Books with Electronic Resources

Evaluate accompanying electronic resources (CD, CD-ROM, DVD, online) to determine if they should be kept or discarded. Keep resources that can be used or accessed by anyone who uses the book. Discard those that are limited by license restrictions, access code, etc. Some books may have electronic resources that can be used without restriction and also provide an access code for online resources that only one person can use. Keep what can be used by anyone. Ask a supervisor to confirm the decision to keep or discard if needed.

Full bib record information should be provided by whoever catalogs the materials. See below for specific cataloging instructions. Physical processing can be completed by the Music Cataloging Specialist.

Single Electronic Resources

Single electronic resources are to be packaged within the book, except when impossible to do so without covering information on the book. Place the electronic resource in a plastic sleeve attached to the inside back cover. Consult the Music Cataloging Specialist if needed.

An electronic resource packaged within a book will NOT have a separate barcode or separate item record. Usually, the book with accompanying electronic resource will be shelved in Stacks.

Multiple Electronic Resources

Multiple electronic resources usually cannot be packaged within the book. Complete the cataloging of the bib record and attach the item record for the book. Deliver all materials to the Music Cataloging Specialist for completion of item records, application of barcodes, and decision of where the materials will be shelved (Media Collection vs Stacks), and physical processing.

DISCARDING the electronic resource?

If we cannot provide unrestricted access to an accompanying resource (we discarded the disk, the website requires a password that only one person can use, etc.), neatly cover, remove from view, or remove information that may be on the book cover/jacket that refers to the resource. Example: Use a black marker to mark out an online access code, then place a white label over this.

Cataloging Information

  • 007: Delete the field related to the electronic resource.
  • 006: Delete the field related to the electronic resource.
  • 300 |e: Retain, do not delete, the physical description of the accompanying electronic resource.
  • 5xx: Delete notes fields related to the resource, such as 538 system requirements.
  • 590: Add a local notes field to explain the absence of the electronic resource.
    Example:
    590 __ CD-ROM removed from Cook Library copy due to licensing restrictions.

KEEPING the electronic resource?

The person who catalogs the materials should place the electronic resource in a sleeve attached to the inside back cover when cataloging is complete (but do not cover up information on the inside back cover). The cataloger should also carefully remove the original packaging sleeve.

Single or multiple electronic resource? See above.

Print materials with accompanying electronic resources require special physical processing, including labels that alert Circulation staff to verify presence or absence of the resource, copyright notices, etc. Physical processing, including all labeling, can be completed by the Music Cataloging Specialist.

Cataloging Information

Code fixed fields for the main item being cataloged (book) according to Edit Cataloging (Books). Include data for the electronic resource in the following fields:

007 Physical characteristics
Provide correct coding for accompanying electronic resource (computer file)

006 Auxiliary fixed fields
Provide correct coding for accompanying electronic resource. Use as many codes or as few as apply to the accompanying resource.

300 Physical Description
Include the accompanying material in |e.

300 __ 456 p. : |b ill. ; |c 19 cm. + |e 1 CD-ROM (4 3/4 in.) + 1 computer disk (3 1/2 in.)

538 System requirements
Transcribe information on minimal system requirements to operate the electronic resource successfully. This can include software programs such as Microsoft Office suite, Flash player, and PDF viewer.

538 __ System requirements of accompanying computer disk: PC; 486XX hard drive; at least 4 MB RAM.

500 Title information on accompanying materials
Provide the title on the electronic resource.

500 __ Title from accompanying disk label: EduSim PowerPoint.

500 Copyright/production information on accompanying materials
Record any distinctive copyright/production information found on the electronic resource. The date in 260/264 and FF Date fields should correspond to latest date anywhere on the item. If the latest date is on the book, include the copyright date of the accompanying resource in a note if it is different. If the latest date is on the accompanying materials, include the copyright date on the main item (the book) in a note. Examples:

500 __ Copyright date on book: 2000.
500 __ Copyright date on accompanying electronic resource: 2000.

520 Summary note
Provide a note summarizing the contents of these items and the relation between the main item and the electronic resource.

505 Contents note
Occasionally the accompanying material will warrant a contents note. Use judiciously. Prefer to explain programs in 520.

740 Added title entry
List the title found on the electronic resource.

Linda Ginn -- Revised August 2014

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