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Cataloging Unit Procedures and Policy

Accompanying Materials

 CD-ROMs, Audio CDs, & DVD-ROMs that accompany printed monographs

Definition of accompanying materials: materials issued and intended to be used with the item being catalogued (AACR2)

NOTE: If you are cataloging material that makes reference to an accompanying CD, etc., but the CD is missing, verify with Acquisitions to see if the missing CD should be replaced. If the decision is not to replace it, do not edit the bib record to remove references to the CD. Instead, add a local 590 note, e.g.: NYLS copy lacks CD-ROM.

Bibliographic record: Include a description of the accompanying material in the following:

A.   CD-ROMs & DVD-ROMs

1.     Be sure that the bib record has the following fields and subfields. Add them if necessary, but if the bib record does not indicate the presence of a CD-ROM or DVD-ROM, consult your supervisor before using it.

300 ... + $e 1 CD-ROM [ -or- DVD] (4 3/4 in.) 

538 System requirements for accompanying disc: Computer workstation and CD-ROM drive [-or- DVD-ROM drive]

 B.  Audio CDs & DVDs

             300  ... + $e 1 sound disc (digital ; 4 3/4 in.)

 538  System requirements for accompanying disc: Computer workstation and CD-ROM drive [-or- DVD-ROM drive]

Item record: A separate item record is created for each piece of accompanying material.

1.   For accompanying CD-ROM:

 Item Type – 8

Vol. --- CD-ROM

2.   For accompanying DVD:

 Item Type – 17

Vol. --- DVD

Ex. Vol. -- set (3 DVDs)

3.   For accompanying Audio CD:

  Item Type – 19

Vol. --- CD                                                                             

End Processing:

1.   For reserve materials:

  • Insert CD/DVD in jewel case
  • Affix barcode label to the upper left-hand corner of case;
  • Affix call number label to the upper right-hand corner.

2.   For MMR materials:

  • Insert CD/DVD in soft CD envelope;
  • Affix barcode label to bottom left-corner;
  • Affix call number label to the upper right-hand corner.

Retention Policy:

Retention of accompanying materials is dictated by policy for parent volume. When parent volume is withdrawn, accompanying materials are also withdrawn.  When parent volume is moved from reserve to book stacks, accompanying materials are moved to MMR.

Circulations staff should notify catalogers when material move from Reserve to Main.