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Policies for Cataloging CD-ROMs

1. One record or two
   Create separate records for CD-ROM and paper versions. Use appropriate note fields and access points to link the versions.
   The following fields should be used to link the two versions: for serials, the 580/787 fields; for monographs, the 500 and 700/710/711/730 fields. The following are suggested as appropriate wordings for the note field:
   • "Also issued in a CD-ROM version with title: ..." [on record for the print version]
   • "Also issued in a print version with title: ..." [on record for the CD-ROM version]
   
   Rationale: Decision is in accord with national standards. Decision may also be justified on theoretical grounds: unlike microfilm and microfiche, CD-ROM versions are often not simply copies of paper versions (the CD-ROM versions of abstracting and indexing tools often have different indexes from the paper versions, for example) and it is a disservice to patrons to suggest that they are the same thing by placing them on the same record. It is acknowledged that users must look at two records to get the information on both versions.

2. Subject and/or Genre/Form access
   Add the following field to any record for a CD-ROM:
   • 655 _7 $a CD-ROMs $2 lcsh
   Rationale: Public services would like to have, and has always wished to have, access to CD-ROMs by form.
   National standards have not yet coalesced on the Genre/Form question, and it may be that if the 650 $v is implemented by LC then we at UCLA will change our method of providing form access to CD-ROMs, prefering to place "CD-ROMs" in the subfield v of whatever subject headings are appropriate for the item being cataloged rather than in a separate 655 field.

3. Input stamp (precedes call number in displays and on printed cards)
   Cataloging centers may decide whether to use an input stamp for CD-ROMs. If an input stamp is used, it should have the following text: CD-ROM
   Note: URL and Biomed do not and will not use an input stamp; Law does and will continue to use an input stamp; SEL has used an input stamp in the past, but will not use one in the future.

4. Accompanying materials (manuals, installation diskettes, etc.)
   Whenever possible, and as cataloger judgment dictates, provide information regarding accompanying material in the 300 $e subfield rather than in a note. (Consult LCRI 1.5E1 (4) for guidance.) The terminology used in the 300 $e to describe the accompanying material will follow as closely as possible the terminology used on the item being described. (For example, "manual" or "users' guide", not "1 v.")

5. Item descriptions and labels on physical pieces
   For CD-ROMs, the item description "mi:CD-ROM" is suggested if an item description is necessary; for materials accompanying CD-ROMs (e.g. manuals, disks) the item descriptions should be as similar as possible to the terminology used to describe those items in the 300 $e (e.g. "mi.manual"). The labels on the physical pieces should match, as much as possible, the item descriptions.

6. Notes on restrictions (e.g., available only to UCLA faculty, staff and students)
   Notes on restrictions should be placed in the appropriate MARC field (506) and also repeated in a 938 note, since ORION does not display the 506 field to the public. One of the following phrases should be used, as appropriate:
   • "Licensing agreement restricts use to ..."
   • "Use is restricted to ..." [for situations where use is restricted because the CD-ROM is mounted on equipment housed in an area accessible only to certain groups of people]
   When appropriate, add the phrase "Password required." to the two notes listed above (e.g. "Use is restricted to Law School faculty and students. Password required.").

7. Location information
   No decisions have been made or implemented regarding location information for CD-ROMs mounted on a LAN. Below is ACC's recommendation. Pending action on the recommendation below, it is suggested that location information be placed in a 938 note field (e.g., "Law School LAN")
   Recommendation: If possible, a separate ORION "loc" code should be created for each LAN on which CD-ROMs are mounted. If it is not possible to create separate "loc" codes for each LAN, then a LAN "loc" code should be created, which would cause the location "Local Area Network" to display. It seems desirable to create separate loc codes for each LAN, as it is possible that one library might have material mounted on various LANs: for example, the Law Library might have materials mounted on a LAN of its own as well as on the Law School LAN.

Last updated 25 November 1996