Re: CD-Roms management Beth Guay 16 May 2007 12:54 UTC

We too have started to address this issue in terms of work flow. Lately
we've seen a good deal of cases of periodicals having non-print
accompaniments that are supplements (as opposed to serials such as
annuals having non-print accompaniments that are versions of the print).
We first set up procedure number one -- any serial issue, but generally
a periodical having a new media accompaniment, is checked out & sent to
cataloging so that catalogers can either evaluate the objects -- &  set
up the work flow instructions for staff checking the materials in, or
have a subject/reference/selection librarian determine what to do with
them & any subsequent same type supplements. Note that it is critical
for the cataloger to have both the issue & the accompaniment in order to
evaluate the relationships & set up the workflow instructions (even if
that ends up being a note to discard every one of them!)

One of the big challenges you & other folks have identified  has been
simply that different formats require separating the materials into
different physical locations within the library! We've set up a web page
identifying our individual branch libraries' housing procedures for
supplements --

Speaking of challenges, the greatest one for us (serials staff) to
overcome (IMHO) has been to have had the fortitude to communicate & to
work the procedures out together even while we are divided into groups
by type of worker --serials check-in staff in one unit, catalogers in
another, end processing staff  in yet again another. For example, until
we put our worker bee heads together and we all became informed that a
dummy item record was being created at check-in for the accompaniments,
rather than revising/updating these dummy item records already present
in the system, end processing staff were creating entirely new item
records when the accompaniments were being sent on from their temporary
current periodicals locations to their temporary ;-)   permanent
locations in the stacks. We're still working on it! I hope this helps!

Beth Guay
Monographs/Continuing Resources Cataloger
McKeldin Library, University of Maryland
College Park, Maryland 20742

(301) 405-9339
fax (301) 314-9971

Barbara Rauch wrote:
> Hi everybody
> I'm trying to collect some information about what other libraries are
> doing with digital formats that arrive with print journals, in
> particular CD-Roms.  For example, IT journals often come with CDs
> containing software.
> Our current policy is to keep the CDs with the journal but treat them
> separately for bar coding and Dewey labelling. We catalogue our journals
> and lend them to staff only.  We are a small university, using the
> Voyager system and in the process of installing RFID.
> Some libraries, I hear, keep the CDs at the circulation/lending desk
> and issue as required, some are not keeping them at all.  Others are
> selective, in that they will keep them if they supplement the journal
> but not if they are simply a different format of the same thing.
> Is there a copyright issue here?  If you are using RFID, have you
> changed your policy on CDs.?
> I realise that this is a serials list, but the problem affect books as
> well, so any comments are welcome.
> What is your current practice or what thoughts or recommendations do
> you have for managing these kinds of items?
> Regards
> Barbara.
> Barbara Rauch
> Acquisitions Coordinator
> Mail No. B-30
> AUT University Library
> Private Bag 92006
> Auckland 1142
> P +64 (09) 921 9999
> F +64 (09) 921 9977