Cataloging CD-ROMs and Software as Accompanying Material
Written by Christine Rigda, with contributions from John F. Kline, Jr.
Revised by Karen A. Plummer, 8/27/2004.
Overview
Occasionally, books will include an accompanying CD-ROM or a computer disk. These materials may include electronic versions of the text; supplementary materials such as tests, teacher's guides, code examples, exercises, or software programs. These materials are designed to enhance the use of the book.
In cataloging these materials, there are two critical things to keep in mind. (1) The book and the accompanying material should be treated the same way. For example, if a book is designated as non-circulating, the accompanying disks will also be non-circulating. (2) To include the disk in the collection, we must have a valid licensing agreement on file.
The Acquisitions Department deals with License Agreements. They will add a 590 note in the bib record and/or add a note to the order record to indicate that the licensing agreement is on file. If the licensing has not been completed, catalog the book without the software and add it later. This will ensure that the book is available to patronsin a timely manner.
Steps for adding accompanying materials
- Retrieve the bibliographic record in OCLC.
- Verify that the 300 statement includes details about the software. Subfield "e" designates the accompanying material. EXAMPLE:
- 300 v. : ‡b ill., maps ; ‡c 29 cm. + ‡e 1 computer optical disc (4 3/4 in.)
- Add an 006 field to provide specifications for the accompanying disk. In Connexion, on the Edit menu, click Field 006 > Insert >, and on the submenu, click the appropriate bibliographic format: Computer Files (or press <Ctrl><Alt><Shift><P>)
- Add a 520 field (summary) if one isn't present. It will describe what is on the software. EXAMPLE:
- 520 Accompanying CD-ROM contains the text of the book in PDF format
- Create a 538 (system requirements) field if one isn't present. Check inside the book or on the disk to see if this information is present. If not, consult a librarian. EXAMPLE:
- 538 System requirements for CD-ROM: Windows 95 or higher, Adobe Acrobat Reader, CD-ROM drive
- Add a 590 note with the following:
- 590 This material has been made available for library patrons, and should be used in accordance with U.S. copyright law and Fair Use regulations. The Library shall not be liable for the actions of individual users who act without the knowledge or consent of the Library.
- Put the CD-ROM in a case.
- Use the CD-ROM cover template to create a cover which can be inserted inside the jewel case.
- Use the 949 field to create item records for the book and the software.
- Insert a volume of CD-ROM in the software item record.
- Both item records also get an Imessage of S (check for software)
- Print out labels and move the materials to physical processing.
For a sample record see Study guide to accompany Essentials of nursing research