February 10, 2004
Judy Parker (Chair), John Gallagher (Recorder), Marybeth Bean, Ken
Crilly, Sue Crockford-Peters, Carla Heister, Carol Jones, Pam Jordan,
Bev Lett, Shashi Luthra, Larry Martins, Jeanette Murdock, Dana Peterman,
Anthony Riccio, Shawn Steidinger, Lisa Thomas
Steven Arakawa, Erika Heinen, Joan Swanakamp
2:00 PM; SML 409
No announcements or additions to the agenda made.
in Item Record
Joan and Steven sought feedback about how individual circulation departments
used copy information provided in the item record. Joan described how
copy information had historically been used, but since barcode was now
used as the primary means of identifying a specific item, she was interested
in determining if departments still relied on copy information for any
A general discussion about how individual units still found copy information
- In several
libraries there were instances where copy information on the label was
used identify which copy to pull from the shelf for circulation when
only one copy was allowed to circulate.
- In the
Music Library copy information is relied upon to identify which copy
an individual part of a multi-part item belongs.
- Copy information
on the label is useful when there are many copies of an item all shelved
together and one has been requested for Eli Express delivery. The group
felt that this was the exception however and that practices already
in place (such as the ability to relink an item to a callslip request
in the callslip daemon, or referring to barcode information on the callslip
when pulling the item from the shelf) were an acceptable solution.
consensus was that copy information in the item record was not crucial.
Additionally the group felt that if copy information could not be omitted
from Voyager records and the OPAC indicating a "1" instead of
a "0" was preferable.
Shawn will investigate if the default for copy information fields can
be blank instead of zero.
Marybeth will investigate if this change would have any adverse effect
on labeling practices.
Demonstration of New Preservation Technique
Erika Heinen demonstrated use of CoLibri, a device made by an Italian
company that allows you to create custom polyethylene book covers. Polyethylene
is a stable material that will help protect fragile materials and prevent
leather bound books suffering from red rot from discoloring and damaging
neighboring materials. Please refer to Addendum 1 for
Department Policy Proposal
On behalf of Bobbie Pilette (Head, Preservation), Erika presented the
Preservation Department's proposal to establish standards that would ensure
that materials used in the preparation of library collections for the
shelf would not contribute to the deterioration of the collections. Preservation
seeks to establish a list of approved materials whose application to books,
etc. will not adversely affect an item's condition. Please refer to a
copy of Bobbie Pilette's recent e-mail to Yulib attached as addendum
Erika invited members to inform her of materials that are used that are
not included on Preservation's current list of approved materials, and
to send her examples of such material so that they can be tested for their
Dana shared his draft of a letter that can be given to patrons who do
not have a current sticker on their University ID but who seek to borrow
materials. Sue explained that since Voyager updates patron information
fortnightly, it could be used as a resource to confirm if a patron is
entitled to privileges. Dana proposed that the letter is a positive way
of encouraging such patrons to get validation stickers and decreases the
potential for instances where staff deny patrons privileges, thus resulting
in poor customer service.
Selection Guidelines for Treating Books with CoLibri System
- are fully
shelf-prepped (with the exception of the date due pockets) prior to
- are flexible
enough to be turned inside out to get complete cover on.
- have sound
board attachment on one or both boards.
- have a
sound textblock in not more than two pieces, with each section of textblock
attached to a board.
- can be
any size, but generally the weaker the item, the smaller it should be.
items that are suitable if they meet the above criteria:
with covers that are unique or have artifactual value, e.g. publisher's
with endsheets that we are reasonably certain should not have a Perfect
Pocket affixed to them, e.g. those with important information,
maps, binding tickets, decorative (paste papers) endsheets.
with leather in a red rot condition.
bindings, if they are in poor condition and will be damaged by further
Need to determine
of appropriate weight and size for volumes
attaching call number and titles to spines that have "interesting"
additional repair are we going to do? e.g. do we tacket and then put a
CoLibri cover on?
DRAFT -- dcm 1/06/04, revised eh 2/11/04
17 Feb 2004 12:05:49 -0500
From: Roberta Pilette <firstname.lastname@example.org>
Subject: preservation needs your input
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Department is in the midst of drafting a policy that would call for a
review of any materials that are to be put into or onto volumes as part
of preparing a volume for the shelf. These can include, but are not limited
to, such things as: call number labels, beeper or other security tags,
bookplates, and reserve or other temporary labels.
also like to develop a list of materials now employed in shelf preparation
throughout the library system. We are interested in those materials used
for regular shelf preparation: call number labels, security beepers, book
plates, bar codes; as well as anything else that might be employed. We
would also like to know if procedures in your collection or library differ
substantially from what we refer to here as regular preparations e.g.
no call number labels but paper strips in books with call numbers on them
or special security systems would be considered different.
of this survey is not to make things more difficult, but to make available
to libraries and collections across the campus information about materials
that are chemically stable and otherwise safe for shelf preparations,
and to alert library staff to those materials that are not safe to use--whatever
that use might be.
staff would send to me information on the materials that are being used
or have been used in connection with shelf preparation, it would be much
appreciated. Please send as much information as possible: the correct
and complete product name for the material, vendor or source of product,
and any manufacturers' information that may be available [photocopy of
the package is fine] and how the product/material is being used or has
been used. If you want to send samples of the product/material, that would
be helpful. Please send all information and/or samples to my attention:
Bobbie Pilette, Preservation Dept, SML.
We hope to
develop the initial list fairly quickly and make it available via the
web. As new needs are met and new materials added we will update the list.
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