CD-ROM Supplements. Notes:

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1 University of Arkansas Libraries, Fayetteville CD-ROM Supplements Notes: For questions about access or usage, complete the Electronic Supplements Processing Form and forward it, along with all the pieces, to the Performing Arts and Media Librarian (or Special Collections Cataloging unit head). After a decision has been made, you will receive detailed instructions for processing. This procedure should also be followed any time you think the license agreement might need to be retained (i.e., it has access codes or other important information). Characteristics A CD-ROM (also known as an optical disc) normally measures 4 ¾ in diameter, although there is also a -inch mini size. CD-ROMs can have many types of content, including music, video, text, data, software, and interactive multimedia. A computer CD-ROM (or CD-ROM/DVD combo) drive is required. Enhanced CDs (sometimes called CD-Plus or CD-Extra ) have additional features that must be accessed with a computer CD-ROM drive. Enhanced CDs that are primarily music are processed as compact discs, and those that are not music should be processed as CD-ROMs. So-called dual discs (part CD-ROM and part DVD) are processed as DVDs. CD-ROM supplements to University of Arkansas theses and dissertations should receive Itype 2 (not Itype 29 or 28). CD-ROM supplements to gold dot and mdref materials are placed in the mdcdr collection. This location is also to be used for other CD-ROM supplements that 1) require user mediation or 2) cannot leave the building. If you have trouble identifying the type of disc in hand, play it in your computer DVD-ROM drive or ask the Music Cataloging unit head. Identifying symbol(s) Call number All CD-ROM supplements are LC-classed. Statistics sheet Use category CD-ROM on the Non-Books statistics sheet. Record one piece for each item record created, but do not count as a title.

2 Shelving locations Monographs. Where a supplement is shelved depends on its location. Main CD-ROM supplements are separated from their host item and housed in Performing Arts and Media. Reference CD-ROM supplements are decided on a title-by-title basis and should be referred to Karen Myers. There are three possible outcomes: the supplement will be retained in reference, separated from the host item, and placed in refod the supplement will be housed with the host item in reference the supplement will be separated from the host item and sent to Performing Arts and Media CD-ROM supplements for Fine Arts are separated from the host item and placed in the falod collection. CD-ROM supplements for Chemistry, Physics, or Gov Ref remain with the host item. They are usually placed in a pocket attached to the inside back cover, and no separate item record is created. If the book is destined for Reserve, the accompanying supplemental CD-ROM should also go to Reserve. Place it in a separate jewel case that can sit alongside the book on the shelf, and create a separate item record. GRE and other similar testing materials should be automatically placed on reserve. The order record should ideally indicate the reserve location, but that may not always be the case. A CD-ROM supplement for Special Collections should remain with the host item if it is issued in an attached pocket or case. No separate item record is created. However, if the supplement is issued in its own case or container, place it in the arkod collection and create a separate item record. Serials. All CD-ROM supplements to serials are removed from their host item and shelved separately. InfoLinks bib record locations Monographs Main materials with supplements should have a bib location of multi with main and md. When a Ref supplement is housed in Performing Arts and Media, the bib location should be multi with ref and md. No multi locations are needed with Fine Arts, Chemistry, Physics, Gov Ref, or Ref supplements remaining in Ref. Reserve materials should have a bib location of main. 2

3 When a Special Collections supplement is retained with its host item, no multi location is needed. For separate supplements, a multi location is needed only if the host item is in a spco location (highly unlikely). NOTE: In cases where there is also an Internet supplement, and that supplement gets its own item record, the bib record will also need an inter location. For more information, see Internet Supplements to Monographs. Serials. The bib record should reflect all locations for which there are item and checkin records. Physical processing All materials Follow the instructions in section C of the procedure Processing CD-ROMs/Optical Discs. (Exception: for Special Collections monograph supplements, follow normal processing procedures for that location.) Performing Arts and Media supplements If the supplement accompanies a main item or if a reference supplement is going to Performing Arts and Media, then the host item should be stamped as follows: Supplemental Materials Available in Performing Arts and Media Department. In cases where the license information needs to be retained, the Performing Arts and Media Librarian will have provided additional instructions for processing. Monograph Supplements ISBN If the disc has a separate ISBN, enter it in the record, followed by a format qualifier. For example: (CD-ROM) 00 e This subfield follows c and is preceded by the + symbol. Use the term CD-ROM. For example: p. : b ill. ; c 25 cm. + e 1 CD-ROM (4 /4 in.) 00 x, 40 p. : b ill. ; c 1 cm. + e 2 CD-ROMs (sd., col. ; 4 /4 in.) This subfield is not repeatable, so multiple supplements must be entered in a single e, each separated with the "+" symbol. Notes Notes for supplements should follow notes for the host item. Variant title. If the title is significantly different from that of the host item, there should be a 246 note/added entry (first indicator 1). For example: i Title on accompanying CD-ROM: a Simple will book Omit initial articles if present in the title.

4 Contents. There should be a note describing the content (including any enhanced content) of the disc. Note the presence of program files and/or data sets. For example: 500 Accompanying CD-ROM includes seven different wills, legal forms, and worksheets. 500 Accompanying CD-ROM contains a grid-based data analysis program that enables the user to visualize and manipulate spatially related data. Creates map sets in which each layer represents one data set or spreadsheet column. A formal 505 note may also be used. For example: CD-ROM contents: [Disc 1]. Evaluation version of: IBM DB2 7.1 Personal Developer's Edition -- IBM WebSphere Application server (Advanced ed..5) -- WebSphere Studio.5) -- Example code from the book's case study. [Disc 2]. VisualAge for Java.5 (Enterprise entry ed.) If there is a contents note for the host item, the CD contents may be given at the end of that note, or in a separate 505. Special access notes. If applicable, also add any information noted by the Performing Arts and Media Librarian (or Special Collections Cataloging unit head) on the Electronic Supplements Processing Form. (The local 590 note may also be modified.) System requirements. There should be 58 notes (system requirements) describing the equipment needed for access. This information comes from disc content, label, or packaging. Enter requirements for PCs and Macs in separate 58 fields and in the following order: the make and model of the computer; amount of memory required; name of the operating system; software requirements (including programming language); the kind and characteristics of required or recommended peripherals; and the type of required or recommended hardware modifications. For example: 58 System requirements for accompanying CD-ROM (Windows): PC with Pentium II processor; 64MB RAM; Windows 98, 2000, ME, NT (service Pack and above), or XP operating system; Microsoft Internet Explorer v5 (or later) or Netscape Navigator v4.8 (or later); Adobe Acrobat Reader 4.05 (or later); 800 x 600 pixels screen resolution; 16-bit color (65,000 colors). 58 System requirements for accompanying CD-ROM (Macintosh): Macintosh computer; 64MB RAM; Mac OS 9.2 or higher or OS X (with Classic Environment); Microsoft Internet Explorer v5 (or later) or Netscape Navigator v4.8 (or later); Adobe Acrobat Reader 4.05 (or later); 800 x 600 pixels screen resolution; 16-bit color (65,000 colors). 4

5 Local note This varies by location. If there is special access information, the Performing Arts and Media Librarian (or Special Collections Cataloging unit head) may have provided instructions for modifying this note. Main 590 Accompanying CD-ROM available in the Performing Arts and Media Dept. Chemistry, Physics, and Gov Ref. This is the general note: 590 This item includes a CD-ROM in back pocket of the book. If a login and/or password are required, use the following note: 590 This item includes a CD-ROM in back pocket of the book. The password is available at the [ ] Desk. Fine Arts 590 This item includes a CD-ROM. It is available at the Fine Arts Circulation Desk. Reference If supplement is sent to Performing Arts and Media: 590 Accompanying CD-ROM available in the Performing Arts and Media Dept. If supplement is retained in Reference but is separated from the host item and placed in refod : 590 This item includes a CD-ROM. It is available at the Reference Desk. If supplement is retained in Reference but is kept together with the host item: 590 This item includes a CD-ROM in back pocket of the book. If a login and/or password are required, use the following note: 590 This item includes a CD-ROM in back pocket of the book. The password is available at the Reference Desk. Special Collections If supplement is kept together with the host item: 590 This item includes a CD-ROM in back pocket of the book. If supplement is separated from the host item and placed in arkod : 590 This item includes a CD-ROM. It is available at the Reading Room Desk. 5

6 Serial Supplements Notes Notes for supplements should follow notes for the host item There should be a general note describing the supplemental disc(s). For example: 500 CD-ROM accompanies some issues. 500 Issued with a CD ROM which includes videos, teaching aids, and other graphic materials in addition to the text of the paper copy. 500 Issue no. 126 accompanied by a CD-ROM database of Belgian and Luxembourg exporters. 580 Has CD-ROM supplement: Conservation 2004, working with the project culture. 500 Issued in CD-ROM format only, beginning with 8th (200) Library has Add a separate Library has to the record. For s, use the OPAC display label corresponding to the item record location (see below), and for z use CD-ROM sup. For example: 860 s MEDIA-COMPUTER: acd-rom sup.: a 5th- b2000- Item Records If the CD-ROM supplement is to be removed from the host item (all serials and most monographs), create one item record for each jewel case. Because CD-ROM supplements for Chemistry, Physics, Gov Ref, and some Reference and Special Collections monographs are kept with the book, this means no separate item records are created, and the branch od item location codes will not be used. Simply add an Imessage with the total number of discs, and if there are special access instructions, add one or more note fields to the single item record. ICODE2 If access to CD-ROM supplement will expire after a certain date, add an ICODE2 with value 4 to the record. This is important, as it will allow us to periodically find and review such item records for deletion. Volume Monographs If the disc contains a program or data set, insert a volume field with the appropriate term. (If there are two or more, use the plural.) For example: Program Data sets Otherwise, use a general volume designation. If there is a single jewel case, insert a volume field of CDROM. (If there are two or more discs in the case, use CDROMs. ) If there are two or more jewel cases, follow each volume designation with the appropriate number. For example: CDROM 1, CDROM 2, etc. 6

7 Serials. Use the enumeration of the print volume it accompanies, followed by the word sup. For example: v.11 no sup. Notes Special access. Use a note to record logins, passwords, and other special restrictions on access. For example: NOTE login: password: harvard restrictions: none bkc 11/28/00 Expiration date. Add a separate note for the expiration date, if applicable. For example: NOTE Expires 10/24/2006 Imessage Supplement with separate item record(s). If there are two or more discs in a single jewel case, insert an Imessage with the total. For example: CDROMs Supplement housed with the book. Add a message with the number of discs and their location. For example: 1 CDROM in back pocket. Item location codes OPAC display Itype Status mdcom MEDIA COMPUTER 2 Optical Discs - CHECK SHELVES 1 mdcdr MEDIA-REF-COMPUTER 2 Optical Discs - CHECK SHELVES 2 arkod ARK COLL-MEDIA 2 Optical Discs o NONCIRCULATING chemd CHEM OD 2 Optical Discs q ASK CHEM DESK falod FAL MULTIMEDIA 2 Optical Discs w ASK AT FAL govod GOVREF-CDROM 2 Optical Discs o NONCIRCULATING physd PHYS-CDROM 2 Optical Discs g ASK AT CIRC refod REF-CDROM 2 Optical Discs o NON-CIRC h ASK AT REF (when login and password are required) res (res1, res2, etc.) MAIN RES 2 Optical Discs - CHECK SHELVES 1 Used for supplements that: 1) accompany gold dot or mdref materials; 2) require user mediation; or ) cannot leave the building. For questions, consult the Performing Arts and Media Librarian. 2 Used for all serial supplements and separately-packaged monograph supplements Serials only DEK /rev