Books with Software


These procedures apply to software items that supplement other materials.

  1. Acquisitions staff inserts a blue strip in book, which signifies the accompaniment of a CD-ROM or floppy disk(s). There generally is no additional notation on the purchase order, but occasionally the number of accompanying disks is noted. The software typically comes attached to the inside back cover of the book. The package containing the software will have been opened prior to cataloging at OCLC, so that information on the CD-ROM or floppy disk is available for cataloging purposes. The software will be either in a CD-ROM case or a floppy disk mailer. A photocopy of the software license agreement may be inserted with the material, but not always. If it exists, write the Call # on the license agreement and place in the folder near terminal labeled "License for Books with Software". Remove the blue strip from the book and place in the folder labeled "Blue Strips for Books with Software" near terminal. (They eventually get returned to Acquisitions.) If the book includes floppy disk material, the strip will remain. ( see below: Notes - Step 4 )

  2. Books with CD-ROMs, both reference and circulating, will be treated the same as books with floppy disks, however, the CD-ROMS and floppies each have a different material code. Audio CDs which come with books are to be treated as if they are CD-ROMs.

  3. Identify if possible, whether the accompanying material supplements or duplicates the information in the book. Look on the back cover, in the preface/introduction, or in the beginning of the appendix for possible hints. If for example a CD-ROM or floppy disk contains all the information found in the text, consider it a multiple format and use the procedures for cataloging Multiple Formats.  If a CD-ROM or floppy disk contains additional text, documentation, movie clips, etc. (which is most typical), consider it supplemental. For the supplemental material, do make sure the accompanying material is described in a $p in the 049 and the $e in the 300, ( see below: Cataloging - Step. 3 ) and create a separate item record for it and give it its own Linking Action slip. Use the appropriate Linking Action slip for the different formats. If you are uncertain whether the item is supplemental material or multiple format material, put it on the Catalog Librarian's problem shelf.

  4. Books that are accompanied by floppy disks will be given to the Electronic Media assistant after they are cataloged so the floppy disk(s) can be copied. The Electronic Media assistant will also label the copy and the original floppy disk. The original will go to the Electronic Media Librarian. The book and the disk copy will be returned to the truck for physical processing. Flag any book that is accompanied by a floppy disk with the blue strip that came with the material and turn down on spine. If the truck includes floppy disk material, the truck will be moved to the Electronic Media assistant's work area once it has been entirely cataloged, and then moved on to the physical processing area.

Cataloging at OCLC (Staff)

  1. Examine and edit the OCLC record according to standard new book cataloging procedures and the Books with Software Editing Guide below, making sure to include the 538 field - system requirements, and 049 holdings information. If there are no system requirements included, add the generic note suggested in the Tag 538 guidelines of the Books with Software Editing Guide. Exceptions to this are for accompanying audio CDs where there should be no 538 in the record. Add the $e in the 300 field if it is not present. Examples:

    • + $e 1 computer disk (3 1/2 in.)

    • + $e 1 CD-ROM (4 3/4 in.)

    • + $e 1 sound disc (4 3/4 in.) - [for accompanying audio CDs]

  2. If you cannot determine the type of material included, put the book on the Catalog Librarian's problem shelf. Additionally, if you find reference to errata or update information via the web, or any reference to a web address, put material on the Electronic Media Librarian's problem shelf.

  3. Edit the 049 to display holdings information. Use empty square brackets as place holders in the subfields when needed.
    Ex. for CD-ROM - 049 ZWUU ‡d [$v=book $p=CD-ROM] ‡v [] ‡p [] or
    Ex. for floppy disk - 049 ZWUU ‡d [ $v=book $p=Disk] ‡v [] ‡p []

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

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

  6. 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][i] macro and RF.

  7. Repeat step 6, but apply the [Ctrl][m] macro. Add subfield c (‡c) with the text "Disc" for a CD-ROM. Use the text "Disk" and edit the subfield t (‡t) to 145 for a floppy.

  8. If there are multiple CD-ROMs or disks, add the disc or disk number to the subfield c (‡c), e.g., "Disc 1" or "Disk 1". Re-edit the line, assigning successive line numbers and updating the subfield c (‡c) for successive discs/disks.

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

  10. RF and Validate the record.

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

  12. Record the item record numbers on a Linking Action slip for each item. DO NOT check off the top box or circle the "|f[CDROM]|a" option, this option is only used for stand alone CDROMs.


Usage note:

Use this editing guide to catalog books that come with supplemental software. In addition to the guidelines for handling CD-ROM or floppy disk material, consult new book cataloging procedures.

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


Follow standard cataloging procedures for accepting FIXED FIELDS.



A/E Column:


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


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


Add as directed.


Delete tag as directed.

Field DEFINITION A/E Comments
006 Fixed-Length Data Elements--Additional Material Characteristics E Add if not there.

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.

049 Local holdings E Specify the disc format in the $d of the 049.


049 ‡a ZWUU ‡d [$v=book $p=CD-ROM] ‡v [] ‡p []

049 ‡a ZWUU ‡d [$v=book $p=Disk] ‡v [] ‡p []

05X-09X Call number E Add or edit call number field as usual for books. If there is no 050 or 090 in the record put it on the Catalog Librarian's problem shelf.
300 Physical description A A ‡e must be present for the accompanying material. Add if not there.

‡e Total computer optical discs or CD-ROMs. Make sure the total number of discs is correct. Either computer optical discs or CD-ROMs is OK for the description of the CD-ROM discs. However, computer laser optical discs is obsolete and should be edited to one of the other forms for new cataloging.

‡e Total computer disk (for floppy)

‡e Total sound disc (for accompanying audio CD)


300 + ‡e 2 CD-ROMs (4 3/4 in.)

300 + ‡e 1 computer disk (3 1/2 in.)

300 + ‡e 1 sound disc (4 3/4 in.)

4XX Series Fields A Check and edit serials 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 S Accept/add only if access to the CD-ROM or floppy disk is restricted in the library. Unless noted, the material will circulate and there should be no 506 in the record. Also omit if you do not know for certain that access is restricted. Sample situation in which you should use a 506:

CD-ROM or floppy is at Reference workstation:

506 Restricted to onsite users in Schaffer Library.
520 Summary Note

‡a CD-ROM version contents:

‡a Computer disk version contents:

A Generally accept if there, or add/augment if the information about the general content of the CD-ROM or floppy disk is readily available on the package, or in the book.
530 ‡a Also available on... D Do not add. Delete for supplemental material. Only used for multiple formats.
538 System Details (Requirements) Note A Generally accept if there, or add if not there and the information is readily available on the package or within the book. 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.

Do not add a 538 for accompanying audio CD's. If the ‡e in the 300 says "sound disc" and there is a 538 system requirement, delete.

Example of a generic statement for material that supplements the text, add:
538 System requirements for accompanying CD-ROM: IBM PC or compatible; CD-ROM drive.

538 System requirements for accompanying computer disk: IBM PC with Windows95 or higher.

6XX-8XX Subjects and Added Entries E Check and edit subject and added entry fields as usual for books.
910 Local Gift Information S Add gift numbers as assigned by the Collection Development Librarian. (Rare for books with software.)
949 Local Processing Information S Add using provided macros as described in the Cataloging Procedure above.