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Library Technical Services > Procedures & Documentation > Special Formats Cataloging > Computer Disk Processing 

Computer Disk Processing (LTS Procedure #24)
 
  Scope: This procedure summarizes instructions for processing computer disks for individual libraries. It includes instructions for CD-ROMS (computer optical discs) and floppy disks (3-1/2 in. and 5-1/4 in.), either catalogued as the main item or as accompanying material.

Note: The "disk/disc" distinction between floppy disks and CD-ROMS should be used on the bib record and for holdings information on the MFHD. For the "|k Disk" subfield in the 852 field, use "disk" for both floppy disks and CD-ROMS.

Contact: Lois Peret Purcell

Unit: Cataloging

Date last updated: 01/08/08

Date of next review: August 2008

General notes
          Types of Computer Disk
          Special Labels (except Music CDs)
          Serials
          Guide/Insert Laid in Jewel Case
Processing Disks/Discs for Individual Libraries
            Africana Library
            Asian Collections (Kroch Library)
                     CDs + Hardcover Book
                     CDs + Paperback Book
            Conservation
            Entymology Library
            Engineering Library
            Fine Arts Library
            Hotel Library
            Geneva Library
            ILR Library
            JGSM Library
            Mann Library
            Maps
            Math Library
            Music Library
            Olin Library
            Olin Reference
                    When CD is Primary
                    When Print is Primary
            Ornithology Library
            Physical Sciences Library
            Uris Library
            Uris Reference
            Veterinary Library

Types of computer disks

Computer laser optical discs (CD-ROMS)
Computer files are permanently recorded on the disc (by the same process used in recording a sound CD). A CD-ROM is usually stored in a plastic box called a jewel case, normally supplied by the manufacturer. If there is no jewel case supplied with the disc, or if it has been damaged, there should be some on the shelf unit next to the column near the Catalog Reference shelves. There is also a supply of plastic pockets for Olin and Uris CDs in the same place, should a cataloger need one. Both containers can also be obtained from LTS Olin Physical Processing. The disc in the jewel case, or plastic pocket can be put directly on a book truck or mailing shelf without any additional protection. Barcodes and labels can be attached to the outside of the jewel case, the barcode in the upper right corner, and the label in the upper left corner. Labels should not be attached directly to a CD-ROM because it may become unbalanced and not rotate evenly.

Floppy disks
Information stored on a floppy disk can be damaged or erased by high temperatures or magnetic fields (e.g., tattle-tape desensitizers), as well as by mechanical damage to the disk. A floppy disk should be put in a disk mailing box or other protective container before being put on a book truck or mailing shelf. The disk mailing boxes are kept at the back of Olin 110. These are temporary containers for mailing, and are returned to LTS by the unit libraries and departments. An accompanying disk that is sent with a book should be put into a disk mailing box and the box attached to the book with a rubber band.

In general it is not a good idea to attach a barcode to a floppy disk, since it could cause the disk to get stuck in the disk drive. However, some unit libraries want the barcode attached directly to the disk. See the instructions for the individual unit libraries below. When in doubt, the barcode can always be attached to the permanent container for the disk. If a barcode is attached to a floppy disk, attach it in the “label area”. The call number may be placed on a peel-off self-adhesive label and attached to the recessed “label area” of the disk, trying not to cover up essential information on the publisher’s label, or write the call number on the label with a felt-tip pen or soft pencil. Or if possible, the call number label can always be attached to the permanent container for the disk

Special labels: Apply to all CDs that are not sound recordings

When cataloging computer disks as primary or accompanying material, affix a 'Warning of Copyright Restrictions' label somewhere on the bibliographic item. Examples of appropriate locations for this label are: on the computer disk container (either completely adhered or tipped in, being careful not to obscure text or graphics on the container itself), on a book pocket containing the disk, or on print material accompanying the disk. Use judgment in determining the best location for the label, but never apply the label to the computer disk itself.

Serials

The treatment of computer disks that are part of a serial does not differ from the treatment of any other serial with the following exceptions:

  1. Unaccompanied disks: Provide scrap card with call number or annotate the flyer with the call number. Do not mark the call number on a cataloged disk.

  2. Unaccompanied CDs should be barcoded.

  3. CDs that accompany print materials should not be barcoded.

  4. Place item (along with accompanying printout and flyer, if any) on the appropriate shelf in the Serials Receiving Unit.

CDS with guides/inserts laid in jewel case

CDs accompanied by bibliographically significant insert/guide laid in jewel case (described in subfield e of 300 field and/or a 500 note) should include the following MFHD fields:

  • 866 1 CD
  • 867 1 guide [or insert] |z <laid in jewel case>

Instructions for Individual Libraries

A. Africana Library
  1. Location:
    Disk: afr
    Accompanying disk: Location given in 852 |z.
  2. Call number:
    Disk: LC type with qualifier "|k Disk" before call number
    Accompanying disk: Use book call number. Add "Disk" at bottom.
  3. MFHD note for accompanying disks:
    852 |z Request disc at Circulation Desk
  4. Barcoding: Barcode CD-ROM jewel case and create an item record.
    Do not barcode floppy disk.
    Do not include accompanying disk in "Pieces" count on item record for book.
    When there is accompanying material or when a disk accompanies a book, barcode each piece.
  5. Marking: Attach self-adhesive label to floppy disk or CD-ROM jewel case.
  6. Mailing:
    Disk: Put disk (in jewel case or disk mailing box) on the departmental shelf.
    Accompanying disk: Rubber-band disk (in jewel case or disk mailing box) to book and send to LTS Physical Processing or Conservation.

B. Asian Collections (Kroch Library)
  1. Location (unaccompanied disks):
    ech,av   was,av   sasa,av
    Accomp. disk:  <no sublocation>
  2. Call number (unaccompanied disks):
    LC type with qualifier "|k Disk" before call number.
  3. Holdings notes:
    All unaccompanied disks (floppy and CD-ROM) need a MFHD note:
          852 |z Request disc at Kroch Library Asia Reference Desk
  4. Barcoding: Barcode CD-ROM (jewel case) and create item record.
    Do not barcode floppy disk.
  5. Marking:
    Floppy disk: Attach self-adhesive label to disk.
    CD-ROM: Do not label. Include scrap card with call number, and send to LTS Physical Processing.
  • CDs + Hardcover book (whether CD accompanies book or book is guide to CD, the disk will be put into a pocket of the book)
    1. Location : Appropriate stacks location
      ech, sasa, was
    2. LC call number with no qualifying "Disk" or "Guide" on any pieces
    3. MFHD notes:
      • Book with accompanying disk:
        • 866 1 v.
        • 867 1 CD-ROM |z <in pocket of text>
      • Disk with accompanying book/guide:
        • 866 1 CD-ROM |z <in pocket of guide>
        • 867 1 guide
    4. 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
    5. Physical Processing staff marks book, tattle tapes book and CD, writes call number on inner ring of CD with indelible ink, uses existing pocket if appropriate or applies new one when none provided or existing pocket is of questionable archival quality

      • Note: If more than 2 CDs are received or if CDs are too big to put in plastic pockets in book, do not create item records. Send to Conservation for box creation. Conservation staff should send box to Serials Collection Management for barcoding, and then on to LTS Olin Physical Processing for tattle taping and marking as outlined above
  • CDs + Paperback book (whether CD accompanies book or book is guide to CD, the disk will be put into a pocket of the book)
    1. Location : Appropriate stacks location
      ech, sasa, was
    2. LC call number with no qualifying "Disk" or "Guide" on any pieces
    3. MFHD notes:
      • Book with accompanying disk:
        • 866 1 v.
        • 867 1 CD-ROM |z <in pocket of text>
      • Disk with accompanying book/guide:
        • 866 1 CD-ROM |z <in pocket of guide>
        • 867 1 guide
    4. Barcode book, create item record, and change piece count to 2
    5. Send book to be stiffened, along with accompanying CD. Make prominent note on location flyer indicating that there is an accompanying CD. Conservation staff will make pocket for CD if the publisher's pocket is not appropriate or of questionable archival quality.
    6. Physical Processing staff marks book, tattle tapes CD, and writes call number on inner ring of CD with indelible ink.

      • Note: If more than 2 CDs are received or if CDs are too big to put in plastic pockets in book, do not create item records. Send to Conservation for box creation. Conservation staff should send box to Serials Collection Management for barcoding, and then on to LTS Olin Physical Processing for tattle taping and marking as outlined above
    C. Conservation
    1. Location: cons
    2. Call number:
      Disk: LC type with qualifier "|k Disk" before call number.
      Accompanying disk: Label with book call number. Add "Disk" at bottom.
    3. MFHD notes for accompanying disks: none
    4. Barcoding: Barcode CD-ROM (jewel case) and create item record.
      Do not barcode floppy disk.
      Do include accompanying disk in "Pieces" count on item record for book.
    5. Marking: Attach self-adhesive label to floppy disk or CD-ROM jewel case.
    6. Mailing:
      Disk: Put disk (in jewel case or disk mailing box) on the "Rush" shelf in LTS Olin Physical Processing.
      Accompanying disk: Rubber-band disk (in jewel case or disk mailing box) to book and send to Physical Processing or Conservation.
    D. Hotel Library
    1. Location: hote
    2. Call number:
      Disk: LC type with qualifier "|k Disk" before call number.
      Accompanying disk: Use book call number. Add "Disk" at bottom.
    3. MFHD notes for accompanying disks: none
    4. Barcoding: Do not barcode disks.
      Do not include accompanying disk in "Pieces" count on item record for book.
    5. Marking: Attach self-adhesive label to floppy disk or CD-ROM jewel case.
    6. Mailing:
      Disk: Put disk (in jewel case or disk mailing box) on the departmental shelf.
      Accompanying disk: Attach disk (in jewel case or disk mailing box) to book and send to Physical Processing or Conservation.
    E. ILR Library
    1. Location:
      Disk: ilr <no sublocation>
      Unaccompanied disk: 852 |z Located in Periodical Area
    2. Call number:
      Disk: LC type
    3. Accompanying material: (whether CD accompanies book or book is guide to CD, the disk will be put into a pocket of the book when possible. Otherwise, barcode main piece and send materials to the attention of ILR processing staff)
      • 866 1 v.
      • 867 1 CD-ROM |z <in pocket of text>
      Or;
      • 866 1 CD-ROM |z <in pocket of guide> 
      • 867 1 guide
    4. Barcoding: Barcode CD-ROM (jewel case). Barcode 3 1/2" floppy disks in recessed
      label area on front of disk.
      When there is accompanying material or when a disk accompanies a book, barcode main piece and include piece count.

    5. Physical Processing: LTS Olin Physical Processing marks book, tattle tapes book and CD, writes call number on inner ring of CD with indelible ink, uses existing pocket if appropriate or applies new one when none provided or existing pocket is of questionable archival quality.
    F. JGSM Library
    1. Location:
      Disk: jgsm <no sublocation>
      (JGSM will assign sublocation when needed. Keep a sublocation that has already
      been assigned.)
      Accompanying disk: location given in 852 |z
    2. Call number:
      Disk: LC type with qualifier "|k Disk" before call number.
      Accomp. disk: Use book call number. Add "Disk" at bottom.
    3. MFHD note for accompanying disks: 852 |z Request disc at Circulation Desk
    4. Barcoding: Barcode CD-ROM (jewel case). Barcode 3 1/2" floppy disks in recessed
      label area on front of disk.
      Do not include accompanying disk in "Pieces" count on item record for book.
    5. Marking: Attach self-adhesive label to CD-ROM (jewel case) or floppy disk.
    6. Mailing:
      Disk: Put disk (in jewel case or disk mailing box) on the departmental mailing shelf.
      Accomp. disk: Rubber band disk (in jewel case) to book and send
      to Physical Processing or Conservation.
    F. Mann Library (includes items for Entymology, Geneva and Ornithology Libraries)
    • Olin LTS staff should send items to Mann LTS for processing.
    G. Maps
    1. Location: maps
    2. Call number:
      Disk: LC type with qualifier "|k Disk" before call number.
      Accompanying disk: Use book call number. Add "Disk" at bottom.
    3. Holdings notes for accompanying disks: none
    4. Barcoding: Barcode CD-ROM (jewel case) and create item record.
            Item type: nocirc
      Do not barcode floppy disk.
    5. Marking: Pencil the call number on the location flyer. Physical Processing staff will mark jewel case with call number, tattle tape CD and write call number on inner ring of CD with indelible ink, then will send item to Maps Dept.

    H. Music Library
    1. Location:
      Disk: CD-ROM: mus,av (Call Music Library staff for accesion number)
      Floppy disk: mus,pres
      Accompanying disk: Disk and book are in different locations, each with its own holdings record.
    2. Call number:
      CD-ROM: Accession number (example: |b mus,av |h CD-ROM 1)
      Floppy disk: Accession number (example: |b mus,av |h Disk 1)
      (Call Music Library to get accession number)
      Pencil under call number in book: Accompanying CD-ROM available in Sound Recordings under CD-ROM 1

    3. Holdings notes for accompanying disks:
      MFHD for disk: 852 |z Accompanying text in stacks
      MFHD for book with floppy: 852 |z Accompanying disc stored in Reserve
      MFHD for book with CD: 852 |z Accompanying disc stored in Sound
      Recordings
    4. Barcoding: Do not barcode disks.
    5. Marking: Do not label disks. Include card with call number and Voyager bib ID number.
    6. Mailing: Send disk and card to LTS Olin Physical Processing. Put floppy disk in a CD mailing box.

    I. Olin Library

    J. Olin Reference

    Any unaccompanied CD-ROM will be housed in the Electronic Text Center.
    Any CD-ROM accompanied by a guide or supplementary print material will also be housed in the Electronic Text Center.

    Location: olin,ref

    When CD-ROM is primary or unaccompanied:
    1. Call number:
      Disk: LC type with qualifier "|k Disk" before call number.

    2. MFHD notes:
      852 |z Available in Electronic Text Center
      867 :41: |8 0 |a 1 guide (when appropriate)

    3. Barcoding: Barcode CD-ROM (jewel case) and create item record.

    4. Marking:
      CD-ROM: Attach self-adhesive label to jewel case. Include note or flyer with Voyager holdings ID number.
      Permanent label will be created by Physical Processing.
      Floppy disk: Attach self-adhesive label to disk.
      Physical Processing marks jewel case with call number, tattle tapes CD and writes call number on CD with indelible ink.

    5. Mailing: Put disk (in jewel case or disk mailing box) and guide, when appropriate, on "Rush" shelf in Physical Processing. Rubber band pieces together.

    When print is primary, item(s) will be shelved on reference shelves

    Accompanying CD-ROMs: If the content of the CD-ROM supplements the content of the print item, rather than simply reproducing the print content, process both parts for Reference. In that case, the CD-ROM will be housed in pocket of text. If the CD-ROM reproduces the content of the print item, catalog the print for olin,ref and the CD-ROM for olin. When in doubt about the nature of the CD-ROM's contents, consult Reference Dept. selector.

    1. Call number:
      LC type with no qualifying "Disk" or "Guide" on any pieces

    2. MFHD notes:
      When the CD-ROM reproduces the content of the print, create 2 MFHDs:
      First MFHD:
      852|b olin,ref
      866 :41: 1 v.
      867 :41: |8 0 |a 1 CD-ROM <Ask at Circulation Desk>

      Second MFHD:
      852|b olin

      When the CD-ROM supplements the content of the print

      852|b olin,ref
      866 :41: 1 v.
      867 :41: |8 0 |a 1 CD-ROM <In pocket of text>

      Note: In some cases, an individual selector may elect to have the accompanying CD-ROM cataloged for the Electronic Text Center rather than being housed in the text pocket. In that case, the CD would be handled as above. Selectors should have noted the ETC location on the flyer.

    3. Barcoding:
      When the CD-ROM reproduces the content of the print, create item records for both pieces (Barcode jewel case of CD-ROM)
      When the CD-ROM supplements the content of the print, create one item record and record pieces count

    4. Marking:
      Physical Processing marks and tattle tapes all pieces, and writes call number on CD with indelible ink.

    5. Mailing: In most cases, the CD will be in a pocket in the print volume. If it is necessary to send CD in separate container, keep pieces together.
    K. ASTech Libraries (Engineering, Math, Physical Sciences, and Vet)

    1. Location:
      Disk: engr math phys <no sublocations>
      Accompanying disk: Location given in MFHD 852 |z.
    2. Call number:
      Disk: LC type with qualifier "|k Disk" before call number.
      Accompanying disk: Use book call number. Add "Disk" at bottom.
    3. Holdings notes for all disks:
      MFHD 852 |z Request disc at Circulation Desk.
    4. Barcoding: Barcode CD-ROM (jewel case) if supplied by publisher. Otherwise send to library in disk mailing box and they will supply jewel case with barcode. Do not barcode floppy disk. Do not include accompanying disk in "Pieces" count on item record for book. Unit library will supply and barcode permanent containers for floppy disks.
    5. Marking: Attach self-adhesive label to floppy disk or CD-ROM jewel case.
    6. Mailing: Put disk (in jewel case or disk mailing box) on the departmental shelf. Do not send accompanying disk with book to Physical Processing or Conservation.
    7. Accompanying material (Engineering Library): Send accompanying material directly to the Engineering Library along with the disk(s). No need to put the call number on the accompanying material as long as the disk is marked or the call number is put on the flyer.

    L. Uris Library

    M. Uris Reference
    This section describes the process for handling accompanying CDs only. No unaccompanied CDs will be selected for Uris Reference.

    1. Location: uris,ref

    2. Call number:
      LC type with no qualifying "Disk" or "Guide" on any pieces

    3. MFHD note for accompanying disks:
      852|b olin,ref
      866 :41: 1 v.
      867 :41: |8 0 |a 1 CD-ROM

    4. Barcoding: Create one item record and record pieces count.

    5. Marking: Physical Processing staff marks and tattle tapes all pieces, and writes call number on CD with indelible ink.

    6. Mailing:
      Should the disk not arrive already housed in the print volume, put disk in protective envelope on "Rush" shelf in Physical Processing. Keep pieces together.

    N. Veterinary Library

    1. Location:
      vet
      852 |k Disk  (Vet Lib staff will handle |z)
    2. Call number:
      Disk: LC type
      Accomp. disk: Use book call number. Add "Disk" at end of call number.
    3. Barcoding: Barcode CD-ROM (jewel case). Barcode 3 1/2" floppy disks in recessed
      label area on front of disk.
      When there is accompanying material or when a disk accompanies a book, barcode each piece.
    4. Marking: Attach self-adhesive label to CD-ROM (jewel case) or floppy disk.
    5. End processing:
      Disk:  Cataloger sends item to Physical Processing staff who mark and tattle tape all pieces, and write call number on CD with indelible ink.
      Accomp. disk: Rubber band disk (in jewel case or disk mailing box) to book and send
      to Physical Processing or Conservation.