CDs with periodicals - responses to my query Caroline Dean 16 May 2000 13:47 UTC
In reply to the many requests I had, here follows a collation of the
responses I received to my query about what people were doing with CDs
that arrived with their print journals. Thanks very much for the
information everyone. We will now be sitting down to writing a procedure
for UCT Libraries.
Caroline
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From: Diane Neumeister <DNEUMEIS@LORAS.EDU>
We do more-or-less the same thing with CDs for both books and periodicals:
IF the CD is NOT just advertising (those get thrown out): After checking
in the periodical and adding a note to the item record that there is a CD
included with the print issue:
1. Place a label on the front cover of the issue that says something
like:
" ____ accompanying CD(s) available
at the Circulation Desk.
Circulation desk workers: Check for CD(s)
when this item is returned."
The blank line is where we write the number of CDs included. I've
never had more than one with a periodical issue, but some of the books
have several and we use the same form for both.
2. Place the CD in an envelope-style holder which we label with the
periodical issues title, volume, number, date and call number (if any).
3. Since periodicals circulate in-house only, we may place "NonCirc"
stickers on both the issue and the CD envelope, depending on several
factors.
4. Route the CD to the System Administrator who will make sure it will
work on the library's computer system and will download any
supplemental programs needed to run it.
NOTE: If CD or supplemental programs needed to run it will not work on
library's computer system, CD is returned to me and I consult with
librarians regarding whether or not we will allow patrons to check the
disk out and take it home. Depending on that decision, it either goes into
the trash can or to cataloging or gets checked into the serial record as a
supplement that can be checked out.
5. Place the CD (in its envelope) inside the CD storage box located behind
the Circulation desk and shelve the print issue
At this point, we do not have a separate barcode on the CDs that accompany
periodicals or books, though I know of other libraries that do barcode the
CDs and check them in/out as supplements to the issues.
You may need to consider security strips (they make special ones for
CDs, I think) if you have a theft problem or if your storage area
isn't reasonably secure.
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From: csimser <csimser@KSU.EDU>
At K-State, we identified several different types of CDs that appear
with our periodicals. We established some guidelines for our
receivers--generally, all CDs are routed past serials copy cataloging
for a quick check, then bib and/or holdings edit as needed. Check out
our guidelines:
http://www.lib.ksu.edu/depts/techserv/manual/general/ser&per_accompan
y ing_mat.html
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From: Peter Picerno <ppicerno@CHOCTAW.ASTATE.EDU>
What we do with both serials and monographs that have
accompanying CDs is to note in the place where the CD would be that
the CD is on closed shelf. The CDs are put into jewel cases and are
kept at the circ desk so that they can be checked in and out with the
accompanying material.
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From: "Skwor, Jeanette" <skworj@UWGB.EDU>
***Cofrin library evaluates also. Supplementary CDs are generally put
in a pocket in the back of the issue to which they are supplement. A
very few others (2 index CDs that come to mind) are put in stand alone
cases and shelved with the periodical title. Notes are added to the
bib record in either case.
--------------------------------------------------------------
From: Meg Del Baglivo mdelbagl@hshsl.umaryland.edu
Here at the Health Sciences & Human Services Library at the Univ. of
Maryland, the CD's that accompany periodicals are stored at the
circulation desk and allowed to circulate for a 3 week loan period. (The
corresponding hardcopy periodicals do not circulate, however.) In the
OPAC, the holdings information attached to the bib record indicates that
the CD(s) may be found at the circ desk. The treatment is similar for
media which accompany our monographs. Our collection is growing, but the
circulation statistics are extremely low especially for CD's.
---------------------------------------------------------------- From:
"Lynch, Jude" <lynchj@uthscsa.edu> We have just been adding a free-text
note to the holdings information and storing them at the Circulation Desk.
However, they are not being used and we have been mulling over different
ideas to try to increase their circulation statistics. We cannot come to
any decision that improves the situation. Some ideas we tossed around
were to put a pocket in the issue (too likely to cause damage), to put a
box with the CDs shelved following the print issues (too many boxes for
just a few CDs per journal title), and to put the CDs on the network (too
expensive at this time but a possibility for the future)
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From: Meredith Batten <mbatten@nla.gov.au>
This is an issue that caused the serials section of the National
Library of Australia some problems as well. Our concern was primarily
from a preservation point of view - identifying CDs that should be
preserved and those that we were not so interested in preserving. For
this reason, we have two strategies for dealing with CDs accompanying
periodical issues.
Demo disks/PC games
This material has a low priority in terms of preservation. We send it to
the Stacks with the print serial. (I should mention that the National
Library has closed stacks - ie. the stacks area is not accessible by the
public.)
The CD is put in a pocket inside the back cover of the issue. We also
label it with the location and issue of the print serial to which the
CD belongs (if not evident on the disk.)
We also record a note on our local system (not visible to the public)
to say that some issues are accompanied by demo disks which will not
be preserved.
Other CDs
If a decision is made to "preserve" the CD, we actually separate it
from the print material & send it to a separate location {where they
can be stored in ProLoc boxes which are more secure.)
We label both the print serial & the CD. The print serial has a label
saying that it has an accompanying CD located at .... The CD a label
saying that it accompanies a specified issue of a specified title
located at...
We accession the CD as a special issue on our local system - so its
title & date are recorded. If its title & subject are unique, they are
catalogued analytically as well.
We can also add a note to the catalogue record to say "Some issues are
accompanied by CD-Roms"
The CD & print serial are then both routed to our Electronic
preservation section for recording, before being sent on to the
stacks.
These procedures are quite complex, but now we have implemented them &
have clear procedures written out they appear to work reasonably well.
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From: John Lucas <jlucas@ROWLAND.UMSMED.EDU>
For Periodical CD's (they are usually either supplements or
proceedings of some symposium)
We take them out of the little envelopes and put them in the
"plastic Jewel cases".
We do create item records in our cataloging module and give them
full barcodes and also put a label on the case with the title, and
enumeration. (hopefully there won't be too much switching around. ( I
doubt if any of our journal CD's have ever been used.)
We place the CD's behind our circulation desk where the patron is
directed.
Our summary holdings statement has space for a note where we
indicate the existance of CD Supplements etc. and their location to
go to the Circulation Desk. Each item also has a note field where we
should have indicated that they are found at the Circ Desk.
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From: Stephanie Willen Brown <browns@rh.edu>
We catalog the CDs and keep them with the other
"electronic media" (in a little box, in LC order, on the reserves
shelf). We do this for books that come with CDs, too, so that all the
electronic media is in one place. We (try to remember to) put a
little sticker or note on the periodical indicating that there is an
accompanying CD available for loan.
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From: Sue Zuriff <s-zuri@tc.umn.edu>
Here at the University of Minnesota we put accompanying CD-ROMs into
our Reserve collection, which is located in our Periodical Room.
Because of space limitations it's not possible to place both the issue
and the CD-ROM on Reserve.
We put the following note on the MARC holdings statement for the
journal: Accompanying CD-ROMs held in WILSON Reserve Basement.
We route these issues directly to the person in charge of processing
for the Periodical collection so they can't stray.
I think any procedure is dependent on your library's processes and
structure.
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From: Mary Rausch <mrausch@mail.wtamu.edu>
The only periodical that we regularly receive that has CDs with it is
Gramophone. We separate the CD from the issue, and store the CD in
our Circulation office. We barcode each CD separately, so that it
will show up in our online catalogue.
Here's how our summary holdings show up in our catalogue:
Location Volume
WT PERIODICALS/BOUND BOUND VOLUME HOLDINGS
WT PERIODICALS/CURRENT COMPACT DISCS AT CIRCULATION DESK --
Latest: v.
78:no. 927
(05/2000)
WT PERIODICALS/MICROFILM Latest: v. 76 (06/1998)
We also have individual item records for each CD, and each reel of
microfilm:
Location Call Number Volume
Material Status
WT CIRCULATION Mar v.72 no.862 CD ROM
Available/Notes
OFFICE 1995
This looks kind of strange since I'm cutting and pasting between the
web OPAC and e-mail.
I'll be honest--I don't know exactly what kind of physical processing
we do, labels, security strips, cases, etc.
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From: Betty Batten <bbatten@friends.edu>
We simply remove the CD from the periodical and file it in the front
of a box which we keep in the reserve room. The oldest CDs will be in
the back of the box and we weed those first when we run out of room.
When a patron sees the note, "Ask at circulation desk for accompanying
CD" on the cover of the periodical, he knows what to do. I'd hate to
spend a lot of time on the CDs because they aren't requested often.
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From: Gayle Van Auken <vanaukeg@lindahall.org>
At LHL - after checkin - CDs are removed from the issue and sent to
the Reference Office where they are shelved. The issue goes to our
Conservation Technician, who tips-in a note, which refers the patron
to the Reference Desk to retrieve the CD.
Hopes this is helpful. If you need any more detailed info, do not
hesitate to contact me.
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From: "Ryan Finnerty" <Ryan@library.ucsd.edu>
We here at UC San Diego have written procedures for this on the Web at
http://tpot.ucsd.edu/Cataloging/Formats/accomps.html Some of the
information is specific to our local system but these should still be
of some use to you.
(Miss) Caroline Dean
UCT Libraries
<caroline@UCTLIB.UCT.AC.ZA>