General Rovi processing (obsolete)

Summary: Procedure gives specific instruction on the physical processing of Rovi materials and basic bibliographic and item record edits that need to be made.

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Pre-processing

1. Sort Rovi materials between single and multiple pieces.

2. Interlibrary Services (ILS) will organize MELCAT and patron items in bins by date. Keeping them in order by date and keep MELCAT and patron requests separate.

3. Duplicating barcodes on pieces.
   1. Barcode duplicator has to be in the MSU2 mode to print ROVI barcodes.
   2. Duplicate barcodes for individual pieces. Multi discs need duplicate barcodes for the multiple pieces with the same call number add dash -001, -002, -003 ... one for each DVD sleeve or CD case. Place on pieces.
   3. Scan the first barcode into Sierra to verify that the barcode scans correctly.

4. Supplies needed to physically process Rovi materials.

   1. Pen, hub labels, date due slips, tape and scissors. There is one hub label guide if needed.
   2. Ownership stickers and stamp. “LIBRARIES, MICHIGAN STATE UNIVERSITY, EAST LANSING, MI 48824-1048”.
   3. Yellow “Do Not Put In Book Drop” sticker (Box sets, place yellow sticker inside the box next to the barcode. Also place yellow sticker on the other pieces inside the box).
   4. Stamp, "Must be kept with piece"

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Bib record verification and updates

1. Log into Sierra catalog mode
2. Scan the barcode number to get to the record. For most pieces CD’s start with a “C” and DVD’s begin with a “D.”  Example: D0124502,
   1. If there is any conflict or appearance of an error in the bib record, it should be given to a supervisor or the appropriate cataloger. 
3. Verify that the title and call number match.
   
   1. Titles or call numbers that do not match are to be given to staff with a note which workflow the material is from (Patron, MelCat, UBorrow, or Special Proj.) and date.
4. Bib location should be "rv".  Bib level should not be "n" suppressed.
5. Verify that the bib record 300 field matches the holdings 866 field.
   1. Students, give pieces to staff when the 300 field has words such as "viewing copy" or "1(DVD)." Example:  300  (Viewing copy) 1 videodisc of 1 (DVD) :|bsd., col. ;|c4 3/4 in.
   2. Watch for conflict between the number of pieces in the 300 vs the 099 call number.
      
      • Example:  300 1 audio disc ... and 099 4H6 C0191251 Music CD & CD-ROM ;
      • Should be: 300 1 audio disc... and 099 4H6 C0191251 Music CD-ROM
   3. Watch for MSU copies that lack items listed in the bib 300 fields, give to staff or add a 590 note.
      1. 300 field has "1 videodisc (100 min.):|bsound, color;|c 4/34 in. +|e1 leaflet." 
      2. Insert a 590 note "MSU copy 1 lacks the leaflet."
   4. Adding supplements (+|e) to the end of the 300 field (Students give to trainer.):
      
      1. example: 300 2 videodiscs (300 min.) :|bsound, color ;|c4 3/4 in. +|e1 audio disc + 1 booklet + 1 poster.
      2. Dual DVD/CD or digital copies on 1 disc see ROVI material requiring special handling.
   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 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.
6. Notes.
   1. Add bib notes for supplements (MP3 audio discs) insert this 500 note "Audio disc is in MP3 format." The 300 field also has +|e1 audio disc.
7. Holdings for multiple locations and discs.
   1. [Note: The two indicators for the 866 fields should be blank (hit space), zero (Blank is signified by # in the example below).
   2. When there are gaps in holdings place a comma between the gaps.
      1. 866 #0 disc1-disc 2, disc 5-disc 6
   3. Multiples locations: [Note: the indicators for the 866 field should be blank (signified by # in the example below) and  0]
      • 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.).
   4. Single ROVI locations with multiple discs: verify that the number of discs is in the 866.
   5. Multiple pieces: 
      • 866 #0 disc 1 VideoDVD-disc 2 Music CD
      • 866 #0 discs 1-2 Blu-ray Video-discs 3-4 VideoDVD
      • 866 #0 disc 1 VideoDVD-disc 2 Audio CD   (audio is a spoken or voice recording)
      • 866 #0 discs 1-2 VideoDVD-disc 3 MP3 Audiodisc
      • 866 #0 disc 1- disc 2, discs 4-disc 5 (use a comma to show a gap in holdings)
      • 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.
8. DVD's pulled for projects that need catalogers attention, see the Rovi Special Handling section for DVD's needing catalogers attention for the appropriate staff note.

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Ephemera

1. Pull out loose ephemera from the case including the outside boxed cases. Ephemera are written or printed matter (including ads) not meant to be retained with disc.
2. Processing ephemera
   
   • Duplicate the rv barcode placing it on the top left of the envelope.
   • Type the ROVI title on a label and place it to the right of the barcode on the envelope.
   • Place ephemera inside an envelope.
   • Give the envelope to Trainer.

Staff will insert a banker box note into the item record at the end of the process.

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Item record processing and verification

• The location will already be set at, rvcdr, rvdvd, or rvgam.
• Copy 1 is the default, so most will be a copy 1. As long as the call number is different from the copy already on the record, add copies will always be a copy 1.  It will be a c.2 only when there is more than one Rovi copy of the same call number.
• ICODE2, change to “-“ dash from an “s” suppression or "b" Temp Suprs (as long as the item is not a reproduction (see ROVI Special Handling).
• Verify that the IType is 7 (14 days)
• Insert “f” Staff note (Use the F12 macro found on the student computers). Update the note each morning with the new date.
  
  • CatMan Processing note: “Rovi Coll. – processed [date xx/xx/xx]"
  • ROVI Unit Processing note:  "Rovi Coll. – processed ROVI UNIT xx/xx/xx"
• Verify vol. field for correct volume numbering. 
  • Volume field for multiple discs with one format, e.g., discs 1-2
  • Volume field for multiple discs and formats, .e.g., disc 1 Blu-ray Video-disc 2 VideoDVD  or  disc 1 Music CD-disc 2 VideoDVD
• Format designation at end of call number.  For multiple format, use the format order from the 300 or 5XX fields.
• Multi pieces with the duplicated barcodes with the added -001, -002, -003 ... one for each DVD sleeve or CD case.
  • Modify the first item record barcode and call number with the dash -001.
    • The barcode number, and the call number in both the bib and item record should match the corresponding -001, etc.
  • Create new item records for each additional piece adding the dash -002, -003, etc.
    
    • The barcode number, and the call number in both the bib and item record, should all match the corresponding -001, etc.
    • Each DVD sleeve or CD case will get a label -001, -002, -003, etc. to match the updated barcode.
  • Add disc # to the MARC 505 contents note field on bib records that have more than one ROVI item on a record. This might be needed to match titles to disc numbers if replacing a missing item. e.g. .b72441562, b49274399
    
    • 505 |g[DVD disc 1] 25, episodes 143
    • 505  [CD 1]. Act one -- [CD 2]. Act two -- [CD 3]. Discussion / Martin Pearlman, director
• Multiple pieces inside one box with or without a booklet. (see example, .b113978303)
  • Duplicate the barcode on each piece (including the box, where the barcode is placed on the inside top center of box, not on outside cover), but do not add 001, 002, etc. on individual cases held in the box. Treat pieces as one item with the same barcode.
  • Insert an "m" Supervisor note indicating added pieces inside box, similar to the following example:  "This item contains 2 audio discs + 1 booklet in box . If number of discs is not correct, stop and ask Supervisor before checkin or checkout."
  • Place barcodes on the cases:
    • DVD sleeve (hole punches on the DVD sleeves should be to the right): Place the barcode centered on the bottom of the DVD sleeve.
    • CD case: Place the barcode centered at the top of the CD jewel case (hard case).

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Creating a call number label

• Ctrl “L” to bring up the label template. [Also, create call number labels for booklets inside box sets, and no label for boxes that sets are held in]
  • Copy the Call #  (ctrl X to cut and paste).
  • Hit F11 to insert “ROVI” macro.
  • Click down two spaces (using the mouse to click down two lines).
  • Paste call number into label Sierra call number template.
    • More than one disc: type “disc 1-2.”  Repeat “disc 1-2” on all envelopes and jewel cases.  The item records already have the vol. fields, but there are some exceptions that have individual items for each disc. Do not change them.
    • Margins within the Sierra label box include one line outside the yellow box. 
    • Two disc’s one Blue-ray and one regular, type disc 1 Blue-Ray Video, disc 2 VideoDVD. 
      • The format (Blu-ray, Video, Music CD, Audio CD, and MP3 Audiodisc) at the end of the call number is listed in the order found in the 300 and 5xx fields within the bibliographic record.  ex.: CY1 D0150544 disc 1, Blu-ray Video, disc 2, VideoDVD   (b113114588).
    • Type call number as follows:

disc 1                                        disc 1-2            
Blu-ray                                      Blu-ray                                
Video-                                       Video-              
disc 2                                        disc 3-4            
VideoDVD                                 VideoDVD

• • See ROVI Material Requiring Special Handling Procedure for Dual discs and digital copies.
    • Click FINISH.
    • Print label.

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Processing HUB label

• Write the barcode "rv" characters on the hub label.
  • Hand write disc number (permanent marker) on the pieces if the disc number is not imprinted on the discs.
    • Affix the hub label onto each disc.
  • Cut call number labels placing the label on the top left corner of the outside of both the soft DVD sleeve and the CD hard jewel case.
  • When the disc number is not imprinted somewhere on the discs (multiple disc sets), write the disc number with a permanent marker on each disc. Students need trainers permission to do this.
  • DVD Title Identification sheets,
    • On the title Identification sheet paste or stamp an ownership stamp or sticker on the bottom right corner.
    • Place the yellow “MUST BE KEPT WITH PIECE” sticker above and to the right of the ownership stamp. Adjust to not stamp over information on the sheet.
    • DVD cases.
      • Also paste an ownership sticker centered on the bottom right side (opened DVD cover).
      • The Date Due slip is taped on the left side of the opened DVD case.
      • Place the title identification sheet inside the soft sleeve, and then slide both between the DVD clear plastic cover and the case.
      • Floating Booklet inside DVD case: paste an ownership stamp/sticker on the back of the loose booklet. Adjust accordingly to not cover information.
  • Process CD Jewel Cases
    • Paste the ownership stamp/sticker on both the back of the loose booklet held in the inside front cover of the jewel case, and the second sticker is placed centered on the bottom of the back of the jewel case. Attempt to NOT cover any information on the booklet or the back of the jewel case.
      • Boxed sets - place the ownership sticker on the inside of the box below the duplicate barcode. Do not place barcode on the outside cover.
    • Do not stamp the CD booklet with the “MUST BE KEPT WITH PIECE” stamp.
    • Date due is also placed on the booklet held in the left inside cover, same side as the ownership sticker.

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Rovi bib and Item Record Codes

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