Processing a book with CD/DVD

This is for items where the book is the primary item and comes with a supplemental disc.

Prepare the Physical Item

1. Remove the Disc(s) from the Book, into their own cases.
2. Each Case should have:
   1. Mendel Property Tag (back side, bottom right)
   2. Barcode (back side, top right)
   3. Call Number written on Disc
   4. Contents Label (This Case Contains/Supplement Label)
3. Each Book should have added:
   1. “Accompanying Supplement” sticker on cover,
      and wherever items were removed.
   2. Barcode, Call Number Label, Charge Plate (which should already be there)

Edit the Holdings Record

1. Open ALMA with your NetID/password.
2. Retrieve the Holdings Record. Use Physical Titles and Barcode to search the book barcode.
3. Edit the Holdings Record:
   
   1. Click on the "Holdings" button on the top right of the record:
   2. 
      1. If there is one holdings record, it will open. Click "Edit" to open the record in the metadata editor.
      2. If there is more than one holdings record: find the correct one, click the ellipsis menu on the right, and select edit to open the record.
   3. Add a new field by clicking the last existing field, then press F8. Or, click in the last field, hover over the "Editing Actions" menu item, and select "Add field."
   4. Type 866 into the field under TAG
   5. Under the first indicator (|1), leave it Blank.
   6. Under the second indicator (|2), type 0.
   7. Under SUBFIELD DATA, change the $$a to $$z. Then follow with the note: “Accompanying disc located at Circulation Desk”.
   8. Your note should look like this: [866 | |0| $$z Accompanying disc located at Circulation Desk.]
4. SAVE AND RELEASE under the "Save" menu item. When you are finished with this section, you will have added the 866 field line.
5. Close the Metadata editor by clicking "Hide MDE" in the bottom left corner.

Adding an Item Record for the CD/DVD

1. Follow the instructions found here.
2. We recommend adding a new item rather than duplicating the existing item. If you forget to delete any unneeded information in a duplicate record it can cause confusion.
3. Make sure to use the item policy GEN for the audiovisual items that go with books.
4. Change the pieces count to match the CD/DVD in hand. NOTE: Piece count doesn’t include the booklet if the booklet doubles as the cover, as in a typical CD.
5. Type “CD” into the Enum A box. Adapt if the disc is a DVD, etc.
6. Add the barcode last, as it will save the record. This is the barcode to attached to the CD case earlier. Double check that the correct barcode was scanned.

Changing the permanent location:

For CDs/DVDs that go with a book or score, you will need to go back into the record to change the permanent location to Mendel AV. It will likely still match the location of the book/score before you make this change. In order to better differentiate the item type, it will go onto a new holdings record.

1. Reenter the item record.
2. Under Location Information, choose "Mendel Music Library: av: Mendel Audio Visual (av)
3. Click Save in the top right. If Alma gives a warning about the holdings record, click Okay.
4. When you are finished, the Item Record should look something like this:

Change the PIECES COUNT in the original book/score item

Because the book is now a single item with the disc separated out, update the pieces count.

1. Reenter the book's item record and update the pieces count field under General tab, and the fulfillment note under the Notes tab.
2. Click Save in the top right

Go back to the PHYSICAL PROCESSING:

Make sure each item has a CALL NUMBER LABEL. These can be printed from the ZEBRA PRINTER. See Zebra Printer instructions.

For the CD, change the location code on the label to (MLIS) before printing.

Discharge each item in Scan in Items to make sure that all is correct.

For any subsequent cases of discs (if they didn’t fit in one case), add another item record.