University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Aug 21, 1956

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Array / If •"
MINUTES
August 21, T956.  No. 134
Reporting Division Heads Fleetings and Other Flatters of Interest to
. University of British Columbia Library Staff
Present: NH, AMS, RJL, MML, EBM, F1AA, EF.
Bookstacks
During the past week the representative of Luxfer, Ltd,
English suppliers of manufactured steel, visited the JAbvavy  prior
to submitting a.bid for the proposed stack installation.  The job is
complicated since it involves ah existing building space, and all
equipment must go in through the window area. Mr. Harlow expects to
know in a couple of weeks what the cost will be and how much of the
total project is likely to be made available now. The installation
will take place during the Winter Session.
Friends of the Library
The inaugural meeting of the Friends of the Library has
been arranged for September 7, when Dr. Myres of the Bodleian Library
will address a meeting in the Brock lounge.  Suggestions for a mailing list for invitations should be made right away. The invitations
will be printed by Bob Reid.
Instructions for Preparation of Graduate Theses
The revised Instructions have been  printed and are now
available to students in the Registrar's office, with a few copies
in the Librarian's office for reference.  They apply to all graduate
theses, Flaster's and doctoral. Some questions will continue to arise
in interpretation, and these should be referred to Dr. Rothstein,
Central Serials Record
UBC already has, in fact, a central serials record in the
Serials Division, but a record of bound holdings is also kept in the
public catalog. A changeover to a single, centralized record would
therefore be comparatively simple to effect, although it would very
likely be necessary to check the "Library has" cards with the
visible file record, perhaps as the cards are removed from the public
catalog. The question Is whether such a change would be desirable.
Flore exact information would be obtained by the public from the
central serials record and without having to search a complex card
catalog. But could the Serials staff handle the inquiries which
might result from such a consolidation? The change would avoid the
necessity of recording serials information in two places, but would
increased use of the Serial record file (through a staff member),
make a comparable increase in the work load at the Serials desk? Jf-d
If the consolidation does take place, should it be done
as new bound volumes of journals come in, thus extending the change
over two or three years, or methodically, in alphabetical order?.
How will borrowers get the call numbers for journals? When the'*
central record is publicized, will they line up at the serials record
and wait for staff to provide it, or will they secure the information
from the public catalog? Should there be a supplementary catalog of
current journals and major back files (giving title.and call numbers
only) which would be easier to consult than the public catalog?
If a borrower is sent to the catalog for a call number, he must line
up at the Desk a second time and staff will have to deal with him
twice for one transaction.
The Serials Desk will have to be manned during the same
hours as the Loan Desk.
There are a number of inventory problems involved.  The
visible file provides no record In shelf list order, and the record
of holdings is inclusive, not indicating when several volumes are
bound in one, or when one is bound in two or more. Fir. Lanning will
examine the Kardex record with an e3?"e to such multiple use.
Fliss Smith asked how the proposed changes would affect
library instruction this year. Mr. Harlow suggested that current
practice be continued since no decision about changes could yet be
made.
The problems involved in moving Serials to floor 5 at the
time of the stack installation cannot be solved until we know which
of the proposed installations will be accepted.
Government Publications Binding
It has been agreed that when government publications are
sent to Serials for bindery preparation, the whole file will be
bound, not Just the more complete sections.  The only exception will
be when there is too small an amount at the end of a current file to
make a volume; this material will be returned to Reference until
more accumulates.  As far as possible, complete sections will be
bound in volumes, leaving gaps in the files between volumes;
miscellaneous issues will be bound separately if required, perhaps in
temporary binding.
This policy places the burden of completion of bound files
upon Reference, and Fliss O'Rourke will sign all binding requisitions
so that bindery preparation will know that the matter has been given
proper consideration.
Serials will also see that material gets bound, regardless
of inherent difficulties in the type of *material. Mr. Banning will
decide upon the type of binding, size of volume, etc.  To avoid
delays in handling material intended for storage binding, the bindery
will take three lots of 500 flush binds each during the year. if!
3
Bindery slips for all government publications will be
returned to Reference as promptly as possible, the right half when
binding goes from the Bindery to Acquisitions, the left part of
the slips when bound material reaches Serials from 'Cataloging.
Serials will not take material from Reference for binding
but Reference will select material and send it to Serials 0n the  '
dates specified. Serials will not take samples from any.part of the
Library without leaving a regular call slip with full information.
For samples of material which does not circulate, Mr. Lanning will
make special request to Reference.
Quotas, as outlined in the Binding Schedule (see Appendix),
are to be sent from Reference to Serials in approximately 100-volume
lots.  If the schedule says "July," the first 100 are to be ready
on the 1st of July, the second lot on the 15th of the month. Since
Mr. Lanning makes decisions about the size of bound volumes, he will
see that during any year the quota for Reference binding is reached.
Requests from Serials for more material are to be addressed to
Fliss Smith or Fliss O'Rourke.
Acquisitions requests that binding slips be clearly marked
to indicate whether material is to circulate.  Please also indicate
where material is to be shelved.  There is some difficulty about
interpreting "Ref." and "Report to Ref." on the slip.
"Rush" binding (24 hrs.) is on a separate basis.
PNLA Conference
The annual conference of the Pacific Northwest Library
Association will be held in Pullman, Washington, next week.
Visitors to UBC
Fir. and Firs. Everett Moore, from the University of California at Los Angeles, will visit the Library next week. Mr. Floore
is the Head of the Reference Department at UCLA, and he and
Firs. Floore spent a year teaching at the Japan Library School in
Tokyo, just preceding Fliss Smith's term there. Firs. Jean Macalister
Moore was formerly Associate Reference Librarian at.Columbia
University.
Books
The meeting adjourned at 12:15 p.m.
NEW ACQUISITIONS
Bernard, Claude.  De la physiologie ge'nerale. Paris, Hachette,
1372.
Ds-dekind, Richard.  Gesammelte mathematische Werke.  Braunschweig, Vieweg, 1930.  3 v.
Dictionnaire de theologie catholique...sous la direction de
A. Vacant, E. Fiangenot et E. Amann.  Paris, Letouzey et
Ane, 1908-49. 15 v. in 30. /f2-
4
er, Rudolf. Wdrterbuch der philosophischen Begriffe
historischquellenmdssig.  4th rev, ed. Berlin,.1927-30.
Eisl
3 v.
Enciklopedija Jugoslavije. Zagreb, Ind. i nakl. Leksikograf-
skbg zavada FNRJ, 1955- v. 1-
Flaschentrager, Bonifazius, ed. Physiologische Chemie, ein
Lehr-und Handbuch ftlr Artzte, Biologen und Chemiker.
Berlin, Springer, 1952-
Holzman, Fiichael. Deutsches anonymenlexikon,. .aus den guellen
bearb. von dr. Michael Holzmann und dr. Hanns Bohatta....
Weimar, Gesellschaft der bibliophilen, 1902-28.  6 v.
Fligne, Jacques Paul,, ed.  Patrologiae cursus completus.  Series
Latina. Paris, apud Gamier Fratres.... 1831- 18 v.
Novotny, Vaclav.  Ceske dejiny.  V. Praze, J. Laichter, 1912-
New sub scriPtl,ons •.
Fontes artis musicae.
Iowa State Fledical Society.  Journal
Zeitschrift fur wissenschaftliche mikroskopie und mikroskopische
techinik.
Sets:
American mathematical monthly, v. 1-20, 1894-1913.
Bibliotheque de l'Ecole dTsChartes. v. 31-34, 1370-1924.
Hrvatska revija. '"v. 1-1S"7TT928"T/J3"r
Revue internationale de philosophie. v. 1-10, 1938-56.
Sveriges geologiska undersoknihg. Arsbpk. 34-47, 1940-53.
Virchow's archiv fur p'athologische anatomie und physiologie.
v. 150716^, 1S9S-1902.
Zentralblatt fur bakteriologie, parasitenkunde und infektions.
Abt. 1. Referate. v. 63-154, ifl^T^W^TT" BD1DING SCHEDULE ,. 1956/57
Delivery Into the Bindery
I f~3>
September
Medicine
Reference
Rebinds (Circ.)
October
Late April
300
Rebinds:
Reserve
200
Fine Arts
350
Reference
Medicine
Circulation
50 )
50 )
50 )
50 )
150 )
350
Law
Reference
Theses
November
Medicine
Reference
Flush
December
"Rush" Serials
Reference
January
Rebinds (Circ.)
Law (Rebinds)
Medicine
Reference
February
Medicine
March
Medicine
Reference
Flush
April
"Rush" Serials: Education
Indexed
Reference
B,C, Research Council
50
May
200
100
Reference Abstracts
100
Medicine Abstracts
100
Theses
150
Ubyssey
10
200
200
June
500
Law
150
Fine Arts Serials
100
Medicine
100
100
200
£&L
Medicine
200
Reference
100
300
50
August
200
200
Medicine
250
Reference
100
Law (Rebinds)
100
Flush (depending on surplus)
•
200
100
200
500
100
200
100
125
TOTALS
(Last year's in brackets)
Rebinds (excludes Law) 1000 (?)
Flush 1000 (1900) !<s"<"0
Medicine 1700 (1400)
Reference 1550 (1500) NOTE:
PAGE 2
(1) This schedule must be considered as pretty rigid.
(2) Except in the one case indicated, material is to be ready for
Serials commencing at the beginning of the month. Serials will
try to remind Divisions at the end of the previous month, but the
onus is on the Divisions.
(3) Rush jobs as they are necessary.
(4) Paper-binds are a matter of keeping the shelves supplied ahead of
the binders, who take at their convenience.
(5) Small campus lots are done as received.

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