CD-ROM Cataloging Guidelines (AACR2 rules)

Titles in this format may be either monographic or serial titles. These guidelines are written from the standpoint of monographs, but serial CD-ROMs follow the same basic guidelines. The guidelines are also written assuming that a record already exists in OCLC.

FIXED FIELDS

Form: q is now the code for direct (physical) electronic resources such as CD-ROMs, DVD-ROMs, flash drives, etc. The older code, s , is still acceptable in copy for all electronic resources.

Lang

Same as for all other formats. Code for the language of the data and/or user interface (e.g., textual displays), not the programming language.

Frequn and Regulr

These are only appropriate if the title is a serial. For monographic titles, accept the default coding.

Dat tp

Verify accuracy. Correct, if necessary.

Dates

Verify accuracy. Correct, if necessary.

006 field

If there is no 006 for computer file information, add the appropriate information to the record. The first code will always be m for machine-readable computer file. (Consult Bibliographic Formats and Standards for codes.)
 

Example: 006 [m d ]
1st code : m=computer file
File: d=document (primarily text)

007 field

Add the 007, if not present. (Consult Bibliographic Formats and Standards for codes.) If the 007 exists in copy, accept it.

007 c |b o |d c |e g
|a = c (computer file)
|b = o (optical disc)
|d = c (color) or b (black and white) (See Bib Formats for other codes)
|e = g (4 3/4 in.) (See Bib Formats for other codes)

VARIABLE FIELDS

090

Use a full LC call number. As of April 2003, add CD-ROM as the final line of the base call number, above any volume information.

049

Current Digital/Media code is QEMI, but other locations may also order CD-ROMs.

1xx

Verify. Do any necessary authority searching or authority work.

245

Verify. The entire resource, including the surface or label of the CD-ROM itself, serves as the chief source of information. Include a 500 note indicating from where the title was taken (see below).

Make sure that the general material designator (gmd) [electronic resource] appears after the title proper and before the subtitle. Brackets are used around the gmd.

Geodisk |h [electronic resource] : |b the planet earth.

250

Verify accuracy of version statement, if any, or supply if necessary.

Version 2.1.

256

File characteristics field. No longer used; delete if found on copy.

260

Verify and edit as necessary.

300

Edit as necessary so that the number of physical pieces and other characteristics match received items in package.

The first subfield (|a) contains the number of CD-ROMs. (Older records may use 'computer optical discs' (which is acceptable) or 'computer laser optical discs' (delete 'laser'.) The second subfield (|b) is primarily used to indicate whether the item has color or sound. The third subfield (|c) indicates the size of the disk in inches. The fourth subfield (|e) includes any other accompanying items in the package (abbreviations are not used here).

Accompanying disks should have size indicated in parentheses:
+ |e 2 data disks (3 1/2 in.). Accompanying printed material does not have to have any additional physical description: + |e 1 operator's manual. Do not add additional physical description for accompanying printed material. But if the additional information is already there, verify accuracy and edit if necessary.

1 CD-ROM : |b sd., col. ; |c 4 3/4 in. + |e 1 manual + 1 user guide.

Any instruction information that comes in the jewel case may be noted in the 300 field, if considered significant, but should not be treated as supplementary material.

300 1 computer optical disc ; |c 4 3/4 in. + |e 1 user's guide.
Also, accompanying nondisk hardware (e.g., a connector cable) may be mentioned in the 300 or 538 field, but should not be treated as supplementary material. Advertising or any extra supplied print information from the publisher (e.g., photocopies of reviews of the software package) should not be mentioned in the 300 field.

490/830

Series information. Verify accuracy and do any necessary editing and authority work. If only occasional items in the series are being issued on CD-ROM, use the series form for the print. If the entire series is being issued on CD-ROM, it should be set up with (CD-ROM) as the qualifier.
830 0 U.S. Geological Survey open-file report (CD-ROM)

500

Title Source note is required. Add if not present.

500 Title from disc label. [this includes the surface of the disc]
500 Title from opening screen.
500 Title from PDF title page.

505

Contents note. If present, verify accuracy, editing if necessary. If not present, add if it appears useful. Abbreviations can be used in the 505. They should be limited to about 5 characters. Common terms used are Man. and Guide. The basic principal is to try to use the terms the publisher uses.

505 0 [Disc 1]. Program disc (cd-rom) -- [Disk 2]. Installation disk (3 1/4 in.)
505 0 [Man. 1]. Help -- [Man. 2] Ready reference.

520

Summary note. Accept if on copy. Add if it seems helpful in explaining the contents of the CD-ROM.

530

Other Format note. Use if appropriate.
PDF verson of print text (xix, 503 p.), plus a full-text search engine.

538

Systems Requirements note is required. This is a repeatable field. If a record has no 538, add one. There is no need to add more than one note, but if the CD-ROM is usable on different types of computers (e.g., IBM and Mac) you may add a second 538.

538 System requirements: IBM pc, xt, at or compatible; 256k; DOS 2.0 or higher; Adobe Acrobat reader; CD-ROM drive; graphics display card; printer.

The typical construction of this field is: computer make and model; memory needed; operating software needed; other.

6xx

Accept subjects assigned on copy. Specific subject subdivisions such as "Software" are no longer used merely to reflect that the title is software, so the subjects will look the same as for a print piece.

753

Technical Details Field. Accept if present, but do not add.

949

Always include the number of CD-ROMs in the case as part of the workstats.
cmsorigcfxxx,1
dccopycfxxx,3

PHYSICAL PROCESSING

Labels

Use small yellow post-it notes to write the appropriate call number and attach to the container of the cd-rom. Yellow post-it notes should also be attached to any accompanying floppy disks. Write or stamp the location Digital/Media Center (or other branch location) above the call number. If the location is Gov Docs and the piece has an LC call number, the location on the yellow stickie should be DMC-GD.

Example of a two-CD-ROM monographic set:

Examples of serial CD-ROMs:

Accompanying print material

Try to use the same term used in the 300 field, or an abbreviation of that term.

Example:

Sometimes the call number of the manual can be printed either on the verso of the title page or the verso of the cover, the same as a regular book. However, sometimes a yellow post-it note has to be used.

Accompanying hardware

Do not label. Send with piece. Any registration or warranty cards also should be sent with piece.