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

Contact:  Cynthia Rich

Unit: Copy Cataloging & Inputting

Date last updated: 04/07/2016

Date of next review: April 2017

General Barcoding Guidelines
Vocabulary examples
Inserts laid in containers
Individual libraries

Physical Processing of Sound cassettes and Discs

I. General Barcoding Guidelines

  • The barcode should be affixed one-half inch down from 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 recordings designated for any Annex location will be stored separately and must have a separate container and item record. Add "Disk" to enumeration in item record for disk.

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

1.  Single item: Barcode the manufacturer's case. (Exception: If for Olin, Uris, or Asia, use larger DVD case).

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 cassettes or sound discs as main items without a manufacturer's case:

1.  Each cassette or disc should have its own plastic container.

2.  Barcode each cassette or disc container.

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

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

1.  Single item: Barcode the manufacturer's case.

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.

II.  Vocabulary examples for various formats:

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

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 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.

IV. Individual libraries

A. Africana Library

  1. Location: afr
  2. Call number: Accession number (Use CLAMSS ): afr |h Cassette 3 ; afr |h Sound disc 1
  3. Barcoding: Follow general barcoding guidelines  in this procedure
  4. Physical Processing: Scrap card with the assigned accession-type call number and send item to Physical Processing
Africana Library: Accompanying cassette/disc
Sound cassettes or discs issued as accompanying material are stored separately from the main item in individual plastic containers. Thus, if the book and sound cassettes or discs are issued in a manufacturer's case, discard the case and provide clear plastic containers for each item
  • Location: afr
  • Call number: LC-type for main item Accession number for accompanying cassette/disc
  • Barcoding: Follow general barcoding guidelines  in this procedure
  • Physical Processing: Pencil the call number on the main text 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 desk.

Africana Library: Sound cassette/disc with accompanying print material

  • Location: afr
  • Call number: Accession number for sound cassette/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

B. Asia Collections (Kroch Library)

All sound cassettes go to the Annex.  
  
NB: If the sound recordings selected for Asia contain Sound Recordings Processing (LTS Procedure #17), 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 Voyager, and send them uncataloged to the Music Library.
  1. Location: ech,anx  sasa,anx  was,anx
  2. Call number: LC-type
  3. Barcoding: Barcode each container (outside upper right corner to opening edge)
  4. Physical Processing: Scrap card with the assigned LC-type call number and send item(s) to Physical Processing
     
Asia Collections: 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 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

    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

  • 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 handling" on flyer.
  • Physical Processing:
    • Scrap card with the call number and send items to Physical Processing
    • Physical Processing staff will write call number on inner ring of sound 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 disc with indelible ink

C. 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
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>

                                          867 1 guide

  • Barcoding:
    • Barcode book, create item record, and change piece count to 2.
    • 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" on library flyer.
  • Physical Processing:
    • Scrap card with the call number and send items to Physical Processing
    • Phys. Proc. staff will write call number on inner ring of sound 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 count as necessary, update the Mfhd 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  

D. Geneva Library

  1. Location: gnva
  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 and send item(s) to Physical Processing

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 and send item(s) to Physical Processing

F. ILR Library (limited Circulation)

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

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 and send item(s) to Physical Processing
  5. 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.

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 accession-type call number and send item(s) to Physical Processing

I. Music Library

All sound 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 number for accompanying sound cassette(s), disc(s), CD(s) or CD-ROM(s) Examples: [use CLAMSS to assign number]
    • mus,av |h Cass 86
    • mus,av |h CD 27
    • mus,av |h CD-ROM 5
    • mus,av |h LP 10
  3. Barcoding: Do not barcode sound recording
  4. 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]
  5. MFHD notes: |z Accompanying text shelved in stacks.

J. Olin 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 the assigned call number and send item(s) to Physical Processing
Olin: 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.

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.

  • 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

  • Barcoding:
    • Barcode book, create item record, and change piece count to 2.
    • 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 on library flyer as appropriate.
  • Physical Processing:
    • Scrap card with the call number and send items to Physical Processing
    • Phys. Proc. staff will write call number on inner ring of sound 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 count in the item record.
    • Do not discard original box. Send box along with plastic case to Physical Processing.

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 and send item(s) to Physical Processing
  5. 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.

L. Uris Library

 Discs and accompanying discs will be cataloged with a uris loc.  Cassettes and accompanying cassettes will be cataloged for uris,anx. .
 
Uris Library: 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.

    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.

  • 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

  • Barcoding:
    • Barcode book, create item record, and change piece count to 2.
    • 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" as appropriate.
  • Physical Processing:
    • Scrap card with the call number and send items to Physical Processing
    • Phys. Proc. staff will write call number on inner ring of sound 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
     

M. Veterinary Library

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

V. Physical Processing of Sound Cassettes and Discs

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

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

  1. For sound cassettes:

    a.  Mark and tattle tape each cassette.

    b.  Mark the case on the spine.

     

  2. For sound 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.

          e.  Apply the call number on the spine of the case.


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