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Re: CD-ROM supplements (Gaele Gillespie) Stephen Clark 15 Jan 1999 21:51 UTC

---------- Forwarded message ----------
Date: Fri, 15 Jan 1999 14:52:56 -0600
From: Gaele Gillespie <ggillespie@MAIL.LIB.UKANS.EDU>
Subject: Re: CD-ROM supplements (Charles Dabkowski)

In response to Charles Dabkowski's question about CD-ROM supplements:

Currently we treat them almost the same as any other serial supplement:

Upon the first receipt of the CD supplement, it is annotated in a note attached to the issue record for the journal issue that it accompanies.

If it has a license agreement of any kind with it, the CD and license agreement is routed to the Electronic Information Librarian, and that fact is also annotated in the issue record note (as a tracking mechanism).

The Electronic Info Librarian keeps the CD supplement only long enough to see what it is and what it came with, and then returns it to the Receiving staff member for safekeeping while he pursues the license.  We don't process the CD for the collection until the license has been reviewed and approved.

If there is no license visibly apparent, the CD supplement is labeled and call marked and forwarded to the appropriate housing location.

Once the CD supplement gets to the housing location, it is handled according to circulation/use policies in the particular location.

........Meanwhile, back at the ranch........
The Receiving staff monitor receipts and watch for any pattern that might evolve.  If the CD supplements are repeatedly rec'd, then we ask for a Serials Cataloging decision (the serials catalogers might decide that the CD supplement will get a separate bib and/or holdings record, or it might be deemed the type of supplement that continues to be checked in as part of the journal).

If it gets a separate bib/holdings record, we make sure it gets linked to the order record for the journal it accompanies.

The serials order/payments staff monitor these to see if the source begins to invoice us more -- or more and separately -- for the CD supplements.

Of course, as we've all witnessed, some of these CD supplements can be the precursor to the publisher doing a "spin-off" title (separate bibliographically and therefore with potential for becoming a separate purchase decision) or switching to CD format altogether for the journal.

If the CD supplement becomes a separate title, especially when it means an additional bibliographer/purchase decision, and the bibliographer wants to retain it, then it will need to go to the Electronic Information Council as a separate request to be considered by that group just like any request for a new electronic product.

We try NOT to go to all the greatest lengths until we have solid evidence that the CD will continue to come; it's just not worth the time and effort, because so many of these turn out to be "teasers" or "one-time wonders".  Our procedures and policies will evolve relative to the number of CD supplements received and how "sustainable" they prove to be.

-- Gaele Gillespie / Serials Librarian / Univ. of Kansas Libraries

---------- Forwarded message ----------
Date: Fri, 15 Jan 1999 09:43:39 -0500
From: Charles Dabkowski <DABKOWSKI@NIAGARA.EDU>
Subject: CD-ROM supplements

We received an special issue of Political Communication (called
the "Special Electronic Issue" in html on a CD.  I'd like to know how
other libraries are handling these items--checkin in, display,
storage, etc.  It looks like there are going to a lot more of these
items coming along in the future.

Charles T. Dabkowski
Head of Acquisitions & Serials
Niagara University Library
Niagara University, NY 14109

E. Gaele Gillespie / Serials Librarian
Serials - Retrieval Services Dept.
210 Watson
University of Kansas Libraries
Lawrence, KS  66045-2800
Voice:  785-864-3051
Fax:  785-864-3855 (if busy use: 4-5311)