Test preparation books with accompanying media
Test preparation books (study guides) are increasingly being issued with varying forms of accompanying material, such as CD-ROMs. Sometimes separate bibliographic records exist on OCLC for the book alone, the book with CD-ROM, and other book/accompanying material combinations. More often, one bibliographic record describes the book and its varying accompanying materials. Some sample titles of this sort of material are: Master the GRE CAT and The unofficial guide to the ACT.
For test preparation books, variations in significant accompanying material alone does not always warrant a new bibliographic record in CCS.
Monographic records
If an item is cataloged on a monographic record and is published both with and without an accompanying CD or CD-ROM, both versions can go on the same record.[1] When this is done, call number analtyics must be added to every item to indicate which version each library owns.
Describe any variations in accompanying material in an existing record, using a note:
500 Issued in book-only and book+CD versions.
Transcribe ISBNs for the accompanying material if applicable. Additional differences besides accompanying material may warrant a new record, depending on the circumstances.
Serial records
Simultaneous versions
If an item is cataloged on a serial record and it is simultaneously published both with and without an accompanying CD or CD-ROM in the same year, there should be two serial records in the CCS database: one for the version with accompanying material, and one for the version without any accompanying material.[1] Since the different versions are on separate records, it is not necessary to mention the accompanying material in the call number analytics.
Examples
No accompanying material
001 ocm44846935 130 0 Cracking the GMAT (New York, N.Y. : 2000) 245 10 Cracking the GMAT /‡cthe Princeton Review. 300 New York, N.Y. :‡bRandom House,‡cc2000- Call numbers 650.076 GMAT‡z2008 650.076 GMAT‡z2009
Accompanying CD-ROM
001 ocm50671381 245 10 Cracking the GMAT, with practice tests on CD-ROM /‡cthe Princeton Review. 300 4 v. :‡bill. ;‡c28 cm. +‡e4 CD-ROMs. Call numbers 650.076 CRA‡z2005 650.076 CRA‡z2006
Accompanying DVD
001 ocm70246685 245 10 Cracking the GMAT, with DVD. 300 v. :‡bill. ;‡c28 cm. +‡evideodiscs (sd., col. ; 4 3/4 in.) Call numbers 650.076 GMA‡z2007 650.076 GMA‡z2009
Note that for OCLC standards, if the only difference between the item in hand and an existing record is accompanying material, a new record should not be created in most instances.[2]. This means that it will sometimes be impossible to have two serial records in the CCS database, in which case follow the instructions for monographs.
Examples
001 ocm47000043 245 04 The master series LSAT. 300 v :‡bill. ;‡c28 cm. 500 Issued in book-only and book + CD-ROM versions. Call numbers 340.076 LSA‡z2005 w/CD-ROM 378.155 MA pb‡z2005
001 ocm43712938 020 0743265432 (2006 book) 020 0743265440 (2006 w/CD-ROM) 245 00 GRE exam /‡cby the staff of Kaplan Educational Centers. 300 v. :‡bill. ;‡c28 cm. 500 Some issues contain CD-ROMs. Call numbers 378.1662 G786ka‡z2006 378.1664 GRE‡z2006 w/CD-ROM
Not simultaneous versions
If an item is cataloged on a serial record and it is published with an accompanying CD, CD-ROM, USB drive, etc. some years and with no accompanying material other years, all versions may go on the same serial record, with notes about which editions had a CD-ROM.[1] Since all copies of each edition are the same, it is not necessary to mention the accompanying material in the call number analytics.
Lost parts
It is helpful to update the call number analytics, when necessary, as accompanying material changes (e.g. is lost, broken, or stolen). It can also be helpful to explain the change in a Public or Staff note field. Providing specific information regarding accompanying material in the item/copy records facilitates interlibrary loan requests and provides helpful information for patrons and staff.[3]