The Ohio State University

DESCRIBING ACCOMPANYING MATERIALS

The following procedures apply to cataloging done for all OSU library locations.

Titles may come as several physical pieces, with each physical piece in a different format. As examples: a book may come with a map in a pocket; a videotape may be accompanied by an explanatory booklet; a filmstrip may be accompanied by two sound cassettes; a computer disk may come with a command card and a manual.

When cataloging titles which have several physical pieces in different formats, it must be decided which piece is intellectually predominant to determine which cataloging format will be used. If no one piece is the predominant component, the title is cataloged as a kit. Multi-format titles, however, are usually not kits. In the examples above, one of the pieces are ancillary. The map is an accessory to the book, which is predominant intellectually; the booklet is a guide to the videotape, which is predominant; the sound cassettes narrate the film strip; the manual and command card help access the software.

This discussion addresses the physical description of those titles which consist of one predominant component accompanied by one or more secondary components. There are four options available to describe the accompanying materials under rule 1.5E in AACR2/88:

1. Make a separate entry
2. Make a multilevel description
3. Make a note (field 500)
4. Give the number of physical units and the name of the accompanying material at the end of the physical description (field 300, |e).
   *This last choice is the OSUL preference.*

Option (1) is followed only if it is important to have full bibliographic access to the accompanying material, unnecessary for most items which are clearly to be used in conjunction with the primary component and are not distinct bibliographically. In general, OSUL applies this option only on a limited basis.

Option (2) is not used by the Library of Congress. OSUL does not apply this option.

Option (3) has been used at OSU for books with accompanying material. For multi-format items, this method does not allow the patron to easily infer the extent of the items nor the equipment required to access them, because the patron must look in two or more areas of the catalog record for the necessary information.

EXAMPLE, OPTION (3):

	300	1 filmstrip (75 fr.) : |b col. ; |c 35 mm
	500	Title on container: Japan
	500	Produced in cooperation with the NEA
	500	First released as a slide set in 1969
	500	Accompanied by 2 sound cassettes and a script

Most libraries use Option (4) for multi-format materials because it allows the patron to look in one area of the catalog record to see at a glance what the components of the item are.

EXAMPLE, OPTION (4):

	300	1 filmstrip (75 fr.) : |b col.; |c 35 mm. + |e 2 sound
cassettes + 
                1 script

For original cataloging, OSUL will follow option (4) as a primary choice. However, option (3) may be applied if it is more appropriate. For example, when cataloging music (scores and sound recordings), we will follow national practices and use option (3).

For existing copy, we will accept either option (3) or (4), when the description is accurate and already present on the catalog record, unless unusual circumstances warrant a change.

The following instructions will be followed to implement the policy in accordance with the requirements of LCS:

1. 300 field

When a title consists of several items which are in different formats, it will be determined which item is predominant and which items are the secondary components. These items will then be described in the 300 field, using the |e for the secondary component items:

EXAMPLES, 300 FIELD:

	300	1 videocassette (14 min.) : |b sd., col. ; |c ½ in. +
                |e 1 teacher's guide

	300	1 filmstrip (75 fr.) : |b col. ; |c 35 mm. + |e 2
sound 
                cassettes + 1 script
	
	300	1 computer disk : |b col. ; |c 5 1/4 in. + 1
instruction  
                card + 1 user's manual(X, 207 p. ; 28 cm.)

2. 500 vs 505 fields.

If any of the accompanying materials has a title different from the title in the 245 field, use the 500 field to record that additional title information. Use the 740 field as an access point for additional titles as appropriate. The 505 field will not be used for recording title information or volume numbers for accompanying materials.

	245 10	Animals of Alaska |h sound recording / |c Joe Cannon
	
	246 10	Animal sights and sounds of Alaska

	300	2 filmstrips (334 fr.) : |b b&w; ; |c 35 mm. + |e 2
sound
                cassettes + 1 script + 1 map (38 x 26 cm.)

	500	Title on sound cassettes: Animal sights and sounds of
Alaska

In the example above, the filmstrips and script have the same title (main entry), the sound cassettes have a different title, the map has no title.

3. 949 1 field (item record)

For accompanying materials, individual item records will need to be created for each separate physical piece. For example, if a book contains a computer disk (which will be placed in a separate container) and this information appears in the catalog record (either in the 300 field |e or in a 500 note), two item records will have to be created - one for the book and one for the disk - and each will be attached to the same bib record. However, if a book contains a map which will be placed in a book pocket, it will not be necessary to create a separate item record for the map. Optionally, a note can be added to the item record for the book indicating that book is accompanied by map in pocket.

Accompanying materials that will circulate separately as more than one physical piece will be treated as mono-sets. In creating item records for each piece, the main component (e.g., book) will always be treated as v.1. Accompanying items (e.g., computer disks, videotapes, pamphlets, etc. will be treated as v.2, v.3, v.4, etc. as needed. Volume information should be recorded in |c of the 949 1 field. Please refer to the Volume Identifiers List to record information and note that some formats can be identified in |c as part of the volume information (e.g., an accompanying videotape as v.2cassette).

Information describing the format of the accompanying material should be recorded in |t of the 949 1 field. Please refer to the list of Item Record Codes and add appropriate code in |t as follows:

(Please note: If none of the terms below is appropriate, refer to AACRII as needed or give the specific name of the item as concisely as possible.)

|t	I type "2" (microform)	        =	Microcard
	(See 11.5B1 for list of		        Microfiche
	additional terms.)			Microfilm
						Microprint

|t	I type "3" (audiovisual)	=	CD (sound compact
disc)
	(See 7.5B1 for list of			Filmstrip
	additional terms.)			Motion picture
cassette
						Motion picture reel
						Phonodisc
						Poster
						Slide set
						Sound cassette
						Videotape cassette

|t	I type "4" (3-d object)	        =	Art print
	(See 10.5B1 for list of 		Games
	additional terms.)			Toys, sculptures,
tools,
                                                coins, etc.

|t	I type "5" (software)		=	Computer disk
	(See 9.5B1 for list of			CD-ROM
	additional terms.)


	

|t 	I type "6" (supplemental)	=	All textual materials,
e.g., manuals,
                                                instruction cards,
booklets, scripts,
                                                teacher's guides,
workbooks, instruction
                                                sheets

|t	I type "7" (other)		=	Atlas
						Map, etc.

EXAMPLE:

949  1		|c v.1 |g 1 |i [14-digit barcode] |j 2 |l mais |s - |t
0 |x -
		(Vol. 1; copy 1; [barcode #]; mset; Main library
stacks; 
                available; monograph; display record/send to Central)

949  1		|c v.2 |g 1 |i [14-digit barcode] |j 2 |1 mais |s - |t
5 |x -
		(Vol.2, disk; copy 1; [barcode #]; mset; Main library
stacks;
                available; software; Display record/send to Central)

4. Accompanying materials for serials

Modify the above procedures as necessary.

5. Barcoding accompanying materials

If accompanying material is already in container or does not need to be bound, barcode can be attached to the piece (container or outside binding) and added to the item record as usual.

If a container needs to be made (e.g., computer disk) or accompanying material needs to be bound (e.g. pamphlet), DO NOT attach barcode to the piece. Instead, add barcode number to item record, clip barcode to streamer attached to piece and send piece to Collection Maintenance. They will attach barcode to piece after all physical processing is completed.

PLEASE NOTE: In some cases, it may be necessary to consult with Collection Maintenance personnel before cataloging to determine whether separate containers or binding will be necessary before barcodes are applied.


Last updated 7/13/98.