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: 05/02/2017
Date of next review: April 20182024
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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
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- 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
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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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Anchor afr afr
A. Africana Library
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- Location: afr
- Call number: Accession number (Use CLAMSS): Call number: afr |h Cassette 3 ; afr |h Call number: Sound disc 1
- Barcoding: Follow general barcoding guidelines in this procedure
- 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
- 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 and the accession number onto a scrap card with the assigned accession-type call number 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 Handling" on flyer
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Anx
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Anx
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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.
Anchor asia asia
C. Asia Collections (Kroch Library)
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- Location: ech sasa, was
- Call number: LC-type
- Place in black plastic case. Include any paper covers and/or inserts from jewel case, when sending to Physical Processing.
- Barcoding: Barcode each container (outside upper right corner to opening edge)
- Physical Processing: Write the call number on a scrap card or the location flyer and send item(s) to Physical Processing
- 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 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. 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, wasCall 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: 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:
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- Location: ech,anx sasa,anx was,anx
- Call number: LC-type
- Barcoding: Barcode each container (outside upper right corner to opening edge)
- Physical Processing: Scrap card with the assigned LC-type call number and send item(s) to Physical Processing
- 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 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 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.
- Call number: LC-type
- 1 guide
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- 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
- 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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D. Fine Arts Library
- Location: fine
- Call number: LC-type
- Barcoding: Follow general barcoding guidelines in this procedure
- Physical Processing: Annotate the location flyer with the LC-type assigned call number and send item(s) to Physical Processing
- MFHD notes: For sound audio cassette(s) or sound audio disc(s) without accompanying material: |zAsk z Request disc at Circulation Desk.
- 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>
867- 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:
- Location: fine
- 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 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" on library flyer.
- Physical Processing:
- Scrap card with the call number 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 with indelible ink
Fine Arts: Accompanying cassettes
- 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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- Location: fine
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- Call number: LC-type
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- Physical Processing:
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- When item has been returned to cataloger and item record has been created, send the material to Physical Processing
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- Location: hote ilr jgsm
- Call number: LC-type
- Barcoding: Follow general barcoding guidelines in this procedure
- 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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- 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.
- Call number: Collection level number (will be assigned by Kheel Center staff after cataloging)
- 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
- 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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- Location: mann
- Call number: LC-type
- Barcoding: Follow general barcoding guidelines in this procedure
- 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
- 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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- Location: math
- Call number: LC-type
- Barcoding: Follow general barcoding guidelines in this procedure
- 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(s) to Physical Processing
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- Location: mus,av
- 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
- Holdings notes: Accompanying text shelved in stacks.
- Barcoding: Do not barcode sound barcode audio recording
- 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]
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Library
- Location: olin
- Call number: LC-type
- Place in black plastic case. Include any paper covers and/or inserts from jewel case, when sending to Physical Processing.
- Barcoding: Place barcode outside case, upper right corner next to opening edge.
- 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
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 Number of pieces count as necessary, update the Mfhd holdings, if needed.
Audio discs that accompany print:
- 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: 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
- 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.
- Barcode book, create item record, and change piece count to 2, 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
- Location: olin,anx
- Call number: LC-type
Olin: Audiobooks
- 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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- Location: orni
- Call number: LC-type
- Barcoding: Follow general barcoding guidelines in this procedure
- 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
- 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 Mann processing staff). See LTS Procedure #24.
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- 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), 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 count as necessary, update the Mfhd if needed.the Number of pieces count as necessary, update the holdings as needed.
Audio discs that accompany print:
- Location: uris
- 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: 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: 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 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
- Call number: LC-type
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- Location: vet 852 |k Call number prefix: Disk
- Call number: Disk: LC type Accomp. Accompanying disk: Use book call number. Add "Disk" at end of call number.
- Barcoding: Follow general barcoding guidelines in this procedure
- 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:
- For sound For audio cassettes:
a. Mark and tattle tape each cassette.
b. Mark the case on the spine.
- 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.
d. Mark the disc only in the inner ring.
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