CD Policy and Procedure (September 22, 2006)
This document outlines our CD policy and procedure for non-circulating CDs. It does not cover all our cataloging policy for circulating CDs.
Holdings: Voyager Locations for CDs
We currently have 3 Voyager locations for CDs that circulate:
1. Media CD Nonmusic: MediaCD
OPAC display: Library Media AreaSee Christian Education Librarian
2. Media CD Music: MediaCDM
OPAC display: Library Media AreaSee Christian Education Librarian
3. Media CD-ROM: MediaCDR
OPAC display: Library Media Area--See Christian Education Librarian
We have 1 Voyager location for all reference media materials that do not circulate, including CDs, DVDs, etc.:
Media Reference: MediaRef
OPAC display: Library Media Reference (non-circulating)
There are 4 different categories of CD-ROMs that do not circulate:
1. CD-ROMs mounted on the reference computer in the Main Reference Area.
2. CD-ROMs unmounted and stored in the Media Reference Cabinet.
3. CD-ROMs on the networked computer in the Main Reference Area (these are loaded by IT).
4. CD-ROMs mounted on the Reigner computer in the Reigner Reading Room.
We will use 1 Voyager location with a $k prefix “REF CD-ROM” for these non-circulating CD-ROMs with different 866 $z public notes for these 4 categories. Also, we will use different $k prefixes for different types of non-circulating media.
Holdings: Examples of Call Number Prefixes in the 852 field
852 8 $b MediaRef $k REF CD-ROM
852 8 $b MediaRef $k REF DVD
Holdings: 866 $z Public Notes
(Please note: when there are multiple 866 notes, this location note should always be the first note.)
1. CD-ROMs mounted on the reference computer in the Main Reference Area: 866 $z CD-ROM located on computer in Main Reference Area (non-circulating)
2. CD-ROMs unmounted and stored in the media reference cabinet: 866 $z CD-ROM located in Library Media Reference Area (non-circulating)
3. CD-ROMs on the networked computer in the Main Reference Area: 866 $z CD-ROM located on networked computer in Main Reference Area (non-circulating)
4. CD-ROMs mounted on the Reigner computer in the Reigner Reading Room: 866 $z CD-ROM located on computer in Reigner Reading Room (non-circulating)
Processing: Labels for CD Containers
Spine label prefixes:
REF
CD-ROM
BR
330
.E5
2002
Added notes on long label on CD-ROM containers:
CD-ROM located on networked computer in Main Reference Area.
CD-ROM installed on reference computer.
CD-ROM installed on Reigner computer.
Other labels:
All non-circulating CD-ROMs get:
“Library Use Only” labels (or rubber stamp)
Copyright labels
Workflow: Books with CDs
Revised workflow:
1. Acquisitions Department gives books with CDs to the Cataloging Department.
2. Cataloging Department will catalog the book and then give the book directly to Sarita. The cataloger will insert the spine label in book for Sarita to apply. These books will not be given to students for processing.
3. Sarita will check the licenses for all CDs. She will refer any licensing problems to Don.
4. If it is lacking, Sarita will add cataloging information about the CD to the Voyager records and process both the book and CD—stamping and stripping and applying the spine label.
5. CDs with restrictive licenses will be removed from the book and Sarita will catalog them separately. In this case, the long label on the book will have a note: “CD located in the Library Media Reference Area.” The long label on the CD container will have a note: “Circulating book located in Main Stacks.”
Workflow: Serials with CDs
Revised workflow:
1. For uncataloged serials, the Acquisitions Department gives serials with CDs to Chris in the Cataloging Department. These serials will be treated as rush cataloging items so that we do not hold up the check-in process for serials with CDs.
2. For both cataloged and uncataloged serials with CDs, always give to Chris. She will add information about the CD in the 300 field or in a 500 note. She will also add a note in the holdings record in an 866 field. This way when the serial is bound at the end of the year, the acquisitions staff will know that they need to give the serial to Sarita so that she can add it to the bound volume.
3. After cataloging is complete, Chris will give the serial back to the Acquisitions Department, so that a serials check-in record can be created.
4. When the check-in is complete, Acquisitions will photocopy the serial’s title page or cover, attach the CD, and give to Sarita. That way the issue of the serial can go directly to the Reading Room for patrons. Sarita will hold all CDs that are in process, so that we have only one place to look for uncataloged CDs.
5. As with books, Sarita will add information about the CD, if lacking, to the serial record in Voyager and check the CD for any licensing restrictions.
6. CDs with restrictive licenses will be removed from the serial and Sarita will catalog them separately and locate them in the Media Reference collection. This will usually not be the case, since the Periodical Collection is non-circulating anyway.
7. Some serials come with CDs that have no relation to the serial itself. These are usually complimentary or promotional CDs of lectures or sermons. There is no reason to keep these CDs with the serial they came with. Sarita will catalog them separately and add a 500 note to the record citing the serial title. She may add a title added entry or linking entry as necessary on a case-by-case basis.