Cataloging Procedures for Audiovisual, CD-ROM and Related Media

Overview

These guidelines are for non-print media received as stand-alone items or as material accompanying monographs or serials and should be applied to CD-ROMs, DVDs, VHS videocassettes, sound cassettes and floppy disks. Microforms are excluded.

Most media coming into the SML Catalog Dept. should arrive with a plastic case that will house the item. In the curatorial units, the staff should follow the guidelines for receiving media described on the Acquisitions page before cataloging the item. The item’s original case and any accompanying material (user’s guides, booklets, etc.) will also be included. After cataloging, all media will be sent to Preparations along with any accompanying material that will be retained with the items. Specific types of media will require additional processing before being sent to preparations.

In addition, notify selectors if a decision by the cataloger affects an item’s circulation policy (determined by the item type). For example, if it is necessary to change the format of the bibliographic record (e.g., the item arrives as a book with accompanying media, but should be cataloged as media with the book as accompanying material), or if it is necessary to create a separate bibliographic record for the media (e.g., book and media arrive as related material on one bib record, but are in fact individually issued items, and media should be cataloged separately).

See the Media Item Types and Statistical Categories page for the full list of item types and statistical categories.

• VHS Videocassettes
• CDs and CD-ROMs
• DVDs
• Floppy Disks
• MPMs and Multipart Media

VHS Videocassettes

Determine the video standard. Check the item itself or refer to the 538 note (System requirements) in the bibliographic record. There are three standards for VHS videocassettes:

• NTSC (National Television Standards Committee) – the standard used in North and South America
• PAL (Phase Alternation by Line) – the standard used in much of Western Europe, Asia, throughout the Pacific and Southern Africa
• SECAM (Sequentiel Couleur A Memoire) – the standard used in France and its territories, much of Eastern Europe, the Middle East and Northern Africa

NTSC videocassettes do not require an additional label. If the item is other than NTSC, affix a "Non-US format" label in the lower left corner on the front of the plastic case and write the appropriate format in ink in the space provided.

Check the item record for the correct location and item type. The item type for stand-alone videos should be media. This material will circulate for one week. If there is accompanying textual material (user guides, pamphlets, inserts, etc.) that will get a separate item record, apply the item type media to this material as well. Enter the item type format code Suppl in the CHRON field for the accompanying material, and apply the Item Statistical Category Suppl.

NOTE: For call number formatting instructions for stand-alone VHS tapes, see Call Numbers for Videos (Videocassettes, DVDs, etc.) and Related Works.

Videos cataloged as accompanying material circulate with the same loan conditions as books or serials. If accompanying books, apply the item type circ and enter the item type format code (VHS) in the CHRON field of the item record.

If accompanying a serial, apply the same item type as the serial (jour01, jour02, etc) and enter the item type format code (VHS) in the CHRON field. Record the item type format code in CHRON after the chronological data.

If there are multiple videos accompanying a book or serial, enter the item type format code plus a digit to distinguish each piece (VHS 1, VHS 2, etc.) in the CHRON field of the item record.

See item record examples below or Enum/Chron Fields in Voyager Item Records for Serials.

Add an Item Statistical Category for all videocassettes (stand-alone or accompanying):

• Open the item record.
• Click on the middle box (the one with the pie chart icon on it) in the lower left corner of the item record, or press Ctrl-T, to open the Item Statistical Categories dialog box.
• Choose VHS from the Statistical Categories List in the lower portion of the box.
• Click on the blue arrow in the middle of the box to apply the Statistical Category, and click OK.
• Save the item record.

CDs and CD-ROMs

These include computer files, interactive multimedia or sound recordings, and may be stand-alone items or material accompanying monographs or serials.

Use the appropriate marker (a Sharpie fine-point permanent marker) and carefully transcribe the last 9 digits of the barcode (those after the “39002”) around the hub of the CD on the side that has the disc label. Usually you can use a black marker, but some CDs have labels that obscure the hub and will have to be marked using a different color such as silver.

Check the item record for the correct location and item type. The item type for stand-alone CD-ROMs should be media. This material will circulate for one week. If there is accompanying textual material (user guides, pamphlets, inserts, etc.) that will get a separate item record, apply the item type media to this material as well. Enter the item type format code Suppl in the CHRON field for the accompanying material, and apply the Item Statistical Category Suppl.

NOTE: If a serial is issued in CD format, then it will get the same item type and loan conditions as a print serial (jour01, jour02, etc.). This should also be applied to older serials (those beyond the 10 year limit) or serials that may be reissued in CD format (in both cases, give them an item type of jourcirc). In the case of reissued serials, also assign the format code (CD) in the MFHD as the last element of the call number (before “(LC)”, if used), to distinguish it from the print version. See example below.

CD-ROMs cataloged as accompanying material circulate with the same loan conditions as books or serials. If accompanying books, apply the item type circ and enter the item type format code (CD) in the CHRON field of the item record.

If accompanying a serial, apply the same item type as the serial (jour01, jour02, etc.) and enter the item type format code (CD) in the CHRON field. Record the item type format code in CHRON after the chronological data.

If there are multiple CDs accompanying a book or serial, enter the item type format code plus a digit to distinguish each piece (CD 1, CD 2, etc.) in the CHRON field of the item record.

Add an Item Statistical Category for all CD-ROMS (stand-alone or accompanying):

• Open the item record.
• Click on the middle box (the one with the pie chart icon on it) in the lower left corner of the item record, or press Ctrl-T, to open the Item Statistical Categories dialog box.
• Choose CD from the Statistical Categories List in the lower portion of the box
• Click on the blue arrow in the middle of the box to apply the Statistical Category, and click OK.
• Save the item record.

Charge to Preparations and place on the shelf prep truck.

DVDs

These include movies or digital images, or combinations of images and other types of files. DVDs may be coded for playing in specific regions of the world. The nine region codes are:

• Region 0 – All areas of the world
• Region 1 – USA, Canada and US territories
• Region 2 – Japan, Europe, South Africa and the Middle East (including Egypt)
• Region 3 – Southeast Asia and East Asia (including Hong Kong)
• Region 4 – Australia, New Zealand, Pacific Islands, Central America, Mexico, South America and the Caribbean
• Region 5 – Eastern Europe, Indian subcontinent, Africa, North Korea and Mongolia
• Region 6 – China
• Region 7 – Unused
• Region 8 – Special international venues (airplanes, cruise ships, etc.)

The region code may be in a 538 note (System requirements) in the bibliographic record or printed on the original case, and is sometimes printed on the disc itself (often as a number inside of a globe). Region 0 and 1 DVDs do not require an additional label. If the item is other than Region 0 or 1, affix a non-US format label in the lower left corner on the front of the plastic case and write the applicable region code in ink in the space provided.

Use the appropriate marker (a Sharpie fine-point permanent marker) and carefully transcribe the last 9 digits of the barcode (those after the “39002”) around the hub of the DVD on the side that has the disc label. Usually you can use a black marker, but some DVDs have labels that obscure the hub and will have to be marked using a different color such as silver.

Check the item record for the correct location and item type. The item type for stand-alone DVDs should be media. This material will circulate for one week. If there is accompanying textual material (user guides, pamphlets, inserts, etc.) that will get a separate item record, apply the item type media to this material as well. Enter the item type format code Suppl in the CHRON field for the accompanying material, and apply the Item Statistical Category Suppl.

NOTE: For call number formatting instructions for stand-alone DVDs, see Call Numbers for Videos (Videocassettes, DVDs, etc.) and Related Works.

DVDs cataloged as accompanying material circulate with the same loan conditions as books or serials. If accompanying books, apply the item type circ and enter the item type format code (DVD) in the CHRON field of the item record.

If accompanying a serial, apply the same item type as the serial (jour01, jour02, etc) and enter the item type format code (DVD) in the CHRON field. Record the item type format code in CHRON after the chronological data.

If there are multiple DVDs accompanying a book or serial, enter the item type format code plus a digit to distinguish each piece (DVD 1, DVD 2, etc.) in the CHRON field of the item record.

See item record examples below or Enum/Chron Fields in Voyager Item Records for Serials.

Add an Item Statistical Category for all DVDs (stand-alone or accompanying):

• Open the item record.
• Click on the middle box (the one with the pie chart icon on it) in the lower left corner of the item record, or press Ctrl-T, to open the Item Statistical Categories dialog box.
• Choose DVD from the Statistical Categories List in the lower portion of the box.
• Click on the blue arrow in the middle of the box to apply the Statistical Category, and click OK.
• Save the item record.

Charge to Preparations and place on the shelf prep truck.

Floppy Disks

These include computer programs or combinations of other types of files and are not as common as they once were, but still surface, and are more likely to be accompanying material than stand-alone items.

Check the item record for the correct location and item type. The item type for stand-alone floppy disks should be media. This material will circulate for one week. If there is accompanying textual material (user guides, pamphlets, inserts, etc.) that will get a separate item record, apply the item type media to this material as well. Enter the item type format code Suppl in the CHRON field for the accompanying material, and apply the Item Statistical Category Suppl.

Floppy disks cataloged as accompanying material circulate with the same loan conditions as books or serials. If accompanying books, apply the item type circ and enter the item type format code (Diskette) in the CHRON field of the item record.

If accompanying a serial, apply the same item type as the serial (jour01, jour02, etc) and enter the item type format code (Diskette) in the CHRON field. Record the item type format code in CHRON after the chronological data.

If there are multiple diskettes accompanying a book or serial, enter the item type format code plus a digit to distinguish each piece (Diskette 1, Diskette 2, etc.) in the CHRON field of the item record.

See item record examples below or Enum/Chron Fields in Voyager Item Records for Serials.

Add an Item Statistical Category for all floppy disks (stand-alone or accompanying):

• Open the item record.
• Click on the middle box (the one with the pie chart icon on it) in the lower left corner of the item record, or press Ctrl-T, to open the Item Statistical Categories dialog box.
• Choose DISKETTE from the Statistical Categories List in the lower portion of the box.
• Click on the blue arrow in the middle of the box to apply the Statistical Category, and click OK.
• Save the item record.

Charge to Preparations and place on the shelf prep truck.

MPMs and Multipart Media

For accompanying material associated with a specific volume of a multipart monograph (MPM), enter the specific volume number in the ENUM field of the item record for the accompanying material, and enter the item type format code in the CHRON field. Apply the same item type as the print portion of the MPM.

If the accompanying material is not associated with a specific volume of the MPM, leave the ENUM field blank, and enter the item type format code in the CHRON field. Apply the same item type as the print portion of the MPM.

For multipart stand-alone media check each item record for the correct location and item type. The item type for circulating stand-alone multipart media in any format should be media. This material will circulate for one week. If there is accompanying textual material (user guides, pamphlets, inserts, etc.) that will get a separate item record, apply the item type media to this material as well. Enter the item type format code Suppl in the CHRON field for the accompanying material, and apply the Item Statistical Category Suppl.

NOTE: For call number formatting instructions for stand-alone multi-part VHS tapes or DVDs, see Call Numbers for Videos (Videocassettes, DVDs, etc.) and Related Works.

For multipart CDs or DVDs, use the appropriate marker (a Sharpie fine-point permanent marker) and carefully transcribe the last 9 digits of the barcode (those after the “39002”) around the hub of the discs on the side that has the disc label. Usually you can use a black marker, but some disks have labels that obscure the hub and will have to be marked using a different color such as silver.

Record holdings for the multipart in the 866 field of the MFHD, transcribing captions if they are associated with the enumeration (e.g., disc 1-disc 2 or pt.1-pt.2, etc.). See Multipart MFHD Guidelines or Multipart Policies and Procedures for treatment of MFHDs.

Record enumeration in the ENUM field of the item record, transcribing captions if they are associated with the enumeration (e.g., disc 1-disc 2 or pt.1-pt.2, etc.). See item record examples below for multiparts or Enum/Chron Fields in Voyager Item Records for Serials.

Item Record Field Examples:

For CD-ROM accompanying monograph:

Item type: circ
Chron: CD
Item Statistical Category: CD

For 2 DVD set accompanying monograph:

Item type: circ
Chron: DVD 1
Item Statistical Category: DVD

Item type: circ
Chron: DVD 2
Item Statistical Category: DVD

For CD-ROM accompanying the monthly journal Computers in libraries, v.25:no.12(2005:Dec.):

Item type: jour05
Enum: v.25:no.12
Chron: 2005:Dec. CD
Item Statistical Category: CD

For DVD accompanying the annual Screen World, v.56 (2005):

Item type: circ
Enum: v.56
Chron: 2005 DVD
Item Statistical Category: DVD

For CD "The interactive English dictionary", with accompanying user guide:

For CD:
Item type: media
Enum: _____ (blank)
Chron: _____ (blank)
Item Statistical Category: CD

For user guide:
Item type: media
Enum: _____ (blank)
Chron: Suppl
Item Statistical Category: Suppl

For a 3 CD reissue of the serial The Israelite (originally issued in 1859-1867):

For disc 1:
Item type: jourcirc
Enum: _____ (blank)
Chron: 1859/1862
Item Statistical Category: CD

For disc 2:
Item type: jourcirc
Enum: _____ (blank)
Chron: 1862/1865
Item Statistical Category: CD

For disc 3:
Item type: jourcirc
Enum: _____ (blank)
Chron: 1865/1867
Item Statistical Category: CD

MFHD:

852	0	1	$b sml $h E540.J5 $i I87 CD (LC)
866	4	1	$8 0 $a 1859/1862;
866	4	1	$8 0 $a 1862/1865;
866	4	1	$8 0 $a 1865/1867

Examples for Multiparts

For CD accompanying vol. 2 of the multipart title The history of Italian cinema:

Item type: circ
Enum: v.2
Chron: CD
Item Statistical Category: CD

For 2 DVD set of Angels in America (labeled “part 1” & “part 2” on discs):

For disc 1:
Item type: media
Enum: pt. 1
Chron: _____ (blank)
Item Statistical Category: DVD

For disc 2:
Item type: media
Enum: pt. 2
Chron: _____ (blank)
Item Statistical Category: DVD

MFHD:

852	0	1	$b sml $h PN1997.2 $i A54 2004 DVD
866	4	1	$8 0 $a pt.1-pt.2

Contact: Rick Sarcia

© 2004 Yale University Library