Procedures End Processing__June 2010

DARWIN CITY COUNICIL LIBRARIES

END PROCESSING PROCEDURES

Updated August 2010

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CONTENTS

Introduction 3

Price Tags 3

Call Numbers and Cataloguing Rules 4

Paperback Monographs 5

Hardback Monographs 6

Graphic Novels 7

DVDs 8

Spoken Word on CD 9

Playaways 10

CDs 10

LOTE/Foreign Language 11

Games 11

Magazines 12

Newspapers 12

Newsletters 12

Appendix A – Genre Stickers (Adult Fiction) 13

Appendix B – Genre Stickers (Junior/Youth Fiction) 14

Appendix C – Identification Stickers 15

Appendix D – Coloured Dots used for Music CDs 17(includes examples of categories)

Appendix E – Miscellaneous End Processing Items 18Appendix F – Library location abbreviations 19

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INTRODUCTION

The end processing procedures outlined in this document are for: paperback monographs (adult fiction, junior and youth fiction, junior picture books and

junior beginner books, non fiction) hardback monographs (adult fiction, junior and youth fiction, junior picture books and

junior beginner books, non fiction) Graphic novels DVDs spoken word on CD Playaways music CDs LOTE/Foreign Language games magazines newspapers and newsletters.

Where possible, they are based on those procedures carried out by Resource Management and Development (a division of the Northern Territory Library) and are dependent in part on procedures within the tender for the purchase of resources with funds from NT Government, Library Resources Allocation (LRA).

FOR ALL ITEMS:

Price TagsEnsure any stickers indicating the price of the item are removed prior to commencing with other end processing procedures.


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Call Numbers & Cataloguing

Rule Example Call #Four characters should be used where possible on all call numbers in Virtua and spine labels, unless author has less than four character surname.

Amy Tan F TAN

Rule Example Call #Where the first word in a title is less than four characters long and no author/authority

Map Makers

My one true love (edited by Carol Llewellyn)

DVD MAP

F MY

Rule Example Call #DO NOT use stop words in call number (A, An, And, The, Of, etc)

An affair to remember (DVD) It happened one night (DVD)

DVD AFFA

DVD IT

Rule Example Call #DO NOT take first letter from 2nd word in title to create fourth character. Applies to all formats.

The man who knew too much (DVD) The illustrated guide to massage (edited by Catherine Stuart)

DVD MAN

615.3219 ILLU

Rule Example Call #Where possible/practical keep Call Number to maximum of three decimal points

615.852 STEI

Rule Example Call #Where an authors surname has an apostrophe O’Brien OBRI (not O’BRI)

Rule Example Call #Where a title starts with a number 39 steps THIR

(thirty nine)

Rule Example Call #Mc, MAC authors : use MAC for all McIntosh

MacleanF MACIF MACL

Rule Example Call #Hyphenated surname, use first part of nameMultiple names, use last part of name

However, if author nominates preference must go with that

Cynthia Harrod-Eagles (hyphenated)Mary Higgins Clark (not hyphenated)

Alexander McCall Smith (not hyphenated) prefers call number to be

F HARR

F CLAR

F MACC(not SMIT)

Rule Example Call #Introductory phrasesIn 245 Title FieldUse 246 alternative titleIntroductory phrases such as “MGM presents …” are not considered part of the title. http://www.olacinc.org/drupal/capc_files/DVD_guide_final.pdf

Agatha Christie’s Death on the NileDeath on the NileAgatha Christie’s Death on the Nile

DVD DEAT

Do not treat Agatha Christie as the authority in this case, instead use title.


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http://www.olacinc.org/drupal/capc_files/DVD_guide_final.pdf

PAPERBACK MONOGRAPHS

CoveringPaperbacks are not covered.

Library Ownership StampJames Bennett items are stamped Northern Territory Library on the top of each book, as they are purchased with NTL funds (see CD policy) J:\COLLECTION\Collection Development Policy\2010

A DDCL stamp is placed on the bottom of the title page for all local purchases, ie items purchased with DCC funds.

No text or logos are to be covered. If there is text, place the stamp next to it.

If the title page is dark, the library location is stamped on a white sticky label and fixed to the bottom of the title page.

Item BarcodeThe item barcode is placed on the back cover (on the outside of the book) in the bottom right hand corner near the spine.

No text is to be covered. It is acceptable, however, to cover the ISBN barcode.

The item barcode is covered with a barcode protector.

Spine LabelsThe information on the spine label should correspond to the call number of the item in the Virtua record.

The spine label must be - in bold print, left justified.

If four numbers/letters fit on the spine, then the spine label is to placed on the spine. If the book’s spine is too thin to fit four numbers/letters, the spine label is placed on the front cover of in the bottom left hand corner, close to the spine.

The spine label is covered with a barcode protector.

Identification StickersSee appendix C

SecurityAll DCCL paperback monographs are security tagged if the size of the item allows. Double sided tattle tape is used for paperback monographs, placed as close to the spine as possible in the middle of the monograph.

Junior Picture books and Junior Board books are NOT security tagged.

Other Information to AddThe library location - To be handwritten in pencil in the top left hand corner, on the last available page of all paperback monographs. See appendix G.

If the last page is a dark one, small white stickers should be placed in the areas as indicated above, and then written on as appropriate.

In addition, the genre for a fiction item is written under the location, if it is identified from the second call number in the item record in Virtua.


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The call number is written on the top right corner.

Retail price, not discounted price, is written on bottom right corner.

HARDBACK MONOGRAPHS

CoveringThere are two types of hardback monographs:

Hardbacks with dust jackets: These are covered with plastic sleeves if the book cover is not the same as the dust jacket. The sleeve is secured to the front and back covers of the monograph.

Hardbacks without dust jackets: These are not covered. Examples of these include junior picture books and board books.

If an item is to be covered, this should be done prior to the barcode and spine label being attached, in case one or both of these need to be changed or replaced at a later date.

Library Ownership StampJames Bennett items are stamped Northern Territory Library on the top of each book, as they are purchased with NTL funds (see CD policy). This is done by James Bennett prior to receiving.

A DDCL stamp is placed on the bottom of the title page for all local purchases, ie items purchased with DCC funds.

No text or logos are to be covered. If there is text, place the stamp next to it.

If the title page is dark, the library location is stamped on a white sticky label and fixed to the bottom of the title page.

Item BarcodeThe item barcode is placed on the back cover (on the outside of the book) in the bottom right hand corner near the spine.

No text is to be covered. It is acceptable, however, to cover the ISBN barcode.

The barcode is to be covered with a barcode protector.

Spine LabelsThe information on the spine label should correspond to the call number of the item in the Virtua record.

The spine label must be - in bold print, left justified

If four numbers/letters fit on the spine, then the spine label is to placed on the spine. If the book’s spine is too thin to fit three numbers/letters, the spine label is placed on the front cover of in the bottom left hand corner, close to the spine.


DO NOT PUT a spine label denoting the call number on junior picture books or board books. A large letter (corresponding to the first letter of the author’s surname) is affixed instead to the top left hand corner of the front of the book.

Identification StickersSee appendix C


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SecurityAll hardback monographs, except board books or Junior Picture Books, are security tagged.

Single sided tattle tape is used for hardback monographs, placed down the spine.

Other Information to AddThe library location - To be handwritten in pencil in the top left hand corner, on the last available page of all paperback monographs. See appendix G.


In addition, the genre for a fiction item is written under the location, if it is identified from the second call number in the item record in Virtua.

The call number is written on the top right corner.

Retail price, not discounted price, is written on bottom right corner.If price unknown use DCC’s fees & charges Library Replacement Costs.

GRAPHIC NOVELS

CoveringGraphic novels are not covered.

Item BarcodeJapanese graphic novels mostly read right to left. Barcode is placed on back cover (which would be front for most other books) on ISBN/barcode, that is bottom right corner close to edge of page.

All other graphic novels are processed the same as paperback monographs.

SecurityAll DCCL graphic novels are security tagged if the size of the item allows. Double sided tattle tape is used for paperback monographs, placed as close to the spine as possible in the middle of the monograph.


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DVDs

Item BarcodeThe item barcode is placed on the insert that slips in the DVD case. Bottom right hand corner near the spine. No prominent text is to be covered if possible. Do NOT use barcode protector. Magic tape barcode if necessary.

Other Information to AddThe library location - To be handwritten in pencil (on a sticker) in the top right hand corner of the back of the DVD insert slip. See appendix G.


The full call number including prefixes such as AB, NT etc. This information is placed on the bottom left hand corner on the DVD insert, above the spine label.

In addition to the procedure above, the following information should also be added to DVDs:

1. An orange DVD Copyright Warning Sticker. This is placed on the DVD insert, not the case in case it needs replacing.

2. A white DCCL disclaimer sticker. This is placed on the DVD insert, not the case lest it needs replacing.

3. The item barcode number and the letters ‘DCCL’. This is written with a silver, black or white CD marker, directly onto the DVD itself.

Spine LabelThe information on the spine label should correspond to the call number on the item record in Virtua. See Call Number instructions p. 4

The spine label must be in bold print, left justified.

The spine label is to placed on the bottom of the spine of the DVD insert in the same place as the spine label for books. This insert is placed inside the lockable case.

Identification StickersSee Appendix C

SecurityDVDs presently are placed into lockable cases at all DCCL libraries. A single-sided security tag will go inside the plastic case along the spine.


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SPOKEN WORD ON CD

Library Ownership StampIt is not necessary to have an additional library ownership stamp added to spoken word kits, as this is denoted by the branch information found on the back of the spoken word case (see ‘Other Information to Add’, below).

Item BarcodeThe item barcode is placed on the back of the spoken word case on the bottom right hand corner. This is covered with a barcode protector.

Other Information to AddThe library location - To be handwritten in pencil in the top left hand corner of the back of the SW insert slip or directly on the hard case. See appendix G.


In addition to the procedure above, the following information should also be added to Spoken Word CDs:

1. A green CD Copyright Warning Sticker. This is placed on the insert if it does not cover any essential information, lest the cover needs replacing.

2. A white DCCL disclaimer sticker.

3. The item barcode number and the letters ‘DCCL’. This is written in silver, black or white CD marker, directly onto each disc of the Spoken Word item itself.

Spine LabelThe information on the spine label should correspond to the call number in the item record in Virtua.

The spine label must be in bold print, left justified.

The spine label is to placed on the bottom of the spine of the spoken word case.


Identification StickersSee Appendix D

SecuritySingle-sided Security tags need to be placed in the inside spine of the cases of spoken word kits.


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PLAYAWAY

Library Ownership StampStamp Darwin City Council Libraries on insert, along inside spine. Same identifying information is written on inside of insert (owning library, call number, price). Price is standard $150 as per council’s fees & charges.

Item BarcodePlaced on outside back cover of insert (not case), bottom right hand side. Can cover ISBN. Do NOT use barcode protector. Barcode number is also written, with CD marker, on Playaway itself, above any prominent text (author, title etc).

Other Information to Add“Customer must supply own AAA battery & headphones” label to be added to front (insert) cover where it does not cover any prominent text.

SecuritySingle-sided Security tags need to be placed in the inside spine (insert) of Playaways.

MUSIC CDs


Library Ownership StampWrite the item number, DCCL, and call number (minus ‘CD’ prefix) on the disc.

Item BarcodeThe item barcode is placed on the back of the CD insert slip in the bottom right hand corner. No prominent text is to be covered if possible. Can cover the producer’s barcode and ISBN. Do NOT use barcode protector. Magic tape barcode if necessary.

Other Information to AddThe library location - To be written in pencil in the top left hand corner of the back of the CD insert slip. See appendix G.


In addition to the two items above, the following information should also be added to CDs:1. A green CD Copyright Warning Sticker. This is placed on inside of the CD case on

the verso of the insert if it does not cover any essential information.

2. A white DCCL disclaimer sticker.

Spine LabelNo spine label is required for CDs as coloured dot indicates shelving location.

Identification StickersMusic CDs have specific coloured dots attached to them to indicate music categories. These are as follow:

Yellow Classical and OperaBlue Popular MusicBrown World music, including Aboriginal


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Green Country and Western, FolkBlack Jazz, Blues and SoulWhite Easy Listening, Nostalgia and SoundtracksOrange Children’s MusicGold Youth musicPink Relaxation

The appropriate coloured dot is placed on the top right hand corner of the front of CD insert.

SecuritySingle-sided Security tags are placed into lockable cases at all libraries. Security tags need to be placed in the inside spine of the case.

LOTE/Foreign LanguageThe following prefixes apply to Foreign language titles:Chinese = CHI Italian = ITAGreek = GRE Korean= KORGerman = GERM Russian = RUSJapanese = JAP Portuguese = PORTThailand = THAI Vietnamese = VIETHindi = HIN Spanish = SPAFrench = FRE Indian = IND

GAMES


CoveringBoxes of board games should be reinforced with book tape. This is placed around the edges of both the cover and the main box.

Item BarcodeThe item barcode is placed on the front of the game, on the bottom right hand side. Games though that are ‘library use only’, do not have item barcodes attached.

The item barcode is covered with a barcode protector.

SecurityGames can be security tagged. Single sided tattle tape is used for this, cut to size and placed in a discrete place on the inside of the box.

Other Information to AddThe library location - To be written in pencil inside the case of the game See appendix G.

If the box is a dark one, small white stickers should be placed in the areas as indicated above, and then written on as appropriate.

In addition to the information above, three other identifiers need to be added to games. These are:

1. A label indicating the loan period (if applicable). This is covered with contact.

2. A label indicating ‘Library Use Only’ (if applicable). This is covered with contact.

3. A label indicating the contents of the game (for example, number of pieces) to check against when returned.


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MAGAZINES


Library Ownership StampIf the first page is dark, the library location is stamped on a page visible inside the magazine.

Item BarcodeThe item barcode is placed on the front cover (on the outside of the magazine) in the bottom left hand corner, provided that it does not interfere with any pertinent text. Do NOT use barcode protector. Magic tape barcode if necessary. This is because magazines have a shorter lifespan than other formats.

Spine LabelMagazines do not have spine labels.

SecurityMagazines are not security tagged.

NEWSPAPERS

Library Ownership StampA Darwin City Council Libraries stamp is placed on the top right hand corner on the front page of all newspapers.

Item BarcodeSing Tao and El-Iraqui (International) are the only newspapers recorded on Virtua.Barcode is placed on top right corner. Do NOT use a barcode protector.

NEWSLETTERSLibrary Ownership Stamp

A Darwin City Council Libraries stamp is placed on the top right hand corner of all newsletters.

Appendix A – Genre Stickers (for adult fiction only)

Aboriginal

Adventure

Australian

Fantasy

Historical


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Horror

Humour

Mystery

Romance

Science Fiction

War

Western

Appendix B – Genre Stickers (for Children and Youth fiction only)

Aboriginal

Adventure

Australian

Fantasy

Historical

Horror


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Humour

Mystery

Science Fiction

War

Western

Animal stories

Ghost stories

Appendix C – Identification Stickers

These include:AB Collection ( City Library only) Biography Coloured Dots (children’s services only) Genre ( Fiction –Adult, Junior & Youth)Large Letters (Junior Picture Books only) Large Print Northern Territory Collection Parenting Collection Reference Short Stories (fiction only)

What sticker/stickers to use (eg genre, parenting collection and short stories) is determined by the cataloguing information on the item record in Virtua. The call number will be prefixed by collection information, or the second call number will have the genre specified for fiction items. The Short Stories sticker is used for collections of short stories in fiction only.

Large letters (for junior picture books only) are placed on the top left hand corner of these items. The letter used corresponds to the first letter of the author’s surname. The letter is covered with contact. An additional spine label is not added in this instance.

In addition, Storytime resource collection items are labelled with a sticker saying “Children and Youth Services Resource collection”

Identification stickers are placed in the following order with the call number always placed last. 1. Genre2. Large Print3. Short Stories4. Parenting Collection5. Reference6. Northern Territory Collection7. AB Collection8. Biography


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Eg, a biography in NT Collection would have stickers in the following order…

NT B[call number]

…and a collection of adult fiction short stories would be organised as follows,

GenreShort Stories[call number]


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Appendix C (cont’d) – Identification Stickers

AB Collection sticker

Biography sticker

Large Print sticker

Northern Territory Collection sticker

Parenting Collection sticker

Reference sticker

Short Stories sticker

Large Letters see originals letters in procedure folder


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Appendix D– Coloured Dots used for Music CDs

Children’s Music ORANGEPlayschool Wiggles Nursery Rhymes

Classical and Opera YELLOWPavarotti Ten Tenors Amici Andre RieuMusicals – Andrew Lloyd Webber

Country and Western, Folk GREENPete Seeger Johnny Cash Willie Nelson Lee KernaghanShania Twain Dolly Parton Troy Cassadaly Melinda Schneider

Easy Listening, Nostalgia and Soundtracks WHITEBing Crosby Frank Sinatra Soundtrack to movie Mellow moodsAcoustics Instrumentals (not classical)

World music BROWNAfrican Indigenous Yothu Yindi

Jazz, Blues and Soul BLACKRenee Geyer Louis Armstrong Glenn Miller John Lee HookerLou Rawls Aretha Franklin Big Bands Ella FitzgeraldJames Brown

Youth GOLDMusic(ians) aimed at youth market.Examples include: Gabriella Cilmi, Christine Aguilera, Pink, Justin Bieber, Boy Bands, Hip Hop, Techno

Relaxation PINKMeditation Yoga Nature (wind, sea, forest, whales etc)

Popular Music BLUE60’s, 70’s, 80’s, 90’s and 00’s (current) but NOT in any of the above classifications, for example music played on mainstream radio (104.1, 104.9 etc)

Examples can include: 60’s Beatles, The Who, Rolling Stones, Easybeats, Neil Diamond, Compilations70’s Rock, Heavy Metal, Punk, Disco, Pop Music80’s New Wave (Duran Duran, Spandau Ballet, Tears for Fears etc), Techno, Rock, Pop

Music, Compilations90’s Rock, Pop Music, Michael Jackson, U2, Compilations00’s Rock, Pop Music, Currently played on mainstream radio

Any queries see Collection Development/Adult Services Librarian.


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Appendix E – Miscellaneous End Processing Items

Cassette Copyright Stickers sticker

CD Copyright Stickers sticker

DVD Copyright Stickers sticker

Disclaimer Stickers sticker


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Appendix F – Library location abbreviations

1. The library location. Library locations are:

CASU (Casuarina Library)CASU MMC (Casuarina Library, Motor Manuals Collection)CITY (City Library)KARA (Karama Library)NCLF (Nightcliff Library)


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Procedures End Processing__June 2010