Music Cataloging Procedures - CDs -- Physical processing

Music Cataloging Procedures
Labeling CDs, DVDs, Scores, and Books

The task of labeling is normally performed by a student assistant. These procedures reflect current practice, but some items still bear the mark of past practices, including barcoding sleeves and use of copy numbers. So follow these procedures for current work!

These instructions are for labeling materials after cataloging. For instructions on physical processing of media before cataloging, see CDs and DVDs - Physical Processing.

I. CDs and DVDs

1. Make labels.

***When making labels, use 12-point font, Times New Roman, bold, and center the printing on the label. (You may use 10 point font only if necessary to fit the text on the label.) Ask for instruction on using the CD label templates to print CD/DVD labels. Note that all information below, (v. numbers for instance) may not be present on every label. Include only the lines that are relevant to the item in hand.***

***Copy numbers (c.2, c.3, etc.) are no longer used for disc call numbers. Older discs may still have these, but do not assign them for newer discs. Two identical items should have the same call number.***

Note: Booklet vs. insert:

An insert fits inside the jewel case (usually by either slipping inside the front cover, or by laying in a multiple-CD jewel case.) An insert does NOT have its own barcode.

A booklet does NOT fit inside the jewel case (it may be in a slipcase or other container). A booklet MAY HAVE its own barcode (and, therefore, its own call number/item record.)

A. If everything is in one jewel case/DVD case, you will need one label for the container and one for the insert (if there is an insert).

a. Container label: place on the front, upper left corner. The container label will read:

CD-####
v. # (i.e. v. 1 ; use only if multiple volumes)
w/insert (if there is an insert)
# discs (use only if more than one disc)

b. Insert label: If the insert is inserted into the front cover of the jewel case, place the label on the back, lower right corner. If the insert lays in the container, place the label on the front, upper left corner. Do not cover up important text or graphics. If the insert slides into plastic catches, place the label just above the plastic catches. The insert label will read:

CD-####
v. # (i.e. v. 1 ; use only if multiple volumes)
insert

B. If the item consists of a CD/DVD (or CDs/DVDs) and booklet in a slipcase:

a. Make a label for the slipcase:

CD-####
v. # (i.e. v. 1 ; use only if multiple volumes)
w/booklet
# discs (only if more than one disc)

NOTE: If a CD has an insert and a booklet, only mention the booklet on the slipcase label. This takes precedence.

b. Make a label for the container:

CD-####
v. # (i.e. v. 1 ; use only if multiple volumes)
# discs (use only if more than one disc)

c. If there are multiple containers:

CD-####
v. # (i.e. v. 1 ; use only if multiple volumes)
Disc(s) #

d. Make a label for the booklet:

CD-####
v. # (i.e. v. 1 ; use only if multiple volumes)
booklet

C. If the item consists of a single container (jewel case) in a slipcase, make labels for the slipcase, jewel case, and (if there is one) insert, following the formats described above.

D. If the item is a CD with an accompanying DVD, indicate this on the label.

a. The label should read as follows:

CD-####
# disc(s) + (use even if only 1 CD is present)
# DVD
w/insert (if insert is present)

2. Print a batch of labels and place them on the items. Place them on neatly and straight. Before placing the label on the item, double check against the disc that it is the correct label.

Cases, slipcases, booklets: On the front, upper left corner

CD inserts that slip in: On the back, lower right corner, just above the plastic catch for sliding the insert in and out

DVD and CD inserts that lay in: on the front, lower right corner

3. Check the items in, sensitize, and shelve.

II. Scores and books

1. Returned from pamphlet binding

A. Items will already have tattle tape and stamps.

B. Label:

***When making labels, use 12-point font, Times New Roman, bold, and left-justify the printing on the label. (You may use 10 point font only if necessary to fit the text on the label.) ***

1. Check that the call number on the binding slip matches the call number written on the title page front/back. If it does not, set item aside for a full-time staff member to determine the correct call number.

2. Type label. Label must match exactly what is on the binding slip/title page front/back.

3. Print a batch of labels.

4. Double check that the label matches the information in the binding slip/title page front/back exactly. Place label on item. Pamphlet bound items do not have a spine large enough for a label, so place the label on the front, upper left corner of the cover. Put the label on neatly and straight.

5. Place a label cover over the label. Put the label cover on neatly and straight. Use your fingernail (etc.) to make sure the label cover is firmly adhered.

C. Extra labels:

1. Reference, circulation desk, and remote storage items receive an extra label indicating their location. Place above/below the call number label as fits best. Usually this is above the call number label if on the spine, and below the call number label if on the front cover. For more details, see Physical Processing - Books and Scores

D. Other:

1. Catalogers may attach notes with other special processing instructions.

E. Check item in, sensitive, and shelve.

2. Unbound, or that were already bound when purchased.

A. Tattle tape:

1. If item has a hard binding that you can slip a strip of tattle tape the spine, use the metal tattle tape inserting tool and slip it into the spine. Press spine firmly after insertion.

2. If the item does not have a hard binding that you can slip a strip of tattle tape into, use the green double-sided tattle to pull tape deep in the inside margin ("gutter") in the vicinity of the middle of the score/book.

B. Stamp:

1. Property stamp (black ink) on top and bottom of spine.

2. Property stamp (black ink) inside back cover board

3. Reference, M1, M2, M3: Non-circulating stamp (red ink) on inside back cover

C. Label:

***When making labels, use 12-point font, Times New Roman, bold, and center the printing on the label. (You may use 10 point font only if necessary to fit the text on the label.)***

1. Type label. Label must match exactly what is on the title page front/back.

2. Print a batch of labels.

3. Double check that the label matches the information in the binding slip/title page front/back exactly. Place label on item.

a. If the spine is large enough (i.e. all the text of the call number will show show on the spine rather than being folded over onto the sides):

i. Place the call number label on the spine about 1" from the bottom. Place the label on neatly and straight. Adjust the placement slightly so as not to cover up important information if possible.

ii. Place one or two label covers over the label item. Items with spines clearly thicker than the width of a label will usually work well with just one portrait-oriented label. For smaller spines, especially on cloth-bound books, it may be necessary to use two covers oriented towards landscape. Always be careful to push the labels into any ridges on the edge of the spine and use your fingernail (etc.) to make sure the label cover is firmly adhered. The goal is for the label covers to stick firmly and the edges not pop up.

b. If the call number label will not fit on the spine:

i. Place the call number label on the front cover in the upper left corner. Place the label on neatly and straight.

ii. Place a label cover over the label. Put the label cover on neatly and straight. Use your fingernail (etc.) to make sure the label cover is firmly adhered.

D. Extra labels:

1. Reference, circulation desk, and remote storage items get an extra label indicating their location. Place above/below the call number label as fits best. (Usually this is above the call number label on the spine and below the call number label on the front cover.) For more details, see Physical Processing - Books and Scores

E. Other:

1. Catalogers may attach notes with other special processing instructions.

F. Check item in, sensitive, and shelve.

NLN 11/15/2012

Rev. CDH 4/14/14 ; 5/21/14 ; 8/22/14; 8/25/15

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