[Videolib] PPR record keeping

Andrews, Sarah E (sarah-andrews@uiowa.edu)
Wed, 14 Feb 2007 13:36:42 -0600

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=20

At Iowa, we (well it's really me) spend a lot of time adding 540 notes
to our cataloging records. We (not me) also scan and save anything that
looks like a license agreement, including personal emails, invoices,
vendor website data, real license agreements and in some cases
photocopying the packaging. We (probably) are a little bit overboard
with record-keeping-

1 copy of the license goes with the physical piece (so circulation staff
can explain why something can't leave the building, etc.).

The original is filed in a paper file.

1 scanned copy is available in a public archive.

1 scanned copy is only available to acquisitions staff.

And if the terms were on an invoice, that gets filed somewhere (again)
else for an audit trail.

=20

Our 540 fields are keyword searchable in our opac
(http:://infohawk.uiowa.edu) and some of our librarians mention this
when giving talks to student groups/faculty/etc. =20

=20

Sarah Andrews=20

Acquisitions & Rapid Cataloging

University of Iowa Libraries

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<o:p> </o:p>=

At <st1:State =
w:st=3D"on"><st1:place
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me) spend a
lot of time adding 540 not<st1:PersonName =
w:st=3D"on">es</st1:PersonName> to our <st1:PersonName
w:st=3D"on">ca</st1:PersonName>taloging recor<st1:PersonName =
w:st=3D"on">ds</st1:PersonName>. 
We (not me) also s<st1:PersonName w:st=3D"on">ca</st1:PersonName>n and =
save
anything that looks like a license agreement, including personal emails, =
invoic<st1:PersonName
w:st=3D"on">es</st1:PersonName>, vendor website data, real license =
agreements and
in some <st1:PersonName w:st=3D"on">ca</st1:PersonName>s<st1:PersonName =
w:st=3D"on">es</st1:PersonName>
photocopying the packaging.  We (probably) are a little bit =
overboard with
record-keeping—<o:p></o:p>

1 copy of the =
license go<st1:PersonName
w:st=3D"on">es</st1:PersonName> with the physi<st1:PersonName =
w:st=3D"on">ca</st1:PersonName>l
piece (so circulation <st1:PersonName w:st=3D"on">st</st1:PersonName>aff =
<st1:PersonName
w:st=3D"on">ca</st1:PersonName>n explain why something <st1:PersonName =
w:st=3D"on">ca</st1:PersonName>n’t
leave the building, etc.).<o:p></o:p>

The original is =
filed in
a paper file.<o:p></o:p>

1 =
s<st1:PersonName w:st=3D"on">ca</st1:PersonName>nned
copy is available in a public ar<st1:PersonName =
w:st=3D"on">ch</st1:PersonName>ive.<o:p></o:p>

1 =
s<st1:PersonName w:st=3D"on">ca</st1:PersonName>nned
copy is only available to acquisitions <st1:PersonName =
w:st=3D"on">st</st1:PersonName>aff.<o:p></o:p>

And if the terms =
were on
an invoice, that gets filed somewhere (again) else for an audit =
trail.<o:p></o:p>

<o:p> </o:p>=

Our 540 =
fiel<st1:PersonName
w:st=3D"on">ds</st1:PersonName> are keyword sear<st1:PersonName =
w:st=3D"on">ch</st1:PersonName>able
in our opac (http:://infohawk.uiowa.edu) and some of our librarians =
mention
this when giving talks to <st1:PersonName =
w:st=3D"on">st</st1:PersonName>udent
grou<st1:PersonName w:st=3D"on">ps</st1:PersonName>/faculty/etc.  =
<o:p></o:p>

<o:p> </o:p>=

Sarah Andrews =
<o:p></o:p>

<st1:PersonName w:st=3D"on">Acquisitions</st1:PersonName> & Rapid Cataloging<o:p></o:p>

<st1:place w:st=3D"on"><st1:PlaceType =
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w:st=3D"on">Iowa</st1:PlaceName></st1:place> Librari<st1:PersonName =
w:st=3D"on">es</st1:PersonName><o:p></o:p>

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VIDEOLIB is intended to encourage the broad and lively discussion of issues relating to the selection, evaluation, acquisition,bibliographic control, preservation, and use of current and evolving video formats in libraries and related institutions. It is hoped that the list will serve as an effective working tool for video librarians, as well as a channel of communication between libraries,educational institutions, and video producers and distributors.