NON-PRINT MEDIA - CDROMS
(revised 10/20/00l; 8/31/2001)
Who initiates purchases for CDROMs? Anyone on the staff or any patron can initiate a request. Requests can be sent to the Director, who will submit orders to the Collections Librarian.
Will the item make a contribution to the collection? Appropriate CDROM purchases should be referred to a subject bibliographer for collection review before an order is placed. The bibliographer and the librarian can evaluate whether the item is appropriate for reference or should circulate.
Does the cost of the item relate positively to the anticipated use of the item? We do not purchase all electronic versions of every religious reference title. If the item has significant cost, those purchases should be discussed with the collections librarian. Through experience and consultation, the balance between available dollars and newly published titles has to be carefully managed.
For items judged to be appropriate for reference, these questions should be asked. Will the item run on the library NT network? If this information is not clear in the acquisitions information, the vendor should be contacted to determine this. The appropriate support person in Library Technology (LITS) can assist with this. If the item will not run on the network, other alternatives are available, such as running as a stand-alone application via the Windows 98 machine in Room 221.
User license issues - what number of users is needed? Initially single-user license purchase should be chosen. If patron use patterns show a greater need, the license could be increased.
Filling out order for RS?
Anne Womack will fill out RS orders.
Eileen will catalog all as:
Item type = CD-ROM
Location = ONLINE
A list of all CD-ROMs can be found by doing this search in ACORN:
Keyword: CD-ROM
Limited by library: Divinity
After cataloging, Eileen discharges the CDROM and gives it to the Director. The Director evaluates the item and determines if it is reference or circulating.
The Director will determine whether the product needs to be treated as a non-circulating reference item, or whether it can simply be treated as part of the circulating collection.
If circulating, the Director will make (if necessary) the ittem type to be CDROM, the location to "1st-Floor", and put "DIV" in the Comment field (for the spine label). The item will then be charged to 205163, and given to MAT for packaging.
If non-circulating, the Director fills out a Netfix request to LITS noting that the CDROM is being sent and that Divinity is requesting that it be networked. The Director then charges the CDROM to CDROM Processing, 444567, and mails it to LITS. A note is made in the pseudo-patron record of the date sent out. The staff at LITS will attempt to network the CDROM.
If it
will network, LITS will keep the CDROM and return the documentation
to the Director, along with a w3l URL. The documentation will be kept
on Permanent Reserves. LITS will keep the actual CDROM. The Director
will change the location to "ONLINE" and change the record from circulating
to non-circulating. The Director will add two new fields to the bibliographic
record.
506 Restrictions on
access. Only available from within the Vanderbilt Divinity Library as
a
networked resource.
856 41 |zAccessible only within the building of the Vanderbilt Divinity
Library|uhttp://
PACKAGING SUPPLIES CURRENTLY STORED IN MAT's OFFICE
Each box will have a label on the inside that explains to the patron how to use this particular CD-ROM in the library. In most cases the same language that will be used on the library web page for Religion Databases will be used for the labels. Instruction web pages will be prepared and posted by the Director, and the text of instructions to be included in the CD-ROM box will be provided when the CD-ROM goes to MAT for packaging.
There should also be a label on the outside (in plastic pocket) that identifies the program to the patron. This label may be a color or regular photocopy of the original packaging, or where needed, it may be a word-processed title and description.
CDROMS are placed the jewel cases, then the jewel cases are inserted into the larger white plastic boxes.
Plastic discs with "tattle tape" are placed on the CDROM.
Once the packaging is complete, the item will be sent to RS marking for the call number spine label.
CDROM comes in on new book truck or is walked back. Record is matched against label and call number and put in the appropriate location by circulation supervisor. If there are problems or questions they are to be referred to the Director to resolve or clarify.
To document our purchases of CDROM products, the Heard Library Digital Resources Database will be used to record information about the order, fund, cost, license agreement, and other pertinent information which can be difficult to locate on ACORN. This information is recorded in the non-displaying "staff notes" field of the record for the product. The information is currently stored as free text, but semicolon delimited fields are implied. The data is recorded in the following order:
Superseding Editions
For products which are periodically updated, or for which we have standing orders, previous versions of the software need to be removed from ACORN and records noted of the disposal of the CDROMs that have been superceded.
Superceded editions will not be removed from the network until the subsequent edition is mounted and verified to be working on public workstations.
Once the new edition is successfully loaded, and ACORN and HLS database correctly point patrons to the new version, the Director will notify LITS that the previous version should be dismounted from the network and withdrawn. LITS will either return the superceded CD-ROM for return to publisher (if required), or will certify that the CD has been destroyed.
The documentation that is on Permanent Reserve, and/or returned CD will be given to MAT to be withdrawn and discarded.