Library West pilot project report on CD-Rom security cases: October 2002
The issue of how to provide easy access to the intellectual content of non-paper media while still preserving that content has always been problematic for libraries and the University of Florida has proved to be no exception. For example, the current UF Library practice of placing many stand-alone CDs in the Paged collection is quite secure but precludes browsing by patrons. Conversely, the current shelving method of books with an accompanying CD affords no protection to the media. With an increasing amount of this type of material entering the library each year, a solution to this dilemma is required.
With an eye toward providing excellent access for patrons while retaining control over the security of the media, an investigation into other shelving options was undertaken in 1999. A small pilot project was begun at the Marston Science Library using Kwik Case, a small, sturdy, clear, lockable plastic case that slides around the jewel case to which Tattle Tape can be securely affixed and which is triggered open by a special magnet. For this project a small number of stand-alone CDs with an MSL holding location were selected, locked in the Kwik cases and shelved in the MSL stacks. The use of cases at MSL was evaluated during 1999-2000 and deemed a success.
Last year, staff within Technical and Public Services sought to expand on the success of the Marston project by selecting a larger sample of stand-alone CDs and placing them into Kwik cases in the stacks of Library West. With input from Collection Management, approximately 100 monographic and serial CDs from Paged and Reference Reserve were selected for inclusion in the LW pilot project. This summer, more supplies were purchased and specialized training on the operation of the equipment was provided for Access Services staff. The cases in use at LW were evaluated and again, the results are very positive. As at MSL, the cases are clearly visible to the patrons, do not get lost behind other volumes on the shelves and do not damage surrounding volumes. Evidence from LW Access Services staff indicates the cases and key are simple to use and circulation figures for the titles have increased.
There are still details of the overall project workflow to be finalized, such as exact placement of the barcode, call number label, date due slip, copyright and ‘do not place in book drop’ stickers on the jewel case. Use of the CDs within the library, circulation periods and retrospective location changes for CDs currently in Paged has also been discussed. Another issue is how to select the next category of CDs to be incorporated into the emerging workflows. Possible categories include stand-alone CDs, periodicals issued in CD format, CDs that accompany soft cover volumes or CDs that accompany any hard or soft cover volumes.
At this juncture, it is important to get feedback from a broader cross section of the library staff. Please feel free to send comments to Cathy Mook, Lori Driscoll, Michele Crump or LeiLani Freund.
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