Western Libraries

Accompanying materials: CD-ROMS, DVDs, or computer discs

Accompanying materials: CD-ROMS, DVDs, or computer discs - Western Cataloguing Specifications

Background and Policy

Print monographs and serials are often accompanied by CD-ROMs (Computer optical discs, or Computer discs), DVDs (videodiscs), Audio CDs (sound discs) or Computer Disks (Disks, Floppies). The cataloguer is not required to examine contents of accompanying materials. Instead, the cataloguer accepts treatment provided in DLC, NLM or full level records from other institutions.

The receiving library will make the final decision on how these materials will be stored.

If information is not available regarding contents, apply treatment according to the three categories defined below.

This policy does not apply to audio CDs accompanying music monographs or scores. Consult with Knowledge Management Librarian for Music.

Related policy: ACCOMPANYING MATERIALS FOR EDU/CRC PRINT

Terminology: CD-ROM or computer optical disc?

Cataloguing rules allow a choice when describing a CD-ROM in the 300 +|e field:
1 computer optical disc (4 3/4 in.)
or: 1 CD-ROM (4 3/4 in.) [NOTE: If record arrives lacking size, supply in round brackets]

The Library of Congress has chosen to use the more conventional term "CD-ROM" for original cataloguing (LCRI 9.5B1). However, it accepts the cataloguing of other libraries which use the AACR2 wording "1 computer optical disc (4 3/4 in.)"

Local policy: UWO follows LC, i.e., use "CD-ROM". Accept imported records with either expression.

Annotating the processing slip

When cataloguing accompanying materials, annotate the processing slip in the top left-hand corner with: "CD-ROM" , "DVD" or "DISK".

Item records

See instructions under each category

Labels

In all instances, order three labels, one for the print and two for the CD-ROM, DVD, disc or Computer Disk.
If insert is visible through the case, only one label is required the accompanying audio CD.

007 Material category

Accept but do not supply 007 for accompanying CD-ROM, DVD, audio CD or Computer Disk.

538 System Requirement Note

Do not accept or supply system requirement notes for accompanying materials.

Categories

  1. Supplementary material

    Intended to be used in association with the printed material.

    Add as part of the physical description in the bibliographic record which appears as |e:
    # p. :|bill. ;|cxx cm. +|e1 computer optical disc (4 3/4 in.)
    # p. :|bill. ;|cxx cm. +|e1 CD-ROM (4 3/4 in.)

    # p. :|bill. ;|cxx cm. +|e 1 videodisc
    # p. :|bill. ;|cxx cm. +|e 1 DVD

    # p. :|bill. ;|cxx cm. +|e1 computer disk

    # p. :|bill. ;|cxx cm. +|e1 sound disc (4 3/4 in.)
    # p. :|bill. ;|cxx cm. +|e1 sound disc (digital : 4 3/4 in.)
    (Can add: 500: Sound disc is spoken word.
    or: Sound disc is musical cd.

    The item is forwarded to the library for finishing according to local shelving needs, i.e., it can be housed in a pocket in the printed material or shelved separately behind the service area.

    Item record(s) for Supplementary material:
    Provide an extra item record with volume designation CD-ROM, DVD or disc (for audio CDs) only if the accompanying item is separate from the item proper, i.e., do not provide an extra item record with volume designation if the accompanying item is inserted in the book.


    2. Equivalent text

    Intended to be used in association with the printed materials or can be used separately. If nature of contents cannot readily be ascertained, treat as supplementary material (category 1)

    Apply a single record approach, i.e., provide only one bibliographic record. Extend the physical description field (e.g. +|e 1 DVD) and add an explanatory 500 note:
    500 Accompanying CD-ROM is equivalent resource.
    500 Accompanying DVD is equivalent resource.
    500 Accompanying computer disk is equivalent resource

500 Accompanying Compact disc is equivalent resource.

(Should the equivalent resource be catalogued separately, a 530 note is entered in the catalogue record (e.g. Also available on DVD).

Different ISBN: Add as 020 or 022.
Item record: provide additional item record for item with volume designation "CD-ROM", "DVD" or "Disk".

CD-ROM, DVD or Computer Disk is forwarded to the library for finishing. The library has two basic options: one, of housing the item separately; or two, of inserting the item in a pocket and deleting the item record.

Item record(s) for equivalent text accompanying materials
Provide an extra item record with volume designation CD-ROM, DVD or disc (for audio CDs) whether or not the accompanying item is separate from the item proper. Do not assign barcode if the item is affixed in the book.

3. More than equivalent text OR entirely unrelated to print in hand

CD-ROM or Computer Disk is placed on the Collections Librarian's shelf with a brief explanation and query. If retained, it will require a separate PRF and should be given to Head, Acquisitions. It will be catalogued separately.

Audiovisual Materials (Videocassettes, Videodiscs, etc.):

Audiovisual materials may be issued with accompanying materials such as guides (i.e. supplementary materials used in association with the primary resource). Such accompanying materials are entered in the |e subfield of the 300 field. This treatment is also followed if the content of the accompanying resources cannot be readily ascertained.


If the accompanying material is an equivalent resource in an alternate format (such as a videocassette issued with a DVD), extend the 300 field as for supplementary material (category 1, above) and add a 500 note in the cataloguing record (e.g. Accompanying DVD is equivalent resource).