Central CDROM Procedures

GENERAL PROCEDURES

HOLDING CODES---Since the holding code on an order request designates the circulation policy, physical location, and processing procedures through Resource Services, carefully review the holding code options below to verify the correct holding code for title being ordered. Be sure to include this holding code on any order request regardless of method of submitting the request.

STANDING ORDERS WITH CUMULATIVE UPDATES---If the title is cumulative with each update, a note should be added to the purchase request indicating update frequency and instructions for handling the superseded CDs. Order Services will include these instructions in a note in the order record.

CANCELLATION OF STANDING ORDERS---Contact Chris Waldrop to cancel a standing order. He will cancel the order, update the order record, and notify Cataloging so the Acorn record can be edited.

DESELECTED TITLES---Bibliographers are responsible for identifying subject CDs (David for Reference titles) that should be withdrawn from the collection. If the title does not involve archiving, send CD and accompanying materials to Zora Breeding with a note to withdraw. If in doubt or a question about archiving and transferring to the Annex, send CD and accompanying materials to Mary Beth Blalock. (Titles appropriate for archiving include one-time purchases which no longer need to be available in CD format because of availability on the web, absorbed by another title, etc.)

1. MEDIA CENTER---CIRCULATING CDROM
   Holding Code: CEN-MFC
   Location Displayed: MEDIA-CTR
   Item Type: AV
   Physical Location: Media Center
   Procedure:
   
   • Bibliographer orders with holding code CEN-MFC.
   • Order Services puts CEN-MFC in field 952 of the bib. record.
   • When arrives, Order Services sends to Cataloging.
   • When cataloged, Marking & Binding hand delivers to Central Circulation.
     [NOTE: Media Center CDs must have call number.]
   • Circulation discharges and checks field 952 of bib record to verify location and circulation policy and sends the CD to the Media Center
     (David Anderson's mailbox in Circulation).

2. MEDIA CENTER---NON-CIRCULATING CDROM
   Holding Code: CEN-MFM
   Location Displayed: MEDIA-CTR
   Item Type: AV-
   Physical Location: Media Center
   Procedures:
   
   • Bibliographer orders with holding code CEN-MFM.
   • Order Services puts CEN-MFM in field 952 of the bib. record.
   • When arrives, Order Services sends to Cataloging.
   • When cataloged, Marking & Binding hand delivers to Central Circulation.
     [NOTE: Media Center CDs must have call number.]
   • Circulation discharges and checks field 952 of bib record to verify location and sends the CD to the Media Center.
     (David Anderson's mailbox in Circulation).
   • David Anderson sends a NETFIX request for loading on the Media Center stand-alone station.

3. REFERENCE---CENTRAL LIBRARY NETWORK
   Holding Code: CEN,CDNET
   Location Displayed: NETWORK
   Item Type: REFERENCE
   Physical Location: LITS
   Procedures:
   
   • Bibliographer orders with holding code CEN,CDNET. If the title is cumulative with each update and the superseded CDs should be withdrawn, a note should be added to the purchase request indicating update frequency and instructions to withdraw the superseded CDs.
   • Order Services puts CEN-CDNET in field 952 of the bib. record and adds any special notes in the order record.
   • When CD arrives, Order Services sends to Cataloging.
   • When cataloged, Cataloging hand delivers to Central Circulation.
   • Circulation discharges and checks field 952 of bib record to verify location and circulation policy and sends to David Carpenter
     (mailbox in the Reference Workroom).
   • David adds a record to the digital library database and notifies John Haar to add the title to the list for subject and material type codes.
   • David sends a NETFIX request to load on Central's network and indicates that the CD is in CDROM basket behind the Reference Desk.
     Kay picks up the CD and loads to the Central Network. Once loaded Kay takes the CD to LITS; manual is kept at the Reference Desk.
     
     NOTE: If CD is removed from the network and the location changed to the Media Center, David sends a message, the CD, and accompanying materials to Zora for processing for the Media Center. He also removes the title from the digital library database.

4. REFERENCE---ERL SERVER
   Holding Code: CEN,ERL
   Location Displayed: ERLNET
   Item Type: REFERENCE
   Physical Location: LITS
   Procedure:
   • Mary Beth, as chair of ERC, requests purchase order with holding code CEN,ERL. If the title is cumulative with each update and the superseded CDs should be withdrawn, a note should be added to the purchase request indicating update frequency and instructions to withdraw the superseded CDs.
   • Order Services puts CEN,ERL in field 952 of the bib. record and adds any special notes in the order record.
   • When CD arrives, Order Services verifies holding code in field 952 and:
     • IF initial receipt sends to Cataloging to be cataloged.
       Cataloging sends CD to LITS (Kay) for loading on the ERL server.
     • OR IF content upgrade, Order Services sends CD directly to LITS (Kay) for loading on the ERL server.
       (Current CD remains in LITS since Kay can load without going to Peabody campus; superseded CD sent to Mary Beth for archiving or disposal).
   • Kay notifies Mary Beth when the title is loaded on the server.
   • Mary Beth submits a cataloging request to Cataloging and adds the title to the digital library database.
   • John Haar adds the title to the list for subject and material type codes.

5. REFERENCE---STAND-ALONE STATION
   Holding Code: CEN,CDSTA
   Location Displayed: CD-STATION
   Item Type: REFERENCE
   Physical Location: Reference; Stand-alone Station
   Procedure:
   • Bibliographer orders with holding code CEN,CDSTA. Indicates that a note that will display to users should be placed in the bib record informing users to pick up CD at the Circulation Desk and then go to the Stand-alone Station in Reference. If the title is cumulative with each update and the superseded CDs should be withdrawn, a note should be added to the purchase request indicating update frequency and instructions to withdraw the superseded CDs.
   .
   • Order Services puts CEN,CDSTA in field 952 of the bib. record and adds any special notes in the order record.
   • When CD arrives, Order Services sends to Cataloging.
   • When cataloged, Cataloging hand delivers to Central Circulation.
   • Circulation discharges and checks field 952 of bib record to verify location and circulation policy and sends CD and any manuals/user guides to David Carpenter (mailbox in the Reference Workroom).
   • David sends a NETFIX request to load the CD on Central's Reference Stand-alone Station and leaves the CD in the CDROM basket behind the Reference Desk. (If the contents can be loaded on the network, Kay alerts David and he sends a note to Zora to edit the Acorn record.)
   • Once loaded, David sends CD to Circulation Desk for shelving behind desk; manuals/guides are kept at the Reference Desk.
   • David adds record to digital library database and notifies John Haar to add the title to be considered for appropriate subject and material type coding.
     
     NOTE: If the CD is removed from the network and the location is changed to the Media Center, David sends a message, the CD and accompanying materials to Zora for processing for the Media Center. He also removes the title from the digital library database.

6. REFERENCE---ARCHIVAL COPY
   (This category is used for one-time purchases or gifts that are no longer utilized for various reasons including available via web, merged with another database, etc.)
   
   Holding Code: CEA,ARCH
   Location Displayed: ARCHIVE-CD
   Item Type: REFERENCE
   Physical Location: LIBRARY ANNEX
   Procedure:
   • Bibliographer, Reference Librarian, LITS staff, and others who recognize that a Reference CD should no longer be on the network or standalone station should send a message, the CDs and accompanying materials (manual, floppy disks, etc.) to Mary Beth indicating that the CD should be reviewed for Archival Copy status.
   • If CD should be archived, Mary Beth edits the database page (if necessary) and sends the CD/materials with note to Cataloging (Zora's attention). Zora sends on to Binding and Marking.
   • Marked CD is hand-delivered to Central Circulation.
   • Circulation discharges and checks field 952 of bib record to verify location, circulation policy and sends to LIBRARY ANNEX.
   • If CD should be withdrawn, Mary Beth edits the database page and sends CD/materials with a note to Cataloging (Zora's attention).
     
     NOTE: Records should be shadowed.

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TWO NEW HOLDING CODES FOR GOV. INF. CDs

Holding Code: CEN,GOVD
Library: CENTRAL
Location: CDROM-GOV
Item Type: GOVT-INFO-
Flags: NNY

Holding Code: CEN,GOVE
Library: CENTRAL
Location: NETWORK
Item Type: GOVT-INFO-
Flags: NNY

Flags for CEND,GOVD and CEN,GOVE should be NNY.

February 20, 2003