Accompanying Materials

Page Table of Contents:

Accompanying Material Policy: DH Hill, Hunt (including bookBot), NRL, Satellite, Textiles, VetMed, Math Working Collection, AACCRR

Accompanying Material Housed with Main Piece

• Examples: Book with CD, DVD, map, etc.
• When a CD/DVD main piece is accompanied by a book, catalog for main piece format but house the CD/DVD in the book and follow below procedure.

Policy

Accompanying materials that are housed within the main piece:

1. Are not barcoded separately
2. Do not receive a Sirsi call number/item record
3. The main piece call number/item record Number of pieces field is set to 1
4. Do not create call number/item record for accompanying piece when the main piece is an added copy.

Procedure

1. Verify that the accompanying material is accounted for in the bibliographic record 300 $e and/or 500 note
2. Barcode the main piece
3. Create a call number/item record for the main piece only
   1. Number of pieces = 1
4. Flag the main piece as accompanying material
5. Forward to Preservation for marking and accompanying material processing

Stand-Alone Accompanying Material

Examples: book (workbook, teacher's edition), book that accompanies a CD or DVD, etc.

Policy

Stand-alone accompanying materials are barcoded separately and a Sirsi call number/item record is created for each accompanying piece

Procedure

1. Verify that the accompanying material is accounted for in the bibliographic record 300 $e and 500 note
2. Barcode the main piece.
3. Create call number/item record for main piece
   1. Number of pieces = 1
4. Barcode accompanying materials
5. Create call number/item record for accompanying piece:
6. Call number field: add descriptive word to call number that distinguishes the accompanying material format (e.g. BOOK)
7. Item type: select the appropriate "AC" item type for the accompanying material format

Accompanying Material Policy: Design and SCRC

Policy

All accompanying materials are:

1. Barcoded
   1. Design Accompanying CDs: see barcode placement for Design accompanying CDs
2. Recieve a call number/item record
3. The main piece call number/item record Number of pieces field is set to total number of pieces

Accompanying Material Policy: College of Education Media Center (CoEMC)

Accompanying Materials Housed with Main Piece

Examples: CD, CD-ROM, DVD, map

Policy

Accompanying materials that are housed within the main piece:

1. Are not barcoded separately
2. Do no receive a Sirsi call number/item record
3. The main piece call number/item record Number of pieces field is set to the total number of pieces (main piece + accompanying materials)

Procedure

1. Verify that the accompanying material is accounted for in the bibliographic record 300 $e and 500 note
2. Barcode the main piece
3. Create a call number/item record for the main piece only
4. Number of pieces = total number of pieces
5. Flag the main piece as accompanying material
6. Forward to Preservation for marking and accompanying material processing

Stand-Alone Accompanying Material

Examples: book (workbook, teacher's edition, book that accompanies a CD or DVD, etc.)

Policy

Stand-alone accompanying materials are barcoded separately and a Sirsi call number/item record is created for each accompanying piece and main piece item record number of pieces field is set to the total number of pieces

Procedure

1. Verify that the accompanying material is accounted for in the bibliographic record 300 $e and 500 note
2. Barcode the main piece.
3. Create call number/item record for main piece
4. Number of pieces = total number of pieces
5. Barcode accompanying materials
6. Create call number/item record for accompanying piece:
7. Call number field: add descriptive word to call number that distinguishes the accompanying material format (e.g. BOOK)
8. Item type: select the appropriate "AC" item type for the accompanying material format

"Dark archive" copy

Under past Preservation policies, the Libraries kept a backup copy of magnetic (diskettes) and optical (CD-ROM/DVD-ROM) media, either in Preservation or in various Collection Managers' offices. These copies were shadowed to the public in DRA and Sirsi, as it was not within the terms of our software license to allow circulation of two copies of a title for which we had purchased only one. These copies constitute a "dark archive" similar to that which is maintained for NCSU theses/dissertations in SCRC.

Procedure

1. Original discs or diskettes are to be handled according to the rules for the location for which they are being added. If the item or items are in a separate container, they will be barcoded and assigned the appropriate item type (SOFTWARE, CD-ROM, DVD-ROM, etc.) for that media type. If they are accompanying a book or serial, they will be handled as for the branches noted above.
2. Backup copies of the original media should be set to the appropriate item type for the copy (often diskettes were backed up to optical media), but toggle the public display off by shadowing the call record. Add a "Staff note" to the item record with the words "Dark archive", indicating that this is a non-displaying, non-circulating copy that should be kept to make a backup if needed sometime in the future. Since these will not ever be placed in the parent book, they should receive their own call number and item record, with BOOKBOT as the receiving library. These will all be housed in the bookBot.

Statistics

Count a statistic only for accompanying materials that are:

1. Barcoded separately
2. Receive a Sirsi call number/item record

For all other accompanying materials, count a statistic only for the main piece cataloged.