---------- Forwarded message ----------
Date: Wed, 1 Nov 1995 09:44:25 -0400
From: Amey Park <AMEYP@LMS.KENT.EDU>
Subject: summary of handling of electronic formats that acc. serials

A big THANK YOU to everyone who responded to my questions about how
they handle electronic formats that accompany print serial issues.
Here's a summary of responses.

       SUMMARIZED POLICIES ON HANDLING SERIALS WITH CDS OR DISKS

1.  DO YOU REVIEW THE CD OR DISK FOR RETENTION?

1.  Yes -- Sent to a Reference Committee for evaluation.
2.  Numbered pieces are not reviewed.
     Supplements are referred to the subject bibliographer for a
     retention decision.
3.  No review.  Advertisements are discarded    (2 responses)
4.  Consult with subject librarian.  Also check CONSER record on OCLC
      to see if it has been revised to account for the disk.  Check
      OCLC to see if the disk has been treated separately.
      Three ways to handle:
      1.  Discard, if advertising or other items of little
           importance.
      2.  Catalog as a separate title, serial or monograph.
      3.  Treat item as an electronic supplement to the print title.
           Add 525 note to bib record:
             "Some issues accompanied by supplementary material on
              _____ [computer disk or computer laser optical disc].
5.  Yes
6.  Yes -- by the subject bibliographer or branch head (3 responses)

2.  DO YOU TARGET (SECURITY STRIP) THE CD OR DISK?  IF SO, HOW?

1.  No -- causes problems with CD drives
2.  We will probably put some kind of security strip on the diskette
     casing and the CD jewel boxes.  CDs can't be labelled because it
     interferes with playback.
3.  No  (2 responses)

3.  DO YOU HOUSE THE ITEM IN THE STACKS OR IN A SPECIAL, SECURITY
     LOCATION?

1.  Either mounted on the CD-ROM drive(s) or in various stack
     locations -- packed in a hard plastic CD box and put inside a
     plastic A4 size satchel with any accompanying material.  Foam is
     cut to fit the contents of the satchel so that they do not move
     around.
2.  Separate and keep all nonprint materials in a file cabinet at the
     circ desk.  An alert code in the item record for the book
     produces a beep upon checkout alerting staff and patron about
     the existence of nonprint material.
3.  Main library -- CD or disk is separate.
     Branch libraries -- keep CDs and disks at their service desk.
     Label on the cover of the serial alerts users about the presence
     of the disk and provides location information.
4.  Separate the CD from the item -- Housed in either the periodicals
     office or the reference office.
5.  Separate the items and keep in microforms room in a box -- well
     labeled as to ownership and location.
6.  Separate.  Will set up workstations in the microforms reading
     room, keeping the CDs and diskettes in special drawers, arranged
     alphabetically by title.
7.  CD serials that duplicate a year's holdings of a title -- house
     the CDs in the serials workroom, making a note on the serials
     record
    CD serials that are supplements to a particular volume or issue -
     - separate.
    Art library -- CD supplements are placed at the reserve counter.
     CDs are borrowed regularly, must be taken out of library to use.
    All journals with separated CD/disks have notes on the item
     stating where the CD/disk can be located.
8.  Separated and placed in the media center where CD players are
     available.
9.  Separated.  Kept at service desks in departments or branches, or
     in the Reserve room if the parent item is in the main
     collection.
10.  Separate the CD from the serial.  Catalog the CD separately.
      Shelved in the reserve area and circulated from there.
11.  No, housed wherever the main piece is kept.
12.  Place CDs with the journal.

4.  IF YOU KEEP THE SERIAL AND CD OR DISK TOGETHER, DO YOU PUT THE
     POCKET FOR THE CD OR DISK IN THE FRONT OR BACK OF THE SERIAL?

1.  Back of the volume.

5.  WHAT DO YOU DO IF MORE THAN ONE CD OR DISK COMES WITH THE SERIAL?

1.  Package them together and keep them with the item in the stacks.
2.  Keep separately, note that there are x number of pieces in the
     item records.
3.  Added to the holdings record as they are received.
4.  Keep separately, place alphabetically, then chronologically in
     the box.
5.  Keep separately, use the call number to keep the items in order.
6.  We put the disks into pamphlets with pockets.  If there are two
     or more disks for one issue, we put them into a single pamphlet.

     We use separate pamphlets for mateirals accompanying separate
     issues.

6.  WHAT DO YOU DO WHEN THE ISSUE IS BOUND?

1.  A message gets put into the single item record that we have for
     each bound volume.  That means that we could have several
     nonprint pieces noted in the item record.
2.  The disks or CD are still kept separately.  The label remains on
     the cover of the issue and will alert users to the presence of a
     disk or CD.
3.  Leave the label on the cover that the CD-ROM is located in the
     Media Center.  Put an acid free card in the bound volume that
     states that the CD or disk is in the Media Center.
4.  Special pockets are purchased from computer supply stores and
     given to the bindery to be affixed in the back.  A "dummy"
     diskette or CD is sent to the bindery so they can
     determine the proper thickness of the spine.  If more than one
     item is received, we use pockets that we have purchased that can
     accomodate two (or more) disks.  If the size of the cover of the
     volume can accomodate two or more pockets we bind them on the
     back cover.
5.  Not applicable because the CD or disks are separately packaged
     but located with the serial on the shelf.
6.  Will make a book pocket to accomodate the media, which will be
     housed with the print.

7.  IF SOMEONE CHECKS OUT THE CD OR DISK AND THEN LOSES IT, DO YOU
     CHARGE THEM A STANDARD FEE, THE REPLACEMENT COST OF THE ISSUE,
     OR DO YOU TRY TO DETERMINE THE COST OF JUST THE CD AND BILL THEM
      THAT?

1.  We have a policy of charging a flat fee based upon the average
     replacement cost of books purchased the fiscal year before.
     This year, it worked out to $37.  We have not yet lost a CD.
     CDs and disks are located in the same file cabinet don't tend to
     circulate very much, even in those cases where the book heavily
     refers to the nonprint piece.
2.  Would try to determine just the cost of the CD and bill them for
    that.

8.  LABELLING

1.  Make disclaimers regarding any damage to personal equipment.
    one library reformats the disk after each circulation and makes a
    new copy from a master to reduce the chance of spreading viruses.
2.  Affix labels stating copyright restrictions.
3.  From a library that puts the disk or CD with the paper issue:  We
     put a narrow fluorescent pink tape across the top of the spine
     and extending to the front and back covers.  This alerts
     circulation that the item can't be "zapped."

Amey Park
Kent, OH