ROVI Game Processing (obsolete)

Owned by englishl@lib.ms.edu
Last updated: Mar 14, 2023 by MSU TechServices
6 min read

This procedure was archived in 2023 and is obsolete.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 games processing instructions for both new games in cases and the original games received in envelopes. The DVD games will not be processed using the black sleeves that the original ROVI DVD's came with. New Rovi material will be kept in the cases that they arrive in, while the others that came in the black sleeves will be moved into a hard DVD case and the ephemera will be kept in yellow envelopes. The material will be cataloged and assigned a sequential barcode that starts with the letter G instead of the system-generated barcode provided by ROVI. The first assigned barcode starts with G0020000.  The barcode also represents the call number.   


General Instructions

  1. There will be a mix of new and older ROVI games.
  2. Cataloged material will come to CatMan from cataloging. Cataloging procedures are here.
  3. Barcodes will already be in the item records and act as both the call number and barcode.
  4. Create duplicate barcodes from the barcode number that comes with the pieces and then place the barcode on the inside of the case/envelope in the top right corner. Add -001, -002, etc. as necessary when separating disc and ephemera.
    1. The video game disc is always -001 and the ephemera should always be -002

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Search for matching records

  1. Search for records by the barcode number on the case, if no barcode number is present use the UPC code.
    1. If the title does not match exactly, give it to a staff person with a yellow post-it note that says, “ROVI Game [date.initials]” Briefly describe the problem.
  2. Titles found in Sierra
    1. Verify that the title matches, including the subtitle (245 |b), author, 300 descriptive field, year, edition, and format (DVD-ROM, CD-ROM, etc.)
      1. The dates in the 008 fixed fields and 260/264 fields should match the piece in hand. Some DVDs have multiple dates (copyright, reprint, and originally released date)
    2. Call number matches. example, G0020000 video game disc.
    3. UPC code should match.
    4. One of the ISBN numbers should match.
  3. Ephemera: ephemera will circulate on its own. An item record needs to be created for ephemera (see Item Record Updates).

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Bib record updates

  1. Bib location:
    1. DMC bib locations: "rvgam", "dm" (both bib locations are required) (Games only).
    2. ROVI bib locations: “rvgam”, “rv” (both bib locations are required) (other ROVI material held in the ROVI collection.)
  2. Bib suppression code:
    1. Single location bib records have a suppression code of “v” ((ROVI Local) in both the bib suppression field and the item record ICode2 field.
    2. Leave multi-location bib records as they are currently coded, but the game item record ICode2 should be coded “v”.
  3. The bib and item records should already contain a call number.
    1. The format designation after the call number will always be “video game disc”.
  4. If there is an 866 field, check that the 300 field matches what you have in your hand to process.
    1. Insert a 590 note if we are missing the physical item notated in the 300 subfield |e. Example: 590   “MSU copy lacks 1 booklet”.
  5. Check that the pieces in the bib record 300 field matches the holdings in the 866 field (if there is an 866 field).
  • All cataloged Rovi game records should have an 830 series field:  830_0 $a Rovi media collection. $p Games. $5 MiEM.
  1. 866 holdings: the format and name locations for titles that have more than one disc.
    1. Single location Records:   Disc 1-disc 2.
    2. Multi-location Records:    G.M.KLINE DIGITAL/MEDIA VIDEO GAMES: disc 1-disc 2.

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Call number labels

  1. The call number label includes the following:
    1. The label template should be set for Aerial and font size 11.
    2. Call number (e.g. “G0020044 video game disc”)
      1. Bib and item call number example: G0020076 video game disc
      2. Give pieces to a supervisor if the bib and item call number fields have a 4 digit banker box number in front of the barcode number (e.g. CALL #099 G0003 G0000087 video game disc).
      3. Do as instructed if you are working on relabeling the processed ROVI games project, in which you will drop the box number from the piece label but leave it in the bib and item record call number fields.
  2. Call # example:

Game Call Number Label:
DMC
G0020076
Video Game
Disc

Ephemera Call Number Label:
DMC
G0020076
Video Game
Ephemera

  1. Affix label onto the top left corner of the outside of the case. The barcode will already have been placed on the inside case, top-centered if possible.

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Item record updates

  1. One item record will be present for the video game disc. A second item record will need to be created for ephemera.
  2. Disc item record:
    1. Location rvgam (MSU G.M.KLINE DIGITAL/MEDIA VIDEO GAME COLLECTION 4W).
    2. Copy number is c.1 as long as the call number is different from the other copy on the record.
    3. Verify that the item record ICode2 is “v” (ROVFI Local). The ICode2 should not be suppressed ("b" Temp Suprs.) 
    4. Status “-“Available
      1. IType is 7 14-Day - (Both rvgam and dmgam locations have a few exceptions:  IType 4 4-hours allows restricted circulation. DO not change to IType 7 (14 days) without checking with DMC)
    5. Verify the barcode number (Barcodes may start with G, RV, or 31293.
    6. Duplicate the barcode for the disc and the ephemera envelope that will circulate separately:
      1. Add -001 to the end of the barcode for the disc’s barcode (e.g. G0020001-001).
      2. Next, add -002 to the end of the barcode for the ephemera barcode (e.g. G0020001-002).
    7. Insert “f” Staff note (Use the F  macro found on the student computers). Before starting update the note with the new date.
      1. Processing note: “Rovi Coll. – processed Games [date xx/xx/xx]"
    8. Item call number should already be in the disc item and bib record: e.g. “c 099   G0020001 video game disc.
    9. In the "m" supervisor note, remove the URL that links to the picture of the original ephemeral photographs.
  3. Ephemera item record
    1. Create a new item record
      1. Location rvgam
      2. Copy number c.1, or use the same copy number on the disc that the ephemera belongs with.
      3. ICode2 ‘v’ (ROVI Local)
      4. Status ‘-‘ Available
      5. IType is the same as the disc either 7 (14 days) or 4 (4 days) if circulation is restricted.
        • Do not change the IType without contacting DMC.
    2. Insert call number (copy and paste from the disc item record).
      1. e.g. c 099 G0003 G0000168 video game disc. Remember to exclude the banker box # when you type the label.
    3. Duplicate the disc barcode; change barcode to end with -002 for ephemera as opposed to -001 for the disc. (e.g. G0020001-002)
    4. “m” supervisor note: Copy (or cut out) the supervisor note from the disc item record and paste it into the ephemera item record. The disc item will most likely not have supplementary material in the disc case.
      1. Verify the note has the correct number of pieces (do not include the discs in your count).
    5. Insert “f” Staff note (use the F macro found on the student computers). Before starting, update the macro note with the new date.
      1. Processing note: “Rovi Coll. – processed Games [date xx/xx/xx]”

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Physical processing

Disc DVD Case Processing:
  1. Prepare the hub label to be placed on the disc
    1. Write the barcode number on the hub label.
    2. Handwrite the disc number (permanent marker) on the pieces if the disc number is not imprinted on the discs.
    3. Affix the hub label onto each disc.
    4. Paste an ownership sticker on the back outside the bottom center of the case.
  2. Box covers remain with the discs. Duplicate the call number label placing it on the inside of the case, not on the front cover. Also, place an ownership sticker inside the case, not on the front or back of the cover.
  3. Cover inserts should be inserted into the disc’s plastic case to be circulated with the disc.
  4. Do not place a date due slip or a “MUST BE KEPT WITH PIECE” sticker on the case.
  5. Do not place any labels or stickers on ephemera material except see below when there are floating booklets held inside the DVD case on the top center if possible.
  6. Floating Booklet inside DVD case: affix an ownership sticker on the back outside the bottom center of the booklet. Try not to cover information.

Ephemera envelop processing

  1. Ephemera may have already been separated from the disc in the black sleeves and the envelope they were held together in. If needed, insert the ephemera in a new envelope.
  2. On the back of the envelope, place an ownership label centered on the bottom of the envelope.
  3. Type a call # label:
    • DMC

      G0000137
      Video Game
      Ephemera
  4.  In the Zebra label machine change the label to a Barcode and type the entire barcode: G0000137-002
  5. Place the ROVI title/barcode/ups# sticker on the top center of the front of the envelope.
    1. You will need to type a title label If you come to any that do not have the ROVI title sticker.

Place the items in barcode order and then delivered finished work to Jonah Magar in DMC.

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Policies

ContactDon Depoorter or Lisa English
TeamCatMan
UpdatedMarch 2023
Created11/8/2019