September 28, 2007
Updated procedure for NEW LRC videos and DVDs
A more detailed version of this will be posted on the Special Formats corner soon, but in the meantime, here are the new instructions for cataloging, processing, and marking LRC videos and DVDs. Please note that this applies only to newly acquired videos and DVDs for the Learning Resources Center; it does not apply to materials being reclassified or to videos/DVDs for other locations.
Completing the Holdings record
Beginning August 15, 2007, LRC videos will be shelved in open stacks in LC call number order (prior to this date, LRC videos were shelved in closed stacks by accession number). Catalogers should enter an LC call number in the holdings record just as they would for a book. Complete field 852 as follows:
- The first indicator of the 852 field is 0, representing an LC call number.
- Sublibrary should be TLRC and collection should be GEN
- The call number itself is entered in subfields h and i, as it would normally be for an LC classified item.
- Remember to supply 866 and 867 fields when appropriate/applicable, for example when a set of videorecordings has multiple volumes.
Completing the Item record
Complete specified fields in the item record as follows:
- Material Type:VR (videorecording)
- Item Status: Use 38 (Three Day Loan)
- Circ. Note (Tab 2): Enter a note indicating the number of pieces the item has. Include a brief parenthetical description of the pieces according to the following example: Pieces: 3 (2 DVDs + 1 booklet)
Note: Under some circumstances, the cataloger may need to create additional item records for an entity with multiple pieces. As a general guideline, a single item record is usually sufficient when all of the pieces fit into a single container (plastic videocassette box, vinyl portfolio, etc.) Multiple item records are needed when this is not the case. If in doubt about the number of item records required for a specific item, consult the Special Formats Coordinator.
Placing the Barcode
- For videocassettes use a white barcode. Place it on videocassette itself in the lower right hand corner with the cassette oriented with the spine label on top
- For DVDs, use a white barcode. Place the barcode inside the container centered above disc carrier, if there is adequate space. If not, place it centered below the disc carrier.
- DVDs in a standard plastic DVD box and VHS cassettes in a plastic box do not need to be repackaged and can be sent directly to marking when cataloging has been completed.
- DVDs in a jewel case or in a paper sleeve should be repackaged into a standard DVD case. The Marking Room maintains a supply of these boxes.
- VHS cassettes in a cardboard sleeve should be repackaged into a plastic box. The Special Formats Coordinator and the Marking Room maintain a supply of these boxes.
- Multidisc or multicassette titles should not be repackaged if their original packaging is relatively sturdy/durable. Use your judgment, and consult the Special Formats Coordinator if you have questions.
Marking and Physical Processing
DVDs and VHS cassettes should generally have their containers marked as if they were books. For most single DVDs, the call number label will go in the upper left hand corner of the front cover. For most single VHS cassettes, the call number label will go on the spine.
Single-sided DVDs should receive a round tattletape on their faces. Double-sided DVDs (unusual) should not be tattletaped.
VHS cassettes should be tattletaped only on the boxes. Never apply a tattletape directly to a videocassette. The box should receive a single-sided tattletape inside the spine. The outside of a VHS box should also receive a DO NOT DESENSITIZE warning sticker.
March 2, 2005
Holdings and Items for AV materials in the LRC
The guidelines for holdings and item records for LRC materials (formerly available only in the Aleph cataloging manual) have now been posted on the Special Formats Corner. Read them here.
Questions? Ask Stacie
Category "Electronic Resources"
September 15, 2004
AACR2 Amendments 2004
The JSC website has a list of changes in the 2004 Amendments to AACR2, which have already been incorporated to the version on Cataloger's Desktop. Here's a summary of major rule changes affecting special formats:
- Maps: punctuation for dimensions has changed slightly (3.5D1). For any map where both the dimensions of the map and the dimensions of the sheet are given, the two dimensions should be separated by a comma:
1 map : both sides, col. ; 45 x 80 cm., on sheet 50 x 44 cm.
- Sound recordings and Video recordings: AACR2 (6.5B1, 7.5B1) now allows the option of using a "term in common use" as the specific material designation (e.g., "1 DVD" instead of "1 videodisc"). Please do not apply this option until there has been an official local decision on whether to use it. Until then, continue to use the prescribed SMDs.
- Electronic Resources: There is now an option to provide a physical description for remote-access electronic resources (9.5B3, 9.5C3). This might be especially useful for certain types of remote-access e-resources, such as images. Until a local decision is made, do not apply the option.
Questions or comments? Please contact Stacie.
July 16, 2004
Updated and expanded accompanying materials procedure
The procedure for books with accompanying CD-ROMs has been updated and expanded to include many other types of accompanying materials, including DVD-ROMs, DVD videos, Audio CDs and cassettes, and maps. You can read the revised procedure on the TS Special Formats Corner here.
Questions? Contact Stacie.