Administrative Policy Manual:
Policy for Preparation and Circulation of Books and Serials with Accompanying Electronic Media
This document covers only electronic media accompanying other material such as books and serials. Electronic media which stands alone is not covered here. It also attempts to govern only such materials in Norlin Library. The branch libraries may elect to treat their materials similarly or as suits their special needs.
While the library does not attempt to duplicate purchased library materials in most instances, there are good reasons for copying computer disks prior to circulation:
- Books, unlike disks, are not destroyed by magnetic fields, viruses, fingers in sensitive areas.
- Floppy disks are both easy and inexpensive to copy, assuming we have the hardware needed.
- A floppy disk can be integral to the piece and in some instances is the primary unit.
A. With Floppy Disks
Upon receipt of materials with accompanying electronic disks, those materials will be placed by Acquisition Department personnel on a designated shelf to await attention by Systems Department personnel.
If Systems Department personnel find that a disk is defective, they will attach a narrative describing the defect and return the book and the disk to the Head of Acquisitions who will return the book and the disk to the publisher for replacement.
Systems Department personnel will be responsible for periodically checking the shelf in the Acquisitions Department for recently received materials with accompanying disks. They will check the disks for defects and, if none are found, they will make one copy of the disk. Systems will then send the book along with master disk and copy to Cataloging for processing.
In the case that Systems does not own hardware necessary to copy a disk, the book and accompanying disk will be sent directly to Cataloging.
A cataloging issues statement has been written by one member of the Cataloging Department and one member of Serials Cataloging. Procedures will depend in some respects on policies and procedures adopted to deal with these materials, such as storage locations. Such procedures may reside with Cataloging. When Cataloging is completed, the book, the master disk and the copied disk are all marked with the call number. The master disk is returned to Systems and will be on file in the event an additional copy is needed.
- Preservation and Storage
The disk copy will remain with the book at all times. In cases where there is not one already, a pocket will be attached to the inside of the back cover in which to store the disk copy. These materials will take first priority in the Book Repair Unit.
A book with an accompanying disk will not be sent to the bindery. If a bibliographer or department head wishes to do so later, the book can be sent, with a specification that a pocket be included inside the back cover, while the bibliographer or department head keeps the disk copy.
Marking, in addition to the usual book call number on the spine, will also attach a label which states: DO NOT DESENSITIZE / STOP AT SECURITY OR ALARM WILL SOUND in a prominent place on the front cover of the book. A NOT RESPONSIBLE FOR VIRUS label should be attached to the disk or to the disk pocket. If possible the disk should also be property stamped. Tattle tape will be inserted as usual in the book.
As stated above, these materials will always remain "hot." Security will have to be notified of the existence of such materials as well as desk personnel in the branches.
Circulation personnel will be alerted by the system to check that the disk is present when the material is checked out as well as when it is returned. If a disk is missing, the book should be sent immediately to Systems for a new disk copy. In the branches, a request for a new disk copy may be made without sending the book.
Books and their accompanying disks will check out for the same period.
B. With CDs
Books with accompanying CDs will be treated in the same way as books with accompanying floppy disks with the following exceptions:
- Acquisitions will treat books with
accompanying CDs in the same manner that they treat books
with no accompanying material. After processing by
Acquisitions, the books will be sent to Cataloging.
- Copying: CDs will not be copied.
- Preservation and Storage: It is not necessary for Marking to place a
DO NOT DESENSITIZE label on the book nor a NOT RESPONSIBLE
FOR VIRUS LABEL. The CD should be labeled with the call
number of the book. An indelible pen is recommended for this.
A property stamp is also recommended.
- Circulation: These materials do not need to remain "hot." If a disk is missing when a book is checked in, the patron will be charged with a lost book.
II. Non-journal Serials
Non-journal serials with accompanying floppy disks or with accompanying CDs will follow the same policies as books with accompanying materials. The Serials Department will need to designate a shelf in that department for placement of these materials to wait for the attention of Systems personnel.
Accompanying material will be always be kept separate from journals. Floppy disks will not be copied unless requested by bibliographer or Per Room. They will be housed separately from the journal in the Per Room and at the discretion of the branches or internal departments. Journal copies with accompanying materials should be marked to indicate that such material exists and is available.
It is not practical for a bibliographer to examine every disk to eliminate "junk." Obvious advertising and sample material not deemed useful may be disposed of at the discretion of the Per Room personnel or branch personnel.