Digital Reserve Meeting

6/20/2000

Venearo updated the ONLINE RESERVES: 1999-2001 web page. The most notable alterations are the links to the online catalog and a link to the list of courses. Visit the updated page at:

http://www.lib.utk.edu/~reserve/online/

Miller informed the group that LMG did not address the draft copyright statement the last meeting, but is on the agenda for the coming meeting. Miller is developing a web site with sections on fair use, permissions with sample letters, registration with tactics of negotiation.  Graphic Creations provided an information leaflet on their services. It is against policy to promote a business, but Graphic Creations is the only company in town that provides a course pack service. Miller intends to direct faculty without promoting Graphic Creations by name. Miller will notify the group by email when a draft of the web site is ready for review.  Miller finished her copyright report by stating that the attorneys rejected the ALA and classroom guidelines.

Bayne and Smith distributed draft procedures for scanning and processing digital reserve materials.

The list is an outline of the steps from physical photocopy to digital file. The traditional reserve request form is in need of reorganization to reflect the order of entry in the short bib fields and requires the addition of an email and home page field. The reserve staff logs in the material and places the barcode file name on the form next to the material title. Britten voiced that file structure on gila should reflect the structure in the reserve bookroom.  The reserve staff can assign the barcode filename and set up the directory structure before file download. SLA's then scan the material using the Cannon machine in ILS. Smith has set up the PC for use by the reserve staff.  When a scan is complete, the student then names the file using the barcode on the form. The reserve staff may put the duplicate barcode on the corresponding material to reduce file mix-ups. The student returns scanned material to reserve, for reserve record creation. All the reserve staff enters the corresponding information for each file. The staff can cut and paste the URL from the browser to the bib record.  It is then accessible through the online catalog.

The library will not retain paper copies of digital files, so the group discussed the options for dealing with the scanned materials. The reserve staff can recycle paper copies or return the articles with a congenital form letter. Miller stated that the faculty that provided the material owns it, and therefore it should return to them. An offer of creating a check box on the paper form that reflects the preference was entertained until Durman pointed out that it is less time consuming to return all materials than to track the preference of selected faculty.

The group was surprised that the reserve staff photocopies a large amount of requests for the faculty. Reserve will no longer photocopy materials for the faculty unless it is necessary.

The management of permanent reserve files is currently a primary concern to the group. Copyright common practice is not to allow material to remain on reserve permanently. Horizon can reactivate files for another semester, however the record will keep only one reactivation date and will have to be updated annually. Georgia Tech automates digital reserve withdrawal with a mirror server that stores the files until the next semester. Bayne introduced the idea of creating a file folder for permanent request forms. Georgia Tech relies on a system of electronic mail announcements that chime the call for reserve requests. If the UT libraries adopt this procedure, the remaining unused files could then be singled out, and retained for future requests. 

In the future, staff will require title and author access to inactive materials. Exploration of locating inactive online materials in horizon is underway.