Accessioning Materials for the Recording Stacks

Printing Labels:

Excel Spreadsheets for Labels are located in the following directory on the S drive:
S:\Technical Services\Accession Labels

  1. Each label will be cut so that the top number is the spine label and the bottom is for the front of the item to be accessioned. Make sure you change the number for both of these on the first label. Changing the numbers for the first label will change the number on the rest of them automatically. No need to type the comma, Excel will do that for you.
  2. When a page of labels is ready to print:
    Click "File"
    Click "Print"
    Check that you are set to use the cataloging department printer: ("HP LaserJet P3005 PCL 6" as of 5/6/2016)
  3. Click "Printer Properties"
    Check that "Paper source" is set to "Manual Feed in Tray 1"
    Click OK
  4. Load labels into the manual feed tray face up.
  5. Click "Print"

  • Sometimes the numbers don't align perfectly. You might need to type a few labels if they cross over the label edge too far.
  • I like to make sure the labels are numbered so the last two digits run from 01 to 50 or from 51 to 00 ...just keeps things tidy ;-)
  • If possible use a label sheet that is missing labels or is partially cut up for typing individual labels manually.

Accessioning CDs:
  1. Cut label close to the bottom of the top (spine) label.
  2. Place spine label at the bottom of the spine so that the numbers on the shelf will roughly line up.
  3. Place the other label on the front bottom left corner of the case lid. Use your own discretion regarding covering album art. The positioning is flexible, but place the label here if possible.
  4. Place a single bar code on the top left of the case lid. So someone scanning the barcode can hold the disc naturally and scan. Again, this is the preferred location, but use your discretion regarding album artwork or text that shouldn't be covered.
  5. Use a sharpie to mark the disc and any loose accompanying materials. There is a black sharpie for lighter materials and a silver metallic sharpie for darker materials. The disc should be marked around the center hole.
  6. Search Voyager for the disc.
  7. Double check that the record you are looking for matches the item you have in hand.
  8. Click "Get Hldgs"
    Check that the Tag is 852
    Check that there is an 8 for indicator 1 and that indicator 2 is blank.
    Check that the Subfield Data reads: ‡b SibRecrd
    Append a subfield h and the CD number to the end of the Subfield Data like so: ‡h CD 32,351
    Click "Save to DB" and confirm.
  9. Click "Get Items"
    If item is a gift there may already be an item record -- proceed to the next step.
    If item is not a gift, this should prompt an error that reads: "No items found for this location." Good, there shouldn't be.
    Click "OK"
    Click "New Items"
  10. Double check that you see the following:
    Location: Sib Music Recording Stacks
    Call #: CD ##,###
    Barcode: (scan the barcode you put on the item)
    Temp. Loc.: Sib Music Catalog Dept.
    Perm. Loc.: Sib Music Recording Stks
    Temp. Type: (this should be blank)
    Item Type: Sound Recording
    Media Type: (this should be blank)
    Copy: 1 (unless it is actually an added copy)
    Click "Save to DB" and confirm.
  11. Place accessioned CD on the shelf with the other accessioned CDs to be cataloged.

If you are unsure of anything ask a cataloger.