CD-ROMs

Comments:

  1. User guides, manuals, or cover information that can be kept inside a single CD-ROM case are not treated as accompanying booklets. Do not include information about them in a $e in the 300 or in a $p in the 049, and do not create a separate item record for them or include a separate Linking Action slip.

  2. User guides or manuals that accompany multiple disc sets or that do not fit securely inside the single CD-ROM case are housed at Circulation or Reference, and must be treated as separate items. Do include information about them in the $e in the 300 and in the $p and $d in the 049.  Do create a separate item record for them and provide them with a separate Linking Action slip. Follow standard book cataloging procedures for the guide or manual.

  3. Occasionally we will purchase a CD-ROM that is considered an additional format to an existing format in the library. There will be clear notation that it is to be treated as a multiple format. Consult the guide for cataloging CD-ROMs within the Multiple Formats procedures. Only follow this step if it is noted on the purchase order or printout, otherwise, treat as a separate record.

  4. Non-government document CD-ROMs will usually be assigned an LC call number. For those items without an 050 or 090, put on Catalog Librarian's problem shelf.

Cataloging at OCLC

  1. Examine and edit the OCLC record according to the CD-ROM Editing Guide, including the 049 holdings information for multiple discs and/or accompanying user guides. Make sure the record you choose is for the CD-ROM version. If there is no 538 field (System requirements:) included in the record, consult the editing guide and add a general statement.

  2. RF after all additions/changes are made and validate to make sure all edits are correct.

  3. Apply the [Ctrl][b] macro; then edit "bn=uc" to "bn=um"; and RF.  (Change to "bn=ur" for Ref CD-ROMs.)

  4. Go to the line with tag 050 or 090 holding the LC call number.   Assign a new line number, change the tag to 949, make the second indicator 1, go to the end of the line and apply the [Ctrl][m] macro.

  5. If there are multiple discs, edit this line to add a subfield c (‡c) and the text "Disc #" where "#" is the number of the disc.   Re-edit the line, assigning successive line numbers and updating the subfield c (‡c) for successive discs.

  6. If there is a separate guide(s), edit the line to change the subfield t (‡t) to 141.  Add a subfield c (‡c) and the text "Guide (#)" where "#" is the number of the guide if there is more than one.

  7. RF and Validate the record.

  8. Export (XPO/F11) the record into Millennium.

  9. Record the item record numbers on a Linking Action slip for each item.  Check off the top box and circle the "|f[CD-ROM]|a" option.  (Pencil in the direction "|f[Ref CD-ROM]|a" for a Ref CD-ROM.)

  10. Produce shelflist card (p/F11).


EDITING GUIDE

Usage note:

Use this editing guide to catalog CD-ROMs when the CD-ROM is the primary format held by the library and you are describing it as the primary format on the base record.  If the CD-ROM accompanies another format (for example, it duplicates or supplements a print item held by the library), you should generally catalog the other format on the base record and add information about the accompanying CD-ROM as instructed in the procedures for cataloging Multiple Format Items.


Accept “AS IS” all FIXED AND VARIABLE fields not included in the tables below.

FIXED FIELDS

Field Actions
Type Standards changed in 1998 for assigning type codes to CD-ROMs.  Formerly all CD-ROMs were coded m.  Now only actual computer files are code m.  Other CD-ROMs are coded for their content -- text, maps, graphics, etc.  Two type codes are generally seen:

Code a.  If type code is a (for text material), the record must also have an 006 and an 007 for the CD-ROM.  Verify that they are present or add if not there.  See instructions for 006 / 007 below.

Code m.  If type code is m (for computer file), only an 007 should be used for the CD-ROM.  However, an 006 and an additional 007 may be present in the record to describe related material in another format.

Lang Check to make sure that the correct language code has been assigned.
DtSt Check code and make sure it is correct for the date the CD-ROM was issued -- typically s.
Dates Check date(s) to make sure they match the date(s) on which the CD-ROM was issued. Date(s) should match those in the 260 subfield c.

VARIABLE FIELDS

    • TABLE OF ACTIONS  •

    A/E Column:

  • A=Accept/Edit:

        Accept if present; add field or add additional information only if necessary.

  • E=Evaluate:

        A variety of actions may be appropriate; follow instructions in Comments.

Field DEFINITION A/E Comments
006 Fixed-Length Data Elements--Additional Material Characteristics E Situation 1: If the Fixed Field Type code is a, an 006 for the CD-ROM must either be present or be added.  This 006 must contain at least the following information:

    006 __ ‡a m

If this 006 is already present on OCLC and the 006 contains additional information, accept as is.  If it is not there, add according to the 006 /007 Editing Guide.

Situation 2: If the Fixed Field Type code is m, no 006 is needed for the CD-ROM.  However, an 006 may be present or needed to describe related material in another format held by the library.  For example, if a video or Internet site accompanies the CD-ROM, an 006 must be present or be added for the video or site.  See procedures for cataloging Multiple Format Items for specific instructions.

007 Physical Description Fixed Field E For either type code a or m, an 007 for the CD-ROM must either be present or be added.  In this case, the 007 must contain at least the following information:

    007 __ ‡a c ‡b o ‡e g

In Millennium, the 007 may display without subfield codes as follows:

   007 __ $a co   g

It may be easier to view this information with the "Expand Field" command in Millennium.

If this 007 is already there and it contains additional information, accept as is.  If it is not there, add according to the 006 /007 Editing Guide.

An additional 007 may be present or needed to describe related material in another format held by the library.  For example, if a video or Internet site accompanies the CD-ROM, an 007 must be present or be added for the video or site.  See procedures for cataloging Multiple Format Items for specific instructions.

049 Local holdings E Precede the ZWU_ in the 049 with [CDROM].  Do not specify the disc format in the ‡d of the 049 unless the CD is accompanied by material in another format (such as a guide) and you need to specify both formats to avoid confusion.  Only add accession numbers/purchase order numbers for materials which have them assigned.  Use empty brackets [] if needed as a place holder in an otherwise empty subfield for new materials without accession/purchase order numbers.

Examples:

Single disc:

   049  ‡a [CDROM]ZWUU

Multiple discs with no guide or with guide in CD case:

    049  ‡a [CDROM]ZWUU ‡v 1-2

Disc or discs with separate guide:

    049  ‡$a [CDROM]ZWUU ‡d [$v=disc $p=guide] ‡v 1-3 ‡p []

05X-09X Call number E Non-government document CD-ROMs are usually classified in LC.  Add or edit call number field as usual for books.  If there is no 050 or 090 in the record and it needs one, put it on the Catalog Librarian's problem shelf.
245 Title statement E Check the following information:

‡a  The title should match the title on the disc.

‡h [electronic resource] 

Change occurrences of either [computer file] or [interactive multimedia] as text in the ‡h.  This information must immediately follow ‡a and precede any other subfields such as ‡b and ‡c.  Do enter the brackets if not there already.

‡b, ‡c The subtitle and statement of responsibility should match the information on the disc and case.

260 Publication, distribution, etc. (imprint) A Accept as is, usually, but make sure the date in ‡c matches the first date in the Dates fixed field.
300 Physical description A ‡a: Total computer optical discs or CD-ROMs.   Make sure the total number of discs is correct.  The correct description is computer optical discs or CD-ROMsComputer laser optical discs is obsolete and should be edited in new records being downloaded to either of the correct forms.

‡b: Other details.  Generally, accept everything that is there.

‡c: Dimensions.  Should always be 4 3/4 in.

‡e: Accompanying material.  Use only for guides that will be kept separately from the discs. Give the number; accept the dimensions if there but do not add.

Examples:

   300   ‡a 2 CD-ROMs : ‡b col. ; ‡c 4 3/4 in.

   300   ‡a 1 computer optical disc : ‡b sd., col. ; ‡c 4 3/4 in. + ‡e 1 guidebook (31 p. : ill. ; 21 cm.)

4XX Series Fields A Check and edit series fields as usual for books.
5XX Notes Fields A Generally accept all 5XX fields, paying special attention to the fields below:
506 Restrictions on Access Note E Accept/add only if access to the CD-ROM is restricted in the library.  If the CD-ROM circulates, there should be no 506 in the record and do not add one.  Also omit  if you do not know for certain that access is restricted. Sample situations in which you should use a 506:

CD-ROM  is always on CD network:

    506     Restricted to users at Union College.

CD is at Reference workstation:

    506    Restricted to onsite users in Schaffer Library.
520 Summary Note A Generally accept if there, or add/augment if the information about the general content of the CD is readily available on the CD package.
538 System Details (Requirements) Note A Generally accept if there, or add if not there and the information is readily available on the CD package.  Field is repeatable, so system requirements for different hardware (Macintosh, PC) may appear either in different fields or in the same field.  Either situation is OK.   However, if two different 538 fields are in the record for the same type of hardware (for example, two different fields specify PC requirements), bring it to the attention of the Catalog Librarian.  Example:

538    System requirements for CD-ROM version: IBM PC or compatible; CD-ROM drive.

6XX-8XX Subjects and Added Entries E Check and edit subject and added entry fields as usual for books.