University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Nov 8, 1955

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Array 3/
MINUTES
November 8,  1955-     No.  113
Reporting Division Head Meetings and Other Flatters of Interest to
University of British Columbia Library Staff.
At Heads Meeting:    NH,   SR,' AF1S,  FML,  RJL,   EBM,  MA,  EF.
MINUTES 112
Miss Smith wished to make clear that the Serials Division as well as Circulation played a part in the successful
library project for students.in English; the unbound serials used
were handled by Serials.
RUSSIAN COURSE
The Board of Governors has approved the Russian course
for Library staff.  Arrangements will be made as soon as possible
to commence the lectures.  For information, see Fir. Rothstein,
"UNESCO BULLETIN FOR LIBRARIES"
There are supposed to be two copies of this Bulletin in
the Library, and Mr. Lanning asked whether one could be circulated
to staff.
INFORMATION IN WEEKLY MINUTES
Fir. Harlow asked the staff to read the "Minutes"
regularly and carefully. They contain official notices, general
information, news, and other material with which all members of
the Library staff should be familiar.  If extra copies are needed
to make them more readily available, let the Librarian know.
LIBRARY STAFF ASSOCIATION
Mr. Harlow understands that the Staff Association is
having some difficulties, and he emphasized the importance of such
an organization to speak for the staff as a whole and to discuss
matters of individual or group concern. It should provide
opportunity for voluntary staff association and activities,
irrespective of departmental divisions, and promote individual
interests in the objectives of the University and Library of
which they are a part.  The question has arisen about responsibility for maintaining the equipment in the staff rooms, and
Mr, Harlow has agreed to look after items of repair and maintenance.  Staff member's will need to continue supervising the use
of the rooms, which are one of few such staff quarters on the
campusi The Librarian Welcomes a strong Association which will
provide advice and guidance in all kinds of Library matters. REMEMBRANCE DAY, NOVEMBER 11
The whole University will be closed on Friday, November
11, but the Library will be open as usual on Saturda3r, November 12,
from 8 a.m. to 5 -p.m.    The week of November 7-12 is a 31 hour work
period.
LIBRARY COMMITTEE
The Senate Library Committee met last Wednesday, authorizing the expenditure of about $1000 of the Committee Fund for
research material, and-receiving from the Librarian an outline of
his Annual Report.  Two matters were raised which require our
serious consideration:
Delays in processing. Fir. Harlow explained to the Committee
that recent delays probably resulted from an almost complete staff
turnover in Acquisitions since last spring, but he asked
Miss Mercer, particularly, to concentrate upon -means of keeping
material steadily moving through her Department at all times.
The new forms provide a simplified procedure from the point of
checking requisitions to passing books over to Cataloguing, but
the system requires constant vigilance to see that material is
moving along through it at all times.  Only the Department Head
is responsible for the whole operation and this is the Head's
first responsibility.  Our purpose is to provide library service
for the whole University, and in order to support the claim that
a centralized library is more effective we must avoid such delays
in processing as far as possible, for we are particularly vulnerable to criticism and attack at this point. This led to the
second item, which the Library Committee will discuss in a special
meeting called for the purpose:
Request, by Chemistry to reopen the discussion of decentralization of library facilities" The Chemistry Department has made
a formal request to have all material in the Chemistry classification, including bound serials, located in the Chemistry Building,
with a trained librarian in charge.  Senate enunciated a policy
of centralization several years go, on the grounds of efficiency
and economy, but the policy will be reviewed by the Library
Committee.
The Library has spent much time during the last few
years upon technical processes and we must begin to give more
attention to improving our other services. We should be considering such matters as the feasibility of setting up divisional reading rooms in the main library, the development of professional
staff.as specialists in subject fields, and the general improvement
of campus service. We need not await more building space before
contemplating or even making such changes, and Fir. Harlow suggested
several possibilities.  There are many current developments in the
library world concerning which we have given little thought.
We may be too close to the job, and may need to study what is
being done elsewhere and to consider our operations from an outside
point of view. 3
One suggestion made by Chemistry was that if the
present arrangement continues, Chemistry Abstracts, Beilstein,
and similar reference material might be kept closer to the general
body of literature in the field. When the new stack installation
is complete, the whole book stock will need to be re-arranged, and
in doing so all of these factors will need to be weighed.
GUIDES TQ MATERIAL IN STACKS
Discussion was renewed about placing a list of journal
titles, with call numbers, on each stack level. Fliss Smith also -
suggested an outline of the Library of Congress classification on
each floor pertaining to the material located there* A general
directory to the stack for quick reference at the stack portal was
also proposed.
The Librarian said that staff must look at library problems in the widest sense, not consider that it is a question of the
"library's needs" against public needs. It is up to the Library to
make central library service good enough to justify centralization,
and it will involve some compromise with the staff's own normal
preference.
COMMITTEE ON AUTOMATION
A new committee, on Automation, has been formed in the
University, and Dr. Rothstein is a member.  It is likely that a
computer suitable for a wide variety of uses will be built on the
campus, and the Library's interests in it for bibliographic searching should be explored.
STAFF -DIRECTORY
When the last staff list was prepared and circulated,
it was found that the addresses of many persons had been changed
without notice to the Librarian's office.  Since the directory
is sent to the telephone exchange, to Personnel and to other
University offices and might be referred to for emergenc3>- calls
for staff at any time, it is important to have the information
complete and correct. Please notify the office in writing when
changes in addresses or telephone numbers occur,
PAINTINGS IN THE LIBRARY
In order to cope with inquiries about pictures hanging
in the Library, a list will be made by the Librarian's office for
general reference. Requests for information about these or other
matters which are made after office hours and cannot be answered
should be noted and dealt with on the following day.
STUDENT ASSISTANT TIME SHEETS
Preparing pay sheets for the weekly student pay roll
has become a time-consuming business since great detail must now be
supplied to the Accounting Office.  It is necessary, therefore,
that time sheets be sent from the Divisions to the Librarian's
office immediately after 9 o'clock on Tue.sday morning. 4 ^f-
BINDERY TOURS
It is suggested that two tours of the Library Bindery
be scheduled for staff who are interested and have not yet visited
that department. Division Fleads should send the Librarian a list
of those who wish to make the tour, and arrangements will be made
with Mr, Fryer. .
ANGLICAN THEOLOGICAL COLLEGE
This affiliated institution has agreed to provide
catalogue cards for their library material for the public catalogue
of the University Library. The cards will not give call numbers,
but will show location of material in the College.
EDUCATION COLLECTION
Because of the imminent establishment of the new School
of Education at the University, a brief survey of the Librae's
holdings in this field is being made.  There are about 7,000
volumes available, half of which comprise good, long runs of
journals and government publications, all in English; the other
half is chiefly made up of out-of-date text-books in multiple
copies. The Library has but little of the fundamental monographic
material in the field.  As soon as possible the present book
collection will be "weeded" and a large proportion of it will
probably be discarded, and the catalogues annotated accordingly.
The Library Committee is to write to the President describing the
state of the collection and pointing out that the establishment
of the new School will involve special financial provision for
library material.
BIBLIOGRAPHY - UNESCO Material in Social Sciences.
Miss Smith brought a number of UNESCO bibliographic
publications in this field, and an annotated list is attached to
these Fiinutes.  Such compilations will be of very great importance
in acquiring new materials in this field for the Library.
"JOURNAL OF CATALOGING AND CLASSIFICATION"
The October, 1955, issue of this publication has several
articles dealing with cataloguing problems which would be useful
reading for library staff; they are also listed below.
Dr. FlacMILLAN - HAKLUYT SOCIETY
Dr. H. R,.MacMillan is completing the Library's set of
publications of the Hakluyt Society as opportunity offers. Eight
volumes were ordered by him recently and have now arrived in the
Library.
The meeting adjourned at 12:20 p.m. 5 ^
NEW ACQUISITIONS
Slavia. v,l-14, 1922-37.
Brooklyn Entomological Society. Bulletin, v, 24-49,
1929-54.
New Subscriptions
ABT (Abstracts of bioanalytic technology).
French Review.
Translation Flonthly (Special Libraries Association).
UNESCO BIBLIOGRAPHIES IN THE SOCIAL SCIENCES
(Kept in the Reference Division)
International Bibliography of Political Science. Annual,
Classified list of articles and books; author and subject
indexes; good list of periodicals with abbreviations,
INTERNATIONAL POLITICAL SCIENCE ABSTRACTS.  (Quarterly,
from now on to be pub. by Blackwell). Gives abstracts of
articles; last number gives cum. list of authors and
subjects for the year; includes list of periodicals with
abbreviations.
WORLD LIST OF SOCIAL SCIENCE PERIODICALS.  A list of
specialized periodicals in the social sciences, as of
1951. Arranged b3^ country of origin, with subject
indexes and a list of organizations. Annotation for
title gives scope, frequency, address, etc.
A Register of Legal Documentation in the World (1953).
A list of the chief sources of legal information in the
world. Arranged geographically. For each country gives
sources for: legislation, law reports, digests, etc.,
plus list of chief periodicals,
CURRENT SOCIOLOGY.  (Quarterly). Each issue deals with a
specific topic, gives a "trend report" (i.e., summary of
current status of scholarship in the field) and a
bibliography.
EDUCATION ABSTRACTS.  (Flonthly).  Each number is devoted
to a specific topic—gives an annotated bibliography,
arranged by country, of books and articles relating to
that field.
INTERNATIONAL SOCIAL SCIENCE BULLETIN.  (Quarterly).
Part I consists of original articles on a specific subject
(e.g. "area studies"); Part II ("Organization in the
Social Sciences, Reviews and Announcements"), gives news
of organizations, developments, and reviews of books and
articles. 6 -^f*
THESES IN THE SOCIAL SCIENCES; AN INTERNATIONAL ANALYTICAL
CATALOGUE OF UNPUBLISHED DOCTORATE THESES, 1940-1950.
(1952). Classified list, with author, subject, geographical
and linguistic indexes.
■ PROFESSIONAL READING
SEVERN, Theresa McKee,  "Indexing Services of Chemical Abstracts,
Current List of Fledical Literature and Quarterly Cumulative
Index Medicus." Bulletin of the Fledical Library Association,
43 (October, 1955), 47PP3,
A comparison of coverage by the three bibliographies of the
serial literature of the medical sciences. Conclusions:
(1) there is a good deal of wasteful duplication; (2) for
certain fields of medicine, Chemical Abstracts is the most
important bibliographic service"."'
How much information should the catalogue be expected to give?
What do users want from it? Should it serve as a reference
tool? These important questions get a thorough hearing in
the October, 1955 issue of the Journal of Cataloging and
Classification. Particularly recommended are the articles
by John Rother ("Tradition-Bound Demands on the Catalog,"
pp. 175-180), a somewhat flippant but useful review of the
literature; Frederic Wagman ("The Administrator and the
Research Library Catalog," pp. 190-196); and Constance
Winchell ("The Catalog; Full* Medium, or Limited," pp. 199-206)
—a good statement of the case for maintaining full cataloguing for its reference value,

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