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 18
Appendix F – Library location abbreviations 19
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2

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 Tags
Ensure any stickers indicating the price of the item are removed prior to commencing
with other end processing procedures.
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3

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
Maclean
F MACI
F MACL
Rule Example Call #
Hyphenated surname, use first part of name
Multiple 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 phrases
In 245 Title Field
Use 246 alternative title
Introductory phrases such as “MGM presents …” are not considered
Agatha Christie’s Death on
the Nile
Death on the Nile
Agatha Christie’s Death on the
DVD DEAT
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4

part of the title.
http://www.olacinc.org/drupal/capc_files/DVD_guide_final.pdf
Nile
Do not treat Agatha Christie as the authority in this case, instead use title.
PAPERBACK MONOGRAPHS
Covering
Paperbacks are not covered.
Library Ownership Stamp
James Bennett items are stamped Northern Territory Library on the top of each book,
as they are purchased with NTL funds (see CD policy) J:COLLECTIONCollection
Development Policy2010
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 Barcode
The 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 Labels
The 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 Stickers
See appendix C
Security
All 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 Add
The 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.
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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.
The call number is written on the top right corner.
Retail price, not discounted price, is written on bottom right corner.
HARDBACK MONOGRAPHS
Covering
There 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.
James 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 Barcode
The 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 Labels
The 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.
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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.
See appendix C
Security
All 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.
The 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
Covering
Graphic novels are not covered.
Item Barcode
Japanese 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.
Security
All 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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7

DVDs
Item Barcode
The 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.
The 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 Label
The 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.
See Appendix C
Security
DVDs 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
It 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 Barcode
The 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.
The 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 Label
The 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.
See Appendix D
Security
Single-sided Security tags need to be placed in the inside spine of the cases of spoken
word kits.
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PLAYAWAY
Stamp 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 Barcode
Placed 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).
“Customer must supply own AAA battery & headphones” label to be added to front
(insert) cover where it does not cover any prominent text.
Security
Single-sided Security tags need to be placed in the inside spine (insert) of Playaways.
MUSIC CDs
Price Tags
Write the item number, DCCL, and call number (minus ‘CD’ prefix) on the disc.
Item Barcode
The 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.
The 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 Label
No spine label is required for CDs as coloured dot indicates shelving location.
Music CDs have specific coloured dots attached to them to indicate music categories.
These are as follow:
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Yellow Classical and Opera
Blue Popular Music
Brown World music, including Aboriginal
Green Country and Western, Folk
Black Jazz, Blues and Soul
White Easy Listening, Nostalgia and Soundtracks
Orange Children’s Music
Gold Youth music
Pink Relaxation
The appropriate coloured dot is placed on the top right hand corner of the front of CD
insert.
Security
Single-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 Language
The following prefixes apply to Foreign language titles:
Chinese = CHI Italian = ITA
Greek = GRE Korean= KOR
German = GERM Russian = RUS
Japanese = JAP Portuguese = PORT
Thailand = THAI Vietnamese = VIET
Hindi = HIN Spanish = SPA
French = FRE Indian = IND
GAMES
Price Tags
Covering
Boxes of board games should be reinforced with book tape. This is placed around the
edges of both the cover and the main box.
Item Barcode
The 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.
Security
Games 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.
The 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:
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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.
MAGAZINES
Price Tags
If the first page is dark, the library location is stamped on a page visible inside the
magazine.
Item Barcode
The 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 Label
Magazines do not have spine labels.
Security
Magazines are not security tagged.
NEWSPAPERS
A Darwin City Council Libraries stamp is placed on the top right hand corner on the front
page of all newspapers.
Item Barcode
Sing 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.
NEWSLETTERS
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
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Australian
Fantasy
Historical
Horror
Humour
Mystery
Romance
Science Fiction
War
Western
Appendix B – Genre Stickers (for Children and Youth fiction only)
Aboriginal
Adventure
Australian
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Fantasy
Historical
Horror
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.
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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. Genre
2. Large Print
3. Short Stories
4. Parenting Collection
5. Reference
6. Northern Territory Collection
7. AB Collection
8. Biography
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,
Genre
Short 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 ORANGE
Playschool Wiggles Nursery Rhymes
Classical and Opera YELLOW
Pavarotti Ten Tenors Amici Andre Rieu
Musicals – Andrew Lloyd Webber
Country and Western, Folk GREEN
Pete Seeger Johnny Cash Willie Nelson Lee Kernaghan
Shania Twain Dolly Parton Troy Cassadaly Melinda Schneider
Easy Listening, Nostalgia and Soundtracks WHITE
Bing Crosby Frank Sinatra Soundtrack to movie Mellow
moods
Acoustics Instrumentals (not classical)
World music BROWN
African Indigenous Yothu Yindi
Jazz, Blues and Soul BLACK
Renee Geyer Louis Armstrong Glenn Miller John Lee Hooker
Lou Rawls Aretha Franklin Big Bands Ella Fitzgerald
James Brown
Youth GOLD
Music(ians) aimed at youth market.
Examples include: Gabriella Cilmi, Christine Aguilera, Pink, Justin Bieber, Boy Bands,
Hip Hop, Techno
Relaxation PINK
Meditation Yoga Nature (wind, sea, forest, whales etc)
Popular Music BLUE
60’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, Compilations
70’s Rock, Heavy Metal, Punk, Disco, Pop Music
80’s New Wave (Duran Duran, Spandau Ballet, Tears for Fears etc), Techno, Rock,
Pop Music, Compilations
90’s Rock, Pop Music, Michael Jackson, U2, Compilations
00’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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