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Cataloging Practices Manual [CPM-685]

VIDEO RECORDING PROCESSING

Special Materials & Procedures

Background

In this document the word "video" means a videorecording in any format, e.g. videocassette, DVD, laser disc, etc.

Procedure

When processing videos, take information from the container, label or in the case of DVD's, read the information printed on the disc itself.

  1. If the video is part of a series follow the procedures in Series Searching: Classification before proceeding.

  2. Bibliographic records

    1. Search the title in CLIO. Since the great majority of videos are received on firm order, there should almost always be a record in CLIO for the video in hand.

      1. If no bib record is found, consult supervisor.

      2. If one bib record is found:

        1. Identify the copy statement for the copy in hand (it should be marked on the T2, or else look for a copy statement with 1I and an order linkage with status of ZN or BN). If the order linkage field has some status other than ZN or BN, return to the video to MAS so it can be received.

        2. Examine the bibliographic record to see if it matches the video in hand. (Go to definition of matching copy.)

          1. If it matches and there are one or more cataloged copies on the copy holdings record (i.e. copies with classification type L or T and call numbers) proceed to section III below to process as an added copy.

          2. If it matches and there are no previously cataloged copies, examine the record to see if it is standard copy. If it is standard, review the copy following the copy editing guidelines and make any necessary additions or changes. If it is not standard, proceed to section B to search for standard copy.

          3. If it doesn't match and there are previously cataloged copies a new record will have to be created in CLIO to match the video in hand. Proceed to section B to search for copy.

          4. If it doesn't match and there are no previously cataloged copies, proceed to section B to search for standard matching copy.

      3. If more than one bib record is found and more than one matches the video in hand, consult supervisor.

    2. Log onto OCLC and search the title by ISBN, or by title if there is no ISBN or if the ISBN yields no hits.

      1. If the search yields no matching records, skip to C below. (Go to definition of matching copy.)

      2. If the search yields a record that matches the video, examine it to see if it is standard. (Go to definition of standard copy.)

        1. If the record is non-standard, skip to C below.

        2. If the record is standard:

          1. Export it to CLIO, overlaying the preliminary record. (Go to procedures for export from OCLC.)

            Exception! Do not overlay a fully cataloged record in CLIO that you cannot use because there are other cataloged copies and the record does not match the video in hand. In that case simply export the record without overlaying.

          2. In CLIO, review the copy following the copy editing guidelines. Skip to section III.

    3. Log onto RLIN, select the VIM (visual materials) file and search the title by title.

      1. If the search yields no matching records:

        1. If the item in hand is a Booknotes video, follow the procedures for creating a Booknotes bibliographic record.

        2. For other videos, catalog the video in CLIO or OCLC, following variant edition procedures if possible, or,

        3. Route the video to original cataloger if variant edition cataloging is not possible.

      2. If the search yields a record that matches the video, examine it to see if it is standard. (Go to definition of standard copy.)

        1. If the record is non-standard and there is no copy available for variant edition cataloging, route the video to original cataloger.

        2. If the record is standard:

          1. Export it to CLIO, overlaying the preliminary record. (Go to procedures for export from RLIN.)

            Exception! do not overlay a fully cataloged record in CLIO that you cannot use because there are other cataloged copies and the record does not match the video in hand. In that case simply export the record without overlaying.

          2. In CLIO, review the copy following the copy editing guidelines.

  3. Copy Holdings Record

    1. If this is the first copy cataloged, or if copies were previously cataloged and the record is now being reactivated (e.g. after withdrawal, etc.):

      1. Overtype status with h and DT with today

      2. Add any appropriate codes in the title level notes field

    2. Complete the copy statement with

      1. Copy status code

      2. Classification type code

      3. Location, if a new record has been created

      4. Call number, including if appropriate Material Type Designation in $k (Go to document with list of material type designations.)

      5. If the original record was not used because there were cataloged copies and the record didn't match the video, provide a payment reference with the CLIO ID of the record with the OPR in the copy level notes field (e.g. $ABC1234). In this case it is also necessary to deactivate the copy statement on the original record and to provide a copy level note referring to the new record (e.g. Cat on AGX5689).

      6. Any appropriate treatment codes in the copy level notes field

      7. Your initials in the copy level notes field.

      8. If the video is part of a multivolume set, create a MHLD record and follow all other standard procedures for sets (e.g. $v in call number, 3T or 3L as appropriate, etc.). Go to CPM-450 for information on inputting holding information for sets into MHLD records.

  4. Barcoding and item records

    1. Attach barcodes as follows:

      1. For Butler Media Center (bmc) videos:

        1. For a videocassette in a plastic case that bmc will retain, attach the barcode to the bottom outside edge of the case. Please note that most plastic cases are not going to be retained by Butler Media Center. If in doubt, ask supervisor.

        2. For a videocassette in any other kind of container (e.g. cardboard sleeve, etc.) tape the barcode, still on its backing, to the front of the container.

        3. For a single DVD in a permanent plastic case, attach the barcode to the inside of the case, to the lower left of the disc.

        4. For multiple DVD's in a permanent plastic case, attach the barcode to the inside of the case, to the lower left of the last disc. Input the number of DVD's in the piece field in the item record.

        5. For a DVD in any other kind of container (e.g. jewel case, container with cardboard front, etc.) tape the barcode, still on its backing, to the front of the container.

      2. For Music (mvr) laser discs, affix the barcode to the front of the jacket, in the upper right hand corner, approximately 1" down from the top and 1/2" in from the opening edge.

      3. For Starr East Asian (eal):

        1. For videocassettes in permanent plastic cases, affix the barcode to the bottom of the container as for Butler Media Center.

        2. For videocassettes in any other kind of container, affix the barcode to the edge of the cassette that would be the last to enter the VCR (i.e. the narrow edge opposite the one with the arrow).

      4. For videos for all other locations, tape the barcode, still on its paper backing, to the front of the container.

    2. Item records

      1. For Music (mvr) laser discs and videocassettes when there is more than one disc in a single jacket, create one linked item record and change the piece count to the appropriate number (i.e. 2, if there are two discs).

      2. For bmc,res DVD's when there is more than one disc in a single container, and the container is the permanent plastic kind that will be used for shelving, create one linked item record and change the piece count to the appropriate number (i.e. 2, if there are two discs). Ignore printed cards or sheets in the piece count.

      3. For all other videos, create a linked item record for each piece.

  5. Charging and routing

    1. Butler Media Center videos (BMC)

      1. Charge to labelling

      2. Accumulate in drawer until Thursday.

      3. On Thursday mornings, deliver cart with videos to BSP.

    2. All other locations

      1. Charge to in transit

      2. Insert in interoffice envelope or box and mail to departmental library.
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Last updated: 07/03/07 nep