The Ohio State University

BACKGROUND:

The number of monographs accompanied by sound discs is increasing. In order to preserve the discs, which are often not meant for heavy use, and also to ease handling at circulation, some location libraries have transferred the contents of the sound discs to other formats, such as cassette tapes. For the purpose of providing adequate bibliographic description, and at the same time to eliminate "recataloging" whenever any accompanying sound disc is transferred to a different format, the following procedure is followed in the Cataloging Dept., based on the general principles for "accompanying materials" described in Technical Services Memorandum 88-3, of June 1988.

PROCEDURE:

1. The cataloging Dept. processes printed materials that are accompanied by sound discs following its standard procedure, which is based on national standards and OCLC requirements.

2. The printed title is considered as a monographic set (MSET on LCS), with the accompanying sound discs cited as v. 2, 3, etc.

3. The holdings file in LCS indicates when the format of the volume is other than a book.

   e.g.

   v1
   v2 (Sound disc)
   v3 (Sound disc)

4. The Collection Maintenance Division provides an envelope with label (call number + volume designator; e.g. DS432 A4 v.2) for each disc.

5. Whenever a location library transfers the contents of the sound disc to a different format, that transfer must be a one-to-one transfer. That is, for instance, one sound disc to one cassette tape, not combining or separating what had been a discrete "volume".

6. The location library is responsible for updating the LCS holdings file, using the approved format designators, to reflect any such change in format.
   e.g. v1
   v2 (Phonotape Cassette)
   v3 (Phonotape Cassette)

7. The location library should also place the original sound discs, with the call number crossed out, in a place of safekeeping. This is to avoid copyright problems, as the original truly can be shown to have been archived.