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CD-ROM and DVD-ROM Cataloging and Processing Procedures

As those of you who catalog theses know, LCSH does not always contain the precise subject heading needed for a particular work. Often this is because the term is so new that there have not been enough books about it for LC to establish it as a heading. The other reason LCSH may not contain a desired term is that it is often too broad for some of the particular concepts in a thesis, making precise description impossible. And then there is the case where the LC Classification Schedules provide a call number for a particular subject but there is no corresponding subject heading in LCSH.

It’s not just a disc!

This guide will cover the special procedures for cataloging CD-ROMs and DVD-ROMs. The guide does NOT cover music CDs or audio books, both of which are sound recordings played in CD players. It also does not cover standard DVDs, which are videorecordings played in DVD players. The crucial difference between ordinary sound CDs and video DVDs and CD-ROMs and DVD-ROMs is that the latter can only be viewed on a computer with a CD-ROM or DVD-ROM drive. So if a CD or DVD must be accessed on a computer, it is actually a CD-ROM or DVD-ROM and falls under the scope of these procedures. If you’re unsure whether a disc is a CD-ROM or not, try playing it in an CD player or DVD player as appropriate. A CD-ROM drive will play audio CDs, but a CD player will not play CD-ROMs. A DVD-ROM drive will play video DVDs, but a DVD player will not play DVD-ROMs.

CD-ROMs and DVD-ROMs are computer files, but their content can be drawn from a variety of other types of information. They may contain text, sounds, images, maps, numerical data, sound or video clips, computer software, and interactive multimedia. Text may be in the form of a database or PDF files which are snapshots of print documents. Or the text could be in the form of HTML documents with embedded links to the World Wide Web. Numerical data might be in the form of spreadsheets, databases, or just raw data. DVD-ROMs are essentially the same as CD-ROMs except the data is encoded differently, but for all intents and purposes, they are treated the same as CD-ROMs. For the sake of readability, the words "CD-ROM" and "CD-ROMs" will be used for both types of discs in the remainder of these procedures, unless something applies only to one or the other.

Categories of CD-ROMs

If the CD-ROM accompanies a book or other item, it may or may not receive the full treatment described here. It depends on the content of the disc. For Auburn’s purposes, CD-ROMs come in three categories:

Category 1 - Those containing material of an accompanying or supplementary nature to a printed work. Category 2 - Those which reproduce a printed work. Category 3 - Those which are works in their own right.

If the CD-ROM merely contains supplementary or accompanying material, it falls into Category I. These CD-ROMs are most likely to be found in a pocket at the back or front of a book. We do not catalog these CD-ROMs separately because they wouldn’t be of much use unless the patron also had the book they accompany.

For Category 1 CD-ROMs:

Record the number of CD-ROMs in the 300 field, subfield $e:

300 b b $a iv, 237 p. : $b ill. ; $c 25 cm. + $e 1 CD-ROM (sd., col. ; 4 3/4 in.)

Add the 006 and 007 fields for the CD-ROM. (See Fixed Field section below) Make an appropriate 500 note if the CD-ROM if it has its own unique title:

500 b b $a Accompanying CD-ROM has title: Air quality data for United States cities.

Trace the title of the CD-ROM in a 740 02 field if it is unique:

740 0 2 $a Air quality data for United States cities.

Give the system requirements, if any, in a 538 note. (See section on 538 field) Give any special format characteristics in the 256 or 516 note (See appropriate sections in this guide) Write the Voyager number on the CD-ROM.

Put a note in the 866 field on the holding screen:

866 4 1 $a book + cd-rom

However, if the CD-ROM falls into Category 2, e.g., it reproduces the entire contents of the printed work, then catalog it as an additional copy on a separate holdings screen. The vast majority of Category 2 CD-ROMs are conference proceedings for a particular conference or conferences, with the papers reproduced in PDF format on the CD-ROM. If it’s not a conference proceeding and there’s doubt about whether it falls in Category 2, consider it to be in Category 1.

For Category 2 CD-ROMs:

Add the following field, as appropriate, to the bibliographic record:

Create a new holdings record.

On the new holdings record, add the following note: 866 4 1 $a On CD-Rom.

If the CD-ROM being added as second copy is a volume of a serial or multi-part item, add the volume designation and year of the CD-ROM in the 866 note:

866 4 1 $a On CD-Rom: v. 32:no.1 (2002)

Create item record(s). Item type will be "cd-rom."

Follow the physical processing instructions for Category 3 CD-ROMs at the end of this guide.

The remainder of these procedures deal with Category 3 CD-ROMs, ones which are themselves individual works.

Content vs. Computer File

With CD-ROMs, the type of information contained on the disc is what determines how it is cataloged. For example, a CD-ROM containing PDF files of conference papers would be cataloged as if it were a print monograph, with the computer file details added in the 006 and 007 fields and notes. Or the CD-ROM might consist of computerized maps viewed with GIS software. In that case, it would be cataloged on the maps format, again with the computer file details added in the 006 and 007 fields and notes. The MARC computer file format was formerly used for all computer files prior to 1998 but it is now only used for CD-ROMs of numerical data or actual computer programs, including interactive multimedia. It is also used for online services. The reason for this is that the content of all computer files was determined to be more important than the mere fact that the information needed a computer to be read.

Interactive multimedia refers to a combination of text, images, audio and/or video content that a user must interact with in order to make full use of it. Databases are not necessarily interactive multimedia just because they have interactive menus, which are common to many types of computer files. But software designed to train veterinary students to recognize a particular type of disease or technique using text, sound, and images that the user must manipulate would be considered interactive. Consider databases to be text unless they are primarily numeric in nature. When in doubt, particularly as to how interactive something is, consider the content to be a computer file.

The guidelines below describe the various types of records that correspond to the contents of a CD-ROM. They come from the MARC 21 Concise Bibliographic Format for the Leader/06 field. While sound recordings are typically CDs and projected media (videorecordings) are typically DVDs, I have included the sound recording and projected media record types, because it is possible for CD-ROMs to contain sound clips or video clips meant to be accessed on a computer as their primary contents. Pay particular attention to the notes under type "m" for computer files which that one should catalog according to the dominant aspect of the content, not the form it takes.

Type of Record:

  • a = Language material - Includes printed, microform, and electronic language material.
  • c = Notated music - Includes microform and electronic notated music.
  • e = Cartographic material - Includes maps, atlases, globes, digital maps, and other cartographic items.
  • g = Projected medium - Includes motion pictures, videorecordings (including digital video), filmstrips, slides, transparencies, or material specifically designed for projection.
  • i = Nonmusical sound recording - Includes speech.
  • j = Musical sound recording - Includes phonodiscs, compact discs, or cassette tapes, and digital music files.
  • k = Two-dimensional nonprojectable graphic - Includes activity cards, charts, collages, computer graphics, drawings, duplication masters, flash cards, paintings, photonegatives, photo prints, pictures, photo CDs, postcards, posters, prints, spirit masters, study prints, technical drawings, photomechanical reproductions, and reproductions of any of these.
  • m = Computer file - Includes the following classes of electronic resources: computer software (including programs, games, fonts), numeric data, computer-oriented multimedia, online systems or services. For these classes of materials, if there is a significant aspect that causes it to fall into another Leader/06 category, the code for that significant aspect is used instead of code m (e.g., vector data that is cartographic is not coded as numeric but cartographic). Other classes of electronic resources are coded for their most significant aspect (e.g., language material, graphic, cartographic material, sound, music, moving image). In case of doubt or if the most significant aspect cannot be determined, consider the item a computer file.
  • o = Kit - Contains a mixture of components from two or more types of items, none of which is the predominant constituent of the kit.
  • p = Mixed material - Indicates that there are significant materials in two or more forms that are usually related by virtue of their having been accumulated by or about a person or body. Includes archival finds and manuscript collections of mixed forms of materials, such as text, photographs, and sound recordings.

Because the new guidelines to catalog CD-ROMs by content rather than form did not achieve widespread usage until 2000 and because there still exists a great deal of confusion in this area, you will find many CD-ROMs in OCLC cataloged incorrectly as computer files. When downloading records from OCLC or doing original cataloging, DO NOT automatically assume the CD-ROM must be cataloged as a computer file. Instead, carefully examine the content to determine the correct format to use. If you do find the CD-ROM cataloged incorrectly, use the record anyway and change the fixed fields locally in Voyager to reflect the current rules.

After considering the type of record to use, the content must also be evaluated to see if it meets the criteria for either monographs, serials, or integrating resources. Monographs are items complete in one part or intended to be completed in a finite number of separate parts. Under the new definition of seriality, a serial is an item issued in successive parts bearing numerical or chronological designations and intended to be continued indefinitely (e.g., serials, journals, series, newspapers). An integrating resource is a bibliographic resource that is added to or changed by means of updates that do not remain discrete and are integrated into the whole. While integrating resources are most commonly loose-leaf publications or updating Web sites, it is possible to have CD-ROMs which fit this category. If the next CD-ROM in a series is meant to partially or completely replace the CD-ROM cataloged previously, it’s an integrating resource. For example, a CD-ROM containing the proceedings for 1999-2003 of a particular conference might replace the previous year’s CD-ROM which contained the 1999-2002 conference proceedings. Most of the time, CD-ROMs tend to be monographs, but Auburn occasionally gets CD-ROM serials, which are cataloged on the same format as print serials. Unlike video sets or series, CD-ROM sets are not typically analyzed.

Fixed fields

Figuring out the appropriate Type of Record, 006, 007, and 008 fixed fields to use for any given CD-ROM is the truly challenging aspect of CD-ROM cataloging and not for the faint of heart. Get the fixed fields right and the rest of the record is fairly simple. Fixed fields will vary based on the value chosen in the Type of Record field in the Leader. (See Content vs. Computer File above.) In OCLC, this field is the Type field.

A CD-ROM containing computer software would be coded "m" for computer file in the Type of Record. Therefore it would have the 008 fixed fields standard for computer file. But a CD-ROM containing electronic text would still be coded "a" for language material and have the same 008 fixed fields as a normal print monograph record. In this case, the critical difference would be the Form of Item fixed field, which would be coded "s" for electronic material. The same would be true for any code in the Type of Record field other than "m" for computer files; the fixed fields would correspond to those normally found in records for items of that physical format. However, Form of Item, coded "s" for electronic, will always be present in such records no matter what other fields might be present. If the record type is not the one for computer files, the fixed fields unique to computer files are added to the record as part of the 006 field.

Since we use whatever record is available on OCLC, whether the Type is correct or not, it is sometimes necessary to change the Type of Record field in Voyager. Doing so will invalidate the 008 fixed fields and bring up the fixed field template corresponding to the new value in the Type of Record field.

On the next few pages are some examples of different record types and their corresponding 008 fields.

For Type of Record = m [CD-ROM cataloged as a computer file because it contains numeric data or computer software].

OCLC Fixed Fields:

Leader Field in Voyager:

008 Fields in Voyager:

For Type of Record = a [CD-ROM cataloged as language material because it is primarily text like a print monograph]

OCLC Fixed Fields:

Leader Field in Voyager:

008 Field in Voyager:

For Type of Record = e [CD-ROM done as cartographic material because it is a digital map]

OCLC Fixed Fields:

Leader Field in Voyager:

008 Field in Voyager:

Note that for any Type of Record value other than "m," the record will also have an 006 field for the computer file characteristics of the CD-ROM. The 006 field is actually the unique fixed fields the record would have had if the CD-ROM had been cataloged as a computer file. So for the last two examples, where Type of Record was "a" and Type of Record was "e," the records would also have an 006 field like this one.

006 Field in Voyager [for computer file aspects]:

As you can see, the only fixed fields all CD-ROMs must have are Type of File, Audience and Govt. Publication, whether they are in the 008 fixed fields or the 006 fixed fields.

Type of File/File. This field gives a code for the type of computer file. It should match the type of file given in the 516 field. The codes are:

  • a - numeric data (including statistics)
  • b - computer program (software or computer models)
  • c - representational (pictorial or graphic data, digital maps)
  • d - document (text or html)
  • e - bibliographic data (citations, citation databases or library catalogs)
  • f - computer fonts
  • g - game (recreational or educational)
  • h - sound
  • i - interactive multimedia
  • j - online system or service (not used with CD-ROMs)
  • m - combination (computer models/numerical data or computer programs/text files, etc.)
  • u - unknown
  • z - other

Audience/Audn. This field specifies the audience level of the CD-ROM, especially educational ones. It is usually blank in print records, but CD-ROM records must have a value in this field, even if it is only "g" for general audiences. If the record type has Audience in both the 008 and 006 fields, the value should be the same in both places. If the CD-ROM’s content is appropriate for more than one audience, use the code for the highest appropriate level. Prefer "e" over "g" if the audience level is ambiguous unless it could be appropriate for even young children. Most local CD-ROMs will have either code "e" or code "f" for specialized materials, depending on how specialized they are.

The Audience codes are:

        a - preschool

        b - primary (grades 1-3)

        c - elementary (grades 4-6) or junior high (grades 7-8)

        d - secondary (grades 9-12)

        e - adult (college level or above)

        f - specialized (professional or highly technical)

        g - general (all ages) or fiction

        j - juvenile (to age 15 or grade 9)

007 Field (Subfields)

Regardless of whether the CD-ROM fits the criteria for treatment as a computer file, it will always have an 007 field for the its physical characteristics as a CD-ROM. The 007 field displays in OCLC as one of the variable fields with each code in its own subfield. However, Voyager displays the 007 field as another window in the fixed field area. If the record type is one corresponding to something that would normally be another type of nonprint material like cartographic material, the record will have a second 007 for the physical characteristics of the second type of material as well, although most of these values would be coded "z" for other.

The Voyager 007 window:

In the fixed field area of the Voyager bibliographic record:


(indicators are blank)

The 007 field always gives the physical description of the item. As stated earlier, the 007 field displays as a variable field in OCLC and a separate fixed field window in Voyager. The first code should match the 245 subfield $h general material designation (gmd). In OCLC, this code is "c" for "computer file" [what is now "electronic resource"] and it goes in the 007 subfield $a. In Voyager, there should be a check mark in the Computer File tab at the top of the 007 window. With the exception of the Color (subfield $d) and Sound (subfield $f) fields, the 007 codes are either the same for all CD-ROMs or ignored. Always double check the codes into the 007 window. Some releases of Voyager will show the 007 correctly in the fixed field area but default to the value for computer floppy disks upon clicking the 007 button. Information on each field follows:

Specific Material Designation / subfield $b = o [optical disc]

Original vs. Reproduction Aspect / subfield $c. This field is obsolete. In Voyager, leave it blank or change it to "|" if it’s not. In OCLC, do not include this subfield in the 007.

Color / subfield $d.

  • a - one color
  • c - multicolored (more than one color)
  • g - gray scale (shaded black or white)
  • m - mixed (combination of black-and-white, gray scale, or multicolored)
  • n - not applicable (no visual data; used for audio data)
  • u - unknown
  • z - other

Dimensions / subfield $e = g [4 3/4 in. or 12 cm.]

Sound / subfield $f.

  • blank - no sound
  • a - sound

Ignore all other fields/subfields ($g, $h, $i, $j, $k, and $l) or code them "|" for "No attempt to code."

As stated earlier, some records may have more than one 007 if the CD-ROM contains what would be considered nonprint material were it not on a CD-ROM. A prime example of this would be digital maps, which have an 007 for the CD-ROM aspects and an 007 for the map aspects. Of course, most of the map aspects are coded "z" for "other" or "n" for "not applicable" since digital maps do not really have the physical characteristics normally found on print maps. The same is true of CD-ROMs containing digital video or sound clips.

Additional 007 for a digital map:

Chief Source of Information

Unlike a book, CD-ROMs do not have a title page per se. The primary or chief source of information is the CD-ROM itself, i.e. what appears on the opening screens when the CD-ROM is loaded into the computer. The label on the physical disc is also considered part of the chief source. Although it is not as common these days, some CD-ROMs require installation before you can view the title screens. However, for local practice, rather than load or install each CD-ROM to see the opening screens, use the disc label exclusively as the chief source of information. Another source of information is what appears on the CD-ROM’s box or jewel case, also called the container. CD-ROMs often have accompanying material, such as a user guide, with additional information. This accompanying material may be a booklet in the jewel case or a larger manual. Bracket information from the container or accompanying material in the 245 field, but do not bracket it in other fields. The information from the disc label should always take precedence over the information from the container or accompanying material.

Variable Fields

Once you have decided upon Type of Record and added or altered the corresponding 006, 007, and 008 fields, you are ready to tackled the variable fields in the record. All variable fields described in this guide apply to any record type because of Format Integration back in 1995. Therefore, regardless of the value in the Type of Record field, follow these guidelines in creating or editing the variable fields. This guide restricts itself only to those variable fields common to electronic resources in general and CD-ROMs in particular and to those fields which are treated differently because the item is a CD-ROM. For fields common to all MARC records, especially print records, see the Guide to MARC Fields and the Guide to MARC Subfields and Punctuation on the Cataloging Dept. web page or OCLC’s Bibliographic Formats and Standards on OCLC’s web site.

024 Field

The 024 field is for the Universal Product Code (UPC) number. This code is located on some commercial CD-ROMs in the form of a barcode with a 12-digit number underneath it, usually spaced as one number, two groups of five numbers, then the final number. Place the UPC number in the 024 field without spaces. The first indicator is always 1 and the second indicator is always blank.

  • Ex. 024 1 b $a 767667801424

Some CD-ROMs will bear a barcode with an EAN number which is a thirteen digit number made up of the prefix 978, the first nine numbers of the ISBN, and a new check digit. There might be a secondary barcode with five numbers under it as well. These numbers should also be entered in the 024 field, this time with second indicator 3. Place the five digits from the second, smaller barcode in a subfield $d.

  • Ex. 024 3 b $a 9780807129630 $d 90000

090 Field

Use this field for the call number, just as in print records. Assign a CD-ROM a call number with the same rules used to construct call numbers for print materials. Unlike serials and conferences, the classification schedules do not include a special number for CD-ROMs at the beginning of the number range for particular topics. Just assign the appropriate general number you would use for regular print materials.

245 Field

As stated earlier, use the disc label as the chief source of information. Therefore, transcribe the title and statement of responsibility directly from the disc label. If the disc does not have a title on it, take the title from the container or use the title Acquisitions used to place the order. Bracket any information from any source other than the disc label. Also include any title variants that patrons might use to look for the CD-ROM. Remember to always include a 500 field stating the source of the title and the source of any variant or alternate titles not already given in the 246 field.

Most CD-ROMs will have title main entry, but a few may still qualify for main entry under a person or corporation. So use the rules for determining main entry, instead of defaulting to title main entry like we do for videos.

Since CD-ROMs are nonprint items, they should have a general material designation (gmd) of "electronic resource." Online databases, web sites, and web pages also use this gmd. Remember to bracket the gmd. Even if the record type is that for print monographs or maps, you will still have a gmd, because the CD-ROM is an electronic resource.

The 245 field should look like this:

Pattern: 245 _ _ $a Title $h [electronic resource] : $b subtitle or other title information / $c statement of responsibility.

  • Ex. 245 0 0 $a Louisiana GIS CD $h [electronic resource: $b [a digital map of the state / $c project manager, DeWitt Braud].

(Subtitle and statement of responsibility are from the container and accompanying material.)

  • Ex. 245 0 0 $a SPOT scenes [for Auburn University] $h [electronic resource] / $c SPOT Image Corporation.

(Cataloger added "for Auburn University" because only the aerial scenes for Auburn University were ordered. Although this information was not on the label, including it tells the patrons that the images are limited to the university.)

  • Ex. 100 1 b $a Ash, Michael.

245 1 0 $a Food additives electronic handbook $h [electronic resource] / $c Michael and Irene Ash.

(Main entry is under Michael Ash as the first author.

246 Field

Just as in print records, variant or alternate titles go into the 246 field in CD-ROM records. Alternate titles include the title from the container if this differs from the title on the disc label. For titles from the container or accompanying material, always use a first indicator of 1 and a blank for the second indicator. Then place a subfield $i containing the source of the title before the subfield $a. Place a colon between the two subfields. Put a space after the colon, but not before it. It is not necessary to use a subfield $i with variant titles devised by the cataloger, since that source should be recorded in a 500 note with the source of the title proper.

  • Ex. 246 1 b $i Title on binder: $a Photo-library sourcebook
  • Ex. 246 1 b $i Parallel title from container: $a Architecture bioclimatique solaire

250 Field

Record the edition statement in this field just like you would for print materials. For computer files, including CD-ROMs, the words "edition", "issue", "version", "release", "level," or "update" denote an edition statement.

  • Ex. 250 b b $a 2nd ed.
  • Ex. 250 b b $a Version 3.1.
  • Ex. 250 b b $a Release 4 for Windows.

256 Field - Type of Electronic Resource

This field is for the type of electronic resource on the CD-ROM. It is more general than the 516 note for the type of computer file. The field is limited to the following three phrases. Choose the one that best describes the contents of the CD-ROM, unless that cannot be readily determined or none apply. If none of the phrases fits, leave out the field. The indicators are blank and the field ends with a period.

  • Electronic data
  • Electronic program(s)
  • Electronic data and program(s)

Ex. The CD-ROM consists of a database and the software necessary to use it.

  • 256 b b $a Electronic data and program.

260 Field

The 260 field in CD-ROM records is just like the one for print records. Publisher information may come from the disc label, container or accompanying material. If there are conflicting dates, prefer the one on the disc label.

300 Field

Just as in print records, the 300 field records the physical description for CD-ROMs. However, the elements of description recorded are naturally quite different from those for print materials. The subfield $a contains the number of physical units. Older records will have the standard material designation "computer laser optical disc(s)" or "computer optical disc(s)" for the units. However, the term "CD-ROM" is now a valid standard material designation. In the interests of clarity, use "CD-ROM" as it is more meaningful to users. Change the designation to "CD-ROM" if one of the older terms is used on the record. Just as with videos, record sound and color in subfield $b. Use "col.", "b&w", or "gray scale" as appropriate. The subfield $c is always "4 3/4 inch."

  • Ex. 300 b b $a 2 computer optical discs: $b sd., col. ; $c 4 3/4 inch.

If a CD-ROM has a user guide or other accompanying material, give the type of material and a brief physical description of the material in a subfield $e. There should be a "+" with spaces around it preceding the subfield $e, with the physical description in parentheses. If the CD-ROM’s jewel case contains a single sheet with some information instead of an actual multi-page booklet, do not treat it as accompanying material but consider it part of the container. If the accompanying material has a title different from the title of the CD-ROM, include that title in a note and trace it in a 740 field with the indicators for an analytic title. However, if the title of the accompanying material simply consists of the words "user guide" or another phrase that doesn’t stand alone, do not trace it in a 500 note or make an analytic entry. Also do not trace titles on accompanying material that consist of the CD-ROM title followed by words such as "user guide."

  • Ex. A CD-ROM titled "Food additives electronic handbook" has a user guide entitled "Food additives electronic handbook user’s guide." The guide title should not be traced in a 740 field.
  • 300 b b $a 1 videocassette (ca. 35 min.): $b sd., col. ; $c 1/2 in. + $e 1 user guide (15 p. ; 17 cm.)

4xx/830 Fields

Typically treat CD-ROM sets as multi-part items. When this is the case, do not create analytics. If the CD-ROM is part of a larger series, put the series title in a 440 field or a 490/830 field combination as appropriate, just as in print records.

5xx Fields

Order of 5xx fields on CD-ROMs: 538, 546, 500s, 516, 520, 505

538: The system requirements of the CD-ROM or any other information required to make use of it go into this field. Requirements include operating system, computer manufacturer, model, memory requirements, number and type of computer external drives, other peripheral devices or related equipment, type of monitor, support software, and anything needed to support color or sound. Start the note with "System requirements:" and record the requirements as they are stated on the container or accompanying material. They do not need to be in the ideal order given above or in any standardized phrasing. But do separate the information listed by semicolons, going roughly by the categories given above. When the CD-ROM is designed for more than one type of computer, also separate the information by a semicolon and the word "or". Each semicolon should not have a space in front of it, but it should be followed by a space. Alternately, use separate 538 fields for system requirements for different computer models or for minimum vs. preferred requirements. If there are no requirements given, state that fact instead. The indicators are blank.

  • Ex. Typical elements of a CD-ROM designed to run on a PC.

538 b b $a System requirements: Windows 95, 98, or NT; 166 MHz Pentium processor or better; 32 MB RAM or better; 80 MB free disk space [or hard drive space]; VGA, 8514, XGA (256 color or better) monitor; mouse; 2x CD-ROM drive.

  • Ex. CD-ROM capable of running on a PC, a MAC, or a mainframe running VAX or UNIX.

538 b b $a System requirements: IBM PC compatible with MS-DOS or Windows; or MAC OS system 7.x or 8.x; or VMS 6.0 systems (VAX) or later; or UNIX system 5 or BSD 4.3; 2x CD-ROM drive.

  • Ex. CD-ROM with text files designed to be viewed using Adobe Acrobat.

538 b b System requirements: Adobe Acrobat.

Ex. The accompanying material separates system requirements into two groupings, one for the minimum and one for the preferred requirements. The CD-ROM also requires additional software.

(1st) 538 b b $a System requirements (minimum): Windows 95, 98, or Windows NT; 486 processor at 66 MHz; 64 MB RAM; 80 MB free disk space; VGA video card; mouse; 2x CD-ROM drive.

(2nd) 538 b b $a System requirements (preferred): Windows 98 or Windows NT 4.0; Pentium III at 450 MHz; 128 MB RAM; 200 MB free disk space;1024 x 768 8 MB true color video card; 19" color monitor; mouse; 4x CD-ROM drive.

(3rd) 538 b b $a System requirements (GIS software): ArcView 2.1b or later; GeoMedia 2.0 or later.

  • Ex. CD-ROM without a list of system requirements.

538 b b $a System requirements: none given.

546: Just as in print records, this field gives the language(s) of the CD-ROM’s textual content if it is in languages other than or in addition to English. If the CD-ROM is in a foreign language, it should also have an 041 field.

  • Ex. The CD-ROM’s basic text is in English with some information also given in multiple languages.

041 0 b $a eng $b engfregerspa

546 b b $a Basic text and user handbook in English; titles, menus, keywords and glossary in English, French, German, and Spanish.

500: Use this field for any general notes pertaining to the CD-ROM, including the source of the title, information about the guide, or any quoted information just as in print records.

  • Ex. Source of the title.

500 b b $a Title from disc label.

  • Ex. Cataloger created variant titles patrons might search under.

500 b b $a Title from disc label; variant titles devised by cataloger.

  • Ex. The edition statement doesn’t appear on the chief source of information.

500 b b $a Ed. statement from t.p. verso of user guide.

516: This field gives the type of computer file or data on the CD-ROM. It is a more specific field than the 256 field for certain broad characteristics of an electronic resource. It is also not as limited in language as the 256 field. The field should include a general descriptor, such as "text", "images", or "interactive multimedia", and specific data, such as "HTML" or "PDF", in parentheses. The information should roughly correspond to the Type of File fixed field. Both indicators are blank.

  • Ex. 516 b b $a Text and images (HTML, PDF, and image files).
  • Ex. 516 b b $a Numeric data (statistics).
  • Ex. 516 b b $a Interactive multimedia.
  • Ex. 516 b b $a Game.
  • Ex. 516 b b $ Cartographic data.

520: This field gives a summary and/or source of the CD-ROM’s contents and a description of its special features. The information may be a quote from the disc label, container, or accompanying material or a statement written by the cataloger. It is similar in function to the summary note in video records. For guidelines on writing summary notes, see the Summary Notes for Catalog Records on the OLAC web site.

  • Ex. 520 b b $a "The [interactive] program provides the physiological, psychological and legal information to help college students make responsible decisions about drinking. Or not drinking.
  • Ex. 520 b b $a Aerial image of an area 60 km x 60 km centered on Auburn, Alabama, showing Auburn University and surrounding areas.
  • Ex. 520 b b $a Contains records of 27,233 trans-Atlantic slave ship voyages made between 1595 and 1866. Format allows users to track information by time period and geographic region, and includes interactive maps that allow viewers to chart the trans-Atlantic connections. The accompanying data contains materials about people on board, owners and captains, ships’ characteristics, and the geographic trajectory of each voyage.
  • Ex. 520 b b $a Includes images of 7,600 woody plants adapted to the USDA hardiness zones 2 to 9 (along with several from zones 10 and 11) that can be accessed by searching family, genus, species and cultivar names.

505: This field lists the titles of individual CD-ROMs in a set, just like it would on a print record. If the titles are distinct, trace them as analytic titles in 740 0 2 fields. If the titles are not distinct, do not trace them.

  • Ex. Each disc in a four disc set of maps of the United States has a separate distinct title corresponding to the geographic area covered on that disc.

505 0 b $a no.1. Eastern states -- no 2. Southern states -- no. 3. Western states 1 -- no. 4. Western states 2.

6xx Fields

Assign subject headings using exactly the same rules as for print monographs. Use the disc label, the container, and accompanying material to determine subject headings for the main topic. The subject headings should reflect the information within the summary in the 520 field.

There are certain form subdivisions for other types of computer files that shouldn’t necessarily be used with CD-ROMs. Use the form subdivision "$v Software" for computer programs issued on CD-ROMs, such as the latest version of Windows or Microsoft Word. Do not assign this subheading to a computer program unless it is an actual application, as opposed to software used only for manipulating the data on the disc. Also, do not use "$v Software" with interactive media on CD-ROMs; use the form subdivision "$v Interactive multimedia" instead.

Restrict the form subdivision "$v Databases" only to those CD-ROMs that are actually databases. In the past, catalogers assigned this subheading to any work that was not a computer program. Do not apply "$v Databases" to a CD-ROM record if in doubt about whether the computer file on the disc is a database.

7xx Fields

These fields are the same as the ones for print monographs. Trace any additional authors or corporate bodies responsible for the content of the CD-ROM in the appropriate 7xx field. Much of the time, a commercial publisher is partially responsible for a CD-ROM’s content in addition to just publishing and distributing it. Therefore, use judgment as to the extent of their involvement before tracing a commercial publisher.

As stated earlier, trace the titles of individual CD-ROMs in a set or the titles of user’s guides as analytic titles only if they can stand alone.

Processing Instructions for Category 3 CD-ROMs:

On OCLC: Manually update holdings for all records exported to Voyager.

Bibliographic record:

1.      Add a 710 0 2 note to the record identifying it as a CD-ROM.

  • Ex. 710 0 2 $a QCD-ROM

2.      Add the 948 note with your initials and include the export date note if you overlaid the existing record. Records loaded into Voyager without overlaying an existing record do not need this note.

3.      Do not mark CD-ROMs "Okay to Export" on the bibliographic or holding records.

Holdings record:

1.      Update the fixed fields for single or multi-volume sets, as appropriate.

2.      There is no specialized location code for CD-ROMs, so put the appropriate 8main floor code in the 852 subfield $b.

  • Ex. 852 0 0 $b 8main,4th $h TX 553 .A3 A84 1995

3.      Treat CD-ROMs with accompanying material that won’t fit in the container as if they are multi-part items. Record the CD-ROM and accompanying items in an 866 field.

  • Ex. 866 4 1 $a CD-Rom + guide.

Item record:

1.      Perm. Loc. should match floor or branch location on the holdings record as appropriate.

2.      Change the Item Type to "cd-rom".

3.      If the item is a user guide or other printed material, use the Item Type of "cd-rom" and put "guide" or another appropriate descriptor in the Enum [enumeration] box.

Physical processing:

1.      Write the bibliographic record number on the CD-ROM with a Sharpie pen.

2.      Make a printout of the bibliographic record for each CD-ROM. Highlight the record number, call number, the 948 field, and any other pertinent information, just as you would on a book printout.

3.      Make a printout of the holdings record for rushes and highlight the rush information.

4.      Staple a clip-on barcode and any appropriate flags to the printout, including the "CD" flag, "rush" flag, or location flags. When stapling the barcode, be sure to staple the sheet the barcode is attached to, not the barcode itself.

Report the keyword and new subject heading to Helen’s unit so that they can change previous records to the new subject heading.