University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Mar 15, 1955

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Array (ft
No, 94
MINUTES OF MEETING OF DIVISION HEADS
HELD IN THE LIBRARIAN'S OFFICE ON
TUESDAY, MARCH 15, 1955, at 10 a.m.
Present: Fir. Harlow, Fir. Rothstein, Fliss Lanning, Miss Smith,
Mr. Lanning, Miss Mercer, Fliss Alldritt, Miss Fugler.
MICROFILM READER
The new Recordak has arrived and is in use, and a much-
needed reading lamp has been provided in the Flicrofilm Room.
NEW ELECTRIC TYPEWRITER
A new IBF1 electric typewriter has also been received in
the Acquisitions Division. Multiple forms to be used with the
machine are not yet ready, and some changes in acquisitions
procedures may have to be worked out before appropriate forms can
be designed. Very shortly a new typewriter with an elite type face
and a special pin-feed platen will be exchanged for the present
machine in order to accommodate the forms to be used.
Fleetings to discuss the design of the multiple form will
be held immediately.
VISITOR FROM TORONTO
Fir, Garry Clarke, son of Mr. Wm. Clarke of Clarke,
Irwin, Publishers, visited the Library last week and indicated
that his firm would be glad to accept the type of order form it
is proposed to use in the electric machine.
BINDING
The differences between "flush" and "plush flush" were
outlined by Mr. Harlow. Both types have to be handled by the
Bindery in bulk, preferably in batches of 200 or more.  The "plush"
type are machine sewn; the others are stapled or glued at the
back, and the strength of the binding is only in the joint between
the flyleaf and the cover of the material being bound.  Straight
"flush" binding has little structural strength of its own and is
intended chiefly for storage purposes rather than for ordinary
daily use.  In "plush flush" the sections are sewn and the endpapers are sewn to the text, providing considerable strength.  In
both types of "flush" binding", separate "cases" are not made, as
in standard cloth binding, but the book and covers are assembled
and trimmed together.
Straight "flush" binding should not be used for books
more than |" thick; "plush flush" can be used for volumes up to
2" thick. The length of the book should be less than 15f"
because that is the limit of the sewing machine.  The chief weaknesses of flush binding are that the text is not protected by an
overhanding "edge," as is the case with regular binding, a
lighter weight board is used for the backs, the backs are not -2-
covered with cloth, and the spines are not rounded,  "Plush flush",
however, costs about^one-third of regular binding, "flush" about
one-fifth to one-sixth as much.  Titles on "flush" binds must be
lettered by hand, and is often done by student assistants on duty
at service desks, which reduces the cost of this process.
Miss Smith suggested that although "flush" binding is not
adequate for heavy use it might be satisfactory for South African
and Australian government documents, which are not handled as frequently as Canadian and U. S. papers. On the other hand, it would
be as cheap to give "plush-flush" binding to four or more documents
in one volume as to plain "flush" bind them individually.
Mr. Harlow said that, in order to increase the amount of
binding, he would like to encourage the use of "plush flush" where-
ever it can be substituted for regular full binding.
The Librarian also asked Fir, Fryer about binding together
pamphlets of different sizes (such as a large and valuable collection on "hydroids" now in the Zoology Department) and has learned
that it could be done satisfactorily.  The present use of read3r-
made pamphlet binders was discussed, and it was concluded that the
cost of flush binding would be about the same.
Mr. Fryer has inspected the "plush flush" binding of
the Convocation Roll which has had a 3rear of heavy use in the
Registrar's and Alumni offices and has found that it is standing
up very well. The next lot of examination papers should be given
this type of binding on a trial basis.
ARRANGEMENT OF SERIALS
A meeting of the Library Committee early in April will
probably again discuss the arrangement of serials, and Fir. Harlow
would like to have a report on the lists which the Serials
Division is preparing.  He would also like to experiment with
segregating certain easily isolated subjects, such as Mathematics.
Perhaps a compromise of this kind can be worked out.
VICTORIA VISIT
Fir. Harlow was in Victoria yesterday, where he attended a
meeting of the Board of Certification of Professional Librarians
and a number of applications were considered.
He also represented President MacKenzie at the Victoria
College Council meeting Flonday evening. Imminent changes in the
Victoria College Act will 'join the College and the Normal School in
one institution and will tie it in with the new School of Education
to be established at the University.  A new Victoria College
Council will include representatives of the College, University,
Victoria School Board, and the B. C. Department of Education.
Also a new board concerned with the School of Education at the
University will be comprised of representatives of the Universit3r,
the Department of Education, and members of the teaching profession, -3-
The Senate and Board'of Governors of the University will continue to
have final authority, but the new Board will give the Government a
voice in policy making; it will make recommendations to Senate.
The new arrangements will tie Victoria College much closer to the
University, although the College will be separately financed by
the Government. The University will absorb the Vancouver Normal
School, probably in September, 1956.
LIBRARY OF CONGRESS CLASSIFICATION
While there is no particular reason for sticking to the
L.C. classification scheme 100$, there are some advantages in so
doing.  It might also be useful to make some changes, if they can
be made economically and their number can be controlled. Following the system as closely as possible has the following advantages: (1) economy (it takes about 3 times as long to classify when
changes from the L.C. system are made); (2) easier to explain the
use of a specific classification number (it was so classified by
the Library of Congress, which offers the best system available in
spite of its limitations); (3) it -is likely that the Library of
Congress, with its fairly large machinery, will be more consistent
than we are, although there will be variations in both.  For these
reasons it might be preferable to follow the L.C. system as closely
as possible, with the following exceptions: (1) when an obvious
error has been made; and (2) when the L.C. classification does not
suit our objectives.  The latter variations should be made
sparingly and by some standard procedure, such as consideration by
Division Heads; in this way individual or departmental pressures
will not be placed upon the Cataloguing Division nor affect
classification policy too strongly.
Fliss Smith said that the Reference Division is probably
the one most directly concerned with the use of subject classification, and she questioned the statement that it is more economical
to follow the L. C. system closely.  The Reference staff spend
a great deal of time looking for material in several places when it
might be brought together; ard from this point of view it probably
costs much more to follow the L. C. classification than to vary it.
Also, the more undergraduates to be admitted to the stacks the
greater is the Library's responsibility to aid them in finding all
the material in their fields.  Students under these circumstances
will tend to consult the catalogue less and less and will expect to
find everything in one field in one place in the stack.  If
material is scattered, as it will be under the close subdivision of
the L. C. system, the students will miss a great deal.  "Industrial
Design" is an example, and although there are others which Miss
Smith would like to see changed, this is one of the most unsatisfactory.
The Librarian said he agreed that the L. C. system
should sometimes be varied to suit our needs, but that it is just
not possible for the present cataloguing staff to check and vary
all L. C. classifications to satisfy our present needs. Many
subject fields overlap (as we tell.members of faculty), indeed
nearly all do, and we  cannot possibly bring all related material -4-
together except within specific limits. We must also bear in mind
that we are a long lived, broadly based institution, certainly with
a potential collection of a million volumes, and that should affect
our present classification policy.
It was concluded that no alteration will be made in
L. C. classifications until specific changes are proposed and they
are considered at a meeting of Division Heads.  The Catalogue
Division will therefore proceed as heretofore; proposals for changes
will be presented formally to Mr. Harlow and decided as specific
cases after general discussion.  "Industrial Design" will be dealt
with as a practice case. When a change is made, the Catalogue
Division will note it for future reference. When an obvious error
is found by the Cataloguing Division it will be taken care of as
before.
The Librarian asked the staff to bear in mind that every
point is to a degree a personal one, within the Library as well as
among members of faculty, and that we should study our own attitudes in relation to others.  Discussions among staff and with
faculty are means of getting this essential perspective.
LIBRARY SCHOOL MATERIAL
A Library School is still likely to be established here
in the future, and the Library should continue to gather material
which will be pertinent to its training program. Annual reports
of libraries and library schools are an example, and Fir. Lanning
will make a report upon this material at the next meeting.
A full meeting will be given to discussing present policies in
relation to the future school, and the Librarian suggested that
staff contribute thought and suggestions.
SIGNS AT THE CATALOGUE
Fir. Rothstein will offer specific suggestions at the
next meeting.
NATIONAL LIBRARY SERVICES
Discussion of this question was also postponed until the
next meeting.
COPYRIGHT QUESTION
The Saskatchewan Library Association has written in
strong terms to CLA headquarters in regard to the copyright hearings. Fir. Harlow commented that regulations in the present Act,
if strictly enforced, could have serious consequences to libraries,
RESIGNATION
Fliss Patricia Liggins will resign from the Cataloguing
staff at the end of June; this will be a real loss to the Library
and University. -5-
ACQUISITIONS
Li sty filologicke*. V. 1-76, 1874-1952.
/•. •
Societe de linguistique de Paris. Bulletin.
V. 23-42, 1922-46.
Revue de phonetique. V. 1-6, 1911-30.
Casopis pro moderni filologi. V. 2-5, 7-35, 1912-53
The meeting adjourned at 12:15 noon.

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