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HOLDINGS and ITEMS--SUPPLEMENTARY/ACCOMPANYING MATERIAL: BOOK + 2 CDs


Scenario: Book accompanied by 2 CDs, 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.

Summary of Cataloger's Actions:

  1. Finish cataloging the Bib record; Save on server and local drive

  2. If there is an Item record already created, go to procedures: "Holdings and Items--Creating a Holding record from an Item Record."

  3. Load a Holdings record and add holdings information for book and CDs. For supplementary/accompanying materials (the CDs) you will have to add information in 854/864 field.

  4. If there is no Item record, create one or more Item records as specified below


PER CATPRO INSTRUCTIONS, for items going to Library West, Library West Reference or MSL, add a TKR (FU) cdm-2, etc. to your BIB record to indicate how many CDs are being added to the collection. In ALEPH, the TKR field replaces the 035 field

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 the book and all the CDs, to "2" (incomplete) if we don't
Edit 852 (Use Ctrl+f (to open form) or F7 (to add subfields)); add holdings information for accompanying CDs in 854/864 fields
Add "Book + 2 CDs" 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 + 2 CDs

854/864. Add holdings information for the accompanying CDs. 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 parenthesis (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 2 CD-ROMs


See following illustration of complete holdings record for a single vol. monograph + 2 CDs

 

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

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-3

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 CDs are 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; CDs in separate jewel cases):


Scan in real barcode (Click Update, if necessary)


For items going to other locations when the CDs are 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 + 2 CDs" (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 1st 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-3

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

Open 2nd Tab: General Information

Add "CD 1" as WebOPAC note.

Return to 1st Tab, scan in barcode and update

 

For items going to other locations when the CD is in a separate jewel case: in Description Field, type: CD1

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

Scan in barcode and update

4. Create 3rd Item Record for the 2nd 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.3-of-3

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

Open 2nd Tab: General Information

Add "CD 2" as WebOPAC note.

Return to 1st Tab, scan in barcode and update

IMPORTANT: For titles going to Library West, Library West Reference or MSL, be sure to add "pt.1-of-3", 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: CD2

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 for a Book + 8 CDs (pt. 1-[9] of 9 in Description Field) (title cataloged for Library West)


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 + 2 CDs
               Holdings and Items-Supplementary/Accompanying Material-Book + 2 CDs

               Holdings and Items-Accompanying Material-Book + 2 CDs

               Holdings and Items-Accompanying Material-Book + 2 CDs

Prepared by: Tatiana Barr, Gerald Langford
Last revised: August 5, 2009

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