Cataloging Practices Manual [CPM-679]


Special Materials & Procedures


Note: Follow CPM-178 for mixed media being processed for Offsite.

These instructions describe procedures that are unique to mixed media monographs (e.g. books accompanied by a non-book format item, such as a cassette, a sound disc, a computer disk but not microfiche or maps). These instructions also apply to non-book format material accompanied by printed material such as guides. Starting April 2006 the recording of format (e.g. books) in ENUM is discontinued. In addition recording the format of accompanying material was changed from ENUM to CHRON. Existing records reflecting earlier practice should not be updated.

Note: When a selector requests a monograph to be separated from the non-book format material and shelved in a different location, route both the book and the mixed media accompanied by the request to OSMC for original cataloging even if there is a standard record available. The cataloger will create separate holdings or separate bibliographic records with linking notes as appropriate.

  1. Processing mixed media in CLIO

    1. Note the format of the main work, using either the Type of Record field in the leader of the bibliographic record or by the presence of a GMD (general material designator) in 245 subfield h.

      See also Print Items With Accompanying Material (Princeton)

      Note: Original catalogers should create or add 006 & 007 fields. Copy catalogers should accept those appearing on cataloging copy but should not supply them. Go to 006/007 table.

      Note: If appropriate, code the appropriate Material Type Designation of the main work in the call number. Code the second indicator in the 852 field depending whether the item in hand is a single volume or multivolume set.

      852 00 |b ets |k CD-ROM |h HT1322 |i .T74 1999g
      (single volume)

      852 01 |b leh |h HC101 |i .S97 2001g
      (multivolume set)

      Material Type List

    2. Process or creat bibliographic record for the main work according to standard procedures. The Leader and 008 of the bibliographic and holdings records should be based on the primary material.

    3. Record the the presence of accompanying material in subfield |z of the 852 field of the holdings record if the main work is a single volume monograph, and in 866 field if the main work is a multivolume set.


      852 00 |a glx |h DK293 |i .O38 2002g |z Accompanied by 1 diskette
      (single volume)

      866 41 |8 0 |a v.1-2 |z Accompanied by 1 CD-ROM
      (multivolume set)

      866 41 |8 0 |a videocassettes 1-3 |z Accompanied by 1 computer disk, 1 CD-ROM, 3-D glasses and user guide
      (multivolume set)

    4. If the item lacks either the main work or some of the accompanying material, input a |z describing what is lacking in the 852 field if the main work is a single volume monograph, and in the 866 field if the main work is a multivolume set.


      852 00 |a eng |h QA345 |i .B68 1997g |z Lacks CD-ROM
      (single volume)

      866 41 |8 0 |a v.1-5 |z Set lacks 2 CDs
      (multivolume set) .

    5. Create an ITEM record for each piece in hand.

      1. Single volume monographs

        Barcode monograph as usual

        1. Code CHRON for the accompanying material using appropriate term. Use conventional terminology, e.g., use CD-ROM in place of computer optical disc following the examples below. In case of doubt consult a supervisor.

          Notice the spelling of computer disks and computer optical discs. LC has decided that magnetic disks use "k" and optical ones use "c".

          Note:Be extra careful when assigning terms for music media. In many cases music materials would be accompanied by a "CD" not a "CD-ROM". Consult supervisor if not sure.


          CD (for music CD)
          DualDisc (for CD/DVD on one disc, also called DADV)
          diskette (for floppy disk)
          sound cassette (for tape)
          videocassette (for VHS)
          CD-ROM card (for 3 3/8 X 2 3/8 in. CD)

        2. If the acompanying material consists of more than one item of the same type, assign a sequential number to each descriptive term and code into CHRON. Barcode and create an item record for each item.



        3. If the volume contains two or more different of mixed media items, barcode and create an item record for each, and add the appropriate term in CHRON.

          Example of a single volume monograph hierarchy

      2. Multi-volume sets

        1. Create item records for the volumes of the main work and enter appropriate volume numbering into the ENUM of the item record as usual:



        2. Determine relationship of accompanying material to volumes of main work.

          1. Accompanying material have same volume numbers as the main work.

            Create an item record for each volume of accompanying material and enter volume numbering in ENUM and term for the accompanying piece in CHRON.

            Example of a multi-volume set hierarchy when the accompanying material refers to a specific volume

          2. Accompanying material have no volume numbering.

            Create an item record for each and enter only the term for the accompanying material into CHRON. Consult supervisor in case it is not clear whether the accompanying material accompanies a particular volume or the whole set.

            Example of a multi-volume set hierarchy when the accompanying material refers to the whole set

    6. Statistics

      1. Record production statistics for main work in 948 field using the appropriate statistics macro.

    7. Routing

      1. Do not permanently affix the barcode to the non-book item. Insert the barcode, still affixed to its paper backing, into the non-book item's casing if it is already opened, or scotch-tape the barcode to the casing if it is not yet opened. Don't put the scotch-tape directly on the non-book item (e.g. CD-ROM), if you have questions where to affix it, ask a supervisor.

      2. Insert the mixed media rider into the main work.

      3. If accompanying material is not secure within the main work, place items in a mailing envelope or secure with binding string.

      4. Music locations (campus only!)

        1. Music materials for location "mus" should be cataloged as usual and both the book and non-book materials should be checked out to Labeling. If no standard record is found, track as per CPM-551 to Music Cataloger in SCMC.

          Note: Be extra careful when assigning terms for music media. In most cases music materials would be accompanied by a "CD" not a "CD-ROM". In case of doubt, consult a supervisor.

        2. Music records will have a note added in 852 |z citing the type and location of the non-book material after they are received in the Music library.
          Example: 852 00 |z Ask at Music Circulation Desk for accompanying CDs.

        Note: Follow CPM-178 for Music mixed media being processed for Offsite.

      5. All other locations

        Note: All charging instructions apply to both printed material and non-book format.

        1. Charge reserve items or items for campus Music locations to Labelling.
        2. For all other items, charge items to Binding.
        3. Route items for all locations to BSP.


      1. BSP binds book and accompanying material together for all locations EXCEPT for MUS.

      2. Campus Music locations accompanied by mixed media are handled in BSP as follows:
        1. If book is a hard cover and needs to be labeled, both the book and its accompanying material are labeled, and then charged to IN-TRANSIT and sent to the department.
        2. If book in hand needs to be bound, book is sent and charged out to Bindery. Accompanying material is labeled separately, charged to IN-TRANSIT and sent to departmental library.

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    Last updated: 09/27/11 ink