University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Oct 28, 1952

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Array No. 20
TUESDAY, OCTOBER 28, 1952, at 10 a.m.
Present: Mr. Harlow, Miss Jefferd, Miss Smith, Miss Lanning, Miss Mercer,
Mr. Lanning, Miss Fugler.
The Librarian reported that a request has been made by the Administration to borrow chairs for the Congregation and that he first suggested the 100
chairs in Room 852. Since these chairs have a wide arm, they were found to be
unsuitable for the purpose, and Mr. Harlow expressed objection to having others
removed from the reading rooms for two days at a time when the students are making
heavy use of the Library, After discussing the matter with the President, it has
been agreed that, if others cannot be obtained, up to 200 may be taken from the
Library, selected from all of the reading • rooms.
The Fall Congregation will be held in the Women's Gymnasium on Thursday
evening, October 30, at 8 p.m.
Mr. Harlow asked if the Divisions concerned would be ready for the
transfer of government publications on 1 November. It will take some time to check
the list and segregate those titles which are to be the continuing responsibility
of Serials, but otherwise no unusual difficulty is expected. Miss Jefferd pointed
out that the "Library has" cards refer the user to Serials, and it was decided
that from now on when cards for government publications are handled by Cataloguing
they should be altered to refer to Reference.
In the past all copies of a title have been catalogued, and it is now
questioned whether this practice should be revised. Mr. Harlow inquired about
the need to catalogue multiple copies for use in the Reserve Book Room and
Extension, since he believes that when these are no longer needed they should be
discarded and not stored in the main stacks. They could be provided with a bookplate, book pocket, and card, and have the call number marked on the outside, but
they need not be accessioned, and need to be listed only in the unaccessioned file
in Acquisitions. All of this work could be done in Acquisitions and the marking
room, and the books would not need to go to the Catalogue Division. It was
suggested that some of the pasting of pockets could be done by the Reserve Book
Room staff. A check mark on the inside back cover of a book, in place of the
accession number, would indicate that the book is being given this simplified treatment. The call number, to be copied from the original copy of the book, could be
on a sticker pasted on the spine of the multiple copy.
If added copies of a title are ordered and are of a different edition
from those already catalogued, two of the new edition should be catalogued and the
others handled as multiple copies. It also seems wise to simplify the present
"cataloguing of Extension Library books, and it was agreed that not more than one
copy of any title for Extension should be given full cataloguing.
It was agreed that this procedure for multiple copies for RBR and Extension be adopted immediately. -2-
At present, Law and Medicine receive priority in cataloguing, and Miss
Jefferd said she has been inclined to give Extension books a somewhat lower
priority than general library books, on the principle that material for student
and faculty use should be given first attention. Mr. Harlow recommended that
Extension books be given equal treatment ^ith general library material since the
quantity is not large and could not notiqably delay processing for the general
library collections.
As agreed last week, bound periodicals may be loaned to graduate students overnight and up to one week upon request. Mr. Harlow asked whether the
volumes should have book pockets and cards, but Miss Lanning said that if this
were done it would seem to indicate that bound periodicals were to be borrowed
as freely as other books. She would prefer to continue writing the due date on
a slip of paper which is put into the book when it is borrowed, and calling the
borrowers' attention to it.
In some cases when this information is printed upon the spine of the
book it has been obliterated to make space for the call number, and a reouest
was made to have it put elsewhere on the spine when this occurs. It is extremely
useful information, and Mr. Lanning agreed to look into the matter.
After further discussion along the lines pursued in the meetings of
October 7 and 21, it was agreed that, in general, flush-bound material should be
catalogued before going to the bindery and should not normally pass through the
Catalogue Division afterwards. When volumes leave the bindery, Serials will note
any irregularities for the attention of the marking room, and directions will be
given on the bindery slip if any material needs to go to the Catalogue Division
after it .is bound.
Paper-backed material for Law is now catalogued and sent directly to
the Law Library without binding, and anything to be bound will be returned to the
Library later. It was agreed that this practice should continue.
Another problem is the slowly accumulating files of annual reports, etc.,
which are small in size, and not ready for binding for long periods. It was
suggested that they be checked in by Serials and held there in pamphlet boxes,
where they would be under better control than in the main stacks. One more issue
of such already catalogued publications could be sent by Serials to Cataloguing,
at which time a note referring the user to Serials for later unbound material
could be put on the card. New uncatalogued and unclassified ephemeral material
of this nature could be given a preliminary card in the Catalog (following the
practice established for Law Serials:  see Minutes # 18, page 3 and Appendix) and
held in Serials for binding. Pamphlet boxes often take up.too much space for the
storage ofslowly accumulating material, and the possibility of using large
envelopes wa.3 proposed. It would fall upon the Serials Division to check in and
care for the material, and the Librarian asked Mr. Lanning to discuss the matter
with his staff. The whole problem of dealing with physically flimsy material,
much of which is important but which has a short life when handled in its original
state, is a difficult one. There is much material in the stacks which could be
put into flush binding, but this is too big a job to be undertaken at once or until -3-
the bindery is abreast of current work.
Many Government publications are of a flimsy nature, and Mr. Harlow
would like to start binding all current material which requires it. Only in this
manner can we know what the real current binding load is, and our first aim for
the Bindery is to handle the current load. After a month or so, when the shift
of government publications has been completed, the matter will be reconsidered,
and Mr. Lanning offered meanwhile to receive a hundred volumes of government
publications at once for flush-binding.
Miss Smith said that she would like to have some material, (UN documents
for example) bound as it comes in, and since it is not now catalogued at all, it
would not be catalogued before binding. It was remarked that the time may be
coming when some arrangement will have to be made to establish an entry anywhere
along the line and not have it reestablished later by another Division. Now, if
Reference established an entry for UN material, it would probably be redone in
the Catalogue Division, increasing the cost of operation.
Hereafter, the Library will own all keys to the building, and anyone
issued a key for regular use will return it to the Librarian when leaving the
Mr. Harlow has been asked to speak to the Alumni group at their next
fireside meeting, on Sunday evening, Nov. 2. He plans to talk about new developments in the Library and its place in a growing University.
The President, Dr. Shrum, and the Librarian have discussed this matter,
and one small change has been made in the statement of policy recently proposed
by Mr. Harlow and approved by the Senate and Board of Governors: service to
persons with city library service has been extended to include material in the
creative and practical arts, in which the Extension Department is very much
interested. Henceforth, all mail service, except for Commerce material to members
of the Institute of Chartered Accountants will be given through the Extension
Library. Copies of the new Extension Library lending policy will be available
when the exact wording is agreed upon.
Mr. Harlow said that he is investigating the cost of keying the elevator
so that its operation will require the use of a key to reach non-public areas,
as discussed at an earlier meeting.
A book which was charged out about a year ago to a member of faculty
has been returned to the Library by the Dead Letter Office with the statement
that it was "found loose in the mails". It has been sent to the Bindery, and Mr.
Harlow has asked the borrower if he can provide information about Its probable
The meeting adjourned at 12:15 p. m.


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