Videorecordings Processing (LTS Procedure #33)

Scope:  This procedure summarizes instructions for processing videos, video CDs, and DVDs for individual libraries.

Contact:   Greg Nehler

Unit: Cataloging

Date last updated: 06/21/2016

Date of next review: January 2017

Standard convention for Accession type call numbers:

     Videocassettes:       Use Video

             NB: As of July 2014, all VHS tapes housed in the former Olin Media Center, and many of the unit libraries VHS collections, were moved to the Annex.  See the section for each library for more detailed information.

DVDs: As a theft protection measure, Physical Processing staff will write the call number on the disk label in indelible ink, when space permits.  

General notes

Placement of barcodes

Added copies

Blu-ray discs

Single-boxed, multi-part videocassettes for Africana, Kroch, and Uris Library Dean Room

Multi-part sets, each in secure container

Inserts laid in DVD containers

Missing DVD or missing booklets, guides, etc.

Discs that won't play in all machines

Special instructions for storage masters

Individual libraries

  Africana Library

  Africana Library accompanying videos/DVDs

  Africana Library videos w/accompanying material

  Annex

  Math Library

  Veterinary Library

  Conservation

  Fine Arts Library

  Fine Arts Library accompanying videocassettes

  Fine Arts Library accompanying videodiscs (hardcover books)

  Fine Arts Library accompanying videodiscs (paperback books)

  Hotel Library

  Hotel Library accompanying videos

  Icelandic

  ILR Library

  ILR Library accompanying videos

  JGSM Library

  Kroch Library (ECH, SASA, WAS)

 Accompanying videorecordings and Videorecordings with accompanying print material

 Kroch Library: Special designations

  Mann Library (includes Entomology, Geneva and Ornithology Libraries)

  Music Library

  Olin Library

  Uris Library Dean Room

Videocassettes w/accompanying material or Videocassettes that accompany other material

DVDs w/accompanying material or DVDs that accompany other material

General Notes:

Placement of barcodes

For videocassettes, Videodiscs, and Blu-ray discs: -- Place the barcode near the upper right corner of the container. Try not to cover title. Exception: Africana videorecordings.

Containers -- Catalogers should not barcode, or create item records, for CD jewel cases that contain DVDs.  DVDs should be housed in an actual DVD container, available from the department supplies area. Do write the call number on the flyer, which should be securely attached to the piece, then put them on the Physical Processing truck.  Physical Processing staff will tattle tape the item, write the call number on the item and send directly to Uris Library, Dean Room.

Added copies 

Use same CLAMSS number as first copy.  Add appropriate copy number.

Blu-ray discs

Blu-ray discs should be cataloged on a bibliographic record for a blu-ray disc, not a conventional DVD record. However, they are shelved with conventional DVDs, so they will be given a number in the same "alphabet".  That is, choose "videodisc" for selecting the next accesion number for your blu-ray disc in CLAMSS. [See exception for Music.]

Special instructions: Single-boxed, multi-part videocassettes:  

When processing a two-cassette set that is distributed in one container:

• Place the barcode near the upper right hand corner of the container
• Use pt.1-2 in Enum area of Item record
• Use 2 in Pieces area of Item record   

  Multi-part sets, each in secure container 

• Barcode each cassette or disc container
• If a caption is lacking, but must be supplied for enumeration, use the term "tape" or "disc"
• For Dean Room (Uris and Asia) : House the discs in as few cases as possible, and label as concisely as possible. Use 2-, 3-, or 4- disc on containers, as appropriate

Inserts (Guides, Booklets, Pamphlets, etc.) laid in DVD containers  

Inserts inside the DVD container, e.g. a single a single or folded sheet, 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.  For more substantial accompanying material such as guides, booklets, pamphlets, see library specific instructions.  

Missing DVDs or missing booklets/guides, etc.  

When DVD or CD is missing from the book or booklet/guide/miscellaneous material is missing from the DVD, write a note on flyer so that Physical Processing staff  know that we did not receive the item. In MFHD, add appropriate note in the subfield z of the 852 field, e.g., |z Library copy lacks booklet.  

Discs that don't play  

When handling a disc that may not play in all American players (i.e. Region 2-6 or DVD-R), write a note indicating the appropriate information on the flyer for the Public Services staff.   

Instructions for individual libraries:

A. Africana Library

1. Location:  afr (for DVDs) or afr,anx for videocassettes
2. Call number:  Accession number: Use CLAMSS to assign the accession number. See instructions 
               afr |h Video 25 afr |h Videodisc 1
3. Barcoding:   DVDs: Place barcode on inside cover of the DVD container in upper right corner, just above videodisc tray.  Videocassettes: Place barcode on right corner of cassette, just above window of the tape.
4. Physical Processing:  Annotate location flyer with accesion number and brief title and send items to LTS Physical Processing.

Africana Library: Accompanying VHS & DVDs

If manageable, DVD may be housed in pocket of hardcover text with appropriate 866 and 867 fields; otherwise:

• Location (create separate holding records):   afr for main item ;  afr for videodisc
• Call number:  LC-type for main item Accession number for video
• MFHD note:  on main item: 852 ‡z Request accompanying video at Circulation Desk ; on video: 852 |z Accompanying text shelved in stacks   
• Barcoding:  use single barcode on each piece if shelved separately; otherwise, use appropriate piece count.   See also   special instructions  
• Physical Processing:  Annotate location flyer with call number and brief title and send items to LTS Physical Processing. Be sure to pencil the call number on the main text.

Africana Library:  Videorecordings with accompanying printed material

• Location:  afr
• Call number:  Accession number for both items, using appropriate term for accompanying printed material. Use CLAMSS to assign the accession number. See instructions  
• Barcoding:  use single barcode on each piece 
•     See also special instructions  
• Physical Processing:  Annotate location flyer with call number and brief title and send items to LTS Physical Processing. Be sure to pencil the call number on the printed text.

B. Annex  

1. Location:  ---,anx
2. Call number:  LC-type, or Accession number (using CLAMSS).
3. Special MFHD instructions when processing a storage master: Suppress MFHD MFHD note:   852 |z Storage Master--Not for public use
4. Barcoding:   See     general notes  
5. Physical Processing:  Use CLAMSS to assign the accession number. See instructions .  Annotate location flyer with call number and brief title and send items to LTS Physical Processing.
6. Accompanying DVDs: Any accompanying DVDs designated for any Annex location will be stored separately and must have a separate container and item record.

C.   Math and Vet    

1. Location: math
2. Call number:  Use CLAMSS to assign the accession number. See instructions    
3. MFHD: No note necessary for Math.   
4. Barcoding: see      general  notes      
5. Physical Processing:  Annotate location flyer with call number and brief title and send items to LTS Physical Processing. Pencil the call number on the cassette label and on a press-apply label on the container.  

   Math Library: Accompanying videos  

   • Location (create separate holdings records):  math (for text) math (for video)
   • Call number:  LC-type for text  ;    Accession for video
   • MFHD note (for text): 852 ‡z Accompanying video (Acc. #) available at Circulation Desk
   • Barcoding:    see   general notes  
   • Physical Processing:  Annotate location flyer with call number and brief title and send items to LTS Physical Processing. Be sure to pencil the call number in main text.  

Veterinary Library  

• • Location:  Videocassettes: vet     

  • Videodiscs: vet,res  

  • Call number:  LC-type
  • MFHD note: Videocassettes: 852 |m Audio-visual

    Videodiscs: |k Disk

  • Barcoding:  see   general notes    
  • Physical Processing:  Annotate location flyer with call number and brief title and send items to LTS Physical Processing.  

Veterinary Library: Accompanying videos/DVDs

• • Location:  vet
  • Barcoding:    When there is accompanying material, or when a DVD accompanies a book, barcode main piece and change piece count accordingly. Vet staff will handle how to house additional pieces and create |z notes in Voyager to accomodate their decision.  
  • Physical Processing:  Annotate location flyer with call number and brief title and send items to LTS Physical Processing.  Call number labels will need to be made for each physical piece

D. Conservation  

1. Location:  cons
2. Call number:  LC-type
3. Barcoding:  see     general notes    
4. Physical Processing:  Annotate location flyer with call number and brief title and send items to LTS Physical Processing.

E. Fine Arts Library

Videocassettes and Videodiscs:  

• Location:  fine (for DVDs) or fine,anx (for videocassettes)
• Call number:  Accession number (e.g. fine |h Video 105). Use CLAMSS to assign the accession number. See instructions    
• Barcoding: see   general notes
• Physical Processing:  Annotate location flyer with call number and brief title and send items to LTS Physical Processing.

Accompanying Videocassettes

• Location:  fine
• Call number:  LC-type for main item ; No call number for video
• MFHD note: 852 ‡z For accompanying video ask at Circulation Desk
• Barcoding:  see   general notes  
• Physical Processing:  Send items to LTS Physical Processing

Accompanying Videodiscs:   DVDs + Hardcover book (whether book accompanies DVD or DVD accompanies book)

• Location:  fine
• Call number:  LC-type
• MFHD note:
  • Book with accompanying DVD
    • 866 1 v.
    • 867 1 DVD ‡z <in pocket of text>
  • DVD with accompanying book
    • 866 1 DVD ‡z <in pocket of text>
    • 867 1 text
• Barcoding:  Barcode text only, create item record, and change piece count as appropriate. Include note on flyer that volume includes DVD in pocket, or put DVD in mailing box and rubber band to book
• Physical Processing:  Call number labels will need to be made for each physical piece

  Note: If more than 2 DVDs are received or if DVDs are too big to put in pockets in book, do not create item records. Send to Conservation Dept. with note that box should be made to handle all pieces and that completed box should be returned to cataloger for barcoding.

Videodiscs: DVDs + Paperback book (whether book accompanies DVD or DVD accompanies book)

• Location:  fine
• Call number:  LC-type
• MFHD note:
  • Book with accompanying DVD
    • 866 1 v.
    • 867 1 DVD ‡z <in pocket of text>
  • DVD with accompanying book
    • 866 1 DVD ‡z <in pocket of text>
    • 867 1 text
• Barcoding: 
  • Barcode book, create item record, and change piece count as appropriate
  • Send book and DVD to Conservation Dept. Include note on flyer that volume includes DVD in pocket, or put DVD in mailing box and rubber band to book

     

• Physical Processing:  Call number labels will need to be made for each physical piece

  Note: If more than 2 DVDs are received or if DVDs are too big to put in pockets in book, do not create item records. Send to Conservation Dept. with note that box should be made to handle all pieces and that completed box should be returned to cataloger for barcoding.

F. Icelandic  

1. Location:  rmc,icer
2. Call number:  LC-type
3. Barcoding:  Do not barcode
4.   Physical Processing:  Items will be housed in Rare and will not circulate. They need no physical processing. Send directly to Rare.

  G. Hotel/ILR /JGSM 

1. Location:  hote (for DVDs) or hote,anx (for videocassettes) ilr (for DVDs) or ilr,anx (for videocassettes) jgsm (for DVDs) or  jgsm,anx (for videocassettes)
2. Call number:  LC-type
3. Call number:  LC-type
4. MFHD note:  Videos: 852 ‡z Request at Main Circulation Desk   ; DVDs: 852 ‡z Request at Main Circulation Desk 
5. Barcoding:  see   general notes
6. Physical Processing:  Annotate location flyer with call number and brief title and send items to LTS Physical Processing.

Hotel/ILR/JGSM Libraries: Accompanying videorecordings or Videorecordings w/accompanying guides  

• • Location:  hote ; ilr ; jgsm
  • Call number: LC-type for both items
  • MFHD note:  852 ‡z Request accompanying video [DVD] at Main Circulation Desk , or: 852 ‡z Request video [DVD] and guide at Main Circulation Desk  
  • Barcoding: Barcode each piece regardless of which is the main piece Text: use single barcode Videocassette:  single barcode on container Videodisc: single barcode on container
  • Physical Processing: Annotate location flyer with call number and brief title and send items to LTS Physical Processing. Use separate container for cassette or DVD and rubber band items together. Be sure to pencil the call number in main text.

H. Kroch Library (ECH, SASA, WAS)  

1. Location:  ech,av ; sasa,av ; was,av
2. Call number: Accession number: Use CLAMSS to assign the accession number. See   instructions .    For videodiscs only, accession number will be followed by language/area code   ech,anx (or sasa,anx or was,anx) |h Video 105 ech,av (or sasa,av or was,av) |h Videodisc 700 ([SEA] [SA] [CHI] [JPN] [EA] [GA])
3. MFHD note: 852 ‡z Shelved in Uris Library Dean Room          
4. Barcoding:  See general notes  ;  See also   special instructions  
5. Physical Processing: Annotate location flyer with call number and brief title and send items to LTS Physical Processing
6. Accompanying materials: Whether book accompanies videocassette or DVD or videocassette or DVD accompanies book, they should be handled the same as items for Uris, using the appropriate accession number/call number and location (ECH, SASA, WAS). See   Uris Dean Room    section, being careful to scroll to the section that fits your situation.

I. Mann Library (including items for Entomology, Geneva and Ornithology Libraries)    

1. Location:  mann ; ent ; gnva ; orni
2. Call number:  LC-type
3. MFHD note for accompanying materials: No special location notes; items will be shelved in book stacks
4. Barcoding:   see   general notes  
5. Physical Processing: Annotate location flyer with call number and brief title and send items to LTS Physical Processing.
6. Accompanying materials: If items can be handled in one physical unit, use appropriate piece count and 866 & 867 fields, accompanied by |z note in 852 field as needed. Otherwise barcode each piece, using appropriate 866 and 867 fields.

J. Music Library

1. Location:  mus,av
2. Call number: Accession number: Use CLAMSS to assign the accession number. See instructions .  Exception: Do not use CLAMSS for Blu-ray discs. Music Library staff will assign accession number.    mus,av |h Videotape 1000 mus,av |h DVD1000
3. Barcoding: DO NOT BARCODE. Music Library staff will create item records, barcode, and note piece count.  
4. Physical Processing: Put disc or cassette in separate case. Note the call no. and MFHD id on location flyer or scrap card and send items to Music Library for physical processing. DO NOT TATTLE TAPE. DO NOT ADD CALL NUMBER LABEL. All call number and property marking will be done at the Music Library.

Music Library: Accompanying DVDs/videocassettes

• • • Location (create separate holding records):  mus for main item mus,av for DVD/videocassette
    • Call number: LC-type for main item Accession number for video
    • MFHD note: on main item: 852 ‡z Accompanying DVD/videocassette shelved in A/V Collection. on videorecording: 852 |z Accompanying text shelved in stacks
    • Barcoding: Barcode main item only. DO NOT BARCODE DVD/videocassette
    • Physical Processing: Make call number label for text only. Music Library staff will handle physical processing of DVD/videocassette.          

Music Library: Videos with accompanying printed material

• • • Location:  mus,av
    • Physical Processing: Using guidelines for unaccompanied videorecordings above, send all items together to Music Library for physical processing.

K. Olin Library 

The only videorecordings that will be cataloged for and housed in Olin are videorecordings that accompany monographs, i.e., disks in the pocket of a book.

DVDs that accompany hardcover (or paperback) books:  

• Location:  olin              
• Call  number: LC-type
• MFHD:     
• 866       1 v.
• 867       2 DVDs (or videodiscs) ‡z <in pockets of text>
• Barcoding:      Barcode text only, create item record, and change piece count as appropriate. Include note on flyer that volume includes DVD in pocket.
• Physical  Processing: Send items to LTS Physical Processing.

Note: If more than 2 DVDs are received or if DVDs are too big to put in pockets in book, do not create item records. Send to Conservation Dept. with note that box should be made to handle all pieces and that completed box should be returned to cataloger for barcoding.

Videocassettes that accompany books:

• Location:  olin,anx         
• Call number: LC-type
• MFHD:
  • 866 1 v.
  • 867 1 videocassette
• Barcoding: Barcode both items as they will be shelved separately at the Annex.
• Physical Processing: Send items (rubber-banded together) to LTS Physical Processing. Call number labels will need to be made for each physical piece         

L. Uris Library Dean Room      

DVDs with or without accompanying material (if that material can fit in container):    

1. Location:  uris  |k Dean Room       

2. Call number: Accession number for both items, using appropriate term for accompanying printed material. Use CLAMSS to assign the accession number. See  instructions   

 uris,anx |h Video 25

 uris |k Dean Room |h Videodisc 43

3 . Barcoding:  Barcode the container and change piece count as appropriate. NB: If  accompanying booklet is too large to set in the DVD container, barcode both the container and the print material.

4. MFHD:

• 866   2 videodiscs
• 867   1 booklet                        

 5. Physical Processing: Annotate location flyer with call number and brief title and send items to LTS Physical Processing.

            Uris Library, Dean Room: Accompanying videorecordings and Videorecordings with accompanying printed material

• Videocassettes w/accompanying material:
  • Location:  uris,anx
  • Call number: Accession number for both items, using appropriate term for accompanying printed material. Use CLAMSS to assign the accession number. See instructions  
  • Barcoding: Barcode item(s) as appropriate, creating item records as necessary.   special instructions  
  • MFHD:
    • 866 1 v.
    • 867 1 Booklet        
  • Physical Processing: Annotate location flyer with call number and brief title and send items (rubber-banded together) to LTS Physical Processing. Call number labels will need to be made for each physical piece
• Videocassettes that accompany books:
  • Location:  olin,anx         
  • Call number: LC-type
  • Send video and accompanying material to Conservation Dept. w/note that box should be made to handle all pieces and that completed box should be returned to cataloger for cataloging
  • Barcoding: Do not barcode until box is made. Barcode box only, and include appropriate piece count in item record
  • Physical Processing: Annotate location flyer with call number and brief title (if appropriate) and send items to LTS Physical Processing. Call number labels will need to be made for each physical piece
• DVDs w/accompanying material:
  • Location:  uris |k Dean Room
  • Call number: Accession number for both items, using appropriate term for accompanying printed material. Use CLAMSS to assign the accession number. See instructions     
  • Barcoding: Barcode both items as they will be shelved separately in the Uris Library Dean Room. Single barcode on upper right corner of  container for videodisc
  • MFHD:
    • 866 1 videodisc
    • 867 1 Booklet        
  • Physical Processing: Annotate location flyer with call number and brief title and send items to LTS Physical Processing. Labels will need to be made for each physical piece
• DVDs that accompany hardcover (or paperback) books:  
  • Location:  uris         
  • Call number: LC-type
  • MFHD:
    • 866 1 v.
    • 867 2 DVDs ‡z <in pockets of text>
  • Barcoding: Barcode text only, create item record, and change piece count as appropriate. Include note on flyer that volume includes DVD in pocket.
  • Physical Processing: Send items to LTS Physical Processing. Call number labels will need to be made for each physical piece

  Note: If more than 2 DVDs are received or if DVDs are too big to put in pockets in book, do not create item records. Send to Conservation Dept. with note that box should be made to handle all pieces and that completed box should be returned to cataloger for barcoding.

Kroch Library: Special designations

For videodiscs only, items are separated by language category: SEA for Echols materials, SA for Sasa materials, and CHI, JPN or KOR to distinguish Chinese, Japanese and Korean languages for Wason materials. In the case of materials covering all of East Asia or all of Asia, use EA and GA respectively: