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CD-ROM PROCESSING PROCEDURES
To minimize any technical problems which might be associated with accessing information in CD-ROM format, the Automation Office has assumed responsibility for installing all CD-ROMS. In addition, the Office is creating and maintaining an inventory of CD-ROM materials received by OSUL (which is expected to include depository CD-ROMS) and storing the original copies of software used to access CD-ROMS. The Office will also coordinate the return of superseded disks to the vendor when necessary. When a CD-ROM is received by the Acquisition Department, it is sent, along with any accompanying software and printed documentation, to Automation. Any paperwork that would be included if the piece were being sent to Cataloging is sent directly to the Serial, Nonbook, and Thesis Cataloging Section. Paperwork to be sent to the location is included with the pieces sent to Automation. If a CD-ROM and its accompanying software and documentation arrive at different times, the materials are forwarded to the Automation Office as they are received. All CD-ROMs and their accompanying materials are sent to the Automation Office, regardless of how they were acquired (e.g., continuation or unit order) or whether they are the first or subsequent pieces received on an order.
If there is no catalog record on LCS for a CD-ROM title, Automation Office personnel install the disk and make printouts of the title screen(s), main menu, and the cover and title page of the user=s manual if there is one. These printouts and a photocopy of the disk itself are sent to the Cataloging Dept. along with a printout of the information included in the inventory database created by Automation. If there is no catalog record on OCLC and the CD-ROM title is a serial, a minimal level record is created according to current cataloging rules and OCLC input standards. However, information that is very likely to change with subsequent issues (e.g., system requirements) is not included in LCS catalog records for serial CD-ROMS because full bibliographic records in LCS cannot be easily updated to reflect current information. (See attached appendix for cataloging procedures for non-circulating serial CD-ROMs.) Full-level records are created for monographic CD-ROMs. The Automation Office also notifies the Cataloging Department when CD-ROMs that represent added volumes are installed so that holdings on LCS can be updated. Only the most current issue of each serial CD-ROM title and any other issues retained by OSUL are listed in the LCS holdings file. A summary statement is used to list an issue in the holdings file if it covers more than one disk.
When new CD-ROM disks are installed and the return of superseded disks is required by the vendor, Automation Office personnel coordinate the return of the disks. The Acquisition Department forwards to the Automation Office any vendor notices indicating that disks have not been returned as required. If location library personnel return superseded disks for any reason, the Automation Office must be notified so that an accurate inventory can be maintained.
Questions about CD-ROMs may be directed as follows: - Prior to receipt by OSUL, for subscription problems or outstanding orders, call the Acquisition Dept. (2-6314) - After receipt but prior to installation, or for hardware and software problems, call the Automation Office (2-6151 and leave message). -For catalog record questions, call the Cataloging Dept.(2-8114)
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