Circulating CD-ROMS and floppy disks

 responses to queries on Stumpers and GOVDOC-L
 
 

This questionnaire was posted to both lists December 1, 1999.

Twenty-four libraries responded, nine from Stumpers and 15 from Govdoc-L. There were 7 public libraries, 15 academic libraries, a state library and a military-base library. Respondents were scattered geographically: one of the librarians from Govdoc-L is from here in West Virginia; one from Stumpers is from Australia; the rest are from elsewhere in the U.S. (The military base librarian, though, included some information about another base she had worked at, in Germany.) All the depository libraries -- the respondents from Govdoc-L -- that responded are selective depositories except for the state library, which is the Regional for its state.
 
 

The original questions are in bold blue-violet and the general answers are in bold black . Other comments are in regular black , except for  comments of my own,  which are in italics.

Not every library answered every question (or subpart of a question), while others occasionally indicated more than one answer, for example if they treat different types of materials differently or if they are changing from one system to another.
 

I did not include names of librarians or their libraries or other identifying features, although I will make printouts of the original responses available to our library director and to the other staff person involved in this project.

Also, I've corrected some spelling errors in the comments by respondents, but I won't swear to having caught them all.

And the use of "disc" vs. "disk" is not consistent.

-- Lois Fundis

1/ Has your circ staff noticed more problems with discs not being returned? Or being damaged?

It was hard to categorize some of these responses into hard-and-fast lines!
 
 

No -- 18 responses
 
 

One person adds, "not so far!" Another hasn't had problems with CD-ROMs, but has noticed some scratching on other CDs: "our music CD collection is a mess". Yet another one says, "No, no damages at all have occurred. And since we fine, they bring things back on disc as well as they do paper items."
 
 

Not often/no more than usual -- 3 responses
 
 

  • A public library says, "No specific problems with discs not being returned or damaged. "

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  • An academic library that also serves local and state governments says, "In four years, we have only had three CD-ROMs not returned. Manual check out is done in the Government Documents Department - where we stress the replacement cost ($250) if the CD is lost or damaged."
  • A small public library writes, "We have had no problems with discs not being returned - only in the case of forgetfulness and sometimes the patron will stick one of their cd-roms in the case instead of ours. We are only now noticing any damage to the cd-roms after 3 years of use and this seems to be occurring only with cd-roms geared to younger children. We do seem to have a lot of problems with the jewel cases breaking - the little buttons that hold the front cover on break off very easily." I know,  I have that problem with my music CDs at home! "We ask that patrons not drop the cd-roms down the book drops."
  • An academic library in Australia says, "Very occasionally, but most people who borrow CDs know how to use and care for them. "
  • There was only one flat-out "Yes," from a public library which says, "Yes they do sometimes get damaged, and also patrons forget to return the disk, but depending on the branch and the staffing, clerical staff often call on missing items. and mostly that gets the disk back. "

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    Other comments:

  • Same policy regarding damaged/lost items (patrons paying for damages/replacements) as for other materials.
  • One county library notes that "some branches have displayed [their circulating CD-ROMs] near circulation desk and we have noticed a theft problem."
  • See also the comment on cd-roms for kids under "no more than usual" above.


    • Several people noted that their CD-ROM circulation is not high: "I can't say that our physical electronics are big movers, so that may be why we don't have many problems!"
     
     

    2/ A lot of the time a CD-ROM or floppy disk comes in a little envelope inside the book itself; do you keep the disk in the book or shelve it elsewhere?
     

    With -- 13 responses
     
     

  • One small liberal-arts college with a Depository collection says, "we are beginning to leave CDS that come with books or periodicals in the publications rather than on a special reserve shelf . . .We just fasten the envelope inside the back cover. . . .You can buy envelopes for CDS should one that accompanies a book or periodical not arrive in one." (This librarian also says, "I imagine we will for quite a long time continue to keep some particularly expensive database publications on the reserve shelf. By then they will probably be accessed on the network anyway.")
  • A public library says, "If we buy a book for the collection that comes with software, we make a copy of the original software and circulate the copy with the book. The original software is kept in storage in Technical Services so should the need arise we can replace the copy that has been circulating with the book."
  • A small public, non-depository library says, "we don't get any that are not a part of a book. We keep them with the book and put a label at the barcode saying "2 items to be checked out". Hopefully, when the items are returned we remember to scan 2 again. "
  • Many libraries that leave the disk with the book mark the book and/or computer screen for the book to alert Circulation staff that the disk is/should be included.


    • In several cases it was noted that if the disk comes with the book but there is no pocket for it in the book, the library staff makes one. See part (c) below.
     
     

    Separately/Elsewhere -- 10 responses
     
     

  • A comment from an academic librarian: "They are kept in my office and so noted on the bib record; traffic in them is nearly nil. Patrons who find they want CD's rather than paper, fiche, or online, *or the CD's loaded and available* simply are not a statistic here."
  • "We separate the cd from the book and keep the cd at our circulation desk. We note on the book that the cd rom checks out separately. I have been at libraries where they keep the cd with the book, however, and they don't seem to have any problems keeping them together or having breakage when the books comes down the drop. Initially, we tried shelving cd and book separately but putting the same barcode number on both and requiring they both go out at the same time. Then we had cd-roms come up missing and the patron saying they never got the cd with the book. Now we put a separate barcode on  the cd-rom and it checks out separately from the book so we have a record on the patron screen that we do have both parts."
  • A university library puts them "in a CD-ROM cabinet with a note in the book about where to find the CD or floppy. "
  • A State Library and Regional Depository says, "We are now shelving the handbooks and materials that support our CDs on a shelf near the CD area. We mark both the guides/handbooks to let people know that there is a CD in the library that goes with the publication and vice versa" and is considering integrating shelving so that everything is together.
  • Another academic librarian says, "I've done some of both, depending on the title, but I prefer to remove the disk, and shelve it with other disks, keeping the book with other 'documentation'. "
  • Another university: "We have been putting them in different sleeves, but we are going back to jewel cases, because we have them on shelves now instead of drawers. "

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    a/ And if you shelve them elsewhere, do you file them in the usual classification order [DDC, LC, SuDocs] or use some other system?

     In classification order -- 12 reponses
     
     

    other -- 2 responses
     

    (Some libraries use two different classification systems; for example, several depositories use SuDocs for Depository items and LC or Dewey for other materials. I did not make a distinction here, the bottom line being that the items are classified.)
     
     

  • One person noted that her (Depository) CD-ROMs are shelved separately (but in SuDoc order) rather than with the other documents, because "I did not want to spend extra funds for the larger size storage cases that make regular shelving more efficient, and I did not want to take up more shelf space using those larger storage cases."
  • Another person votes for a separate-but-together approach: "You might want to put the cd-rom in separate bar-coded container with a call number (whatever the classification your library catalogs materials) and have it shelved along side the book it accompanies."
  • One library says, "They are filed by Dewey for the technical disks and by running number for the recreational.

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    b/ Do you circ them in jewel boxes or some other type of cover?
     
     

    Jewel boxes/boxes --16 responses
     
     

    "We've got lots of extra jewel boxes, we put them in those."
     
     

    floppies in protective sleeves, but CD-ROMs in jewel boxes -- 1 response
     
     

    "Circulate in jewel boxes and floppy discs in protective sleeves. Both are stamped with an . . . ownership stamp." (The . . . was the initials of the university.)
     
     

    Whatever they come in, says one depository: "We use what GPO gives us, jewel boxes, plastic covers, cardboard covers, whatever. "
     
     

    c/ If a book and disk go together but there's no envelope for the disk in the book, how do you keep the two together? (Example: put them in a plastic bag?)
     
     

    One library simply said, " No." Another says, "This hasn't come up."
     
     

    Other responses:
     
     

    "No" -- 2 responses
     
     

    bag -- 5 responses

     jewel case -- 2 responses

     envelope attached to book -- 4 responses

    Some libraries buy pockets/envelopes for the purpose, but one notes, "We create our own pocket using recycled manila envelopes." Another creates pockets from 3 by 5 inch cards.
     
     

  • A public library system does it this way: "We put everything in a plastic bag (usually 14"x14" with a hanger on the top) The bag has the barcode and each separate item (ie booklet, cover, jewel case, user guides) all have the same barcode. There is also a label on the outside of the bag with a brief list of contents. We also put a label that indicates what system it run on (windows or mac). We don't put the actual CD in the jewel case, for fear of rip off. That we page from the circ desk. So you can see that we do labor intensive packaging and more labor in paging the actual CD. Oh yes and they do have Dewey numbers, but most branches never have enough on the shelf to need more than a browsing collection. Except our main location now has enough  to want to arrange by Dewey."
  • One library says, "Due to budget limits, we cannot afford nice boxed covers like we use for cassette tapes, so we cut the cover from the box the cd came in and put it in hanging bags along with any instructions and system requirements. We do not keep the cd rom with the bags. When the patron goes to check out - he takes the bag to the circulation desk and the clerk retrieves the cd rom from the back room. We copy the instructions in case the patron loses them - this does happen a lot. We only copy the most important instructions - too time consuming otherwise. "
  • A public library notes that adding an envelope for a disc is done "Much the same way cards were put in pockets before online circulating systems came along. "

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    3/ Do you feel there are copyright or other fair-use issues involved? How do you address this?
     
     

    No/Not an issue -- 4 responses
     
     

  • One library replied, "No more so than in lending a book. "
  • Another says, "we don't differentiate on format."
  • Still another, "The copyright fair use law applies should be applied the same no matter what the medium -- electronic, print, audio."

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    Copyright warning label attached, either to the disc or to the package (box, bag) it circulates in -- 3 responses
     
     

  • "We try to remember to include a copy of the notice we post by photocopiers about copyright restrictions with the CD."
  • "We put copyright disclaimers on the bags that we circulate software in."

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    Other comments:
     
     

  • "Any restrictions on use of purchased CDs (like library use only or [university] users only is handled via a circulating code somewhere in the cataloging record."
  • "We hand out a flyer to all first time cd rom borrowers with a list of do's and don'ts."
  • " . . . we have signs posted throughout the building about copyright, it applies whether to disks or books."
  • "CD-ROMs and floppy discs that have copyright issues are not allowed to circulate - but can be used in the library. We usually tell a patron if there is a problem with a particular electronic product. If it can only be used in the library - we let the patron know, that we will need 24 hours to load the electronic product on our in-house computer. "
  • One library doesn't feel this is exactly a copyright problem, but did note here that "if it is a floppy (3.5" disk, not the flat silver ones) we have been keeping the original in a desk downstairs (where processing is located) and putting a copy in the book.  That way if it does get damaged or lost we can replace it."
  • A university's depository librarian says, "as yet we have not addressed [copyright issues] as an individual depository. I guess I'm waiting for the lead to come from GPO. "

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    4/ Do you use the same circulation period for floppies/CD-ROMs or books with floppies/CD-ROMs as you do for regular books? Our regular circ period is 2 weeks.
     
     

    Same circulation period as for other materials -- 14 responses
     
     

    Different circ. periods -- 6 reponses
     
     

    A public library notes, "Circ period is one week (books are 3 weeks) most other av is one week."
     
     

    An academic library says, "two weeks with one extension permitted. Recreational CDs circulate for one week. "
     
     

    Circ periods specifically mentioned, in order from shortest to longest:
     
     

    3 days -- one response --

    (This was for Depository CD-ROMs, different than regular CD's or other materials, but the librarian said she would "give a two-week override or extension if necessary.")
     
     

    7 days, no renewal -- one response
     
     

    10 days -- 1 response
     
     

    2 weeks -- 4 responses
     
     

    3 weeks -- 2 responses
     
     

    4 weeks/28 days -- 2 responses
     
     

    "customized to user or to possible demand" -- one response
     
     

  • (from a university library) "either 3 days or 2 weeks. Books go anywhere from 1-9 months"
  • (from a public library) "We use the same circulation period - 2 weeks, but we only allow check-out of 2 cd-roms per person and we charge $1 a day up to a limit of $10 overdues on the cd-roms. We do not purchase expensive cd roms for circulation so the  patron is not faced with huge fines if they lose or break one."
  • (from another university): "Undergrads: 3 weeks; Faculty, staff & grad students: 1 semester. Recalls may be made on semester-long loans." (But this was the same for CD-ROMs as for other materials.)
  •  Some libraries may circulate books-with-disks one way, and disks by themselves another way. A public, non-depository library says: "Our regular circ period is 2 weeks. Books with floppies/CD-ROMs and books have the same circ period. The only CD-ROMs that circulate are music/books on CD-ROM types. They are handled differently. They are stored in the back room and placed into jewel cases before checked out for a 3 week period (as with most other items, including books). This is currently being done at only one of our branches (we consist of a main library and 5 branches)."

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    5/ Would putting a barcode label or other markings on a CD-ROM make it more difficult for computers to handle? If so how do you manage?
     
     

    There were most definitely two sides on this issue!
     
     

    Put barcode on disk -- 4 responses
     
     

  • "So far no problem with the barcodes and other labels."
  • "There are special security plastic sheets that can be placed on the face of the cd-rom that does not interfere with use."
  • "Putting a barcode on a disc doesn't make it more difficult for the computer to handle. We put a barcode and a security overlay on the top of all CD-ROMS that we circulate. The information on a CD-ROM is only contained on the bottom side of the disc so it doesn't create problems. This however is not true for DVDS. The information on a DVD is on both sides of the DVD so you can't put a barcode or a security overlay on them."

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    Do not put barcode on disk -- 21 responses

    (Usually this translates to putting it on the packaging, such as jewel case or envelope.)
     
     

    Comments on reasons for not putting barcode on disk:
     
     

  • "some barcodes throw the disk off balance and make it unreadable" -- this appears to be a common belief
  • "only label cases"
  • When the CD-ROM comes with the book, "book is barcoded but CD is not barcoded separately."
  • "the fewer steps in processing the better" (as a former cataloger I can sympathize with that!)
  • "Last I heard, GPO had not 'blessed' that action."
  • "I have been told that (I do not if it is true) that it may damage the CD-ROM. We never barcoded because we thought it would not do much good if the CD got away from its jewel case."
  • "we barcode the jewel case, or other covering. However I do know from a
  • previous job that you can write on the printed side of the CD itself (for the same reason it could be printed on in the first place --it is the other side that is read) There, we marked the libraries initials and the date we received it from GPO on CD's with an extra-fine point Sharpie brand marker so that there would be something on the disk to identify it as ours "

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    A few libraries are still doing it the old-fashioned way:
     
     

  • A university: "We still circulate all docs using a handwritten check-out card. <sigh>"
  • A college: "We do not barcode CD's. Checkout by old paper card system."

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    And a few have reached a compromise:
     
     

  • A public, non-depository library: "There are circular stickers that can be put on the center of the cd-rom and we hand write the cd number and our library name on that sticker (Demco). We put the actual barcode on the bag and the instructions."
  • An academic library: "Yes, we found any kind of label unbalances the CD so we write on them with a felt marker pen ... mark of ownership and book number. Or running number for recreational."

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    6/ Do you treat depository-item disks differently than non-depository ones, and if so how? (Aaagh; I'm beginning to sound like the Biennial Survey!)
     
     

    Obviously, non-depository libraries did not answer this question.
     
     

    No, everything is treated the same -- 7 responses
     
     

    Comments: the only differences are "in classification and location"

     "We do not treat them any different except to note that they are non-depository. "
     
     

    Yes -- 3 responses

     (Several responses to this question indicated depository items are more accessible than non-depository ones.)
     
     

  • "Yes. Depository are usually on open shelves. "
  • "mostly we treat [them] the same, in cases where we treat them differently we are more liberal with depository items."
  • "Yes. I have mine cataloged and the slackers in Ref have not cataloged any of the few commercial CD's. "
  • "We have traditionally been less restrictive about checking out depository CDS, probably because I am in charge and that is my approach. Early on some of the Geology faculty pressed me to check out specialized CDS to them (their searching and viewing equipment in undeniably better than that in the library) and I found that it worked well with very few problems."
  • "Document loans are still handled separately from our online circulation system as we haven't yet included documents." This didn't indicate different, though, just separate.


    • Some depository libraries have collections that not only are classified differently, but may differ in the way things are cataloged -- either more or fewer on a central computerized database.

    Not sure -- one person remarked, "I only know about how we are handling documents; I haven't worked here that long and don't know what they are doing with the regular collection." A few others expressed similar uncertainty about how other departments do things.
     
     

    If there are other issues we haven't even thought of but that your library has encountered,  this is a good time to let us know.
     
     

  • "We don't lend floppies, too vulnerable to alteration ... like cassettes, which we no longer lend."

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  • "Some of the disks need to have software installed. We tell the patron that they are basically on their own. . . ."

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  • Some depositories have CD-ROMs loaded and "ready to use" on their workstations. Older editions may go out.

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  • A public (non-depository) library has "collections of circulating CD-ROMs . . . that . . . have information or educational value. Both children's and adult materials are included. There is a limit of 2 per borrower and 7-day, no renewal loan period." These do not include the CDs that come with books, which circ with the books for the regular circ. period.

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  • One large state university marks circulating depository CD-ROMs, "Return to Circulation Desk at ____ Library only. Do not place in book drop or night drop."

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  • Similarly, a public library system notes that in addition to their Depository items, "We do circulate some cds from our general collection, and I'm pretty sure that patrons who borrow cds and videos are asked to return them directly to the circ desk. "

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  • An academic Depository library issues this warning to borrowers: "Another point stressed - is that some government software may take over the patron's computer, therefore the patron is using the CD/floppy at their own risk."

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  • A public library says, "Most of the software we circulate is not of that type. It is for the most part commercial software that generally comes with a small instruction book. We get nylon bags from the JanWay Corporation that we circulate the software in. The disc themselves go in polyboxes. The polyboxes and any manuals that accompany the software are placed in the bag and then the whole thing circulates as one item often with several parts."
  • This library also noted that a DVD have information on both sides of the disc and so should not be labeled directly on the disc at all; see question 5 above. (Our library does not have DVDs yet but I'm noting the comment for future reference.)

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    Reference CDs that depositories are loathe to circulate include "USA TRADE and NTDB are examples of this category as are Census CD's ", and one librarian specifically notes that "FBIS is very serious about not circulating or nor being used with a printer nor copied to a disc."  (FBIS is Foreign Broadcast Information Service, and this will not be a problem for us since we don't get their CDs.)
     
     

    Notes respondents made about their libraries' software users/borrowers: