Preparing materials

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Last updated 30-Aug-2007

Preparing book materials

• Stamp with the school stamp
• Obtain the accession number from the library system or use the barcode number if this is the procedure for your system.
• Record the accession number on the item clearly. This number can be recorded inside or near the school stamp.

• Barcodes should be attached and matched with the respective copy. Attach the bar code to the back cover of the book making sure you don't cover the ISBN.
• The SCIS record can now be imported into the library system. Refer to http://www.det.wa.edu.au/education/cmis/cat/catrec.htm for specific instructions.
• Attach spine label to the book. Spine labels can be printed by the library system. Refer to the manual for specific details. It is useful to do this in a batch as the printer paper has to be changed to the spine label sheets. Obtain information about the best labels to purchase from your library system supplier. Alternatively spine labels can be typed.

• Cover if required. See book covering section.
• Attach date due slips (if used) and security tagsd (if used).

Preparing non-book materials

• Place on the package an adhesive label with the following details:
  • school or school code;
  • title;
  • contents;
  • accession number.

• Cover the label with Contact for protection and ensure the barcode has been matched.

Preparing DVDs, CDs and CD-ROMS

• Accession the item into your system as for Preparing book materials above.
• Prepare a label for the cover with the following information.
  • school or school code;
  • call number;
  • accession number.
• Write the accession number on the disk with a permanent pen, making sure the pen is a CD-R/DVD marker.
• Do not attach labels to the disks as this may cause them to be unbalanced when used.
• Disks require a little extra care:
  • do not touch the exposed surfaces of the disk;
  • do not bend the disk;
  • do not allow magnets or magnetised materials near your disk;
  • do not expose disks to extremes of temperature, particularly direct sunlight, and
  • do not stack unprotected disks in a pile.

• Accession the item into your system as for Preparing book materials above.
• Remove the tabs from the back of the permanent video cassette to prevent the accidental erasing of the video tape.
• Write on or prepare a sticker for the cassette label:
  • school or school code;
  • call number;
  • accession number.
• Write on the cassette cover:
• school or school code;
• call number;
• accession number.

The Department of Education and Training has entered into a bulk licence agreement whivch allows public school to tape television programs off-air if they are to be used for educational purposes. See Copyright page. Any program taped must have the following information attached. It is advised that a stamp be made for the school which has the following:

MADE FOR [INSTITUTION]
UNDER PART VA, COPYRIGHT ACT 1968
Date program broadcasts - [00/00/00]
Date this copy made - [00/00/00]

This can be stamped onto a label and attached to the video tape or DVD cover. Alternatively this information could be handwritten on each tape or DVD cover. It is advisable to have one program per tape or DVD for ease of use by students and teachers. This can then be catalogued and stored in Dewey order.

Notes which accompany non-book material

Consideration should be given to the storage of notes or booklets which accompany non-book material. It may be appropriate to store some notes with the resource, or in a file, or as a catalogued separate item. It should always be recorded in the “Notes” field on your library system that the non-book resource has accompanying materials and where they can be found.