MFHD & Item Records for Accompanying Material

MFHD AND ITEM RECORDS FOR ACCOMPANYING MATERIALS &
SMU PRESERVATION PHOTOCOPIES

Fondren & Science | Hamon | Formats | Statistics
Call Number & Barcode Placement | SMU Preservation Photocopies

BOOKS WITH ACCOMPANYING MATERIAL.

Books with accompanying matter are common, and includes, but is not limited to, the following types: maps, computer disks, sound recordings, videos, supplements, indexes. Information regarding accompanying material may appear in field 300 or in a 5xx field. The guidelines below provide treatment for holdings (MFHD) and item records.

A. FONDREN AND SCIENCE
          1. Book with accompanying material in pocket or attached to the book. Complete
              1 MFHD record AND
              1 item record. In the pieces field of the item record, count the book and the number of
              accompanying pieces to arrive at the figure for total pieces
              MFHD RECORD               852 0_ |b sci |h QA76.76.O63 |i 1928 1998
              ITEM RECORD                 Pieces: 2

2. Book with accompanying material not in pocket and not attached to the book. The accompanying material may sit
    beside the book or it may be housed in a different location.
    Complete
    1 MFHD and item record for the book AND
    1 MFHD and item record for the accompanying material

Add the format of the accompanying material as the final element in |i of the 852. (See item C below).

    MFHD RECORD FOR BOOK
        852 0_ |b QE3 |b .G251 no. 7
    MFHD RECORD FOR ACCOMPANYING MATERIAL
        852 0_ |b QE3 |b .G251 no. 7 Maps

3. REFERENCE books accompanied by computer files (disk or CD-ROM). The computer file does not receive a call
    number; instead the term Electronic Resource, no call number assigned is entered in subfield h (|h) of the 852
    field. Enter it as it appears in the example below according to capitalization and punctuation. The computer file is not
    barcoded; therefore, in the 852 field, enter a subfield x and the abbreviation nbc (no barcode). The indicators for the
    852 of the accompanying material should be 8_.

B. HAMON
     ALL HAMON NON-BOOK ACCOMPANYING MATERIAL IS HOUSED IN
     THEIR AV CENTER (even when the book goes to Reference). Therefore, a second MFHD
     and item record are always created for the accompanying item. The Voyager location for the
     accompanying material is ham,av.

C. FORMATS OF ACCOMPANYING MATERIAL
This is not an exhaustive list, but is a list of the most common types encountered.

Book or Booklet (booklet is for compact disc liner notes too large to fit into the jewel case)
Cards
Cassette (for audiocassettes)
CD-ROM (optical disc; round, 4 ¾ in.)
Compact Disc (for musical sound discs, 4 ¾ in.)
Computer Disk (magnetic disk; square, 3 ½ in.)
Electronic Resource, no call number assigned
Guide
Record (for an LP)
Map or Maps
Microfiche
Microfilm
Plates
Portfolio
Text
Video Cassette COUNTING STATS

When tallying statistics, count the book as usual on the stat sheet for print materials. Do not count material in a pocket or attached to the primary material that is not represented by an item record. It is recorded as a “piece” on the item record for the primary material, but not barcoded and not counted on a statistical sheet. If the accompanying material is on a separate item record, count it on the appropriate stat sheet (print or non-print). Count it in the PIECES column only. Do NOT count it in the TITLES column.

CALL NUMBER AND BARCODE PLACEMENT

If the accompanying material is in the pocket attached to the book, write the call number on each piece. In the case of CD-ROMs do not write on the shiny surface. When the accompanying material is not in a pocket in the back of the book or attached to the book, follow the instructions below.

All Hamon non-book material is housed in their AV center. Remove CD-ROMS and computer disks from the book. Place the CD-ROM in a jewel case (kept at the music cataloger’s desk). We do not have jackets for the 3 ½ in. computer disks. Place them in an envelope along with the bar code. Write the call number on the envelope. Hamon non-book materials should be placed in end processing in the music section.

JEWEL CASE FOR CD-ROM AND COMPACT DISCS

                      |||||||||||||||||          NX512
                                            .W55A4
                                            1991
                                            Compact
                                            Disc

        (BACK OF JEWEL CASE)

Write the call number on a book spine label.
Apply the label to the back of the jewel case,
upper right corner. Apply the bar code next to it.

LABEL ON 3 ½ DISK

                                SCI
                                REF
                                R134.8
                               .H859
                                1997

SMU PRESERVATION PHOTOCOPIES

For the original item, delete the item and MFHD records
Create a new MFHD and item records for the preservation copy.

msf 2/21/2000

This page is maintained by John Milazzo jamilazz@mail.smu.edu
For questions about the content of this page, please contact Margie Steele-Fuller msteele@mail.smu.edu
Last updated 05/13/2010