: CD-ROM |z for use with video cass.
   • 867 _0  G.M. Kline Digital/Media: 1 video cass. |z for use with CD-ROM
      
   • 866 _0  Thesis: Book |z for use with CD-ROM and 2 sound cass.
   • 867 _0  G.M. Kline Digital/Media: 1 CD-ROM, 2 sound cass. |z for use with book
      
   • 866 _0  Oversize: Book |z for use with DVD-ROM and stuffed animal
   • 867 _0  G.M. Kline Digital/Media: 1 DVD-ROM |z for use with book
   • 867 _0  Special Collections: 1 stuffed animal |z for use with book
3. Use a supplementary material flag.
4. 300 field |e subfield
   • 77 pages : |b illustrations ; |c 23 cm + |e 1 DVD + 1 guide.
   • 95 leaves ; |c 29 cm + |e 1 CD-ROM + 2 sound cassettes.
   • 1 CD-ROM ; |c 4 3/4 in. + |e 1 video cassette  [CD-ROM going to Reference]
5. 500 field
   • Accompanied by 1 DVD containing a video tour of the campus and 1 guide to the DVD.
   • Accompanied by a CD-ROM containing a case archive, the software program GradeMap, and data from computations included in the text.
   • Accompanied by a 3 1/2 in. computer disk containing software.
   • Accompanied by 1 video cassette.
6. 7xx field: Use at cataloger's discretion if the supplementary material has a distinctive title.
   • 740 02 Stephens' illustrated reference guide to Colombian insect species.
7. Item records will be created for:
   • The main piece
   • Each non-print supplement (Note: fiche receive 1 item record regardless of number of fiche)
   • Any substantial print supplement (such as a book or large booklet).
8. Include a volume field identifying the supplement, and include the number of supplementary pieces in the workstats code. Item records may be created in OCLC using the 949 field or in the catalog.
   Examples of 949 field:
   • * ov= ;i= /loc=mn/w=cmsorigmonojkb;i= /loc=dm/v=VideoDVD/w=cmssuppmovijkb,1;
   
   
   • * ov= ;i= /loc=mn/w=cmsorigmonojkb;i= /loc=dm/v=VideoDVD 1-3/w=cmssuppmovijkb,3;  [3 discs in the same case]
   
   
   • * ov= ;i= /loc=ss/w=cmscopymonojkb;i= /loc=mc/v=3 fiche/w=cmssuppmcfmjkb,3;
   
   
   • * ov= ;i= /loc=ss/w=cmsorigcpfmjkb,1;i= /loc=dm/v=Video cass./w=cmssuppmovijkb,1;   [If primary piece is non-print, include number in workstats for primary piece also.]
9. Call number: Write as usual in the main piece.
   Label each non-print supplement with a yellow stickie note. Include the destination of the supplement, the call number of the main piece, and the format of the supplement. On the label, use Digital/Media or DMC rather than either Software or A-V. For help, see the Processing guide for non-book.
     
   DMC
   PN
   333
   .K45
   2003
   CD-ROM
    
    
   DMC
   GR
   444
   .S32
   2004
   VideoDVD
   1-3       [3 discs in the same case]
10. At the point of labeling, non-print supplementary material accompanying a primary piece going to Main, Reference, Oversize, or Thesis will be separated from the main piece and sent to the appropriate non-print destination.
11. Labeling: Send both main piece and supplement to the non-print media labeling shelf in Catalog Maintenance, using a pink tie if necessary to keep them together.

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Locations for supplemental materials separated from the primary piece

If supplements are separated from the main piece, the record will have multiple location codes: one for the main work, and one for each type of supplementary item.

049 examples:     049 EEMR |a EEM7
                            049 QEMG |a EEM#
                            049 EEMT |a QEMI (as of early 2006, may be used interchangeably with EEM7 to refer to Digital/Media)

Catalog examples: location: multi (mn,dm)
                               location: multi (ss,mc)

Locations to be used:

• DM for software (CD-ROMs, DVD-ROMs, disks)
• DM for A-V materials (audio CDs, video DVDs, tapes, slides, records, filmstrips, video and audio cassettes, etc.)
• MC for microforms (film, fiche, microcards)
• SP for games, toys, realia

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Discs and disks – additional instructions

Note:

• Disk refers to a 3 1/2 inch square computer disk or an old 5 1/4 inch floppy disk.
• Disc refers to a cd, dvd, cd-rom, dvd-rom, laserdisc, etc.
   
• CD-ROMs and DVD-ROMs require a computer to view and may have a variety of materials on them.
• CDs and DVDs have music or sound (CDs) or video (DVDs). They can be played in a CD or DVD player. They will also be playable in a computer with the correct software, but they do not require a computer.
• DVD-R and DVD+R are "writable" discs, produced on someone's computer rather than professionally. They generally have videos on them and are treated as video DVDs. In the 300 and 5XX fields, use the term DVD-R or DVD+R. In the call number, 866/867 fields, and item record, use VideoDVD, as you would for a professionally-produced video disc.

Discs (CDs, DVDs, CD-ROMs, DVD-ROMs)

1. If a disc contains the text itself (that is, it duplicates a paper text), the disc will be cataloged on its own record (e.g., BC Decker). This often requires original cataloging. There are CD-ROMs instructions available. 
2. Watch for discs which can only be used on 1 computer (e.g., many Humana Press discs) or which give temporary or trial access to a resource. Send the discs to the appropriate bibliographer. If the disc comes with a book, the book may include a serial number or instructions which you will need to copy and send (e.g., Humana Press).
3. Many books with discs come via the shelf-ready program. In this case, there is a record in the catalog which should be edited as necessary. The book still needs to accompany the disc to the non-print media labeling shelf.
   1. Insert Cat date.
   2. Add appropriate notes and other information.
   3. Add item records (use template "itm")
   4. Stamp the branch location in the book. Do not write the call number in a shelf-ready book. See the shelf-ready procedure if there is a problem with the call number.
4. Packaging supplementary discs
   1. If disc is in a book pocket, remove disc and cut out pocket so patron cannot use it. Be careful -- sometimes paperwork is hidden in the pocket.
   2. If disc is not already in a sturdy case, put it into a case (available in Catalog Maintenance). Include inserts such as instructions or (if possible) license agreements. For license agreements that are part of an envelope, use your judgment whether to cut out and include in the case, leave attached to the book, or discard. If you are packaging the disc:
      • CD, CD-ROM, or DVD-ROM goes in a "jewel case" (approx. 5 x 5 1/2 in.)
      • VideoDVD goes in a taller case (approx. 7 1/2 x 5 1/2 in.), except for Gov Docs, which go in a jewel case

Disks (3 1/2 in. or 5 1/4 in. "floppy" computer disks)

These disks need to be tested, copied, and put into a folder. This should already be done when they come to the cataloger. If not, check with DMC or with the Catalog Maintenance Group Leader.

Ignore the copy of the disk when cataloging. Do not note it in the bib or item record.

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