PROCESSING MEDIA WITH OR WITHOUT ACCOMPANYING PRINTED MATERIALS

Revised: July 1996

Electronic storage media requires special care because of conservation, security, and storage issues.  The following special handling processes are recommended:

• Magnetic media -- audiocassettes, videocassettes, computer files -- should never have tattle tape attached or go through the sensitize/desensitize process.

• Magnetic media pieces can be circulated through the AutoCirc system only if the pieces have a barcode affixed.  Barcode labels should go on the cover of any media item, e.g., CD box, microfilm box, video container, never on the item itself.  If it is not possible to house magnetic media in secure containers, manual circulation procedures should be followed.

• Computer disks are especially fragile and subject to loss of data, and destruction by demagnetization.  Upon receipt in the shelving unit, it is recommended that the original copies of computer files be removed from the printed materials and be archived as dated master copies.  A back-up copy should then be made and used as the circulating copy.  Both the archival and circulating copies should be replaced every five years or as needed to preserve the quality of the data.

• To protect against computer viruses and accidental damage to data by patrons, disks should be write protected.

I.  Processing Material Accompanied by Media

Books accompanied by media will be cataloged together with one record on GLADIS.  The materials will be sent to the owning locations with the collowing insertion(s):

• Books accompanied by magnetic media will have a warning label enclosed:
  "Caution! Do not de/sensitize magnetic media" for use as appropriate.

• A flag will be inserted to alert staff to the presence of media.

• To protect against accidental de/sensitization and for better inventory control, media should be housed and circulated separately.  (See special handling criteria above.)

• Create a V/C for the media with the appropriate label (refer to the list at the end of this section).  Barcode or not following the speical handling criteria above.

• Add a SHL note to show the shelving location, e.g. Accompanying Disks on Reserve.

If the owning unit wishes to keep the media and printed materials together, a *nX note should be added to the V/C, e.g. *nXCheck for 1 sound disc. (NOTE: This is recommended ONLY for media that will not be damaged by de/sensitization.)

II.  Processing Media Unaccompanied by Printed Materials

Media received in central processing units and sent through cataloging are processed following the procedures for processing new monographs and serials.  See special handling criteria above to prepare materials for circulation.  Add SHL, SUF, and/or *nX notes as appropriate.

Unaccompanied media are often received directly by the owning unit and require additional processing.

• Notify the appropriate technical processing unit that the item has arrived.  Items ordered on monograph funds are referred to the Processing Division; item ordered on serial or continuation funds are referred to Serials Payment Division.  Any invoices with the item must be forwarded.

• Make arrangements with the Media Cataloger, Catalog Department, to have the item cataloged.  Any material that may come with the item (i.e. container, instructions, etc.)  MUST remain together until the item is cataloged.

• Electronic serials (See BPM Section on Requests for New Serials Cataloging) and continuations (See BPM Section on Post-Cataloging Processing) including remote files, CD-ROMs, etc., will need INNOPAC work.

The following are the marking designations for various media.

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Last updated Thursday, 04-Aug-2005 12:21:38 PDT Contact