Scope: This procedure summarizes instructions for processing videos, video CDs, and DVDs for individual libraries.
Contact: Sung Ok Kim, Lois Peret Purcell
Unit: Cataloging
Date last updated: 02/05/08
Date of next review: January 2009
Standard convention for Accession type call numbers:
- Videocassettes: Use Video
- DVDs/Videodiscs: Use Videodisc
DVDs: As a theft protection measure, Physical Processing staff will write the call number on the disk label in indelible ink, when space permits.
General notes
Placement of barcodes Single-boxed, multi-part videocassettes for Africana, Kroch, and Olin Media Center Multi-part sets, each in secure container Inserts laid in DVD containers PAL and SECAM Recordings Special instructions for storage masters Individual libraries Africana Library Africana Library accompanying videos/DVDs Africana Library videos w/accompanying material Annex ASTech Libraries (Associated Science and Technologies=Engineering, Math, Physical Sciences and Vet)
Engineering Library accompanying videos Math Library accompanying videos Physical Sciences Library accompanying videos Veterinary Library Conservation Fine Arts Library Fine Arts videocassettes Fne Arts videodiscs Fine Arts Library accompanying videocassettes Fine Arts Library accompanying videodiscs (hardcover books)
Fine Arts Library accompanying videodiscs (paperback books)
Hotel Library ILR Library ILR Library accompanying videos JGSM Library Kroch Library (ECH) Kroch Library (SASA) Kroch Library (WAS) Accompanying videorecordings and Videorecordings with accompanying print material Kroch Library: Special designations Mann Library (includes Entymology, Geneva and Ornithology Libraries) Music Library Olin Media Center Videocassettes w/accompanying material or Videocassettes that accompany other material DVDs w/accompanying material or DVDs that accompany other material
Placement of barcodes
On the videocassette (when applicable) -- Place the barcode near the upper right corner of the cassette's top face (i.e., the side facing up when the cassette is in use). Never affix a barcode in such a way that it covers any part of the cassette's business edge (i.e., the side facing in when the cassette is in use).
On the container for videocassettes (when applicable) -- Place the barcode near the upper right corner of the broad side bearing the title, credits, etc.
On the videodisc -- Do not put barcode on disc itself; barcode container. Follow instructions for each location as outlined in individual instructions below.
PAL/SECAM videos destined for the Annex -- Use double barcodes, one on the videocassette and one on the container.
Jewel cases -- Catalogers should not barcode, or create item records, for jewel cases that contain DVDs. Do write the call number on the flyer, which should be securely attached to the piece, then put them on the Physical Processing truck. Physical Processing staff will tattle tape the item, write the call number on the CD and send directly to the Media Center where item records will be created. Media Center staff will send the item to Physical Processing after providing permanent containers.
Special instructions:
Single-boxed, multi-part videocassettes for Africana, Kroch and Olin Media Center
When processing a two-cassette set that is distributed in one container:
- Place the barcode near the upper right hand corner of the broad side bearing the title, credits, etc. of part 1 only
- Do not barcode part 2 of the set
- Use pt.1-2 in Enum area of Item record
- Use 2 in Pieces area of Item record
Multi-part sets, each in secure container
- Barcode each cassette or disc container
- If a caption is lacking, but must be supplied for enumeration, use the term "tape" or "disc"
Inserts laid in DVD containers
Inserts that are laid in the DVD 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. -
PAL and SECAM Recordings LTS catalogers will receive two copies of all videos for items that were originally issued as PAL or SECAM recordings: the PAL or SECAM original itself, and an NTSC reproduction of the original. If the cataloger receives only the PAL or SECAM original, after confirming that it is indeed PAL or SECAM, it should be placed in the "Video Redemption Center" box for Media Center staff to make the NTSC copy. The PAL or SECAM recording will be returned in its original case and the NTSC copy will be returned in a clear plastic case. For physical processing of the clear plastic case, see below.
Catalog the NTSC copy for the appropriate library; catalog the PAL or SECAM original for the Annex. Use the same call number for both pieces, but add an "a" after the last element in the call number for the NTSC copy. The main bibliographic description of the item should refer to the PAL or SECAM original (e.g. it should include a 538 note VHS PAL). Record copy-specific descriptive information for the NTSC copy in an MFHD record for that copy, using multiple versions conventions:
Example: 843 VHS NTSC copy of PAL original. |b [Ithaca, N.Y. : |c Cornell University Library, |d 2002].
852 |b olin,av |h Video 2564a
In addition, record the following public note in the subfield z of the 852 field of the MFHD for the PAL or SECAM original:
Example: 852 |b olin,anx |h Video 2564 |z Storage Master--not for public use.
BARCODING: Use double barcodes, one on the videocassette and one on the container.
Physical processing of NTSC copies: (PAL/SECAM copies destined for the Annex will be handled as other videos for each respective library.)
Preparation of the plastic cases that house the NTSC recordings will be done by Olin Media Center staff, including tattle taping and preparation of the labels.
LTS Physical Processing should make 2 call number labels, one for the videocassette and the other for the plastic container. LTS Physical Processing staff should place one on the plastic window of the cassette. The other label should be sent to the Media Center staff along with the item; it will be affixed by Media Center staff.
BARCODING: Use double barcodes, one on the videocassette and one on the container.
Instructions for individual libraries
A. Africana Library
- Location:
afr - Call number:
Accession number: Use CLAMSS to assign the accession number. See instructions
afr |h Video 25
afr |h Videodisc 1 - Barcoding:
single on cassette
single on upper right corner inside container for videodisc
single-boxed, multi-part sets: see general notes - Physical Processing:
Annotate location flyer with call number and brief title and send items to LTS Physical Processing.
Africana Library: Accompanying videos
- Location (create separate holding records):
afr for main item
afr for video - Call number:
LC-type for main item
Accession number for video - MFHD note:
on main item: 852 |z Request accompanying video at Circulation Desk
on video: 852 |z Accompanying text shelved in stacks - Barcoding:
use single barcode on each piece
See also special instructions - Physical Processing:
Annotate location flyer with call number and brief title and send items to LTS Physical Processing. Be sure to pencil the call number on the main text.
Africana Library: Videos with accompanying printed material
- Location:
afr - Call number:
Accession number for both items, using appropriate term for accompanying printed material. Use CLAMSS to assign the accession number. See instructions Barcoding:
use single barcode on each piece
See also special instructions - Physical Processing:
Annotate location flyer with call number and brief title and send items to LTS Physical Processing. Be sure to pencil the call number on the printed text.
B. Annex
- Location:
---,anx - Call number:
LC-type, or Accession number - Special MFHD instructions when processing a storage master:
Suppress MFHD
MFHD note:852 |z Storage Master--Not for public use - Barcoding:
Use double barcodes, one on the videocassette and one on the container. See general notes - Physical Processing:
Use CLAMSS to assign the accession number. See instructions. Annotate location flyer with call number and brief title and send items to LTS Physical Processing.
C. ASTech Libraries (Engineering, Math, Physical Sciences and Vet)
- Location:
engr
math,desk
phys - Call number:
Accession number (e.g. engr |h Video 82) Use CLAMSS to assign the accession number. See instructions
Accession number (e.g. math,desk |h Video 14) Use CLAMSS to assign the accession number. See instructions - MFHD note for Engineering and Physical Sciences Libraries only:
No note necessary for Math, as location generates appropriate note in OPAC
852 |z Request at Circulation Desk - Barcoding:
use double dumb on videocassettes:
use single barcode for videodisc, inside container
see also general notes - Physical Processing:
Annotate location flyer with call number and brief title and send items to LTS Physical Processing. Pencil the call number on the cassette label and on a press-apply label on the container. Engineering Library: Accompanying videos/DVDs
- Location:
engr - Call number:
LC-type for both items - MFHD note:
852 |z Request accompanying video [DVD] at Circulation Desk - Barcoding:
on text: use single barcode
on video: use double dumb: see general notes
for DVD: Barcode case if supplied by publisher. Otherwise do not barcode and send to library in disk mailing box. Do not include accompanying disk in "Pieces" count on item record for book. Engineering library will supply and barcode permanent containers. - Physical Processing:
Videos: Annotate location flyer with call number and brief title and send items to LTS Physical Processing. Be sure to pencil the call number in main text.
DVD: Annotate location flyer and put DVD on the departmental shelf. Do not send accompanying DVD with book to Physical Processing or Conservation.
Math Library: Accompanying videos
- Location (create separate holdings records):
math (for text)
math,desk (for video)
- Call number:
LC-type for text
Accession for video - MFHD note (for text):
852 |z Accompanying video available at [Acc.#] at Circulation Desk - Barcoding:
on text: use single barcode
on video: use double dumb: see general notes - Physical Processing:
Annotate location flyer with call number and brief title and send items to LTS Physical Processing. Be sure to pencil the call number in main text.
Physical Sciences Library: Accompanying videos/DVDs
- Location:
phys
- Call number:
LC-type for both items - MFHD note:
852 |z Request accompanying video [DVD] at Circulation Desk - Barcoding:
on text: use single barcode
on video: use double dumb: see general notes
for DVD: Barcode case if supplied by publisher. Otherwise do not barcode and send to library in disk mailing box. Do not include accompanying disk in "Pieces" count on item record for book. Physical Sciences Library will supply and barcode permanent containers. - Physical Processing:
Videos: Annotate location flyer with call number and brief title and send items to LTS Physical Processing. Be sure to pencil the call number in main text.
DVD: Annotate location flyer and put DVD on the departmental shelf. Do not send accompanying DVD with book to Physical Processing or Conservation.
Veterinary Library
- Location:
Videocassettes: vet
Videodiscs: vet,res - Call number:
LC-type - MFHD note:
Videocassettes: 852 |m Audio-visual
Videodiscs: |k Disk - Barcoding:
single on cassette
single on upper right corner inside container for videodisc - Physical Processing:
Pencil call number on location flyer and send items to LTS Physical Processing
D. Conservation
- Location:
cons - Call number:
LC-type - Barcoding:
use double dumb: see general notes - Physical Processing:
Scrap card with the call number and send items to LTS Physical Processing
E. Fine Arts Library
Videocassettes:
- Location:
fine - Call number:
Accession number (e.g. fine |h Video 105). Use CLAMSS to assign the accession number. See instructions - Barcoding:
Do not barcode - Physical Processing:
Annotate location flyer with call number and brief title and send items to LTS Physical Processing.
Videodiscs:
- Location:
fine - Call number:
- Accession number (e.g. fine |h Videodisc 1). Use CLAMSS to assign the accession number. See instructions
- Public note in 852 |z Ask at Circulation Desk for videodisc
- Container:
Place videodisc in new plastic container (original container will be used for display and should accompany new one) - Barcoding:
Place single barcode on upper right corner inside container for videodisc - Physical Processing:
- Annotate location flyer with call number and brief title
- Print call number on self-adhesive label. Place on plastic container in upper left-hand corner
- Send the publisher's container and the plastic container together to Physical Processing
Accompanying Videocassettes
- Location:
fine - Call number:
LC-type for main item
No call number for video - MFHD note:
852 |z For accompanying video ask at Circulation Desk - Barcoding:
Do not barcode - Physical Processing:
Send items to LTS Physical Processing
Accompanying Videodiscs:DVDs + Hardcover book (whether book accompanies DVD or DVD accompanies book)
Accompanying Videodiscs:DVDs + Paperback book (whether book accompanies DVD or DVD accompanies book)
F. Hotel Library
- Location:
hote - Call number:
LC-type - Barcoding:
single on cassette - Physical Processing:
Pencil call number on location flyer and send items to LTS Physical Processing
G. ILR
- Location:
ilr - Call number:
LC-type - MFHD note:
Videos: 852 |z Located behind desk in the Periodical Area
DVDs: 852 |z Located behind desk in the Periodical Area - Barcoding:
single on cassette
single on upper right corner inside container for videodisc - Physical Processing:
Pencil call number on location flyer and send items to LTS Physical Processing
ILR Library: Accompanying videorecordings or Videorecordings w/accompanying guides
- Location
ilr
- Call number:
LC-type for both items - MFHD note:
852 |z Accompanying video [DVD] located behind Periodical Area, or:
852 |z Video [DVD] and guide located behind Periodical Area
- Barcoding:
Barcode each piece regardless of which is the main piece
Text: use single barcode
Videocassette: use single barcode on cassette
Videodisc: single on upper right corner inside container - Physical Processing:
Annotate location flyer with call number and brief title and send items to LTS Physical Processing. Use separate container for cassette or DVD and rubber band items together. Be sure to pencil the call number in main text.
H. JGSM
- Location:
jgsm
Call number:
LC-type - MFHD note for accompanying materials:
852 |z Request DVD [videocassette] at Circulation Desk - Barcoding:
Videocassettes: use double dumb: see general notes
Videodiscs: use single barcode on upper right corner inside container - Physical Processing:
Pencil call number on location flyer and send items to LTS Physical Processing - Accompanying materials:
Whether book accompanies videocassette or DVD or videocassette or DVD accompanies book, the videorecording should be put in a separate case and sent to Physical Processing
I. Kroch Library (ECH)
- Location:
ech,av - Call number:
Accession number: Use CLAMSS to assign the accession number. See instructions For videodiscs only, accession number will be followed by language/area code
ech,av |h Video 105
ech,av |h Videodisc 700 (SEA [GA]) - MFHD note:
852 |z Shelved in Olin Library Media Center - Barcoding:
Use double barcodes, one on the videocassette and one on the container. See general notes
single on upper right corner inside container for videodisc
See also special instructions - Physical Processing:
Annotate location flyer with call number and brief title and send items to LTS Physical Processing - Accompanying materials:
Whether book accompanies videocassette or DVD or videocassette or DVD accompanies book, they should be handled the same as for the Olin Media Center, using the appropriate accession number and designation. See Olin Media Center section
J. Kroch Library (SASA)
- Location:
sasa,av - Call number:
Accession number: Use CLAMSS to assign the accession number. See instructions For videodiscs only, accession number will be followed by language/area code
sasa,av |h Video 106
sasa,av |h Videodisc 701 (SA [GA]) - MFHD note:
852 |z Shelved in Olin Library Media Center - Barcoding:
Use double barcodes, one on the videocassette and one on the container. See general notes single on upper right corner inside container for videodisc
See also special instructions - Physical Processing:
Annotate location flyer with call number and brief title and send items to LTS Physical Processing - Accompanying materials:
Whether book accompanies videocassette or DVD or videocassette or DVD accompanies book, they should be handled the same as for the Olin Media Center, using the appropriate accession number and designation. See Olin Media Center section
K. Kroch Library (WAS)
- Location:
was,av - Call number:
Accession number: Use CLAMSS to assign the accession number. See instructions For videodiscs only, accession number will be followed by language/area code
was,av |h Video 107
was,av |h Videodisc 702 ([CHI] [JPN] [KOR] [EA] [GA]) - MFHD note:
852 |z Shelved in Olin Library Media Center - Barcoding:
Use double barcodes, one on the videocassette and one on the container. See general notes
single on upper right corner inside container for videodisc
See also special instructions - Physical Processing:
Annotate location flyer with call number and brief title and send items to LTS Physical Processing - Accompanying materials:
Whether book accompanies videocassette or DVD or videocassette or DVD accompanies book, they should be handled the same as for the Olin Media Center, using the appropriate accession number and designation. See Olin Media Center section
L. Mann Library
(include items for Entymology, Geneva and Ornithology Libraries)
Olin LTS staff should send items to Mann LTS for processing.
M. Music Library
- Location:
mus,av - Call number:
Accession number: Use CLAMSS to assign the accession number. See instructions
mus,av |h Videotape 1000
mus,av |h DVD1000 - Barcoding:
DO NOT BARCODE. Music Library staff will create item records, barcode, and note piece count.
- Physical Processing:
Put disc or cassette in separate case. Note the call no. and MFHD id on location flyer or scrap card and send items to Music Library for physical processing.
DO NOT TATTLE TAPE.
DO NOT ADD CALL NUMBER LABEL.
All call number and property marking will be done at the Music Library.
Music Library: Accompanying DVDs/videocassettes
- Location (create separate holding records):
mus for main item
mus,av for DVD/videocassette - Call number:
LC-type for main item
Accession number for video - MFHD note:
on main item: 852 |z Accompanying DVD/videocassette shelved in A/V Collection.
on videorecording: 852 |z Accompanying text shelved in stacks - Barcoding:
Barcode main item only. DO NOT BARCODE DVD/videocassette
- Physical Processing:
Make call number label for text only. Music Library staff will handle physical processing of DVD/videocassette.
Music Library: Videos with accompanying printed material
- Location:
mus,av - Physical Processing:
Using guidelines for unaccompanied videorecordings above, send all items together to Music Library for physical processing.
N. Olin Media Center - Location:
olin,av - Call number:
Accession number: Use CLAMSS to assign the accession number. See instructions
olin,av |h Video 25
olin,av |h Videodisc 43 - Barcoding:
Use double barcodes, one on the videocassette and one on the container. See general notes
single on upper right corner inside container for videodisc
See also special instructions - Physical Processing:
Annotate location flyer with call number and brief title and send items to LTS Physical Processing.
Olin MediaCenter: Accompanying videorecordings and Videorecordings with accompanying printed material
- Videocassettes w/accompanying material:
- Location:
olin,av - Call number:
Accession number for both items, using appropriate term for accompanying printed material. Use CLAMSS to assign the accession number. See instructions - Barcoding:
Barcode both items as they will be shelved separately in Olin Media Center
See also special instructions - MFHD:
- 866 1 v.
- 867 1 Booklet |z <in Olin Media Office>
- Physical Processing:
Annotate location flyer with call number and brief title and send items to LTS Physical Processing. Call number labels will need to be made for each physical piece
- Videocassettes that accompany books:
- Location:
olin - Call number:
LC-type - Send video and accompanying material to Conservation Dept. w/note that box should be made to handle all pieces and that completed box should be returned to cataloger for cataloging
- Barcoding:
Do not barcode until box is made. Barcode box only, and include appropriate piece count in item record - Physical Processing:
Annotate location flyer with call number and brief title (if appropriate) and send items to LTS Physical Processing. Call number labels will need to be made for each physical piece
- DVDs w/accompanying material:
- Location:
olin,av - Call number:
Accession number for both items, using appropriate term for accompanying printed material. Use CLAMSS to assign the accession number. See instructions - Barcoding:
Barcode both items as they will be shelved separately in Olin Media Center
single on upper right corner inside container for videodisc - MFHD:
- 866 1 v.
- 867 1 Booklet |z <in Olin Media Office>
- Physical Processing:
Annotate location flyer with call number and brief title and send items to LTS Physical Processing. Labels will need to be made for each physical piece
- DVDs that accompany hardcover books:
- Location:
olin - Call number:
LC-type - MFHD:
- 866 1 v.
- 867 1 DVD |z <in pocket of text>
- Barcoding:
Barcode text only, create item record, and change piece count as appropriate. Include note on flyer that volume includes DVD in pocket. - Physical Processing:
Send items to LTS Physical Processing. Call number labels will need to be made for each physical piece
Note: If more than 2 DVDs are received or if DVDs are too big to put in pockets in book, do not create item records. Send to Conservation Dept. with note that box should be made to handle all pieces and that completed box should be returned to cataloger for barcoding.
- DVDs that accompany paperback books:
- Location:
olin - Call number:
LC-type - MFHD:
- 866 1 v.
- 867 1 DVD |z <in pocket of text>
- Barcoding:
Barcode text only, create item record, and change piece count as appropriate. - Send book and DVD to Conservation Dept. Include note on flyer that volume includes DVD in pocket, or put DVD in mailing box and rubber band to book
- Physical Processing:
Call number labels will need to be made for each physical piece
Note: If more than 2 DVDs are received or if DVDs are too big to put in pockets in book, do not create item records. Send to Conservation Dept. with note that box should be made to handle all pieces and that completed box should be returned to cataloger for barcoding.
Kroch Library: Special designations
For videodiscs only, items are separated by language category: SEA for Echols materials, SA for Sasa materials, and CHI, JPN or KOR to distinguish Chinese, Japanese and Korean languages for Wason materials. In the case of materials covering all of East Asia or all of Asia, use EA and GA respectively: | Location | Language/Area code | Example |
| ech [sasa,was] av | GA | Videodisc 629 (GA) |
| ech,av | SEA | Videodisc 396 (SEA) |
| sasa,av | SA | Videodisc 922 (SA) |
| was,av | CHI | Videodisc 63 (CHI) |
| was,av | JPN | Videodisc 272 (JPN) |
| was,av | KOR | Videodisc 314 (KOR) |
| was,av | EA | Videodisc 844 (EA) |
