last updated Thu Nov-29-2007  09:22
 
 
Processing Procedures for Multiple DVDs in a Single Case (Plastic or paper case)
 
 
PROCESSING of multi-disc DVD titles:
 
Determine type of housing and call number treatment. Some multiple box sets are to be rehoused by CatSS into the translucent white DVD cases, while others are not, depending on form and content of the packaging of the DVDs.
 
If the material comes in a gatefold container or if multiple discs are contained within one DVD case (for example, a 2 or 3 disc "Director's cut" of a movie, including supplemental material, with individual holders for the discs), leave in original packaging, do not rehouse in translucent white cases.
 
Some sets are compilations of individual titles; others are segments of a single production. Also, some compilations are issued in one DVD case. Using the criteria below, examine the piece carefully and then check the utilities for usable bib record(s). Generally speaking, prefer individual bib records for greater analysis of multiple sets. The packaging of the material also determines whether or not the material is to be rehoused. If you cannot determine the appropriate treatment, bounce to head of CatSS.
 
 
  1. If multiple bib records are used for bibliographically unrelated individual segments in a multiple DVD set, individual titles will need to get a separate accession number for each title in the set. For example, a compilation of movies by a single director would normally require the use of individual bib records for each movie, since each title exists as a separate bibliographical entity. Use consecuative accession numbers, as in DVD 123, DVD 124, DVD 125. Rehouse in translucent white cases, unless individual titles are packaged as a gatefold.
  2. If a single bib record is used for a multiple DVD set (an unanalyzed set), individual ITEM records need to be created, and individual volume numbers need to be added to the base accession call number, as in DVD 245 v.1, DVD 245 v.2, DVD 245 v.3; this allows all the volumes in the set to remain together on the shelves, and also allows for circulation of one segment. For example, a mini-series produced by A&E, or a TV season of a popular program, where the packaging is not gatefold in nature, and each DVD contains a number of "chapters" of the story, usually between 3-7 "chapters" or "shows" per disc. Rehouse in translucent white cases, unless packaged as a gatefold.
  3. If multiple bib records are used for a multiple DVD set (that's one that has individually titled segments, i.e., what we would consider an analyzed set), treat it as you would the compilation of movies by a single director, i.e., one bib record per DVD (example (a)). This is the preferred method for multiple DVD sets, if they are analyzable. For example, a multi-volume TV lecture series from PBS with distinctively titled discs would most likely be treated in this fashion. If you can't find individual bib records for the entire set, treat the set as in example (b). For the call number, add individual volume numbers to the base accession call number (as in example (b)). Rehouse in translucent white cases, unless packaged as a gatefold.
 
CALL NUMBER:  
 
DVD-R copies created by Sinclair staff will have pre-assigned accession numbers printed on the disc itself.
 
For all other material: use accession type call number: DVD + [acc. Number]. Call number sequence is controlled by pre-printed Avery labels, maintained in Cataloging.
 
For material being treated as a single disc, afix the accession call number label to the front cover insert art (if the original DVD case is plastic), or to the front cover of the paper DVD case (if the original DVD case is paper).
 
For multiple disc materials that is not being rehoused, afix the accession call number label inside the DVD case, near the first disc. Use peelable tape.
 
DVD MFHD call numbers must be a minimum of 4 digits long, use leading zeros as needed. Do not use leading zeros on the call number label, however.
 
BARCODES:  (beginning Dec 1, 2006) Do not assign a barcode to the ITEM record; A⁄V Center staff will assign the barcode once the piece has been received at Sinclair. However, continue to create an ITEM record, and to assign an In Process status to the ITEM record.
 
History:
(Recent practice: Place the barcode on the inside cover of the rehoused DVD case, against the inside spine)
(Subsequent practice: barcodes were attached to a flat space above or below disc. DVD rehousing began at request of Sinclair in May 2003.)
(Earliest practice: barcodes were stuck on back cover of print insert sheets, or on verso of insert sheet, in the lower right-hand corner. Barcode location changed at request of Sinclair in Jan. 2002.)
 
MFHDs and ITEM RECORDS:
 
MFHD:          Use location code                  OuzV
ITEM:         Use Item Type code         AV⁄Media
 
Sinclair will edit the MFHD to reflect holdings configuration.
 
Set the ITEM Status in the ITEM record to In Process.
(Note: DVDs are the only AV format material for which Cataloging staff enters an item status, at the request of Sinclair staff. Sinclair staff will adjust the ITEM status when the DVDs are received at Sinclair and ready for patrons.)
To set the ITEM status:
Click on the graph button in the lower lefthand corner of the ITEM record to open the selection window
Scroll down to the In Process line
Double-click the words In Process
Click the OK button to set the status
Save the ITEM record to save the status
 
PRESERVATION COPIES:
 
852   ‡b OuzV ‡h DVD ####
583   ‡l Library also has preservation copy
 
Note: Formerly, 583 preservation copy notes were entered in the bib record. Move existing 583 Preservation copy notes from bib to MFHD if you are touching or editing a record for a DVD.
 
Use above MFHD notes mainly for Hawaiian and Pacific DVDs whenever a preservation or archival copy accompanies the circulating copy; (worksheet will be annotated: 1 use cop.; 1 p or archival cop.). Preservation⁄archival copies are stored in HL Special Collections' vault.
 
If there is more than one copy for a location, put the preservation note in the lowest copy number.
 
Differing format for p-copies
 
Normally, use copies and their respective p-copies are in the same format (CD, DVD, etc.). However, there are cases where there is a difference in format between the p-copy and the use copy. In those instances, there is no way to assign the p-copy an Accession format call number which is different from the use copy and to make the fact the we own both formats easily accessible and understandable to the patron without the use of MFHD notes. Therefore:
 
Regardless of physical format of p-copy, all p-copy items will be assigned the same Accession call no.as the use copy.
 
To account for the differing formats, input a parenthetical qualifier in the 583 MFHD note:
 
852   ‡b OuzV ‡h ACCESSION CALL ####
583   ‡l Library also has preservation copy (APPROPRIATE FORMAT)
 
In the case of multiple p-copies, call them p-copy 1 and p-copy 2, using separate 583 MFHD tags
 
852   ‡b OuzV ‡h ACCESSION CALL ####
583   ‡l Library also has preservation copy (APPROPRIATE FORMAT)
583   ‡l Library also has preservation copy (DIFFERENT FORMAT) c.2
 
The call number label for multiple p-copy follows this format:
 
 
FORMAT FORMAT
Accession # Accession #
p p
  c.2
 
 
Individual collections will then prepare shelf "dummies" to keep track of the actual shelving location of the differing p-copy format.
 
 
STATISTICS:
 
Count DVD titles on Monographs-Non-print Formats sheet, VDISC category.
 
 
END ROUTINE:
 
For materials rehoused in translucent white cases :
 
For materials not rehoused in translucent white cases:
 
Route to the appropriate destination, following the instructions from the routing chart.
 
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Bounce questions⁄problems to Head of CatSS.