Penn State University Libraries - Books with Discs as Accompanying Material

A. General Information

B. Determine the Primary Item

C. Search for Copy

D. Verify/Add Specific Fields

• 300
• 500/740
• 538
• 590
• Call Number
  • Architecture Library

E. Final Processing

A. General Information

Following are processing guidelines for printed monographs with accompanying CD-ROMs, DVD-ROMs, and Computer Disks.

Terminology
For practical purposes, this document uses the term "computer disk" in reference to all forms of magnetic floppy disks or diskettes (3 1/2 in., 5 1/4 in., and 8 in.).

B. Determine the Primary Item

Examine the item, both the book and the label of the CD-ROM, DVD-ROM, or computer disk, to determine which is the primary item. In most cases this distinction will be immediately clear. In some cases the CD-ROM, DVD-ROM, or computer disk will be the primary item (i.e. software with an accompanying user guide), in which case it will need to be cataloged as an electronic resource. There are no explicit rules but the determination is made by judging the item in hand, though in general accept cataloging copy. If the item is judged to be primarily an electronic resource, reroute to an electronic resources specialist.

Serials accompanied by CD-ROMs, DVD-ROMs, or computer disks should be forwarded to the Serials Cataloging Team. Enhanced CD-ROMs contain both audio and digital data. Process these following the guidelines below and then reroute to the Music/AV Cataloging Team for additional cataloging. Books with accompanying audio CDs only can be completed without referral to the Music/AV Team. See below for the appropriate 300|e for accompanying audio CDs.

Note: Some CD-ROMs, DVD-ROMs, or computer disks are of no value to the Libraries and should be tossed. These include offers promising 8 free hours of Internet access, demonstration software, or samples of text. In some cases, the demo software and samples may be significant enough to warrant keeping. Examples might include a demo of a C++ compiler for a book about programming in C++ or a sampling of a GIS database for a book about GIS. If in doubt, contact the selector. The selector may decide to purchase the full software for the Libraries. You may also refer to an electronic resources specialist if there are questions about the significance of the item.

C. Search for Copy

Search for cataloging copy per Monograph cataloging guidelines. Choose a record indicating an accompanying CD-ROM, DVD-ROM, or computer disk if available and other cataloging meets acceptable standards. Prefer records that contain system requirements in a 538 note.

D. Verify/Add Specific Fields

Process according to Monographic guidelines and verify or add the following specific fields for information regarding the accompanying materials:

• 300: The 300 |a, |b and |c are coded for the book. Verify or add 300|e for the item appropriately according to the following:

  For CD-ROMs:
  |e1 CD-ROM (4 3/4 in.)
  |e2 CD-ROMs (4 3/4 in.)
  
  For DVD-ROMs:
  |e1 DVD-ROM (4 3/4 in.)
  |e2 DVD-ROMs (4 3/4 in.)
  
  For computer disks:
  |e1 computer disk (3 1/2 in.)
  |e2 computer disks (3 1/2 in.)
  
  For music/audio CDs:
  |e1 sound disc (digital ; 4 3/4 in.) - default statement
  |e1 sound disc (digital, stereo. ; 4 3/4 in.) - only if the term "stereo" appears on the disc; note the period that follows "stereo." (short for "stereophonic")
  |e2 sound discs (digital ; 4 3/4 in.)
  |e2 sound discs (digital, stereo. ; 4 3/4 in.)

  The proper ISBD punctuation preceding 300|e is a "+". 300|e is a nonrepeatable subfield. If you have additional items that need to be placed in 300|e, separate them with a "+" for each additional item:

  |e1 CD-ROM (4 3/4 in.) + 1 computer disk (3 1/2 in.)

  Prior to the 2001 amendments to AACR2 Chapter 9, CD-ROMs and DVD-ROMs were input as "computer laser optical discs" or "computer optical discs." It is okay to accept these on copy.

  
  

• 500: In the event that the title on the label of the accompanying CD-ROM, DVD-ROM, or computer disk varies significantly from the title of the book, make a 500 note in the form below and add a 740 for the analytical title entry, i.e.:

  The book entitled:
  Literacy for the 21st century : teaching reading and writing in pre-kindergarten through grade 4

  has an accompanying CD-ROM with the title:
  Primary grades literacy: a K-3 integrated unit on insects

  
  

  Accompanying disc title varies

  Tag	Ind.	Contents
  245	10	Literacy for the 21st century :|bteaching reading and writing in pre-kindergarten through grade 4 /|cGail E. Tompkins.
  500		Title on accompanying CD-ROM label: Primary grades literacy: a K-3 integrated unit on insects.
  740	02	Primary grades literacy, a K-3 integrated unit on insects.

  Sometimes copy will use the phrase "disc label" or "disc surface" for CD-ROMs or DVD-ROMs. It is okay to accept this.

  Occasionally copy will contain a 500 note describing what kinds of software are on the CD-ROM, DVD-ROM, or computer disk. Accept as found on copy unless obviously wrong.

  
  

• 538: A note is added to the record with system requirements for the accompanying CD-ROM, DVD-ROM, or computer disk or accept a 538 note on copy unless it is incorrect. The requirements to be added to the note include the minimal requirements for using the software or files on the CD-ROM, DVD-ROM, or computer disk as they are stated in the item. Requirements are usually found printed on the CD-ROM, DVD-ROM, or computer disk label, on the back cover of the book, or in an appendix or similar "About the CD-ROM" section in the book. Give only the significant, minimal requirements as found listed in the item.

  If the requirements for a CD-ROM, DVD-ROM, or computer disk are not readily available from the item, or if requirements are for multiple operating systems do not input a 538 field.

  Most often the requirements will include machine type (i.e., Mac, PC), operating system requirements, and any special hardware or software requirements (i.e., sound card). This should be brief giving the minimal requirements and, if necessary, recommended requirements.

  Examples:

  System Details Note

  Tag	Contents
  538	System requirements for accompanying computer disk: IBM-PC or compatible; Windows 3.1 or later; MS-EXCEL.
  538	System requirements for accompanying CD-ROM: Macintosh computer; 8 MB RAM; CD-ROM drive.
  538	System requirements for accompanying CD-ROM: PC with a 486 processor or higher running Windows 3.1 or higher, or Macintosh with 68020 processor or higher running System 6.0.7 or higher; 8 MB RAM (16 MB recommended for Windows 95 or higher); 800 x 600 screen resolution, 24-bit color; 4x CD-ROM drive.
  538	System requirements for accompanying DVD-ROM: PC with a 533 MHz Pentium processor or better; Windows 95/98/NT/2000 or higher; 32 MB RAM; 350 MB of free hard disk space; Internet Explorer 4.0 or higher, or Netscape 4.0 or higher; Soundblaster-compatible sound card; DVD-ROM drive.

  Because 538 is a repeatable field, occasionally copy will contain multiple 538's for different platforms (Windows, Macintosh, Unix, etc.). These are acceptable. You may use multiple 538's if the requirements for two platforms (e.g. Windows and Macintosh) are significantly different. If there are significantly different requirements for three or more platforms, do not input a 538 field.

  
  

• 590: If an item received for a location lacks an accompanying CD-ROM, DVD-ROM, or computer disk that is indicated in the 300|e, add a 590 note, i.e.

  Local Note

  Tag	Contents
  590	Math Library copy lacks accompanying CD-ROM.

  
  

• Call Number: Generally CD-ROMs, DVD-ROMs, and computer disks will be bound in a pocket with the item so only a single barcode is needed. If the CD-ROMs, DVD-ROMs, or computer disks will need to be bound separately a second barcode should be added to the record with the designator "CD-ROM" for CD-ROMs, "DVD-ROM" for DVD-ROMs, or "disk" for computer disks. You will need to add a Call Number for the accompanying CD-ROM, DVD-ROM, or computer disk:

  Book:
  Call Number: QA76.73.C15A49 1999
  Item ID: 000036548554

  CD-ROM:
  Call Number: QA76.73.C15A49 1999|zCD-ROM
  Item ID: 000036546563

  Prior to the 2001 amendments to AACR2 Chapter 9, the designator "disc" was used for CD-ROMs or DVD-ROMs. It is not necessary to remark these items. If you have additional copies to add for a location, continue using the "disc" designator to be consistent.

  Architecture Library: Beginning in October 2000, all accompanying CD-ROMs and DVD-ROMs for Architecture Library books are to be shelved and barcoded separately. Treat the Call Number like the example above. CatMarking will place the CD-ROMs or DVD-ROMs in jewel cases.

E. Final Processing

When these fields have been verified or added appropriately continue processing per normal monographic guidelines. When the books go to CatMarking they will separate any items with computer disks and forward to LaDawn for the creation of a backup copy of the disk.

If there are questions about any computer terminology, please feel free to ask an electronic resources specialist. There also is a useful reference book available in Cataloging Reference: Microsoft Press Computer Dictionary, call number QA76.15.M54 1991.