Cataloging CD-ROMs & Other Direct Access Electronic Resources: Copy Cataloging Checklist

To: Technical Services Staff
From: Steven Arakawa for CCC/CPDC
Date: (03/15/06 issue date/ 03/15/2006 2:02 PM revision date)



Fixed Fields:

007 Physical Characteristics.
006 Additional Physical Characteristics

Variable Fields.9.0B1. Chief Source

9.1. Title Area:

9.1C1-9.1C2. GMD.

9.2 (250). Edition Area

9.2B1 Source of edition statement.
9.2B2. Terms other than "edition"
9.2B4. Minor changes not recorded in edition statement
9.2B5. Multiple edition statements

9.3 (256). Material Specific Details Area

9.5 Physical Description

9.5B1 (300 $a). Extent.
9.5B4 (300 $a) Qualifying extent.
9.5C (300 $b). Other physical details.
9.5D (300 $c). Dimensions

9.7 Notes.

9.7B1. System Requirements (538)
9.7B3. Source of title
9.7B4. Variations in title

9.7B11. Accompanying material
9.7B17. Summary


Form subjects obsolete. CD in call numbers.

Processing (SML only) .


This document applies to direct access electronic resources cataloged with reference to AACR2 2002 rev. Chapter 9. Direct access electronic resources have a physical carrier that can be described (a disc, a cassette, or a cartridge) that is inserted into a computer device (e.g. a workstation CD-ROM drive) or a peripheral attached to the computer device. Some examples of direct access electronic resources include: CD-ROMs, photo CDs, DVD-ROMs, floppy discs, memory sticks, & computer tape cassettes, reels, etc. The primary focus of this document will be on CD-ROMs. CAUTION: do not use these guidelines for video (e.g. DVDs) or sound recordings (e.g. audio CDs). For YUL guidelines on video refer to:


Fixed Fields:


Type of record/Bibliographic Level. In current cataloging, these fields are coded for the content (e.g. a/m for a textual monograph; a/s for a textual serial) not the physical carrier (the CD-ROM or the floppy disc). Examples:

  • Shakespeare's plays on CD-ROM: a/m
  • an atlas on diskette: e/m
  • Bach's cantatas (the musical scores) on CD-ROM: c/m
  • Biological abstracts on compact disc: a/s
  • a master's thesis on CD-ROM: t/m
  • a "database" of 18th century digitized prints: k/m.

Prior to 1998 MARC standards required all CD-ROMs & other direct access electronic resources to be Type of Record m (computer data file). Currently, Type of Record m should still be used for:

  • computer software (Microsoft Office on CD-ROM),
  • numeric databases (e.g., census results),
  • computer oriented multimedia (e.g. video games, virtual art exhibition tours),
  • online systems or services (e.g. AOL on CD-ROM).

COPY CATALOGING POLICY: Accept the leader coding as given in the cataloging copy. The Type of Record/Bibliographic codes should not be updated. When searching, prefer a record with the type of record code used in current cataloging, all things being equal.

The Form of item fixed field should be s for Electronic. Note that s is not used for sound recording CDs or for DVDs. For serials, both the Form of Item and the Original Item fixed fields should be s unless the CD was made for preservation purposes, which is somewhat unlikely. The Original Item field should be left as is.

007 Physical Characteristics

Mandatory. A 007 field should be created if it is not present in the cataloging copy. Click the 007 button to open the window, click to select the appropriate format tab, and click the NEW button at the bottom of the window. After the appropriate fixed fields have been selected, click Apply. When all necessary 007 fields have been created, click CLOSE at the bottom of the window.

If the content is primarily textual, select Computer File and follow the 007 guidelines for Computer Files below. [NOTE: RLIN uses Electronic Resources instead of Computer File as the type of material option.]

If the content is non-textual, create two 007s. For the first 007, select the appropriate format tab, e.g. for a score on CD-ROM, select Notated Music; for an atlas on CD-ROM, select Map. If you don't normally work with scores or atlases, consult with your supervisor for the correct values for 007. For the second 007, select Computer File. (Click NEW and select) and follow the 007 guidelines for Computer Files below.

Computer File [Electronic Resources] guidelines (007) for textual content:

01 Specific Material Designation:

  1. Use: o: Optical disc for CD-ROMs, photo CDs, DVD-ROMs, CD-R, CD-RW, DVD-R, DVD-RW, DVD+R, DVD+RW.*
  2. Use j: Magnetic disc for floppy discs

04 Dimension.

  1. Use a: 3 1/2 for floppy disks
  2. Use g: 4 3/4 for CD-ROMs (and CD-R/Ws)
  3. Use o: 5 1/4 for floppy disks

06-08 Image bit depth.

  1. Use nnn: Not applicable if there are no images;
  2. Use --- : Unknown (three dashes) if there are images.

09 File Format. Use u: Unknown

10 Quality Assurance Target. Use u:Unknown.

11 Antecedent/Source. Use u: Unknown

12 Level of Compression. Use u:Unknown

13 Reformatting Quality. Use u:Unknown

006 Additional Material Characteristics

Mandatory. Create a 006 even though a 007 has been created for Computer File. Click 006 to open. Select Computer File and click NEW at the bottom of the window. (The 006 is needed for limiting searches on Orbis.) When the appropriate values have been selected, click the APPLY button and click the CLOSE button.

[NOTE: RLIN uses Electronic Resources instead of Computer File as the type of material option]

There are only 3 fields in 006.

Target audience: Value depends on the item in hand, but is generally blank.

Type of File value is derived from the Type of Record code in the Leader, but the available code values may not be intuitive. Use these guidelines:

Resource LDR
Type of record
Type of file
Art Image k c
Game m g
Interactive Multimedia m i
Map e c
Music c c
Numeric data m a
Photograph k c
Text a d








When in doubt, use u=Unknown.

For more detail, refer to Cataloging Electronic Resources: OCLC-MARC Coding Guidelines, Field 006, "Type" and "File" Coding:

Govt Publication: same coding used for books.

Variable Data Fields

9.1C1. GMD (subfield h) is required. Prior to 2001, the GMD was computer file; this term is now obsolete. For a brief period in the late 1990s, the provisional GMD interactive multimedia was sometimes used, but the term was never authorized officially. The current GMD is electronic resource. COPY CATALOGING POLICY: leave GMD form as found on the cataloging copy. [MARS is profiled to update the $h]

245 0 0 ‡a 1987 economic censuses ‡h [electronic resource].

Note that subfield h is entered after subfields p and n if there. (CONSER example):

245 0 0 ‡a Current contents on diskette. ‡p Engineering, technology & applied sciences ‡h [electronic resource].



When comparing the item in hand with the cataloging copy, consider the following rules from AACR2.

9.2B2. Electronic resources commonly use terms other than "edition" to denote a new manifestation. The rule cites such terms as issue, version, release, level, update (and their equivalents in other languages) to justify an edition statement. Note that in serials cataloging, version numbers are relegated to 538, since these change as later issues are published; statements of the type "Macintosh version," on the other hand, would be considered edition statements even in serials cataloging (CCM 30.10), and in some cases "version" can function as enumerative designation.

LCCN sn 98033758 (note end punctuation)

250     ‡a Windows version.

LCCN 94790355

250     ‡a Version 1.1.

But cf. LCCN 2002201396 (a serial) [version functions as enumeration]

362 0   ‡a Version 98.2-

and LCCN 2003202101 (also a serial)

362 0   ‡a -97.1.
500     ‡a Description based on: Version 96.2a; title from diskette label.

9.2B4. Examples of minor changes are "corrections of misspellings of data, changes in the arrangement of the contents, changes in the output format or the display medium, and changes in the physical characteristics (e.g., blocking factors, recording density)." These do not warrant a new record and are not recorded in the edition statement, though they may be recorded in notes.

9.2B5. Multiple edition statements. Transcribe only the statements relating to the whole resource in 250; edition statements relating to the parts may be recorded in a note.

9.3. Material Specific Details Area. This area (MARC21 256) was formerly used for recording uncompressed file sizes. COPY CATALOGING POLICY: Not necessary to delete .

Cartographic example (LCCN 98678153, modified). The 256 field on the LC record is now obsolete; the 255 field is NOT obsolete.

245 0 0 ‡a Electromap world atlas ‡h [electronic resource].
250     ‡a Diskette version.
255     ‡a Scale not given.
256     ‡a Computer data and program. <OBSOLETE>


When comparing the item in hand with the cataloging copy, consider the following rule from AACR2.

9.4F4. If the item lacks a publication date applying to the whole resource, and it has multiple copyright dates that may apply to different aspects (e.g., programming, graphics, documentation), transcribe only the latest copyright date. If the latest copyright date has not been used, consult with your supervisor.


9.5B1. For extent terminology, YUL follows the LCRI, i.e. catalogers should apply the optional rule and use a term in common usage. Use "DVD-ROM" to distinguish from video DVDs. Note that magnetic disks are spelled with a "k." "Floppy disk" is commonly used to describe both 3 1/2 & 5 1/4 in. computer disks; "diskette" is used primarily for 3 1/2 in. computer disks. COPY CATALOGING POLICY: Accept the extent statement as found on the cataloging copy. For example, if the 300 $a uses "1 computer optical disc," don't update to "1 CD-ROM."

YUL extent examples:

300     ‡a 1 CD-ROM ...
300     ‡a CD-ROMs ... <for a serial>
300     ‡a 3 Photo CDs ...
300     ‡a 2 DVD-ROMs ...
300     ‡a 1 floppy disk ...
300     ‡a 3 diskettes ...
300     ‡a 1 zip disk ...

Examples using standard extent terms that are acceptable in cataloging copy:

300     ‡a 1 computer optical disc ... <i.e., a CD-ROM>
300     ‡a 1 computer disk ... <applies to a 3 1/2 diskette or a 5 1/4 floppy disk>

9.5C. Note that "other physical details" (300 subfield b) are restricted to sd. and col.

300     ‡a 1 CD-ROM : ‡b sd., col. ...


9.5D1. Dimensions are required, except for computer reels (do not give dimensions for computer reels). The diameter is used as the basis of measurement for the most common types.

Dimensions are given in inches and fractions of inches.

Standard CD-ROM size is: 4 3/4 in.

Currently, the most common computer disk size is 3 1/2 in. Common usage term for computer disks of this size is either "floppy disk" or "diskette."

Deviations from the standard sizes are not uncommon; presumably these would be noticed when the cataloger tries to load the disc on the workstation.

For other physical carriers, touch base with your supervisor.


300     ‡a 1 CD-ROM : ‡b sd., col. ; ‡c 4 3/4 in.

LCCN 2002555937

300     ‡a 1 floppy disk ; ‡c 3 1/2 in.

LCCN 2004206321

300     ‡a 3 diskettes : ‡b col. ; ‡c 3 1/2 in.

LCCN 2002564502

300     ‡a 1 floppy disk ; ‡c 5 1/4 in. + ‡e 1 user guide.

9.5D2. If the item consists of multiple carriers differing in size, give the range from smallest to largest:

LCCN sn 98053279 (modified) [a serial]

300     ‡a floppy disks ; ‡c 3 1/2-5 1/4 in.

9.5E. Accompanying material. Note that the field ends with a period unless there are parentheses. COPY CATALOGING: If accompanying material has not been recorded in 300 or a 5xx note, consult with your supervisor.

LCCN 2003557644 (Use of "+ 1 insert" also in LCCN 2001562668, 2001562668; 2002564026):

300     ‡a 1 CD-ROM ; ‡b sd., col. ; ‡c 4 3/4 in. + ‡e 1 insert.

LCCN 2004565667

300     ‡a 1 CD-ROM ; ‡c 4 3/4 in. + ‡e 1 user's guide.

LCCN 95790915 (modified):

300     ‡a 1 CD-ROM ; ‡c 4 3/4 in. + ‡e 1 user's guide (32 p.) + 1 teacher's guide (47 p.) + 10 booklets.

LCCN 2001561569 (copycat; modified)

300     ‡a 1 CD-ROM : ‡b sd., col. ; ‡c 4 3/4 in. + ‡e 1 user's guide + 5 booklets + 1 poster.

LCCN 2003557817

300     ‡a 2 CD-ROMs : ‡b col. ; ‡c 4 3/4 in. + ‡e 1 user guide + 1 floppy disk (3 1/2 in.)

In serials cataloging, accompanying material is generally not recorded in 300 $e unless it is certain that the material accompanies each issue. (CCM 30.12.4)

NOTES (in order):

9.7B1. System Requirements (538). Mandatory. If absent on the cataloging copy, consult with your supervisor.

9.7B3. Source of title (500). In current cataloging, the source of title is always recorded (especially important since there is no order of priority for selecting from the list of potential chief sources). COPY CATALOGING. If absent on the record for items published after 2002, adding a 500 source of title note is not necessary. However, to facilitate verification if a second copy is received, be sure to follow the instructions at 9.7B4. Variations in title below.

If the item cataloged is a CD-ROM:

500     ‡a Title from disc label.

If the item cataloged is a floppy disk/diskette (note spelling):

500     ‡a Title from disk label.

Note that on cataloging copy, other sources may also be cited:

500     ‡a Title from title screen.

LCCN 2002565681:

500     ‡a Title from jewel case.

LCCN sn 98053279 (serial issued on floppy disks and diskettes). Standard serial practice is to combine "Description based on" note with source of title note. The source of title note is made for direct access electronic serials even though direct access electronic serials have a specific chief source.

500     ‡a Description based on: 1960-1985; title from disk label.


9.7B4. Variations in title.

If the title on the disc varies from the 245, and there is no 246 for the variant, add a 246 to ensure access and facilitate verification if another copy is obtained. If the title on the container varies from the title in 245 and there is no 246 for the variant, add a 246 to provide access.

LCCN 95655288 (serial) <note that in this example, pre-2002 rules were being followed; current chief source for serials is the disc label>

245 0 0 ‡a CBS News transcripts ondisc ‡h [electronic resource].
246 1   ‡i Title on disc label: ‡a CBS News transcripts
500     ‡a Description based on: July 90-June 1994; title from title screen.

Consult with your supervisor if access is needed for other variant forms that might reasonably be used for access and verification:

LCCN 2004204842 (serial)

130 0   ‡a Domestic wiring diagrams (CD-ROM)
245 0 0 ‡a Domestic wiring diagrams ‡h [electronic resource].
246 1   ‡i Title on spine of container: ‡a Motor domestic wiring diagrams
500     ‡a Description based on: 2000; title from disc label.


9.7B11. Accompanying material notes. Recall that accompanying material for serials is generally recorded in notes rather in 300 $e, unless it is certain the accompanying material comes with each issue. Per CCM 30.14.7, record notes about search and retrieval software in 500, but use 556 to record documentation information. (556 seems appropriate also for monographic titles requiring detailed notes about accompanying documentation.) COPY CATALOGING. We need to account for accompanying material if it is not recorded on the cataloging copy; consult with your supervisor if accompanying material is not noted on the bibliographic record.

CCM example from 30.14.7

500     ‡a Accompanied by installation software on 1 5 1/4 in. floppy disk.
556     ‡a Accompanied by: SPIRS user's manual, tutorial on 1 3 1/2 in. floppy disk, and quick reference cards .

9.7B17. Summary note. This note is required unless another part of the description provides enough information. Not always present on LC records. COPY CATALOGING: The note will not be supplied if not present on the record.


753. Added entries tagged 753 will be found on some member copy records. The field is used for system details. Locally, we will not trace 753 on original records but we do not intend to remove them from member records.

776. In serials cataloging, this field is used to link the record for the electronic resource to the print record when the print record continues to be published. It is not necessary to check Orbis for a print record with a corresponding 776 field. Example from CCM 30.16.2.

245 0 0 ‡a Applied science & technology index ‡h [electronic resource].
530     ‡a Also available in a print ed.
776 1   ‡t Applied science & technology index ‡x 0003-6986 ‡w (DLC)sc 79002989 ‡w(OCoLC)1581557

CCM 30.16.2 has further examples & guidance addressing more complex situations.

780/785. When a print publication is discontinued & continued in electronic format, successive entry is used. The print record needs to be closed & linked to the electronic record. Consult with your supervisor if you think linking 780/785 fields are needed. Example from CCM 30.18:


245 0 0 ‡a Index translationum = ‡b Repertoire international des traductions = International bibliography of translations.
362 1   ‡a Ceased with v. 39 in 1989.
580     ‡a Continued in 1994 as: Index translationum (CD-ROM).
785 1 0 ‡t Index translationum (CD-ROM) ‡w (DLC) 95660578 ‡w (OCoLC)32027032


130 0   ‡a Index translationum (CD-ROM)
245 1 0 ‡a Index translationum ‡h [electronic resource].
580     ‡a Continues a periodical with the same title issued in print.
780 1 0 ‡t Index translationum ‡x 0073-6074 ‡w (DLC) 50012446 ‡w (OCoLC)2433763


Form Subjects Obsolete. Use of CD in Call Numbers

As of 2005, the form subject 655 _7 $a CD-ROMs $2 lcsh is no longer assigned to CD-ROM records. Delete if present on cataloging copy exported from the utilities.

Use the format term CD as the last element of the call number. If "(LC)" is used, CD should be the last element of the call number before "(LC)." The format term CD can be used for CD-ROMs, digital audio discs, CD-RWs, etc.

852 0 1 ‡b sml ‡h F1236.5 ‡i D533 CD (LC) <serial>
852 0 0 ‡b sml ‡h TR647 ‡i .M367 2002 CD (LC) <monograph>


Processing (barcoding, marking, item record, etc.): SML/CCL ONLY

For SML, refer to the processing instructions at SML/CCL Procedures for Media.

General Overview of SML policy:

Overview of Cataloging Policy & Procedures:

Barcode placement:

Primary vs. accompanying material, marking, and item records:



Cataloging CD-ROMs & Other Direct Access Electronic Resources: Original Cataloging


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