The Ohio State University Libraries
Policies and Procedures
Catalog Database Maintenance

Document: Cataloging of items with accompanying materials

Audience: OSUL, LAW, HEA, Regionals

Date: February 2006

Replaces: Technical Services Memorandum N.S. No. 88-3, June 1988: Cataloging of items with accompanying materials

Issued by: Technical Services Committee, mj

It is commonplace for monographs to have accompanying material in an attached pocket or holder. If the accompanying material is print (e.g., map or chart), it should remain in the pocket in the back of the book. If the accompanying material is media (e.g., CD or DVD), it should be handled according to the following guidelines. OSUL will continue the practice of representing each piece with a separate item record.

Cataloging:

Bib record

In the bibliographic record, the accompanying CD or DVD is described in the 300 field, subfield “e”. In addition, a local note can be added, if needed, to provide information on the location of the CD or DVD within a multi-volume work.

Example:	300	|e1CD-ROM (4 3/4 in.).	[description--required]
	590	v.5 accompanied by DVD	[local note--optional]

Creating item records

OSUL will discontinue the practice of using volume identifier “v.1” and “v.2” to represent the base volume and accompanying material. Instead, the base volume will have the base call number, and the accompanying material will be labeled with the base call number plus a volume identifier to indicate the media type.

QA112 C5 2006	[text]
QA112 c5 2006 cdrom	[accompanying material]

See the volume identifier list for authorized terms: http://library.osu.edu/sites/cataloging/voluid.htm.

Add the volume identifier to the Volume field; it will be used in printing the label, placing the word “cdrom” on a separate line.

In the item record for the accompanying material, code the IMESSAGE for the circulation staff:

Example:	c = check for CD [used for CDs and DVDs]
	p = check parts [used for other accompanying material; indicate nature and number of parts included in a note field]

Additionally, if needed, add a more complete note or description of the accompanying items by inserting a new field in the Item record and selecting "m" for MESSAGE when prompted.

Example:	Check for ____ parts
	or
	Check for map in pocket and accompanying CD

Collection Maintenance:

If the accompanying piece is to remain in the book (e.g., map in a pocket), Collection Maintenance will provide, reinforce, or replace a pocket as necessary.

If the accompanying piece is to be separated from the book (e.g., a DVD), Collection maintenance will make a container for each piece or group to be circulated as one item. For example: 1 DVD, or 6 cassette tapes in 1 container. Unless necessary, these containers should not exceed 30 centimeters in either height or width.

• For multipart items, Collection Maintenance will provide a sticker by the barcode to indicate, “Check for __ [# of] part(s).”
• A copyright warning sticker will be applied to each package.
• Collection Maintenance will apply the call number and OSUL ownership markings to each item.
• Collection Maintenance will forward the processed pieces to the holding library.

Circulation:

Circulation will verify the contents of pockets and/or containers upon check-out and return, and must be alert not to desensitize any older magnetic materials when charging or discharging items.