The Ohio State University

The number of items (most often monographs) accompanied by various types of materials such as diskettes and cassettes has been steadily increasing. Although OSUL has long put accompanying folded maps in a pocket inside the back cover of a book, this solution obviously cannot be applied to newer types of media, hence the need for at least an interim revision to general cataloging policy outlined below. This policy has been reviewed and discussed by the Cataloging Policy Advisory Council.

• When an item has accompanying material(s) that cannot be accommodated by a pocket, it will be cataloged as a monographic set, thus creating a holding file for the title.

• Collection maintenance will make a separate container for each separately chargeable piece of accompanying material. Unless necessary, these containers should not exceed 30 centimeters in either height or width.

• Collection Maintenance will provide a warning label to be put on each container to warn against desensitizing the materials inside when charging them out. The label will be a picture only so as not to make known to the borrowers that the materials are not striped. (Please see attachment.)

• In cataloging the title, the item itself will be designated as volume one. The container holding the accompanying material will be designated volume 2. Subsequent containers, if necessary, will be numbered accordingly. The call number will be written on each item in the container(s) and each container will be labeled with the appropriate call number and volume number. The OSUL ownership stamp must be placed on each item together with the call number.

• In the bibliographic record for the item, the information on accompanying materials will be given a note, e.g., "accompanied by 5 cassettes". In addition, the contents note will indicate that the item is volume one, the first container is volume 2, and subsequent containers are recorded as appropriate. In each container item will be described in terms of format, e. g., "vol. 2, practice cassette" --"vol. 3, training cassette ", etc.

• In the holdings file, the item will be listed as v.1. Subsequent containers will be listed as v.2, v.3, and so on. The holding line for each container will list the format of the item in parentheses, e.g., v.2 (cassette).

• In case the item is oversize, the title will be cataloged as OVERSIZED.

• In case the item is not oversize but accompanying material is, the following applies:
  1. For Main Library stacks, the title is cataloged as OVERSIZED as a set, even though the item is not oversize. Accompanying materials in containers are shelved together with items they accompany in the Main Library stacks.

  2. For other than Main Library, the Cataloging Department will not designate any item as oversize at the time of cataloging. When the online data collection program is completed (Summer 1988), each location can designate appropriate items as OVERSIZED. For shelving, each location library will handle accompanying materials in the manner most suitable for use in that library.

• Circulation personnel must be alert not to desensitize magnetic materials when charging or discharging them, and to verify the contents of containers upon return.

  
  

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