Digital Reserve Meeting

6/27/00

Bayne conducted a discussion of alterations to the current reserve form to accommodate the transition to digital reserve. The group decided to rework the form. The addition of an email and web site box, expanding the barcode title boxes and adding a fall/spr. semester choice should make the old form adequate for the Fall Semester. The group also decided to include citation examples on the back of the form.

Roberts will edit the original form. Smith and Venero will adapt the form for Adobe.

Britten and Smith met with Steve Thomas to discuss short bib records. The addition of an item to a digital reserve bibliographic record would enable searching by barcode for the items in the online catalog. The addition of and item record would allow reserve staff to locate and delete unwanted or little used records from the catalog. The item type for a digital reserve record is WR and the location code will reflect the reserve location. Britten identified a problem with locating a previously scanned article that another professor might require. The group agreed it would be more efficient to rescan these scan articles so that the URL reflects the correct department and course.  

Britten, Smith and Thomas also discussed using the existing bib records for the materials when they are digitized. The reserve staff must move the title and author field to the online title and online author fields. The group learned that we are able to edit our short bib records in the cataloging module, but we should not change the author field. Therefore, we can not simply edit the records in cataloging. The reserve staff will need to create new short bib records and possibly cut and paste the bibliographic information into the online author and online title fields.

Thomas indicated that the use of the reactivation date in reserve records should work. He will begin testing in the training database.

Bayne turned the discussion to the Libraries stance on photocopies. The music library is launching a no photocopy policy with the fall semester. Britten indicated his favor for returning all the photocopies to the professors and instructing them to return what they require. Main Reserve would then scan the returning materials for the spring semester. Durman would like to follow a department by department approach.

Smith feels that material should return to the faculty and Main Reserve will continue to process reserve as usual as well as scan by request. Roberts is in favor of sending a letter indicating that their material is now online, and the paper copies have been discarded. The best approach, in Bayne's opinion, is to weed Main Reserves file cabinets and digitize materials as they return for Spring Semester.

Britten feels that the first step is to launch public relations and education on the issues of the Digital Reserve Group. Then attend the needs of interested parties. Durman is concerned about the volume of requests that could possibly overwhelm Main Reserve. 

Bayne stressed the issue of educating the users on accessing reserve listings in the online catalog.

The Library should notify the faculty of the digital reserve option, and educate the student on how to access the materials, Smith enterated.  Bayne has begun preparations with Reference Instructional Services to add reserve instruction to the literature. The Group discussed including the instructional leaflets with the returning reserve material. The Group also discussed adding links to the online instructions to the catalog. The current reserve web page is a likely location for the updated instructional material. Venearo is currently updating the page.

The Digital Reserve Group dismissed with the ok to begin scanning photocopies in Main Reserves file cabinets.

MAR