---------- Forwarded message ----------
Date: Tue, 22 Jul 1997 04:08:11 -0300
From: Terri Winchcombe <winchctg@TUNS.CA>
To: SEREDIT@LIST.UVM.EDU
Subject: Serial issues with computer disks

Hello all of you who've been waiting patiently for my summary!  Since it's
taking me so long to summarize the information, I'm going to cut and paste
the wonderful replies.  I hope those who responded, do not mind.

ONE.
Like you, we do not keep the disks/cd-rom if it is advertising (the
final decision is not in yet; we may keep some for the
marketing/advertising students). Disks that are integral to the
periodical, as is the case with some music titles, are given a copy
number and checked in as is the paper issue. The disks are located in
the Reserve Room, in call number order.

Eva Friesen
Head, Technical Services
Ryerson Polytechnic University

TWO.
Our library decided to keep only those things pertinent to our
collection. Our policy is:

Software accompanying journals will be retained if it reasonably meets any
or all of the following criteria:

1. Accompanying software must be related to the textual content of the
journal, and thereby support the curriculum needs for which the journal was
originally selected.

2. It should have data to supplement an article, is an article, or is a
stated supplement to the journal.

3. It should be cited on the cover, title page, contents page, or in an
article.
*********************************************************************
Shelby E. Harken
Head, Acquisitions/Bibliographic Control
Box 9000, Room 244
Chester Fritz Library
University of North Dakota
Grand Forks, ND 58202
(701)777-4634  fax (701)777-3319
harken@plains.nodak.edu

THREE.
Here at the University of Connecticut Health Center Library, we keep the
electronic media with the journal issue, making a pocket when necessary,
Ads such as free AOL disks get discarded, but data disks are copied, the
master is kept in serials dept. and the copy is shelved with the journal.
So far,  no missing electronic data.
Arta Dobbs
Collection Management Librarian
University of Connecticut Health Center
L.M Stowe Library
dobbs@nso.uchc.edu

FOUR.
Just this year we established a new policy for handling computer discs and
compact discs.  We, too, discard advertisements.  Samples and demos are
referred to our collection development officer.  For other discs,
bibliographic notes are made, and then the discs are sent to our Systems
Office to determine handling.  The disc will be networked or stand-alone
access will be provided.  The Systems Office will add a 958 field for the
multi-media link (for networked discs) or a 590 directing the patron to
inquire at the Ref. Desk (for stand-alone access).  If neither of these
options is possible, the disc will be shelved in the Ref. Office, and
limited circulation may be permitted.

I would be interested in receiving a summary of replies to your request.

Gayle J. Van Auken
Head, Receiving
Linda Hall Library
5109 Cherry
Kansas City, Missouri 64110
vanaukeg@lhl.lib.mo.us
Voice:(816)926-8708

FIVE.
We treat disks and CD-ROMS the same way, according to where they are kept
in our library.  Our Science/Engineering collection has it's own
reference desk; our Arts and Music collections have their own service
desks; our Main Reference area has a separately-staffed Electronic Arcade
where CD-ROMs can be safely stored and monitored.  Our General collection
simply goes to our stacks, with no one but the Loan Desk to monitor
accompanying disks and CD-ROMs.

For all but the General collection, we keep disks and CDs at a desk so
that people have to ask to use one.  These do not circulate.  In the case
of a disk for our Sci/Eng collection, a back-up copy is made and kept in
the office.  Whichever serial had that disk will have a message written
on the issue and on the online catalog to "ask at the reference desk".

The major exception is the General collection, especially since we get
very few disks or CD-ROMs.  These simply go into a pocket in the back of
the issue and treated like any other accompanying loose item.  These do
circulate as long as the serial circulates.

   Renata Hundley                  /\___/\
   Serials Receiving Supervisor   ( o   o )     Davidson Library
   805/893-2538                   ==  ^  ==     University of California,
   hundley@ariz.library.ucsb.edu      ~         Santa Barbara  93106

SIX.
We process the disk for the Media collection (closed stacks with same call
number as journal title).  The disk information is added to the holdings
information in our OPAC.  We too discard ads and other pre-conference
information.  Occasionally, the disk is treated as a separate item (like
complete conference proceedings) and is separately cataloged.

Jeannette Ward
Serials/Media Department Head
University of Central Florida
P.O. Box 162440
Orlando, FL 32816-2440

(407) 823-2575
(407) 823-6289 (fax)
ja-ward@pegasus.cc.ucf.edu

SEVEN.
The way we have handle this kind of issue at our library here at UH-D is
by posting a note in the front of the issue indicating that it came with
a supplement CD-Rom or Diskette.

The note is 2 1/4" X 1" in measurement, is yellow to call attention.  It
reads as follows:

        NOTICE:  Supplement item,
        CD-ROM or Diskette, included
        & being held in the Technical
        Services-Serials Dept.  Inquire
        within if needed.

(If you do not receive this align, it should have been--sorry!)
We just tape this note in the front of the issue.

As indicated in the note we keep these as supplements regardless of
whether it is an advertising insert or not.  We have a box in the closet
where these are kept.  We have not come upon any problems and for the
most part we have not had any request to retrieve these supplements by
patron.  I guess it will become a problem when our box gets full, but we
will cross that bridge when we get there.

Hope you find this useful!!

Cordially,

Irma

Irma Placencia
Library Assistant III
University of Houston - Downtown
One Main Street
Houston, Texas 77002

Voice/Message:  (713) 221-8461
Fax #:  (713) 226-5212
E-mail:  placencia@dt.uh.edu

EIGHT.
We too have been perplexed by this. And of course we are receiving these
discs etc all the time now. We mostly receive CD ROM's and floppy discs
inside issues of serials.

Our library set up a Working Party/Committee last year to look at the kinds
of discs that were being sent with serial issues. The outcome of the
meetings was that each time we receive something new it needs to be checked
by our systems staff. They determine whether it is purely advertising
material, which is discarded or whether it is of value as far as graphics
(for art/design) or supplementary text/mirror text to the actual issue. We
now have a basic policy for this material and are now trying to put together
procedures for dealing with this material type.

This policy also covers electronic access via the internet, we are still
working on the finer points of E-journals.

As a result of this new policy, we have upgraded some PC's etc in the
library to run multimedia cd rom's, purchased some cd & multimedia tattle
tape from 3M to make these items more secure. Loose cd's in cardboard
packaging are put into plastic cd cases. We label the cd, jacket & case with
the call no. and security strip each disc according to whether it runs in a
cd rom drive or a cd player.

As far as the record on our library system is concerned, we run DRA software
and use the acquisitions module and serials control. We have a pattern record
for the print serial and another for the cd/disc, if it is regular.

Since every new cd/floppy is different, we decided that we really did need
to view each one individually and make a recommendation after that.

We subscribe to things like Future Music which has a multimedia cd with each
issue and MIX which is the same. Creative Review and Variety are another two
multimedia type products - these are all housed on the shelf next to the
print title. We also receive advertising material in some computer journals
which we check before discarding. Some cd products like the cd's that come
with MCB University Press are being considered for networking on several
workstations over our 3 sites (3 libraries), much the same way that we deal
with indexing and full-text cd roms like CINAHL, PSYCLIT, MLA, SOCIOFILE etc.

Hope this helps, and if you have any more queries, you can email me at the
address below.

Regards,

Heather Ashworth.

NINE.
We are just getting around to tackling this question ourselves.  My
initial thought is to prepare an adhesive label for the cover of the
issue telling patrons that a supplementary disc is available at the
media desk (which is also the reserve desk, in our case).  I think
that a posting summarizing the responses that you receive would be
welcome.  The immediate potential problems I see are storage space,
managing the PCs with CD-ROM drives that will undoubtedly find their
hard drives cluttered, and the archiving/reformatting question.

            Keith R. Stetson             |      (203) 254-4044 x 2184
   Collection Development Librarian      |      (203) 254-4135  (fax)
Nyselius Library, Fairfield University   |
       Fairfield, CT  06430-5195         |   kstetson@fair1.fairfield.edu

From: Jeanette Skwor <SKWORJ@GBMS01.UWGB.EDU>
Subject: Re: Serial issues with computer disks (Terri Winchcombe)

TEN.
***We, too, pull the ads and "free computer time" types.  We put them in a
box available to library staff for a month or so, then toss them if no one
wants them.

***The viable-information CDs we put in a pocket on the inside back cover
of the issue, and we put a bright-neonish-pink label on the front cover
warning against desensitizing.

Jeanette Skwor
Cofrin Library
UWGB

Thank you everyone who responded.  Our own policy is now in development.

Terri G. Winchcombe.

****************************************
Terri G. Winchcombe
Technical Services Technician
DalTech Library
Dalhousie University, Sexton Campus
PO Box 1000
Halifax   NS   B3J 2X4   Canada
902-420-7706   Fax: 902-420-7831

****************************************

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