This procedure was archived in 2023 and is obsolete. The information below is retained for historic value. It is not reviewed or updated.

Summary: ROVI processing instructions for materials that require special handling. The instructions are the same for all ROVI processing and special projects. Special handling includes such things as processing Digital copies, discs with dual copy on one disc and separate discs, ROVI advertisements, damaged materials, reproductions, and games.

Digital copies requiring an access code

Some materials only have digital copies that can be downloaded one time and require an access code to view the disc.. Process these as follows:

Photocopy the title Identification sheet.
Type a call number label: "Rovi", double space then type the call number. Type “Digital Copy” on the last line of the call number.
- Rovi
  
  CU8
  D0112535
  Digital Copy
Place the call number label in the top left corner onto the empty black DVD case.
Place the Digital copy inside the black DVD case.
Duplicate the ROVI barcode and place on the top center of the DVD case.
Update bib record 300 field if needed.
1. Remove reference to the digital copy from the 300 field including the "+ |edigital copy.
2. If there isn't a |e supplement field, look in the beginning |a field for a total number of discs and remove any reference to the digital copy.
3. See below for digital copies on a dual disc (DVD & Digital copy) on one disc.
Remove reference to the digital copy in the 500/538 fields; remove digital copy from Disc 3. e.g., 538 "Disc 1: Feature commentary with ...; Disc 2: Alternate opening ...; Disc 3: Digital copy.
Check the Identification title sheet for references to the digital copy and black out references to it.
Insert “f” Staff Note in the item record. E.g. "Digital copy sent to DMC. [Date. Initials]"
On the Hub label write “Digital copy” under the call number.
Place the disc and photocopy in an envelope and send to Ceci Malilwe/DMC. Alternatively, the envelope can be placed on the Return Cataloging shelf inside the cabinet where DMC staff pick up their cataloging.

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Dual DVD or CD/digital Copy on one disc.

Digital copy on one disc with another format such as DVD, Blu-ray, or CD.
These dual formats (ex. DVD/Digital or CD/Digital copy) are processed as circulating copies.
Call number has no reference to the digital copy.
Remove references to the digital copy from the bib record isbn #s and anywhere else in the bib.
Adjust the 300 Descriptive field.
1. Remove reference to the digital copy from the 300 field including the "+ |edigital copy.
2. When the digital copy is on the dual disc, the total number of discs in the 300 should stay the same.
Remove or adjust the 500/538 notes that make reference to a digital copy such as, 538 Disc one: Blu-ray -- disc two: DVD + digital copy.
1. Example "i", adjust by removing " ... and the digital copy of the feature", but remove the entire 538 field from the record in example "ii" and "iii".
  1. Ex. Disc 1 contains the Blu-ray 3D and Blu-ray 2D version of the feature; Disc 2 contains the DVD of the feature film and the digital copy of the feature.
  2. Ex. of a single format: Disc contains DVD and digital copy of the feature.
  3. Ex. Includes digital copy. To access digital version, put disc in computer drive and click on disc icon.
Library has field: Single records will not have an 866, but insert an 866 for multi formats DVD and CD records. e.g., 866 disc 1-disc 2.
Check the Identification title sheet for references to the digital copy and black out references to it.

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Dual CD/DVD discs.

Dual discs have both a CD audio side and a DVD side all on a single two-sided disc. If it's a Dual disc it is a given that there is both a CD and DVD on the disc, so the call number label only needs DualDisc not Music DualDisc or DualDisc/Music DC/VideoDVD. Except if the content on both sides are the same format these are considered 1 disc not DualDisc, but there should be a 5xx field explaining that the disc has content on both sides. DualDisc Example: ROVI 819 C0415970 DualDisc.
Update the 300 field:
1. From: 2 audio discs (38 min., 55 sec.) :|bdigital ;|c4 3/4 in.
2. TO: 1 audio disc (dual CD/DVD) :|bdigital ;|c4 3/4 in.
Holdings:
1. If the record only has the dual disc on it, remove the "h" 866 altogether.
2. If the record has more than one disc (multi vol.), adjust the "h" holdings (866) to reflect the dual disc as only one disc.
Leave item location code as is. If the record is for an audio disc the location code will be rvcdr verses DVD rvdvd.
Remove the "m" supplement note from the item record.

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Rovi Advertisements Found with Discs.

When additional print materials are included in Rovi packaging, first determine if the material is connected or related to the disks in some way (supplemental), or is it advertising for other products available from the same publisher. If the material is advertisement:

Print out a copy of the bibliographic record.
Remove the advertisement from the packaging.
- Do not write on the advertisement or use tape/paper clips.
Place the bib record printout and the advertisement in a file folder. (If it is a recycled folder, make sure the unused side is visible).
Place the packet in the box waiting for Special Collections.
When the Special Collections box is full, call Pat Olson to retrieve and start a new box.
Do not record any information about the ephemeral material in the bib or item record.

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Damaged CD/DVD discs.

This procedure is used when materials have been returned damaged or found damaged when pulled from the drawer.
Check to see if the disc(s) operate despite the damage (crack/chip/hole).
If the disc works, processed it to circulate with the addition of a repair note:
1. Insert a version of this "t" REPAIRNOTE, e.g., "DVD/CD IS DAMAGED UPON CHECKOUT - crack in hub of disc 2-tested OK. [initials/CatMan date]"
2. Then return to ROVI shelves.
If the disc does not work:
1. Check the item record for holds that need to be canceled. Ask ILL to cancel holds if there are any.
2. Change the item status to a "j" "REQUEST ILL" This prevents patrons from placing a hold on the item.
3. Insert a version of this "t" REPAIRNOTE, e.g., "DAMAGED - crack in hub of disc 2-tested OK. [initials/CatMan date]
4. Discs that do not work are given to CatMan Replacement Clerk who will forward them to Ceci Malilwe in the Digital Media Center for a replacement decision.

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Extra pieces Found When Processing CD's or DVD's.

These will be kept in Kay Granskog's (Assistant Director for Technical Services) office.

Separate the piece from the other ROVI pieces and put it in its own case.
Open the matching item record in Sierra.
In the item record, add a note stating that there is an extra piece the "Original packaging ..." staff note. e.g.,Original packaging + duplicate disc 2 stored in banker box: B2528." (.b111095153).
1. Specify which number if it's a multiple volume record.
Make a copy of the bib and item record.
1. highlight the Original packaging note.
2. Fold the printout and attach it to the sleeve/case.
3. Deliver them to Kay Granskog's office.

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Reproductions CD-Rs and DVD's

Several CD-Rs were pulled out of the collection on Oct. 30th, 2015. If more are found give them to a staff person.
Staff person will do the following:
1. Change ICode2 to "b" for Temporary suppression.
2. Insert this"f" staff note in the item record, e.g., "SUPPRESSED – DO NOT CIRCULATE – CD-R [or DVD-R] reference copy from ROVI date & initial."
3. If not sharing the record with another location, insert an "n" in the bib record suppression field.
4. Give these to Kay Granskog, the Assistant Director for Tech Services.

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ROVI Games (Held in DMC Library)

See ROVI Game Process procedure

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Rovi DVD Material needs review

In their various Rovi DVD workflows, ROVI DVD materials pulled for projects that need a catalogers attention, CatMan and the Rovi Unit will identify existing records requiring review, will insert a staff note and return the DVD back to the Rovi cabinets to be pulled for a cataloger at a later date.
Rovi DVDs need catalogers attention
- The EXCEPTION: Daily MSU Patron/MelCat requests that need DVD record work are still rush processed even if they have the "Rovi DVD needs cataloging attention."
Instead of sending DVD's with problems directly to the cataloger, CatMan & the ROVI Unit will enter a staff note in the item record with the following wording:
- f Rovi DVD needs cataloging attention.
- f Rovi DVD needs cataloging attention - Rovi Unit
If the title includes multiple discs, insert the note into each item record.
Create a temporary drawer/call number on a sticky note.
Refile in the Rovi cabinet to await cataloger requests.
Rovi DVDs that have no records in Sierra are to be held for a month and then given to Don.

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Vetting ROVI material deemed not appropriate to loan through MelCat

DVD’s with pornography, excessive violence, or other material deemed inappropriate, give to staff who will send to the ROVI Review Committee.
Guidelines for determining if material should be sent to the Rovi Review Committee.

Images on the printed material could be inappropriate.
Look at subject fields for other clues.
Read content on the printed material that came with the material.
Look for clues in bib. record 5xx fields for questionable content.

Items deemed inappropriate, send via internal mail to Abe Wheeler/#16 Health Sciences/Rovi Review Committee.
Item record changes.
1. Change item ICODE2: “v”; bib status: “v”.
2. Insert the following "f" Staff note into the item record: “Do not display in MelCat per Rovi Review Committee. Sent to A.Wheeler to eval. [date.initials]"
The ROVI Review Committee evaluates these items for a decision on whether to make them non-requestable through MelCat or send them to Special Collections.
When the committee returns the materials with a decision, CatMan will complete the processing and record the decision at the end of the "f" staff note. e.g.
1. “Do not display in MelCat per Rovi Review Committee. Sent to A.Wheeler to eval. New ROVI material proj. [date.initials] ; Decision was to display in MelCat. [date.initial]
2. “Do not display in MelCat per Rovi Review Committee. Sent to A.Wheeler to eval. New ROVI material proj. [date.initials] ; Decision was to not display in MelCat. [date.initial]

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Policies

Contact	Don Depoorter or Lisa English
Team	CatMan
Updated	March 2023
Created	2017

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