IRM Procedures: CD & CD-ROM processing

• Acquisitions

• Cataloging

• Marking

Send all items to Joe, unless otherwise noted.

If item is received in a jewel case, leave as-is; replace only if damaged.

If item is received in a cardboard case, with a plastic tray - leave as is. If the tray is broken or cannot hold the CD, give to the Special Formats Cataloger for storage decision.

If item is received in a cardboard case, with no plastic tray, move the CD and, if applicable, accompanying booklet to a jewel case. Rubber-band jewel case and cardboard case together.

For CD(s) with accompanying DVD, retain or place all discs in one CD jewel case, when possible.

Booklet: Is there a separate, removable booklet present? How important is the content of the booklet? Is the information in the booklet duplicated elsewhere or easily available online? Is it historically important and would render the CD content less useful if it was not present? There are three options. Determine which of these your item falls under and continue below. If uncertain, ask your supervisor.

1. There is no removable booklet, regardless of container.
2. There is a removable booklet, but the content is available elsewhere or not integral to the recording (e.g., song lyrics, short descriptions of music or musicians, pictures).
3. There is a removable booklet with significant content (e.g., opera libretto, historical research and/or photos, narrative related to the CD content).

(1) No removable booklet

• One CD
• Two or more CDs

(2) Removable booklet, not integral: Booklet will be noted in item record and on piece (with sticker) but not counted.

• One CD
• Two or more CDs

(3) Removable booklet, integral to CD content: Booklet will be housed and barcoded separately (bound, if necessary). This option should be used sparingly, as it requires additional effort on the part of Cataloging and Preservation.

• One CD
• Two or more CDs

CD(s) with accompanying DVD: Follow appropriate procedures noted above regarding the booklet. When filling out the Additional Label slip, note "+ 1 DVD."

NOTE: Following theBarcode Placement Procedures for all items.

NOTE: Any procedure may be altered on a case-by-case basis, in consultation with one or more of the IRM supervisors.

One CD, no removable booklet

♦ Example:

♦ MFHD

♦ Item:

• No Note.
• Leave Pieces as 1.

One CD, removable booklet, not integral

♦ Example:

• Write call number, in black pen, on first page of booklet.

♦ MFHD

♦ Item:

• Include Note, e.g. 1 CD + 1 booklet.
• Include Additional Label flag.

One CD, removable booklet, integral to CD content

♦ Example:

• Booklet with significant content (e.g., opera libretto, historical research and/or photos, narrative related to the CD content)

♦ One MFHD with $z note in 852, e.g. "Booklet housed separately."

♦ Item records: Create separate item record for each barcoded unit.

◊ For CD:

• No Note.
• Leave Pieces as 1.

◊ For booklet:

• Determine if booklet should be pam-bound. If so, send to Preservation with appropriate flag (salmon-colored). Mark as "Return to Cataloging" with your name, then continue with instructions.
• Place the barcode on the front of the booklet or cover, in the upper left hand corner, as you would with a CD.
• Enter "Booklet" (or appropriate descriptive text, without quotes) in Enum field.

Two or more CDs, no removable booklet

♦ Example:

♦ One MFHD

• Add 866 field, e.g. Discs 1-2 (Use this formatting even if one of the discs is a DVD. That is noted in the bib record and will be noted in the item record and on a label on the container.)
• Fixed Field, Leader = v

♦ Item records: Create separate item records for each barcoded unit.

• Enter enumeration in Enum field, e.g. v.1 or Disc 1
• Include Note, if barcoded unit contains more than 1 piece, e.g. 2 CDs.
• Change Pieces to reflect number of pieces.
• Include Additional Label flag, if needed.

Two or more CDs, removable booklet, not integral

♦ Example:

♦ One MFHD

• Add 866 field, e.g. Discs 1-2 + Booklet
• Use this formatting even if one of the discs is a DVD. That is noted in the bib record and will be noted in the item record and on a label on the container.
• Fixed Field, Leader = v

♦ Item records: Create separate item records for each barcoded unit.

• Enter enumeration in Enum field, e.g. v.1 or Disc 1
• Include Note, e.g. 2 CDs + 1 booklet.
• Change Pieces, if necessary, to reflect number of CDs and booklet.
• Include Additional Label flag.

Two or more CDs, removable booklet, integral to CD content

♦ Example:

♦ One MFHD

• 852 field $z note, e.g. "Booklet housed separately."
• 866 field, e.g. Disc 1-Disc 2
• Use this formatting even if one of the discs is a DVD. That is noted in the bib record and will be noted in the item record and on a label on the container.
• Fixed Field, Leader = v

♦ Item records: Create separate item record for each barcoded unit.

◊ For CD(s):

• Enter enumeration in Enum field, e.g. v.1 or Disc 1
• Include Note, if necessary, e.g. 4 CDs
• Change Pieces, if necessary, to reflect number of CDs.
• Include Additional Label flag, if necessary.

◊ For booklet:

• Determine if booklet should be pam-bound. If so, send to Preservation with appropriate flag (salmon-colored). Mark as "Return to Cataloging" with your name, then continue with instructions.
• Place the barcode on the front of the booklet or cover, in the upper left hand corner, as you would with a CD.
• Enter "Booklet" (or appropriate descriptive text, without quotes) in Enum field.

(1) When creating the spine label, please add the following information, when applicable, from the item record in the following order:

• Enum
• Spine [We are working on moving items out of this field and into the "Enum" field. Please continue to look here until that is done.]

(2) We will no longer be putting the number of discs on the spine label - ONLY on the "Check for" sticker.

(3) When creating the "Check for" sticker for the front of the container, please use the following terminology. New Additional Label forms have been created to reflect this.

• CD (not disc)
• DVD
• Booklet
• Example: 2 CDs + 1 DVD + 1 booklet