This procedure was archived in 2023 and is obsolete.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

Summary: This procedure covers the physical processing of music ROVI vinyl materials including supplementary materials that come with the LP vinyls, and the basic bibliographic and item record edits that need to be made.

Bib record verification and updates

Verify the title matches.
Bib Location code rv
Suppression code v
"c" tag 099 Vinyl [accession number] (see Cataloging Rovi (Vinyl) procedure)
Verify holdings on multi-volume records.
Records should have the following series field: 830 _0 Rovi Media Collection. ‡p Music. ‡p Vinyl. ‡5 MiEM

Back to top

Item record processing and verification

location code rvvin
iType 7 (14-day circulation period)
Insert an item call number only if the record has a second call number: C “099 Vinyl (accession number]. e.g. Vinyl F48
Insert volume field, if needed for multi discs.
- disc 1-disc 2
Insert “m” supervisor note for multi discs. e.g. Case contains 2 discs.
When needed insert, 45 rpm noted in the volume field.
Insert a 31293 pink barcode into the item record and place it to the right of the call number label on the top left of the case.
Insert “f” processing note, “ROVI Coll. – processed [date].

Back to top

Label sound recording physical processing

Call number label is placed on the top front corner of the Vinyl case (barcode to the right of the call # label.)
Add Music to top line of call number label. e.g.
- Music
  Vinyl
  D577
Use the term "disc" when noting the number of LPs in a packaged resource (i.e., "disc 1-2”)
Add volume field to call number label for 45 rpm or Supplementary Material.
Place an ownership sticker on the bottom center of the back of the vinyl case.
No date due slip.
- Floating lyrics, posters, or booklets left inside.
Place an ownership stamp/sticker on the back of the loose booklet held in the vinyl case.

Back to top

Supplements

Digital downloads → set aside/throw away/or blackout reference to a URL link to the digital copy.
Lyric sheets and booklets will be kept with vinyl disc.
- Print call # and place it on the top left of the supplement.
- Item record: Add a volume field for multiple discs or supplemental material like lyric sheets and booklets, which will circulate with the album.
  - Use the term "disc" when noting the number of LPs. (i.e., "disc 1-2 and Booklet")
  - e.g. disc & Lyric sheet or disc 1-2 & Booklet.
- Add “m” supervisor note.
  - e.g. Case contains 2 discs & Lyric sheet.
DVD & CD supplements will be shelved separately in the Music Library with similar media.
- Keep with primary piece if packaging permits. If not do proceed with the following steps.
- If not, shelve separate and create a separate item record for each.
  - Place a “Supplementary Material Shelved Separately” sticker on main piece.
  - Item Location mussf, Itype 7.
  - Insert a volume field for each piece with v field DVD or CD
  - Insert pink 31293 barcode into the item record and place it to the right of the call number label.
  - Insert call number only if the record has a second call number.
  - Insert “f” processing note, “ROVI Coll. – processed [date].
Vinyl Supplements will be shelved separately in the ROVI Vinyl collection.
- Keep with primary piece if packaging permits.
- If not, shelve separate and create a separate item record for each
  - Place a “Supplementary Material Shelved Separately” sticker on main piece.
  - Item Location rvvin, itype 7.
  - Insert a volume field for each piece, e.g. v. Suppl. disc or add designation for 45 RPM if needed: Suppl. disc 45 rpm.
  - Insert pink 31293 barcode into the item record and place to the right of the call number label.
  - Insert call number only if the record has a second call number.
  - Insert “f” processing note, “ROVI Coll. – processed [date].
Hype stickers and other ephemera in Vinyl cases are stored in banker boxes as other Rovi ephemera are stored.

Back to top

Ephemera: hype stickers and other ephemera → store separately following existing Rovi packaging workflows.

Ephemera is a 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.
Vinyl ephemera: Type the unique (099) Vinyl call number and dup. the barcode onto the envelope.
Insert an “f” staff banker box note in the items: Original packaging stored in banker box: Bxxxx
Place envelopes in the banker box in call number order.
When the banker box is full ask Don for a new banker box number.

Back to top

See Special handling for the following materials:

Dual DVD and CD: Dual discs having both a CD audio side and a VideoDVD/Blu-ray on the flip side.
iPod Video Ready disc.
Damaged vinyls.
Digital downloads → set aside/throw away or blackout the URL link to the digital download.

Link to the Cataloging procedure: Processing ROVI New Material

Back to top

Policies

Contact	Don Depoorter or Lisa English
Team	CatMan
Updated	March 2023
Created	September 2019