BTECH Minutes - 2/4/04

[Library Web Manager <webman@library.berkeley.edu>]

BERKELEY TECHNICAL SERVICES DISCUSSION GROUP MEETING MINUTES

Wednesday, February 4, 2004
9:00am to 11:00am
303 Doe Library

Announcements:

- Nga Ong has joined Technical Services from the Music Library. She will
be cataloging electronic serials with Carol McEwan.

-In case you have not already heard, ISBN's and ISSN's will be getting
longer. As early as the end of this year, ISBN's will be extended to 13
digits (from 9) to allow identification of non-book items. There is some
discussion of a similar extension for ISSN's, which may get a character
suffix. This is still being discussed.

-J. Walker wanted to let people know in case they had not heard that Steve
La Follette left the Library in January.

Agenda:

1) Update on DOCS inspection / Cindi Wolff

We did pass the Depository inspection. The last Depository inspection we
had prior to this one was in 1993. There are 7 areas the inspector looks
at during the inspection; Collection Development, Bibliographic Control,
Maintenance, Human Resources, Physical Facilities, Public Services,
Cooperative Efforts.

Berkeley had 2 areas of non-compliance; Bibliographic Control and Human
Resources. There are numerous rules and compliance's we must conform to
with Depository items. The rules can be viewed at
http://www.access.gpo.gov/su_docs/fdlp/pubs/instructions/index.html In
general all items should be available to the public within 10 days of
receipt, we must have enough staff to process the material, and all
materials have to be retained for at least 5 years after the depository
date stamp. Cindi mentioned there were also concerns regarding
Maintenance, which includes appropriate withdrawal procedures and updating
of records to reflect electronic only titles. An official copy of the
inspection report will be provided to Tom Leonard and Cindi within the
next 4-6 weeks. We will be working on satisfying the non-compliance
issues.

Note: there are special withdrawal procedures for depository items. They
are not withdrawn or discarded using regular withdrawal procedures. See
BPM section http://www.lib.berkeley.edu/Staff/BPM/8k.html for special
instructions for Depository withdrawal. They cannot be discarded and all
withdrawals must go through Cindi. It was noted during the discussion that
the withdrawal procedures in the BPM for depository items is not specific
enough and will need updating. If you have any questions regarding
Depository withdrawals please contact Cindi Wolff. It was noted that in
cases where you have 2 copies of and item and you want to withdraw one, if
one is depository you must keep the depository copy and withdraw only the
non-depository volume.

In about 5 years time we may see as much as 95% of Depository items coming
in electronic format only. These will all need to have records in our
catalog.

It was noted that if a library prints a paper copy of an ONLINE ONLY
document for their unit for cataloging, this is discouraged. This is
expensive and should not be done. Each of these requires their own Gladis
record as a reprint.


2) Procedures for marking and shipping withdrawn materials to Gifts /
Frank Carothers.

Frank handed out an updated version of the BPM section on Disposal of
Withdrawn materials. This revised version will be mounted on the BPM
replacing the old version. He noted that libraries should be sending him
ALL monographs for disposal. He can sell much of the monographs he
receives. Journals on the other hand have less of a resell value than they
used to. Most of these can just be recycled in the owning unit. All
unwanted journals from the Anthropology, Art History/Classics,
Environmental Design, and Mathematics libraries, as well as
western-language journals in East Asian studies, should always be sent to
the Gift Division. Recent issues of major trade and academic journals may
be sent to the Gift Division. Examples: Elsevier, Oxford University Press,
University of California Press. If your unit is withdrawing a large run of
a journal you may contact Frank before sending it if you think the title
may have little value. He will let you know the best course of action to
take with the set.

Branches should also be discouraged from accepting offers of gift
journals. Gifts entail a detailed explanation of federal tax law
acknowledgement. Not to mention Library record keeping and storage and
processing costs. You may refer patrons wanting to donate items to the
Gifts Division if you feel reluctant to offend the potential donor.

Please keep in mind the following procedures when marking withdrawn
materials to send to the Gifts Division. Make sure you desensitize ALL
items you are sending. Carefully and neatly cross out the call number on
the spine with a black permanent marker. Stamp only once with the "Univ.
of California Withdrawn" stamp next to the property stamp on the inside
front cover, do not use the stamp in any other place. Remove any old date
due slips in the back of the volume. Carefully put a single line through
barcode with a black permanent marker. Please note any item being
withdrawn from NRLF requires you let NRLF remove the NRLF barcode on the
piece. Please follow the special NRLF de-accession procedures before
withdrawing and sending an NRLF item to Gifts Division.

The key to marking the materials for disposal is to not over mark or
disfigure the book. Books should have the least amount of marking for
withdrawal done to them. Books and serials are much easier to sell and are
worth a lot more when only modestly marked for withdrawal. There is a
preferred stamp that Frank would like everyone to use when stamping
volumes for withdrawal. It is a small 1 1/2 by 1/4 inch stamp that says:

UNIV. OF CALIFORNIA
WITHDRAWN

*If you do not have one of these for use, please contact Frank and he can
send you one. This is the preferred stamp libraries should be using to
withdraw material.


Important! The Gifts Division is requesting that you send all materials to
them in either a cardboard Xerox paper box or in the white plastic US mail
tub. They may be damaged if you send them in a regular gray plastic mail
lug. Materials in gray lugs are normally dumped into a larger wheeled mail
cart. This is very damaging to the items. Materials packed in cardboard
boxes or white plastic US mail tubs are placed whole into the mail cart.