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Collection Services: Cataloging

Mixed Format Titles:
(General Collection Only)

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Bibliographic Record | MARC Holdings Record | Physical Processing

 

Bibliographic Record

  1. If not already present in the 300 field, use subfield |e for the type of accompanying material. Add accompanying material as follows:

    A.     Add [space] +|e[NO spaces]

     

        Example:     |c24 cm. +|e 
    B.     Add # of physical units and name of accompanying material

     

        Example:     |c24 cm. +|e1 computer optical disc
    C.     Add physical description enclosed in parentheses for the following types of accompanying material ONLY:

     

    • computer disks - (5 1/4 in.)
      Example:   |c24 cm. +|e1 computer disk (5 1/4 in.)
    • computer disks - (3 1/2 in.)
      Example:   |c24 cm. +|e1 computer disk (3 1/2 in.)
    • computer optical discs or CD-ROMS (computer games and programs) - (4 3/4 in.)
      Examples:   |c24 cm. +|e1 computer optical disc (4 3/4 in.)
                  |c24 cm. +|e1 CD-ROM (4 3/4 in.)
  2. Enter multiple accompanying material statements in the same subfield |e. If there are different types of accompanying material, add the # of physical units & name of accompanying material for each type, separated by + (plus signs).

    DO NOT REPEAT  |e

     

    Examples:  |c24 cm. +|e1 atlas + 2 posters.
               |c28 cm. +|e2 maps + 1 computer disk (3 1/2in.)
  3. Delete any 500 field which repeats the information given in subfield |e of the 300 field.
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MARC Holdings Record

  • Create a MARC holdings record according to standards and local policy.
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Physical Processing of Book and Accompanying Material

    Create a VOL/COPY record for the book.

     

    • If the mixed format material is contained in a sturdy pocket that is affixed to the inside of the book, it will remain with the book.

       

      · The book will be barcoded and a VOL/COPY record created to indicate the total number of pieces (book + number of maps, etc.).
      · The call number needs to be written on each piece of mixed format.
      · If a label is needed, a completed mixed format processing slip will accompany the piece to labelling.
      · The barcode number will be recorded on the form.
      · The total number of pieces will be recorded on the form.
      · The security section will be completed to indicate that the book and/or mixed format piece needs security strip.
      · The person completing the form will initial and date the appropriate fields and place the form inside the book.
      · Route the book to labelling.

       

    • If the mixed format material is not contained in a pocket that is affixed to the inside of the book, the person cataloging the piece will:

      · Process/catalog the book like any other book.
      · Get a pre-made pambinder from Serials Services to put the mixed format material in for shelving.
      · Create a VOL/COPY record for the mixed format material including the number of pieces held in the pambinder
      · The call number needs to be written on each piece of mixed format.
      · Complete a mixed format processing slip to accompany the piece to labelling.
      · Record the barcode number on the form with the total number of pieces.
      · Record the pambinder title (or include a printout with the title highlighted)
      · Complete the security section to indicate that a security strip is needed.
      · The person completing the form will initial and date the appropriate fields and place the form inside the book.
      · Route the book to labelling.

      If there is NOT a pre-made pambinder available or the sizes available are incorrect, leave the non-standard and/or accompanying material piece with a completed processing slip in the “TO BE PAMBOUND” box on the table in the hallway as you enter Room 30C (serials work area). Be sure to indicate on the processing form that a pambinder or container needs to be made.

      · Serials Services staff will make a pambinder or appropriate container.
      · The mixed format material will be routed to labelling.

       

      If the mixed format material is a video cassette, it will be sent to the stacks provided the video is contained in an appropriate protective case. If there is no case or the case is too flimsy, the staff cataloging the piece can obtain a standard plastic videocassette case from the Serials Services supply closet located in the back part of Room 30C, refer to further processing above.

      If the mixed format material is an audio cassette, it will be sent to the stacks provided the audio cassette is contained in an appropriate protective case. If there is no case or the case is too flimsy, the staff cataloging the piece can obtain an audio cassette pambinder from the Serials Services supply closet located in the back part of Room 30C, refer to further processing above.

      Loose journal mixed format pieces will be processed and shelved like monograph mixed format items. Marc Holdings need to be created for mixed format regardless of the shelving/location. Follow the processing procedures listed above depending on the format of the mixed format material. Exception: The VOL/COPY record (barcode record) will also include the enumeration/chronology of the piece that the mixed format accompanied if applicable. The current journal issue will be shelved in the Current Periodicals/Newspaper Room until the journal issue is bound. At that time, the bound volume and the mixed format material will be shelved together in the stacks.

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