Excerpt from Minutes of May 17, 2005 Public Services meeting.

(Background reading for August 11, 2005 TSC meeting)

Shelving disks, CDs, etc. accompanying books (Marty Jamison)

Let's reconsider our pattern of separating the accompanying disk from its book, cataloging the disk separately, and housing it in a cardboard holder. Points of presentation and discussion:

• The disks in their small pam folders are difficult to house. SEL is running out of room where it keeps them on Reserve in bin shelves. EHS shelves them as books in the stacks, but there they run the risk of falling behind the shelf and getting lost (or does this in fact happen?).
• We receive very little magnetic media any more, so special handling due to magnetically stored data is less of a concern than previously.
• We usually buy the book, not the disk, but the disk is cataloged and labeled as vol. 2. It comes incidentally with the book, and to replace a lost disk usually means buying a second copy of the book.
• Where the disk is the point, special handling is indicated. For example, a report that comes as a CD and was purchased with that format in mind.
• The disks don't circulate much. Of SEL's 2,376 disks-on-Reserve items, more than half (1,779) have not circulated at all.
• There's a precedent for keeping ephemeral accompanying materials with their parent volume: maps in the pocket. So maybe just reinforce the CD pocket if necessary, or replace it with a stronger one.
• Another precedent is a sticker that indicates ___ number of parts to this work.
• To the above could be added a catalog note for Circulation staffs: check for ___ parts of this work.
• OhioLINK implications . . .
• Use a different, more-booklike folder? Look at suppliers' catalogs.
• Is CD a dying format anyway? Will this issue resolve itself in a few years?
• It would have to be a systemwide change.
• It would mean less time and money on the part of bindery/labeling.
• On the other hand, some locations, such as JOU, find the current procedure and format appropriate.

From Susan Logan, who couldn't be at this meeting: "the FAES Library is keeping copy 1 of any CD that we have in the faez (Closed Reserve) area with an ask-at-desk status. The loan period is 1 week non-renewable, but we will check out again when returned to the desk. Copy 2 of the CDs are normally put in the stacks. I think that Technical Services should reconsider assigning v.1 and v.2 to monographs with accompanying CD-Roms. The v.1 and v.2 situations were only necessary with LCS and certainly are strange in our current system. The monograph does not need a volume identifier and the CD-rom should have a volume identifier which reads cd-rom--no need for v. 1 and v.2, which are misleading."

No consensus, except to take the proposal to the Technical Services Committee for discussion, history, etc. The proposal: to leave CDs that come with a volume in the volume, and to adjust cataloging and labeling accordingly.

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