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HOLDINGS and ITEMS--SUPPLEMENTARY/ACCOMPANYING MATERIAL: BOOK + 1 CD

Scenario: Book accompanied by 1 CD, catalog and process following CD Cataloging Guideline: Monographs.

These guidelines are chiefly for HOL and ITEM records. For complete processing, see the CD guideline above. It is being updated to reflect ALEPH practice.

You have a book and a CD that accompanies it. ACQ may have created an ITEM record at the point of arrival. Look for one.

If an Item record is already created, go to the procedure: "Holdings and Items--Creating Holdings records using Item records"

These procedures are applicable to other kinds of accompanying materials, e.g. a math textbook accompanied by a Teacher's guide.

Summary of Cataloger's Actions:

  1. Finish cataloging the Bib record; Save on server and local drive
  2. Load a Holdings record and add holdings information for book and CD. For all supplementary/accompanying materials (in this case, the CD), you will have to add information in 854/864 field.
  3. If there is an Item record, go to the procedure: "Creating Holdings records using Item records"
  4. If there is no Item record, create one or two Item records as specified below

PER CATPRO INSTRUCTIONS, add a TKR (FU) cdm-1 to your BIB record for items going to Library West, Library West Reference or MSL

Load Holdings record.
Edit LDR pos 06. Change "x" to "v" (multipart item holdings)
Edit LDR pos 17. Change "1" to "4"
Edit 008 pos 16. Change "4" to "1" (complete) if we have both the book and CD, to "2" (incomplete) if we don't have both
Edit 852 (Use Ctrl+f (to open form) or F7 (to add subfields)); add holdings information for accompanying CD in 854/864 fields
Add "Book + CD" in the public note field ($z)

852 0 $a FU
         $b UFSAF
         $c GEN
         $h Z161
         $i .D65
         $x Rush Please notify Prof. Peters at 2-0351
         $z Book + CD

854/864. Add holdings information for the accompanying CD. You do not have to repeat the holdings information for the book (for a multi-volume set you will have to add the holdings, however)

1. Adding and Editing 854 and 864

The 854 field (Cap. Sup. Mater.) will contain any caption information, if applicable. If not, use generic "unit" and put in parentheses: (unit)

The 864 field (Enum. Sup. Mater.) will contain the description of the item itself

You must have both fields.

Add 854 field. Add linking subfield 8. Input appropriate linking no. Add subfield a, use "(unit)" unless there is a real caption for the accompanying CD:


854 00 $8 1
           $a (unit)

Add 864-make sure you have correct indicators

864 40 $8 1.10
           $a 1 CD-ROM

See following illustration of complete Holdings record for a single vol. monograph + 1 CD

 

2. Open first Item Record and edit for book (or create new Item Record)

"Add" ("Alt+a")

Link to HOL record

Click Refresh

For ALL items going to Library West, Library West Reference or MSL: in Description Field, type: pt.1-of-2

Choose correct Material Type, Item Status, and Item Process Status

See illustration below (book going to MSL):


Open 2nd Tab: General Information

Add "Book" as WebOPAC note. See illustration:


Go back to first Tab.

Scan in real barcode (Click Update, if necessary)

 

For items going to other locations when the CD is in a separate jewel case: in Description Field, type: Book

Choose correct Material Type, Item Status, and Item Process Status

See illustration below (book going to LAC; CD in separate jewel case):

 

(No changes needed to WebOPAC or Circ. Notes in 2nd Tab: General Information)

Scan in real barcode (Click Update, if necessary)


For items going to other locations when the CD is NOT in a separate jewel case: leave Description Field blank

Choose correct Material Type, Item Status, and Item Process Status

See illustration below (book going to AFA; CD is NOT in separate jewel case):


Open 2nd Tab: General Information

Add "Book + 1 CD" (piece information) as Circ. Note. Leave WebOPAC note blank. See illustration:

 

Go back to first Tab.

Scan in real barcode (Click Update, if necessary)

3. Create 2nd Item Record for the 1 CD when the CD is in a separate jewel case

"Add" ("Alt+a")

Link to HOL record

Refresh, and edit:

For ALL items going to Library West, Library West Reference or MSL: in Description Field, type: pt.2-of-2

Choose correct Material Type, Item Status, and Item Process Status

Open 2nd Tab: General Information

Add "CD" as WebOPAC note.

Return to 1st Tab, scan in barcode and update


Illustration of completed HOL and Item Record information in Item List Display (title going to MSL):

Item List of Record; 2 Item Records: 1 for Book and 1 for CD


IMPORTANT: For titles going to Library West, Library West Reference or MSL, be sure to add "pt.1-of-2", etc., to the call number label, if it does not appear as part of the printed label view.

For items going to other locations when the CD is in a separate jewel case: in Description Field, type: CD

Choose correct Material Type, Item Status, and Item Process Status

Scan in barcode and update

Illustration of completed HOL and Item Record information in Item List Display (title going to LAC, CD in separate jewel case):

Item List of Record; 2 Item Records: 1 for Book and 1 for CD

 

If the book is part of a series classed as a whole:

Is there a serial record for the series that displays to the public?
If so, update the volume holdings on the serial record.
If in doubt, check with your supervisor.

Indexed: Holdings and Items-Supplementary/Accompanying Material-Book + 1 CD
               Holdings and Items-Supplementary/Accompanying Material-Book + 1 CD

Prepared by: Tatiana Barr, Gerald Langford
Last revised: September 14, 2004

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