Creating item records for books with accompanying CDs, CD-ROMs, or DVDs follows essentially the same process as creating item records for those without accompanying materials. The key difference is the need to create a second item record for the disc. These procedures apply to CDs, DVDs, and CD-ROMs being shelved in bookstacks. Music CDs are processed differently.

Note: This procedure changes the past practice of creating copy records for books with accompanying discs. Copy records for these items are generally not necessary, as they are shelved together. In the public catalogue, it will appear as below and is sufficient to guide users to both items:


Only in very rare cases (usually considering the disc to be an extreme theft risk) are the items physically separated (i.e. the book goes to stacks and the disc to the circ desk). In those rare cases, a copy record is appropriate and the items should be routed to cataloguing. In all other cases, follow the procedures below.

• Remove the disc from the book and place in a CD/DVD container.
• Attach a barcode to the front of the container using the barcode guide.
• Materials ordered in Horizon will have an item record (with an "acq" barcode number) already attached to the bib record. Edit this item record as usual for the book, following the procedures in Item Records and Barcoding.
• Save and Close the record. You will be returned to the item list.

• Click New.
• In the “Edit Items” window:
• Item type: same as the book
• Scan or type the barcode number into the Item Barcode box
• Location: same as the book

• Collection: same as the book
• Call number: same as the book
• Volume Statement:
• CD-ROM for CDs of data, text, multimedia, or other electronic resources (this is the most common type of accompanying disc)
• DVD for all DVDs
  
• sound disc for CDs containing music or other audio recordings

• Explicit Copy No.: copy 1
• Call Type: lc
• Click Save.

Note: You can also create the item record for the disc by copying and editing the item record for the book. To do this, complete and save the item record for the book. Then choose Copy Record from the File menu. You will need to add the barcode and volume statement information to the new item record, but the other fields will be copied from the existing record.

• Write the call number on a sticky note and attach to the CD case.

ex.
Thode
RC
78.7
.D53
P48
1998
CD-ROM (or DVD or sound disc)

• Return to the MARC editor.
• Change the Record Status (the ! button in Horizon) to cc.
• Save the record and put the book and disc together on the student labeling truck.