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Cross Departmental CD-Rom Security Case
December 12, 2002
Attendees: Betsy Simpson, Michele Crump, LeiLani Freund, Doug Smith, Doug Kiker, Lori Driscoll, Bobby Parker, Cathy Mook
Agenda was as follows:
As many/most attendees were familiar with the project so far, little introductory material was necessary. [For clarification purposes, this project applies to new, incoming CD’s in LW Main and LW Reference collection only. CD’s in the LW Reference Reserve collection will NOT be placed in the cases. Classes of materials included are stand-alone CD’s (with no or very minimal accompanying textual material) and CD’s that come in as a supplement to a monograph, serial or periodical. A collection manager may of course decide that a title needs to be placed in the Paged collection. He or she will make that decision at the time of ordering.] As staff from Public Services, Access Services, Resource Services and Preservation were all present at the meeting, we tried to keep the discussions at a relatively macro level so as to not get bogged down in details. Obviously, each Department will need to write specific policies and procedures for how they use or interact with the security cases. Staff training and education efforts will need to be undertaken within each Department as well. [On a side note: we might want to think about patron education as well…]
From agenda item 2, a thorough discussion regarding the best method to alert patrons to the availability of all pieces was held. Having a note pop up to the patron in the OPAC when he or she retrieves an item with a CD would be very helpful and as we learn more about Aleph, that possibility will be explored further. However, as this project is going forward before Aleph is implemented, we need to devise a scheme that will work at this time. Based on an earlier suggestion, and with a bit of fine tuning from Doug Kiker, the group decided to go forward with the ‘pt. 1 of 2” and “pt. 2 of 2” on the call number label scheme.
For instance, for a monograph that comes with a CD, the paper volume with get an item record and barcode and on the enum/chron line in NOTIS, a notation of pt.1 of 2 will be inserted by RS staff. The CD will get an item record as well, with a call number label and barcode placed on the jewel case. (Details re: sticker placement and CD jewel cases in the supply room are further down in these minutes.) On the item record of the CD, on the NOTIS enum/chron line a notation of pt.2 of 2 will be included by RS staff. On the call number labels, the pt.1 of 2 and pt.2 of 2 will be placed at the bottom of the call number.
In another example, a serial that comes with 4 CD’s will be treated in a similar manner. As the supply room carries double CD jewel cases that hold 2 CD’s but are the regular thickness, three item records and three barcodes will be created, one for the paper serial, one for a double case holding two CD’s and the third on another double case holding the last 2 CD’s. The serial would have a call number label that ended with pt. 1 of 3, while the two cases would have pt. 2 of 3 and pt. 3 of 3 respectively. As above, the pt. _of _ information will be placed in the item record on the NOTIS enum/chron line. Details for numbering and labeling of periodicals, which come in with Cd’s very infrequently, will need to discussed further. [As noted in the introductory paragraph of these minutes, more detailed policies and procedures for this segment of the plan will need to be written and published.]
From agenda item 3, Lori reiterated that she would like the CD’s to come to Access Services from RS in a jewel case but not in a security case. Her staff needs to discharge the piece once it arrives in LW, and thus the security case would have to be removed, as the bar code can not be read by a scanner through the plastic. She also confirmed her desire to purchase the cases with the security strips already in place. We purchase the cases through Demco, and if we send them a case of strips, the strips will be placed within the cases for an extra seventeen (17) cents. Lori confirmed that there is plenty of space for storage of security cases at LAD if we decide to buy more than the 200 we believe we will need for the remainder of the 2002-2003 fiscal year. There is a bulk discount if we buy more than 499. Cathy is going to write up a special order request for 500 more stripped cases and two more of the magnetic keys, one for the Access Services Department and one for the Reference desk.
From agenda item 4, sticker placement was discussed thoroughly as well. There are four stickers that need to go on a CD jewel case: barcode, call number, copyright and book drop. Once applied, they should not cover any vital information on the liner notes, especially CD hardware and software operating requirements. The barcodes and call number labels will be placed on the jewel case by individual catalogers, while Doug Smith and his staff in Processing will place the stickers for Copyright and Book Drop.
Primary placement options for the four stickers are:
Other questions that were raised that should be discussed within the appropriate Department include adding an 035 field to the record to track which CD’s are in cases for statistical and evaluatory practices (RS and Preservation) and careful monitoring of patron objections and/or problems with the program (Access Services). Spare preservation quality CD jewel cases will be kept in the Supply Room. I have alerted Russ to the implementation of this project and he will be ordering more of the regular thickness jewel cases. RS will simply need to have more of these on hand for their staff. If this eats into their supply budget too much, I will speak with Barbara Oliver and have the budget raised to cover the drain on their Departmental supply budget by the extra jewel case costs.
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