Emory University

Electronic Reserves

Visit on 11 May 2000

Cathryn Shiel, Acting Head, Circulation & Reserves

Chris Baldassari

System: Sirsi (Catalog called Euclid)

Scanning equipment: Xerox Document Centre 230 ST –very fast scanning!

Background: Initially linked to websites and journals; pilot projects with article scanning from Fall ’99, moving to no more paper reserves in Summer ’00. If faculty is adamant, will use paper copy but not a duplicate electronic copy.

PR: Faculty have accepted electronic reserves. Methods used: one-on-one discussion, general presentations, education of reference and selectors, demo at orientation for new faculty, one-on-one instruction to students, general letter to faculty re change to eliminate redundancy of paper and electronic. They state that they do need a major promotional campaign. Advice re interactions with faculty: “Make no assumptions about what they know or understand electronic reserve to mean.”

Website contains policies, forms, instructions: http://info.library.emory.edu/Ereserves

Staff and workload: Spring 2000 processed 10,000 electronic reserves. Staffing of 2 full-time and 1 borrowed staff member. They will be adding one staff member to total permanent staff of 3. Three are most needed during the first month of the semester.

Instructions to faculty / files accepted from faculty:

· Will make copy for faculty

· Physical copy – request clean copy; prefer to do their own copying if quality is not good.

· Create stable link to full text article, or download pdf doc from online source

· Word files attached to email; then convert easily to pdf.

· No limitation on number of items for electronic reserves.

· Won’t anthologize articles. If several from one journal or chapters from one book, each is listed with separate bib record. If full book or journal volume is needed, put physical copy on reserve.

Security/copyright:

· Do not seek permissions; follow same guidelines as with paper reserves

· Documents are accessible through reserve listings in Sirsi via course name or course instructor, therefore, limited to on campus users who know what to do.

· Off campus users must have Emory Connect (special software)

File size:

· Use scanner limit of 50 pages as maximum. Do not break into parts.

· If large number of pages, put on as a physical personal copy (not scanned).

Process:

I. First step is to search catalog to see if item already scanned and on reserve.

II. If linking to full text is needed: (Note: Need full citation; ask for it.)

1. In catalog, do periodical title search

2. If found, use URL link to get to full text source

3. Use search engine to browse volume of journal; copy link

MUSE link to article; JSTOR link to volume

4. Put barcode on item request sheet (Keep about 2 years)

5. Create item record in Sirsi Cataloging module

100 Faculty last name and 2 initials (not article author) --is this correct?

245 title

300 Electronic journal, HTML format

506 Emory network users only

856 URL

??? (citation_) Journal title, v90, issue 1

III. If scanning is needed:

1. Scan document. Xerox Document Centre 230ST scanner/coper. Max in sheet feeder = 50 pp.

Use 300 dpi. Limit is 50 pp. If longer, they recommend photocopy that circulates.

Creates a Tiff file. Confirmation sheet printed with Tiff file #. Put barcode on this sheet. File is automatically sent to common area available at all of their workstations.

2. Open Adobe Acrobat 4.0. Import Tiff image; check image; save as Gen/faculty last name and two initials/scan barcode.pdf.

Ereserves.library.emory.edu/Gen/name/barcode.pdf

3. Check to see the file is on the network

4. Create item record in Sirsi Cataloging module

100 Faculty last name and 2 initials (not article author) --is this correct?

245 title

300 PDF scanned image (requires Adobe Acrobat Reader to view)

506 Emory network users only

856 URL

5. Create reserve record

Online expires 12/31/2000

Instructor last name two initials

Course Art300 (They have code list and full course name appears in catalog)

What documents will be kept in paper form?

· Faculty request form or print of net request form or save email request. Barcode can be applied to any of these for access to item record.

What happens when items are removed from reserve?

· Traditionally, all paper reserves and PC books were returned to faculty at end of semester unless they were continue the very next semester

· Reserve record becomes inactive; catalog record remains (but is not visible to patrons until reserve is reactivated).

· Currently files remain on the server. May initiate a Sirsi report to identify dormant reserves for certain period of time & purge those files. Not tried this yet.

[ASK STEVE HOW WE FIND CATALOG RECORDS FOR INACTIVE RESERVES}