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Note: The "disk/disc" distinction between floppy disks and CD-ROMs/DVD-ROMs should be used on the bib record and for holdings information on the MFHDholdings record. For the "|k Disk" subfield in the 852 fieldIn the call number prefix, use "disk" for both floppy disks and CD-ROMs/DVD-ROMs.

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Unit: Cataloging

Date last reviewed: 23 Aug 202318 Mar 2025 

Date of next review: March 2023 2026 

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General notes

• Types of Computer Disk
• Special Labels (except Music CDs)
• Serials
• Guide/Insert Laid in Jewel Case

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• Africana Library
• Asian Collections (Kroch Library)
• Annex Library
• Conservation
• Entomology Library
• Fine Arts Library
• Hotel Library
• Geneva Library
• ILR Library
• JGSM Library
• Mann Library (includes items for Entymology, Geneva and Ornithology Libraries)
• Maps
• Math Library
• Music Library
• Olin Library
• Olin Reference
  • When CD is Primary
  • When Print is Primary
• Ornithology Library
• Uris Library
• Uris Reference
• Veterinary Library

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Computer laser optical discs (CD-ROMs), DVD-ROMs
Computer files are permanently recorded on the disc (by the same process used in recording a sound CD). A CD-ROM/DVD-ROM is ROM is usually stored in a plastic box called a jewel case normally supplied by the manufacturer. If there is no jewel case supplied with the disc, or if it has been damaged, use a DVD case. DVD cases may be found near the Catalog Reference shelvesin the back of Rm. 110 (east end). The disc in the jewel case or DVD case can be put directly on a book truck or mailing shelf without any additional protection. Barcodes and labels should be attached to the outside of the jewel case/DVD case, the barcode in the upper right corner, and the label in the upper left corner. Labels should not be attached directly to a CD-ROM/DVD-ROM because it may become unbalanced and not rotate evenly.

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1. Location:
   Disk: ilr [hote] [jgsm] <no sublocation>
   Unaccompanied disk: Holdings notes (public): Shelved at ILR circulation desk.
2. Call number:
   Disk: LC type
3. Accompanying material: It is preferred that accompanying CD-ROMs/DVD-ROMs are housed separately, at the Circulation Desk. (Whether CD-ROM/DVD-ROM accompanies book or book is guide to CD-ROM/DVD-ROM, the MFHD note for accompanying disks: 852 |z Accompanying CD-ROM shelved at ILR circulation desk.  Barcode the main piece and the case housing the accompanying CD-ROM(s) which will be shelved at the ILR circulation desk.   
   
   • Holdings statement: 1 v. text
   • Holdings statement for supplements: 1 CD-ROM/DVD-ROM
   Or;
   
   • Holdings statement: 1 CD-ROM/DVD-ROM
   • Holdings statement for supplements: 1 guide
4. Holdings note for accompanying disks: Holdings notes (public): Accompanying CD-ROM shelved at ILR circulation desk.
5. Barcoding: Barcode CD-ROM/DVD-ROM (jewel case). The item record for the disk should have diskDisk(s) in the enumeration field and piece count if applicable. Rubber band book and disk case together and send to Physical Processing. (Barcode 3 1/2" floppy disks in recessed label area on front of disk.)
6. Physical Processing: LTS Olin Physical Processing marks book and CD-ROM/DVD-ROM case, tattle tapes book and CD-ROM/DVD-ROM, writes call number on the CD-ROM/DVD-ROM with indelible ink.

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1. Location: mann, orni
2. Call number:
   Disk:
3. LC type with qualifier "|k Disk" before call in the Call number prefix.
4. Accompanying disk: Use book call number. Add "Disk" at bottom.
5. Accompanying material: (whether CD-ROM/DVD-ROM accompanies book or book is guide to CD, the disk will be put into a pocket of the book when possible. Otherwise, barcode main piece and send materials to the attention of Mann processing staff)
   
   • Holdings statement: 1 v. text
   • Holdings statement for supplements: 1 CD-ROM/DVD-ROM |z <in pocket of text>
   Or;
   
   • Holdings statement: 1 CD-ROM/DVD-ROM |z <in pocket of guide> 
   • Holdings statement for supplements: 1 guide
   Barcoding: Barcode CD-ROM/DVD-ROM (do not use jewel case–use black plastic DVD case). 
   When CD-ROM/DVD-ROM is main piece, PLACE single barcode on upper right corner inside container  (do not use jewel case–use black plastic DVD case). 
   When there is accompanying material or when a disk accompanies a book, barcode main piece and include piece count
6. Physical Processing: LTS Olin Physical Processing marks book, tattle tapes book and CD-ROM/DVD-ROM, writes call number on the CD-ROM/DVD-ROM with indelible ink, uses existing pocket if appropriate or applies new one when none IS provided or existing pocket is of questionable archival quality.

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The processing of CD-ROMs and DVD-ROMs outlined below is solely the domain of the music cataloger. **Do not catalog. Do not process.**Instead, place any such items on the “Original” cart and they will be forwarded to the music catalogerPlease give these items to the Music cataloger in Olin.

1. Location:
   Disk: CD-ROM/DVD-ROM: mus,av (Call Music Library staff for accesion number)
   Floppy disk: mus,pres
   Accompanying disk: Disk and book are in different locations, each with its own holdings record.
2. Call number:
   CD-ROM/DVD-ROM: Accession number (example: |b mus,av |h CD-ROM 1)
   Floppy disk: Accession number (example: |b mus,av |h Disk 1)
   (Call Music Library to get accession number)
   Pencil under call number in book: Accompanying CD-ROM/DVD-ROM available in Sound Recordings under CD-ROM/DVD-ROM 1
3. Holdings notes for accompanying disks:
   Holdings for disk: Holdings notes (public): Accompanying text in stacks
   Holdings for book with floppy: Holdings notes (public): Accompanying disc stored in Reserve
   Holdings for book with CD: Holdings notes (public): Accompanying disc stored in Sound
   Recordings
4. Barcoding: Do not barcode disks.
5. Marking: Do not label disks. Include card with call number and Voyager bib ID number.
6. Mailing: Send disk and card to LTS Olin Physical Processing. Put floppy disk in a CD mailing box.

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1. Call number:
   LC type with no qualifying "Disk" or "Guide" on any pieces
2. MFHD notes:
   When the CD-ROM/DVD-ROM reproduces the content of the print, create 2 Holdings records:

   First Holdings:
   Location: olin,ref
   Holdings statement: 1 v. text
   Holdings statement for supplements: 1 CD-ROM/DVD-ROM |z<Ask at Circulation Desk>
   Second Holdings:
   Location: olin

   When the CD-ROM/DVD-ROM supplements the content of the print

   Location: olin,ref
   Holdings statement: 1 v. text
   Holdings statement for supplements: 1 CD-ROM/DVD-ROM <In pocket of text>
   

   Note: In some cases, an individual selector may elect to have the accompanying CD-ROM/DVD-ROM cataloged for the Electronic Text Center rather than being housed in the text pocket. In that case, the CD-ROM/DVD-ROM would be handled as above. Selectors should have noted the ETC location on the flyer.

3. Barcoding:
   When the CD-ROM/DVD-ROM reproduces the content of the print, create item records for both pieces (Barcode jewel case of CD-ROM/DVD-ROM)
   When the CD-ROM/DVD-ROM supplements the content of the print, create one item record and record pieces count
4. Marking:
   Physical Processing marks and tattle tapes all pieces, and writes call number on CD with indelible ink.
5. Mailing: In most cases, the CD-ROM/DVD-ROM will be put in a pocket of the print volume. If it is necessary to send CD-ROM/DVD-ROM(s) in a separate container, keep pieces together.

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1. Location: uris,ref
2. Call number:
   LC type with no qualifying "Disk" or "Guide" on any pieces
3. Holdings note for accompanying disks:
   Location: uris,ref
   Holdings statement: 1 v. text
   Holdings statement for supplements: 1 CD-ROM/DVD-ROM
4. Barcoding: Create one item record and record pieces count. Set Item Type to "nocirc".
5. Marking: Physical Processing staff marks and tattle tapes all pieces, and writes call number on CD-ROM/DVD-ROM with indelible ink.
6. Mailing:
   Should the disk not arrive already housed in the print volume, put disk in protective envelope on "Rush" shelf in Physical Processing. Keep pieces together.

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1. Location:
   vet
   Disk in the Call number prefix  (Vet Lib staff will handle |z)
   
2. Call number:
   Disk: LC type
   Accompanying disk: Use book call number. Add "Disk" at end of call number.
3. Barcoding: Barcode CD-ROM/DVD-ROM (jewel case). Barcode 3 1/2" floppy disks in recessed
   label area on front of disk.

   
   Accompanying material: When there is accompanying material or when a disk accompanies a book, barcode main piece and change piece count accordingly. Vet staff will handle how to house additional pieces and create |z the necessary public notes in Voyager to accommodate their decisionFOLIO.

4. Marking: Attach self-adhesive label to CD-ROM/DVD-ROM (jewel case) or floppy disk.
5. End processing:
   Disk:  Cataloger sends item to Physical Processing staff who mark and tattle tape all pieces, and write call number on CD-ROM/DVD-ROM with indelible ink.

   
   Accompanying disk: Rubber band disk to book and send to Physical Processing or Conservation.