Page History

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Unit: Cataloging

Date last updated: 9/6/2023 18 Mar 2025 

Date of next review: January 20242026

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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.  

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General notes

Placement of barcodes

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added added

Added copies 

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

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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 use the "videodisc" for selecting the next accession number for your Blu-ray disc in CLAMSSDVD" material type in the FOLIO call number generator. [See exception for Music.]

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africana africana

A. Africana Library

1. Location:  afr (for DVDs) or afr,anx for videocassettes
2. Call number:  Accession number: Use CLAMSS the FOLIO Call number generator to assign the accession number. See instructions  
               afr  Video 25 afr  Videodisc 1

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   africanaspec africanaspec

   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 accession 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 Holding statements; otherwise:

• Location (create separate holding records):   afr for main item ;  afr for videodisc
• Call number:  LC-type for main item Accession number for video
• Holdings note:  on main item: Request accompanying video at Circulation Desk ; on video:  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.

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afraccmat afraccmat

Africana Library:  Video recordings with accompanying printed material

• Location:  afr
• Call number:  Accession number for both items, using appropriate term for accompanying printed material. Use CLAMSS the FOLIO Call number generator 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.

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annex annex

B. Annex  

1. Location:  ---,anx
2. Call number:  LC-type, or Accession number (using CLAMSSthe FOLIO Call number generator). 

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   special special

   Special Holdings instructions when processing a storage master: Suppress Holdings record from public display, add Holdings note:  Storage Master--Not for public use
4. Barcoding:   See     general notes . See container instructions above for the   Annex. 
5. Physical Processing:  Use CLAMSS the FOLIO Call number generator 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 in a jewel case with its own item record.

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math math

C.   Math and Vet    

1. Location: math
2. Call number:  Use CLAMSS the FOLIO Call Number generator to assign the accession number. See instructions    
3. Holdings notes: 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
   •  Holdings note (for text): Accompanying video (accession #) 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.  

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vet vet

Veterinary Library  

• • Location:  Videocassettes: vet     

  • Videodiscs: vet,res  

  • Call number:  LC-type
  • Call number suffix (Videocassettes): Audio-visual

    Videodiscs: Call number prefix: 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

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• Location:  fine (for DVDs) or fine,anx (for videocassettes)
• Call number:  Accession number (e.g. for videocassettes: fine / Video 105). Use CLAMSS to assign the the FOLIO Call number generator 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.

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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.

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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  
   Holdings note (Videos and DVDs):   Request at Main Circulation Desk.
    
3. Barcoding:  see   general notes
4. Physical Processing:  Annotate location flyer with call number and brief title and send items to LTS Physical Processing.

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1. Location:  ech,av ; sasa,av ; was,av
2. Call number: Accession number: Use CLAMSS the FOLIO Call number generator to assign the accession number. See instructions. For videodiscs only, accession number will be followed by language/area code : (SEA), (SA), (CHI), (JPN), or (KOR).For example, ech,av Video 105 (SEA) ; was,av Videodisc 700 (CHI)
3. Holdings note: 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.

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mann mann

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

1. Location:  mann ; orni
2. Call number:  LC-type
3. Holdings 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 Holdings statement, accompanied by Holdings notes as needed. Otherwise barcode each piece, using appropriate Holdings statements.

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1. Location:  mus,av
2. Call number: Accession number: Use CLAMSS the FOLIO Call number generator to assign the accession number. See instructions .  Exception:

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   musicexcept musicexcept

   Do not use CLAMSS the call number generator for Blu-ray discs. Music Library staff will assign accession number.    mus,av  Videotape 1000 mus,av  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 Holdings hrid 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.

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• • • 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
    • Holdings note (on main item): Accompanying DVD/videocassette shelved in A/V Collection. On video recording:  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

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• Location:  olin,anx         
• Call number: LC-type
• Holdings details:
  
  • Holdings statement: text
  • Holdings statement for supplements: 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                  

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olin olin

L. Uris Library Dean Room           

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

1. Location:  uris              

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

 uris,anx call number: Video 25

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• Holdings statement:   2 videodiscs
• Holdings statement for supplements:   1 booklet
  
  Added copies: Some Holdings show olin,av or the location for earlier copy(ies). When processing a subsequent copy, use Uris location and add c.2 (or c.3, 4, as appropriate).                                         

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