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

Note: "Audio recording" is RDA vocabulary for what AACR2 called "sound recording."  Similarly, AACR2 "sound cassette" and "sound disc" became RDA "audio cassette" and "audio disc."

Contact:  Cynthia Rich Laura Daniels

Unit: Copy Cataloging & InputtingMetadata Services

Date last updated: 04/07/2016  

Date of next review: April 20172024

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General Barcoding Guidelines
Vocabulary examples
Inserts laid in containers
Individual libraries

Physical Processing of Sound cassettes Audio Cassettes and Discs 

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 I. General Barcoding Guidelines

  • The barcode should be affixed one-half inch down from and parallel to 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 Room 111. No clear, hard-sided cases should go to Olin, Uris or Asia.
  • If a caption is lacking, but must be supplied for enumeration/chronology, use the term "tape" or "disc."
  • Include "Warning of Copyright Restrictions" stickers as needed.
  • Any accompanying sound audio recordings designated for any Annex location will be stored separately and must have a separate container (preferably jewel case) and item record. Add "Disk" to enumeration in item record for the disk.

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

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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. (Exception: If for Olin, Uris, or Asia, use larger DVD case).

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

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

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

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

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  II.  Vocabulary examples for various formats (bibliographic record):

|a 1 sound audio disc : |b digital ; |c 4 3/4 in.
|a 1 sound audio disc (38 min., 59 sec.) : |b 33 1/3 rpm, stereo. ; |c 12 in.
|a 1 sound audio cassette : |b analog.
+ |e 1 sound audio disc (digital ; 4 3/4 in.)
+ |e 1 sound audio disc (digital, MP3 file ; 3 1/8 in.)
+ |e 1 sound audio cassette

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III. 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 or 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.

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IV. Individual libraries

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afr
afr
A. Africana Library

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

Africana Library: Sound Audio cassette/disc with accompanying print material

  • Location: afr
  • Call number: Accession number for sound audio cassette /or 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
    • Use 'Requires Special Handling" flyer or circle "special handlingSpecial Handling" on flyer

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Anx

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Anx
B.

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Annex Library

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Any accompanying discs destined for any Annex location will be stored separately and must have a separate container and item record.  Jewel cases are preferred.

•Location: [original loc],anx

• Call number:
Follow instructions for original library location. Add "Disk" to enumeration in item record for disk.

• Barcoding:
Barcode both the main piece and the disk's jewel case and create individual item records.

• Marking:
Pencil the call number for the disk on the location flyer or scrap card. Rubber-band disk (in jewel case) to book and send to LTS Physical Processing or Conservation.

• Physical Processing staff will mark jewel case with call number, tattle tape disk and write call number on the disk with indelible ink.

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asia
asia
C. Asia Collections (Kroch Library)

All audio cassettes go to the Annex

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All sound cassettes go to the Annex.  
  
NB: If the sound audio recordings selected for Asia contain Sound Recordings Processing (LTS Procedure #17) music, they should be sent directly to the Music Library where Music Library staff will process them. Therefore, change the flyer to Music, change the location in VoyagerFOLIO, and send them uncataloged to the Music Library.
 
Asia Collections: Audio discs
  1. Location: ech,anx  sasa,anx  was,anx ech  sasa,  was
  2. Call number: LC-typetype
  3. Place in black plastic case. Include any paper covers and/or inserts from jewel case, when sending to Physical Processing.
  4. Barcoding: Barcode each container (outside upper right corner to opening edge)
  5. Physical Processing: Scrap card with the assigned LC-type call number   Write the call number on a scrap card or the location flyer and send item(s) to Physical Processing
     
Asia Collections: Accompanying discs Disc and book combinations 
    • Disc(s) accompanied by book(s) (whether
    • sound
    • audio disc accompanies book or book is guide to
    • sound
    • audio disc), the
    • sound
    • audio disc will be put into pocket of book and shelved in stacks as one unit. If the accompanying book(s) are too small to hold the disc(s): a box will be made so they can be shelved together in the stacks. Do not barcode at this stage. Pencil call number on main text and send everything to Conservation for box creation, after which it will be forwarded
    • to a cataloger.
    • to a cataloger. At that point, barcode the piece(s). Create an item record and adjust the Number of pieces count as necessary, update the holdings, if needed.
  • Audio discs that accompany print: 
    • Location: ech, sasa, was
    • Call number: LC-type

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

    • Holdings details:
      • Holdings statement: text
      • Holdings statement for supplements: 1 audio disc  Holdings statement for supplements note: <in pockets of text>
    • Audio discs with accompanying book/guide:
    • Location: ech, sasa, was
    • Call number: LC-type
    • Holdings details:
      • Holdings statement: 1 audio disc Holding statement public note: <in pocket of text> 
      • Holdings statement for supplements:
    • Disc w/acc. book/guide: 866 1 sound disc |z <in pocket of text> 867
      • 1 guide
  • Barcoding:
    • Barcode book, create item record, and adjust piece count as appropriate.
    • Include note on flyer that volume includes disk in pocket, or put disk in mailing box and rubber band to book. Use "Requires Special Handling" flyer or circle "special handlingSpecial Handling" on flyer.
  • Physical Processing:
    • Scrap card with Write the call number on a scrap card or the location flyer and send items to Physical Processing
    • Physical Processing staff will write call number on inner ring of sound audio disc with indelible ink

Asia Collections: Accompanying cassettes

Books accompanied by cassettes, or cassettes accompanied by books will be housed in the Annex where the book(s) and cassette(s) are shelved separately. Barcode the piece(s) and adjust the piece count as necessary.
  • Call number: LC-type
  • Physical Processing: Staff will write call number on inner ring of sound audio disc with indelible ink

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fine

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D. 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 LC-type 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
    audio cassette(s) or audio disc(s) without accompanying material:
    |z Request disc at Circulation Desk.
Fine Arts: Disc and book combinations  
Disc(s) accompanied by book(s) (whether audio disc accompanies book or book is guide to audio disc), the audio disc will be put into pocket and item(s) shelved in stacks.

  • Audio discs that accompany print: 
  • Holdings details:
    • Holdings statement: text
    • Holdings statement for supplements: 1 audio disc  Holdings statement for supplements note: <in pockets of text>
  • Audio discs with accompanying book/guide:
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>

  • Holdings details:
    • Holdings statement: 1 audio disc Holding statement public note: <in pocket of text> 
    • Holdings statement for supplements:
                                          867
    • 1 guide
  • Barcoding:
    • Barcode book, create item record, and change adjust piece count to 2.
    • Include note on location flyer that volume includes disk in pocket, or put disk in mailing box and rubber band to book. Include "Requires Special Handling" flyer or circle "Special Handling" special handling on library flyer.
  • Physical Processing:
    • Scrap card with Write the call number on a scrap card or the location flyer and send items to Physical Processing
    • Phys. Proc. Physical Processing staff will write call number on inner ring of sound disc  audio disc with 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 Number of pieces count as necessary, update the Mfhd holdings, 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  

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  • to cataloger and item record has been created, send the material to Physical Processing  

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hotel
E. Hotel/ILR/JGSM Library

  1. Location: hote ilr 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   Write the call number on a scrap card or the location flyer and send item(s) to Physical Processing

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ilr
F. ILR Library (limited Circulation)

  1. Location: ilr,lmdc Though most sound most audio recordings for ILR will be housed in the Kheel Center, occasionally a sound an audio 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

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mann
G.  Mann Library

  1. Location: mann
  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   Write the call number on a scrap card or the location flyer and send item(s) to Physical Processing
  5. Accompanying material: (whether 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 Mann processing staff). See LTS Procedure #24.

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math
H. Math Library

  1. Location: math
  2. Call number:   LC-type
  3. Barcoding: Follow general barcoding guidelines  in this procedure
  4. Physical Processing: Scrap card with the assigned accesion-type call number   Write the call number on a scrap card or the location flyer and send item(s) to Physical Processing

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music
I. Music Library

Only sound recordings that are accompanying material are cataloged in Olin LTS (all others All audio recordings, accompanying material or not, are cataloged and processed at the Music Library).
  1. Location: mus,av
  2. Call number: LC-type for main item Accession , accession number for accompanying sound audio cassette(s), disc(s), CD(s) or CD-ROM(s) Examples: [use CLAMSS to assign accession number]
    • mus,av |h Call number: Cass 86
    • mus,av |h Call number: CD 27
    • mus,av |h Call number: CD-ROM 5
    • mus,av |h LP 10 Call number: LP 10
  3. Holdings notes: Accompanying text shelved in stacks.
  4. Barcoding: Do not barcode sound barcode audio recording
  5. 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]
    MFHD notes: |z Accompanying text shelved in stacks
    • .

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J. Olin

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Library  

  1. Location: olin
  2. Call number: LC-type
  3. Place in black plastic case. Include any paper covers and/or inserts from jewel case, when sending to Physical Processing.
  4. Barcoding: Place barcode outside case, upper right corner next to opening edge.  
  5. Physical Processing: Scrap card with   Write the assigned call number on a scrap card or the location flyer and send item(s) to Physical Processinga
Olin: Accompanying discs Disc and book combinations
Disc(s) accompanied by book(s) (whether sound whether audio disc accompanies book or book is guide to sound the audio disc), the sound the audio disc will be put into a pocket in the text and item(s) shelved in stacks.

If the accompanying book(s) are too small to hold the disc(s), the book(s), a box will be made so they can be shelved in the stacks. Do not barcode at this stage. Pencil call number on main text and send everything to Conservation for box creation, after which it will be forwarded to a cataloger. At that point, barcode the piece(s). Create an item record and adjust the PIECES count as necessary, update the Mfhd if needed.item record and adjust the Number of pieces count as necessary, update the holdings, if needed.

Audio discs that accompany print:

  • Location: olin
  • Call number: LC-type
  • Holdings details:
    • Holdings statement: text
    • Holdings statement for supplements: 1 audio disc  Holdings statement for supplements note: <in pockets of text>
  • Audio discs with accompanying book/guide:
  • 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
  • Holdings details:
    • Holdings statement: 1 audio disc Holding statement public note: <in pocket of text> 
    • Holdings statement for supplements: 1 guide 
  • Barcoding:
    • Barcode book, create item record, and change piece count to 2, as appropriate.
    • Include note on flyer that volume includes disk in pocket, or put disk in mailing box and rubber band to book. Include "Requires Special Handling" flyer or circle special handling "Special Handling" on library flyer as appropriate.
  • Physical Processing:
    • Scrap card with Write the call number on a scrap card or the location flyer and send items to Physical Processing
    • Phys. Proc. Physical Processing staff will write call number on inner ring of sound audio disc w/indelible ink

Olin: Accompanying cassettes

Books accompanied by cassettes, or cassettes accompanied by books will go to the Annex where the book(s) and cassette(s) will be stored separately.  Barcode as appropriate and adjust the piece count as necessary in the item record.
  • Location: olin,anx
  • Call number: LC-type
     

Olin: Audiobooks

If Olin or Uris has print copy of book, use the same call number, and modify the date
  • Location: olin or uris for discs
    • olin,anx for cassettes
  • 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 Number of pieces count in the item record.
    • Do not discard original box. Send box , send it along with plastic case to Physical Processing.

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ornit
K. Ornithology Library

  1. Location: orni
  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   Write the call number on ascrap card or the location flyer and send item(s) to Physical Processing
  5. Accompanying material: (whether 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 Mann processing staff). See LTS Procedure #24.

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uris
L. Uris Library

 Discs and accompanying discs will be cataloged with a uris loc location.  Cassettes and accompanying cassettes will be cataloged for uris,anx. .
 
Uris Library: Accompanying discs Disc and book combinations 
  • Disc(s) accompanied by book(s) (whether sound whether audio disc accompanies book or book is guide to sound to audio disc), the sound the audio disc will be put into pocket and item(s) shelved in stacks.

    If the accompanying book(s) are too small to hold the disc(s), the book(s) a box will be made so they can be shelved together in the stacks. Do not barcode at this stage. Pencil call number on main text and send everything to Conservation for box creation, after which it will be forwarded to a cataloger. At that point, barcode the piece(s). Create an item record and adjust the PIECES Number of pieces count as necessary, update the Mfhd if needed.holdings as needed.

Audio discs that accompany print:

  • Location: uris
  • 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
  • Holdings details:
    • Holdings statement: text
    • Holdings statement for supplements: 1 audio disc  Holdings statement for supplements note: <in pockets of text>
  • Audio discs with accompanying book/guide:
  • Location: uris
  • Call number: LC-type
  • Holdings details:
    • Holdings statement: 1 audio disc Holding statement public note: <in pocket of text> 
    • Holdings statement for supplements: 1 guide 
  • Barcoding:
    • Barcode book, create item record, and change piece count to 2as necessary.
    • Include note on the flyer that volume includes disk in pocket, or put disk in mailing box and rubber band to book. Include "Requires Special Handling" flyer or circle "special handlingSpecial Handling" as appropriate.
  • Physical Processing:
    • Scrap card with Write the call number on a scrap card or the location flyer and send items to Physical Processing
    • Phys. Proc. Physical Processing staff will write call number on inner ring of sound audio disc w/indelible ink

Uris Library: Accompanying cassettes

Books accompanied by cassettes, or cassettes accompanied by books will be sent to the Annex where the book(s) and cassette(s) are stored separately. Barcode as appropriate and adjust piece count as necessary in the item record.
  • Call number: LC-type
     

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vet
M. Veterinary Library

  1. Location: vet 852 |k Call number prefix: Disk
  2. Call number:  Disk: LC type  Accomp.  Accompanying 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. Accompanying disk: Rubber band disk (in jewel case or disk mailing box) to book and send to Physical Processing or Conservation

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V. Physical Processing of

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Audio Cassettes and Discs

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

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

  1. For sound For audio cassettes:

    a.  Mark and tattle tape each cassette.

    b.  Mark the case on the spine.

     


  2. For sound For audio discs:

    a.  No jewel cases in stacks. Use larger black plastic cases. Place covers and inserts when possible.

    b. Tattle tape the case.

    c. Tattle tape single-sided discs. 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. 

    d.  Mark the disc only in the inner ring.

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