Skip to main content
more options
Library Technical Services > Procedures & Documentation > Special Formats Cataloging > Sound Recordings Processing 

Sound Recordings Processing (LTS Procedure #17)
 

Scope:  This procedure covers sound recordings processing for all sound recordings except those received directly by LTS Music.

Contacts: Sung Ok Kim, Lois Peret Purcell

Unit: Cataloging

Date last reviewed: 04/23/08

Date of next review: April 2009



General Barcoding Guidelines
Inserts laid in containers
Individual libraries
      Africana Library
          Africana Library: Accompanying cassette(s)/disc(s)
          Africana Library: Sound cassette(s)/disc(s) with accompanying print material
     Asian Collections (Kroch Library)
          Asian Collections (Kroch Library): Accompanying discs
          Asian Collections (Kroch Library): Accompanying cassettes
     Engineering Library
     Entymology Library
     Fine Arts
          Fine Arts: Accompanying discs
          Fine Arts: Accompanying cassettes
     Geneva Library
     Hotel Library
     ILR Library
     JGSM Library
     Mann Library
     Math Library
     Music Library
     Olin Library
          Olin Media Center
          Olin: Accompanying discs
          Olin: Accompanying cassettes
          Olin Media Center: Audiobooks
     Physical Sciences Library
     Ornithology Library
     Uris Library
          Uris Library: Accompanying discs
          Uris Library: Accompanying cassettes
     Veterinary Library
Special instructions for processing accompanying sound materials for Olin Media Center

I. General Barcoding Guidelines

  • The barcode should be affixed one-half inch down from the top edge of the container and one-half inch in from, and parallel to, the right-hand, opening edge.
  • If containers are lacking, obtain them from the supply closet in the Physical Processing area.
  • If a caption is lacking, but must be supplied for enumeration/chronology, use the term "tape" or "disc."

Sound cassettes or sound discs as main items in a secure manufacturer's case:

1.  Single item: Barcode the manufacturer's case.

2.  Multiple items: Barcode the manufacturer's case only (Do not barcode individual cassettes or their containers.) Be sure to adjust the "PIECES" count on the item record.

A.  Sound cassettes or sound discs as main items without a manufacturer's case:

1.  Each cassette or disc should have its own clear plastic container.

2.  Barcode each cassette or disc.

3.  If containers are lacking, obtain them from the supply cabinet in Room 111.

B.  Sound cassettes or sound discs as accompanying material in a secure manufacturer's case:

1.  Single item: Barcode the manufacturer's case.

2.  Multiple items: Barcode the manufacturer's case only. Do not barcode individual cassettes or their containers. Be sure to adjust the "PIECES" count on the item record.

II. Inserts laid in containers

Inserts that are laid in the container are not considered accompanying material, and should not be considered for item record creation nor piece counts. Catalogers should leave them in place for handling by public services staff. If there is any question about whether the material is significant enough to warrant different treatment, consult your supervisor.

III. Individual libraries

A. Africana Library

  1. Location:
    afr
  2. Call number: Accession number (Use CLAMSS).
    afr |h Cassette 3
    afr |h Sound disc 1
  3. Barcoding:
    Follow     general barcoding guidelines in this procedure
  4. Physical Processing:
    Scrap card with the assigned accession-type call number and send item to Physical Processing
Africana Library: Accompanying cassette/disc
Sound cassettes or discs issued as accompanying material are stored separately from the main item in individual plastic containers. Thus, if the book and sound cassettes or discs are issued in a manufacturer's case, discard the case and provide clear plastic containers for each item
  • Location:
    afr
  • Call number:
    LC-type for main item
    Accession number for accompanying cassette/disc
  • Barcoding:
    Follow     general barcoding guidelines in this procedure
  • Physical Processing:
    Pencil the call number on the main text
    Scrap card with the assigned accession-type call number and send items to Physical Processing
  • MFHD note:
    |z Accompanying sound cassette[s] or sound disc[s] stored in Africana Microforms Room.

Africana Library: Sound cassette/disc with accompanying print material

  • Location:
    afr
  • Call number:
    Accession number for sound cassette/disc
    Accession number + Appropriate term for print material
  • Barcoding:
    Follow     general barcoding guidelines in this procedure
  • Physical Processing:
    • Scrap card with the assigned accession-type call number and send items to Physical Processing
    • Pencil the call number on the accompanying text

B. Asia Collections (Kroch Library)

All sound cassettes are stored separately in individual plastic containers. Thus, if sound cassettes are issued in a manufacturers case, discard the case, and provide clear plastic containers for each cassette.
  1. Location:
    ech,av
    sasa,av
    was,av
  2. Call number:
    LC-type
  3. Barcoding:
    Barcode each container
  4. Physical Processing:
    Scrap card with the assigned LC-type call number and send item(s) to Physical Processing
  5. MFHD notes:
    For sound cassette(s) or sound disc(s) without accompanying material:
    |zShelved in Olin Library Media Center
Asia Collections: Accompanying discs
  • Disc(s) accompanied by book(s) (whether sound disc accompanies book or book is guide to sound disc), the sound disc will be put into pocket of book and shelved in stacks as one unit.
  • Call number:
    LC-type

    Book w/acc. disc:
    866 1 v.
    867 1 sound disc |z <in pocket of text>

    Disc w/acc. book/guide:
    866 1 sound disc |z <in pocket of text>
    867 1 guide

  • Barcoding:
    • Barcode book, create item record, and change piece count to 2.
    • Include note on flyer that volume includes disk in pocket, or put disk in mailing box and rubber band to book.
  • Physical Processing:
    • Scrap card with the call number and send items to Physical Processing
    • Phys. Proc. staff will write call number on inner ring of sound disc w/indelible ink

Asia Collections: Accompanying cassettes

Books accompanied by cassettes, or cassettes accompanied by books will be boxed to go into the stacks. Do not barcode any of the pieces. Pencil the call number on the main text(s) and send everything to Conservation. After Conservation staff have completed their work, they will forward the material to the cataloger. At that point, barcode the piece(s). Create an item record and adjust the PIECES count as necessary, update the Mfhd if needed.
  • Call number:
    LC-type
  • Physical Processing:
    When item has been returned to cataloger and item record has been created, send the material to Physical Processing

C. Engineering Library

  1. Location:
    engr
  2. Call number: Accession number  (Use CLAMSS).
    Cassette 26
  3. Barcoding:
    Follow     general barcoding guidelines in this procedure
  4. Physical Processing:
    • Send items directly to Engineering Library.
    • Pencil call number either on the cassettes themselves or on a press-apply label affixed to the plastic container.

D. Entymology Library

Olin LTS staff should send items to Mann LTS for processing.

E. Fine Arts Library

  1. Location:
    fine
  2. Call number:
    LC-type
  3. Barcoding:
    Follow     general barcoding guidelines in this procedure
  4. Physical Processing:
    Annotate the location flyer with the assigned call number and send item(s) to Physical Processing
  5. MFHD notes:
    For sound cassette(s) or sound disc(s) without accompanying material:
    |zAsk at Circulation Desk
Fine Arts: Accompanying discs
Disc(s) accompanied by book(s) (whether sound disc accompanies book or book is guide to sound disc), the sound disc will be put into pocket and item(s) shelved in stacks.
  • Location:
    fine
  • Call number:
    LC-type

    Book w/acc. disc:
    866 1 v.
    867 1 sound disc |z <in pocket of text>

    Disc w/acc. book/guide:
    866 1 sound disc |z <in pocket of text>
    867 1 guide

  • Barcoding:
    • Barcode book, create item record, and change piece count to 2.
    • Include note on flyer that volume includes disk in pocket, or put disk in mailing box and rubber band to book.
  • Physical Processing:
    • Scrap card with the call number and send items to Physical Processing
    • Phys. Proc. staff will write call number on inner ring of sound disc w/indelible ink

Fine Arts: Accompanying cassettes

Books accompanied by cassettes, or cassettes accompanied by books will be boxed to go into the stacks. Do not barcode any of the pieces. Pencil the call number on the main text(s) and send everything to Conservation. After Conservation staff have completed their work, they will forward the material to the cataloger. At that point, barcode the piece(s). Create an item record and adjust the PIECES count as necessary, update the Mfhd if needed.
  • Location:
    fine
  • Call number:
    LC-type
  • Physical Processing:
    When item has been returned to cataloger and item record has been created, send the material to Physical Processing

F. Geneva Library

Olin LTS staff should send items to Mann LTS for processing.

G. Hotel Library

  1. Location:
    hote
  2. Call number:
    LC-type
  3. Barcoding:
    Follow     general barcoding guidelines in this procedure
  4. Physical Processing:
    Scrap card with the assigned LC-type call number and send item(s) to Physical Processing

H. ILR Library

  1. Location:
    ilr,lmdc

    Though most sound recordings for ILR will be housed in the Kheel Center, ccasionally a sound recording will be ordered for the main collection, and given an LC-type classification. If a cataloger questions the location, an ILR selector should be consulted.
  2. Call number:
    Collection level number (will be assigned by Kheel Center staff after cataloging)
  3. Barcoding:
    • Do not barcode piece itself. Place barcode on archival bond processing slip
    • Adjust pieces count in item record as necessary
    • Item status: no circ
  4. Physical Processing:
    • Items should not be plated or tattle-taped
    • Send to Kheel Center for call number assignment and completion of processing

I. JGSM Library

  1. Location:
    jgsm
  2. Call number:
    LC-type
  3. Barcoding:
    Follow     general barcoding guidelines in this procedure
  4. Physical Processing:
    Scrap card with the assigned LC-type call number and send item(s) to Physical Processing

J. Mann Library

LTS Olin staff should send items to Mann LTS for processing.

K. Math Library

  1. Location:
    math
  2. Call number: Accession number  (Use CLAMSS).
    Tape 2
  3. Barcoding:
    Follow     general barcoding guidelines in this procedure
  4. Physical Processing:
    Scrap card with the assigned call number and send item(s) to Physical Processing

L. Music Library

Only sound recordings that are accompanying material are cataloged in Olin LTS (all others are cataloged and processed at the Music Library).
  1. Location:
    mus,av
  2. Call number:
    LC-type for main item
    Accession number for accompanying sound cassette(s), disc(s), CD(s) or CD-Rom(s)
    Examples: [use CLAMSS to assign number]
    • mus,av |h Cass 86
    • mus,av |h CD 27
    • mus,av |h CD-ROM 5
    • mus,av |h LP 10
  3. Barcoding:
    Do not barcode sound recording
  4. Physical Processing:
    • Send the cassette/disc/CD/CD-Rom(s) directly to the Music Library.
    • Be sure to pencil the call number on the main text. In addition, pencil a note alongside the call number reading: "Accompanying cassette/disc/CD/CD-Rom(s) stored in sound recordings" under call no. [number]
  5. MFHD notes:
    |z Accompanying text shelved in stacks.

M. Olin Library

Olin Media Center
  1. Location:
    olin,av
  2. Call number:
    LC-type
  3. Barcoding:
    Follow     general barcoding guidelines in this procedure
  4. Physical Processing:
    Scrap card with the assigned call number and send item(s) to Physical Processing
Olin: Accompanying discs
Disc(s) accompanied by book(s) (whether sound disc accompanies book or book is guide to sound disc), the sound disc will be put into pocket and item(s) shelved in stacks.
  • Location:
    olin
  • Call number:
    LC-type

    Book w/acc. disc:
    866 1 v.
    867 1 sound disc |z <in pocket of text>

    Disc w/acc. book/guide:
    866 1 sound disc |z <in pocket of text>
    867 1 guide

  • Barcoding:
    • Barcode book, create item record, and change piece count to 2.
    • Include note on flyer that volume includes disk in pocket, or put disk in mailing box and rubber band to book.
  • Physical Processing:
    • Scrap card with the call number and send items to Physical Processing
    • Phys. Proc. staff will write call number on inner ring of sound disc w/indelible ink

Olin: Accompanying cassettes

Books accompanied by cassettes, or cassettes accompanied by books will be boxed to go into the stacks. Do not barcode any of the pieces. Pencil the call number on the main text(s) and send everything to Conservation. After Conservation staff have completed their work, they will forward the material to the cataloger. At that point, barcode the piece(s). Create an item record and adjust the PIECES count as necessary, update the Mfhd if needed.
  • Location:
    olin
  • Call number:
    LC-type
  • Physical Processing:
    When item has been returned to cataloger and item record has been created, send the material to Physical Processing

Olin Media Center: Audiobooks

If Olin or Uris has print copy of book, use the same call number, and modify the date
  • Location:
    olin,av
  • Call number:
    LC-type
  • Physical Processing:
    • Obtain case(s) from Physical Processing supply cabinet and barcode the case only (i.e., do not barcode cassettes themselves). Be sure to adjust the PIECES count in the item record.
    • Do not discard original box. Send box along with plastic case to Physical Processing.
    • Scrap card with the call number and send items to Physical Processing.

N. Ornithology Library

Olin LTS staff should send items to Mann LTS for processing.

O. Physical Sciences Library

  1. Location:
    phys
  2. Call number:
    LC-type
  3. Barcoding:
    Follow     general barcoding guidelines in this procedure
  4. Physical Processing:
    Scrap card with the assigned LC-type call number and send item(s) to Physical Processing

P. Uris Library

The only sound recordings that will be cataloged with a uris loc are discs that accompany books, cassettes that accompany books, and cassettes accompanied by books. Other sound recordings will be cataloged for the Olin Media Center.
Uris Library: Accompanying discs
  • Disc(s) accompanied by book(s) (whether sound disc accompanies book or book is guide to sound disc), the sound disc will be put into pocket
  • Call number:
    LC-type

    Book w/acc. disc:
    866 1 v.
    867 1 sound disc |z <in pocket of text>

    Disc w/acc. book/guide:
    866 1 sound disc |z <in pocket of text>
    867 1 guide

  • Barcoding:
    • Barcode book, create item record, and change piece count to 2.
    • Include note on flyer that volume includes disk in pocket, or put disk in mailing box and rubber band to book.
  • Physical Processing:
    • Scrap card with the call number and send items to Physical Processing
    • Phys. Proc. staff will write call number on inner ring of sound disc w/indelible ink

Uris Library: Accompanying cassettes

Books accompanied by cassettes, or cassettes accompanied by books will be boxed to go into the stacks. Do not barcode any of the pieces. Pencil the call number on the main text(s) and send everything to Conservation. After Conservation staff have completed their work, they will forward the material to the cataloger. At that point, barcode the piece(s). Create an item record and adjust the PIECES count as necessary, update the Mfhd if needed.
  • Call number:
    LC-type
  • Physical Processing:
    When item has been returned to cataloger and item record has been created, send the material to Physical Processing

Q. Veterinary Library

  1. Location:
    vet
    852 |k Disk
  2. Call number:
     Disk: LC type
     Accomp. disk: Use book call number. Add "Disk" at end of call number.     
  3. Barcoding:
    Follow     general barcoding guidelines in this procedure
  4. Physical Processing:
     Disk: Put disk (in jewel case if one is not provided by manufacturer), indicating call number on flyer or scrap card and send to LTS Physical Processing.
    Accomp. disk: Rubber band disk (in jewel case or disk mailing box) to book and send
    to Physical Processing or Conservation

IV. Physical Processing of Sound Cassettes and Discs for Olin Media Center

This section is for the use of LTS Olin Physical Processing staff.

Cases are purchased in a range of sizes, 2,3,4,6,8,12,16. LTS Physical Processing staff will perform the following functions:

  1. For sound cassettes:

    1.  Mark and tattle tape each cassette.

    2.  Mark the case on the spine.

    3.  Send any paper case along with the new case to Olin Media Center, so it can be cut down to go in the outer sleeve of the new case.

  2. For sound discs:

    1.  Tattle tape the case.

    2.  Do not tattle tape the disc until Olin Media Center staff is able to use the inner ring tattle tapes. It has been found that even if a disc is single sided, the tattle tape on the labeled side can cause problems.

    3.  Mark the disc only in the inner ring.

     4.  Apply the call number on the spine of the case. (Usually, you can pull out the paper cover from under the case's outer sleeve. If unable to do this, send the call number label unapplied with the case to Olin Media Center. Because the discs are not tattle taped, the discs themselves are stored in a special folder area.)