ELECTRONIC RESOURCES AS ACCOMPANYING MATERIAL

 

 

FONDREN LIBRARY CENTER REFERENCE

Do not use this section: all Reference material for FLC should go to Nancy (serials) or Angela (monographs)!!! (aml 8/22/03)

Electronic resources (computer files such as CD-ROMs or disks) that accompany FLC Reference material are never kept with the primary material they accompany. Instead, they are either kept in the FLC Reference Office and loaded on request (flc,refo), loaded as a stand alone resource in the Electronic Resources Center (flc,ref), or loaded on the Citrix Server (cul,lan). Because in most cases, accompanying electronic resources are kept in the FLC Reference Office, we will catalog them all initially for flc,refo and change them to another location only as requested. This will allow the Head of Reference and the Electronic Resources Librarian to examine the material before making a final decision and not delay the cataloging of the material. In all cases, create a separate Holdings Record. None of these materials are barcoded. Indicate this by adding nbc(no barcode) in 852 |x.

 

USE THE FOLLOWING PROCESS TO INITIALLY CATALOG ALL ELECTRONIC RESOURCES ACCOMPANYING FLC REFERENCE MATERIAL.

Electronic Resource is kept in the FLC Reference Office.

1.      Complete the Holdings Record and create an Item Record for the primary material.

2.      Create a separate Holdings Record for the accompanying electronic resource:

Location: flc,refo

Call number: Use the same LC call number as the material that it accompanies. Add the format (CD-ROM or Computer Disk) of the material as the final element of the call number.

Non-public note: |x nbc

3.      For CD-ROMs, write the call number using a permanent marker on the inner ring of the CD-ROM. Place the CD-ROM in a jewel case or sleeve. For diskettes, write the call number on the existing label or on a label that you attach.

4.      Flag the electronic resource flc,refo and place it in the Reference mail slot.

 

USE THE FOLLOWING PROCESS ONLY IF REQUESTED VIA THE ERLINE:

Electronic resource is loaded as a stand-alone resource in FLC Reference.

  1. An ER Form is required.
  2. Adjust the existing Holdings Record for the accompanying electronic resource:

Location: flc,ref

Call number: Change to Electronic Resource, no call number assigned.

Electronic resource is loaded on the Citrix Server.

  1. An ER Form is required.
  2. Adjust the existing Holdings Record:

Location: cul,lan

Call number: Change to Electronic Resource, no call number assigned.

If the material is transferred out of Reference, the book and the electronic resource are reunited. For material that is Latest volume in Reference, use the Retrieve Superseded Issues flag to alert the Reference staff to retrieve the Electronic Resource and replace it in the book before sending the book to the stacks.

 

HAMON

Electronic resources (computer files such as CD-ROMs or disks) that accompany Hamon material are never kept with the primary material they accompany. Instead, all accompanying electronic resources are located in the Hamon AV Center, even when the material it accompanies is located in Hamon Reference.

  1. Complete the Holdings Record and create an Item Record for the primary material.
  2. Create a separate Holdings Record for the electronic resource.

Location: ham,av.

Call number. Use the same LC call number as the material that it accompanies. Add the format (CD-ROM or Computer Disk) of the material as the final element of the call number.

  1. Create an Item Record for the electronic resource:

Item type: rest circ.

  1. Place all electronic resources (CD-ROMs and computer disks) in a jewel case. Attach a label to the back of the jewel case and write the call number on the label. Attach also a barcode to the back of the jewel case.
  2. Flag the electronic resource ham,av and place it in the Music section in the end processing area.

 

ALL OTHER LOCATIONS (EXCEPT HAMON AND DEGOLYER)

Electronic resource is or can be placed in a pocket that is attached to the book.

  1. If the accompanying electronic resource is not in a pocket, but will fit in the book, insert an adhesive sleeve in the book and place the electronic resource in it.
  2. Complete one Holdings Record and create one Item Record for the primary material and the electronic resource.
  3. Item Record: In the Pieces field, count the book and the number of accompanying electronic resources to arrive at the figure for the total pieces.
  4. For CD-ROMs write the call number using a permanent marker on the inner ring of the CD-ROM. For diskettes, write the call number on the existing label or on a label that you attach.

Electronic resource cannot be placed in a pocket in the book.

  1. Complete one Holdings Record and create multiple Item Records.
  2. In the Enum field of the Item Record(s) for the electronic resource(s) add the format of the material (CD-ROM or Computer Disk).
  3. For CD-ROMs, write the call number using a permanent marker on the inner ring of the CD-ROM. Attach a label to the back of the jewel case and write the call number on the label. Attach also a barcode to the back of the jewel case. Place the  jewel case in the jewel case protector that we use to house circulating CD-ROMs. (Put any computer disks that will not fit in the book in a jewel case with the center removed. Then place the jewel case in the jewel case protector.)

 

STATISTICS

 

When tallying statistics, count the book as usual on the Print statistics sheet. Count the accompanying electronic resource on the Non-Print statistics sheet in the Pieces column only. Do not count it in the Titles column.

 

 

 

NCR  11/15/2001

 

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For questions about the content of this page, please contact Nancy Rubenstein nrubenst@mail.smu.edu

This page is maintained by Angela Laack and John Milazzo.


Last updated 11/20/2001