Processing Media Materials

Overview

After media materials are received in Acquisitions, they first have a shelf number assigned to them. They are then labeled, property-stamped, and cataloged.

Assign a Shelf Number

First, check Alma to see if URI already has a copy of this title in the same format. If so, it becomes a "Copy 2" and does not need a new shelf number. Use the same number as the first copy.

If URI does not already own a copy of this title in the same format, log in to the TechServ Team Drive in Google and look in the "Media Collection" folder.

You will see a separate spreadsheet for assigning shelf numbers to each format:

• Blu-Ray Collection

• DVD Collection

• Audio CD Collection

• XBOX Collection

• CD-ROM Collection

• Video Tape Collection (VHS)

Open the appropriate spreadsheet for the media type you are working with.

Enter the next successive number on the list along with the title.

(If the item is a "Copy 2," no additional information needs to be added to the spreadsheet.)

Property Stamp the Disk

All disks (Blu-Ray, DVD, XBOX, Audio CD, and CD-ROM) are marked with a property stamp on the side of the disk with the graphics, as close to the center hole as possible.

Using an Ultra Fine Point Sharpie, write the property stamp "URI Library MRC ####" around the center hole, where #### is the disk number (see photos below).

If You Make A Mistake: If you make a mistake, the ink can be removed with a Q-tip or make up removal swab dipped in rubbing alcohol. Be very careful to use only a small amount of alcohol and to remove the ink gently, because if the rubbing alcohol gets on the playing surface of the disk, it can cause permanent damage.

(VHS tapes, while no longer actively acquired, have the same property stamp written on the front of the tape with a metallic pen. See photo.)

Create the Spine Label

Use a typewriter to type a spine label for the case (see photos below):

CDs

Affix the label to the spine of the CD jewel case. If there are multiple CDs in a set that circulates as one unit, the label only needs to be placed on the spine of one of the CDs.

If the CD is not housed in a jewel case, alternate sized labels can be used, as long as each component that circulates is identified with a label. See photo below.

CDs are no longer actively acquired.

VHS Tapes

VHS tape boxes are labeled with inserts. VHS tapes are no longer actively acquired.

Special Situations

Disk does not come in case

Some disks do not come in standard DVD cases but instead come in a book or in some other packaging. As with all disks, we re-package the disk in a locking DVD case.

If possible, photocopy some of the printed material that came with the disk and cut it to the size that will fit in the locking DVD case. Alternately, cut a piece of paper to size and type the name of the DVD on the spine.

Multiple Disks

If a DVD, Blu-Ray, CD, etc. contains more than one disk, use your judgement about keeping the disks together or splitting them apart.

• If you choose a locking DVD case that can accommodate all the disks, by all means keep the disks together and assign just one disk number.

• If the disks do not fit in one case but have the same title (for example a bonus disk with extra scenes from a movie), assign the disks the same number with successive disk numbers. See examples below. (Note that there is no need to put a period after "disk" because it is not an abbreviation. Simply use the format: "1727-DVD disk 2.")

• If the disks go together but are in separate cases and have different titles or subtitles, assign the disks the same number with successive volume numbers. See examples below.

Supplies Needed

Ultra Fine black Sharpie pen - WB Mason (item# SAN37001)

Rubbing alcohol

Q-tips or make up removal swabs

DVD Labels - WB Mason (item# AVE05422)

CD Labels

Archival tape - WB Mason (item# MMM887)

DVD Cases - Uline (item# S-6780)

Multi-DVD Cases

CD Jewel Cases - Uline (item# S-5671)

Sanford Calligraphic Pen Gold Metallic Pen (Item no. 46115)

Pilot Silver Marker Extra Fine Point - Gaylord (item#WW-SC-S-EF)