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UBC Publications

UBC Publications

UBC Library Bulletin Mar 31, 1987

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 ubc [ibrary buffetin
No. 200 March 1987
The DRS File was created in 1980 to list pamphlets and other
material not appropriate for full cataloguing, and to make the
records accessible to all.  If anything the file has been too
successful. The original material came from Woodward, Curriculum
Laboratory, and Ecology. There are now over 57,000 records on
DRS for 33 different collections of materials from just about
every UBC library location, and some non-UBC locations as well: a
hodgepodge of material of great local usefulness.  But this very
diversity makes predicting the potential usefulness of the DRS
difficult (a difficulty that its generic name does nothing to
It's used; it's needed, but there is confusion. The problems
were highlighted at a recent DRS Users Meeting.  For example,
what is its relationship to the UBC catalogue? Some material on
DRS is catalogued (e.g. IEEE conference proceedings); some used
to be catalogued but no longer is (e.g. Fine Arts exhibition
catalogues); some material (previously local card files) is
listed only on the DRS (Special Collections Pamphlets File).
In 1980-81, a taskforce on cataloguing alternatives came out
strongly against reducing the level of cataloguing as a means of
dealing with the cataloguing backlog, a decision that has never
been questioned.  The natural growth of the DRS indicates a need
for brief cataloguing facilities for some kinds of materials, and
for kinds of access not provided by the catalogue.  Should limits
be set on this growth? What are the longterm implications of the
existence of this pseudo-catalogue?
Another issue at the DRS meeting was the relationship between the
Bibliography File (which is to contain the Canadian Political
Science, Angling, etc. bibliographies) and the DRS (where the
contents of these bibliographies have been listed).  A separate
file permits field definitions more appropriate to bibliographic
material, but increases potential lookups.  Where and how should
these reference tools, which list catalogued monographs, report
literature, journal articles, etc. be available: online, on
fiche, on paper, separately, collectively, locally, system-wide?
We will hear more about these issues which concern all staff, not
just those maintaining DRS records.  Both the Public Catalogues
Task Group and COPPSAC would be interested in your comments.  In
the short term, there will be some DRS consciousness-raising.
The Bulletin is planning a regular column on DRS material, and
PCTG will be distributing information.  And you will also have to
learn about para-DRS files, like RRS and Bibliography.  Stay
tuned. Jf,
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The long-planned second phase of the acquisitions system was
turned on March 9, 1987 with the introduction of the new file
structure, fully integrated with LDMS and using a Marc-type
format.  These changes make the acquisitions files more flexible,
and will permit better integration between acquisitions and the
other processing files.
Right now staff are being trained, and the new file is receiving \
its inevitable finetuning: activities that when conducted
simultaneously are basically incompatible.  Staff from
Acquisitions, Gov Pubs, Catalogue Products, Woodward, Law and
Serials are being trained in data entry, file modification, and
claiming.  All ordering, receiving, claiming, and updating
now be done online.  Law and Gov Pubs are doing all their own
data entry, orders and receiving, although Acquisitions will
continue to process invoices.  For the moment, products such as
book cards and order forms are unchanged.  Murmurs of barcodes
have been heard.
Staff who search the In-Process File and List will already have
noticed format changes, most obviously the new P.O. number.  On
the In-Process List only the new order number is displayed; the
old one is available online.  Rush traces should include both
numbers where possible because many items in cataloguing are
still stored by their old numbers.  Both the online and fiche in-
process formats will change; the Public Catalogues Task Group
will oversee the revisions.
Development of the acquisitions system started in 1978.  Phase 1,
the automation of invoice processing, was implemented three years
ago.  Expect further developments: automatic transfer of records
from the Library Marc files into the acquisitions files,
automatic production of book cards, spine labels, etc., use of
electronic mail to send purchase orders, and loading vendor-
supplied records directly into our files are all planned.  These
developments will reduce the amount of keying now done, and have
the potential to streamline procedures considerably.  It's a
genuine revolution, but a gradual one.
A President's Advisory Sub-Committee on Library Space Planning
was formed recently.  Committee members include representatives
from Applied Science, Arts, Commerce, Science, Facilities
Planning, Budget Analysis, as well as Peter Larkin, Vice-
President for Research, and K.D. Srivastava, Vice-President for
Student and Academic Services (& the Library), and Doug Mclnnes
and Bill Watson for the Library.
The Committee was established to review (re-review?) our needs
for space and make recommendations about the allocation of space
in a new building to be erected on the old Bookstore site.
Commerce is involved because the intention is to include space
for the David Lam Business Management Library. UBC Open House was a tremendous success, and the Library's
contributions were well-received.  The online Open House
information file, OLIF, mounted by the Library, was very popular.
At one point, over 100 terminals from all over campus were
connected to it (and what's more the Library computer system
survived to tell the tale). All the libraries had lots of
visitors. The Print the Headlines for the Day You Were Born
offer in Gov Pubs was wildly successful with over 800 prints
made.  The puppet shows in Sedgewick (courtesy of the Library
School) had great audiences of small people. The sale of
paperbacks and records virtually sold out, and raised $1500 for
the library's acquisitions budget.
Contests to win a library card and a Wilson card were very
popular.  The 3 winners of a UBC Library card were:  Larry
Bauder, Harwood St., T. Kaneko of Sofia St., and Phil Knaiger of
Collingwood St.  The lucky winners in the Wilson card draw were:
Malcolm McSporran of West 2nd, Raye Naud of West 21st, and E.
Lipov of West 13th.
The organizing committee, headed by Julie Stevens, gets a big
vote of thanks, as do Bianca Barnes and Merry Meredith, whose
signs and graphics were just about the smartest things on campus.
Probably no one wants to know, but just for the record the next
Open House is in 1990.
A survey conducted in Sedgewick at the end of February assessed
student response to the monitoring program, which has had
monitors patrolling Sedgewick to enforce the Policy on
Unacceptable Behaviour, forbidding food consumption and excessive
noise in campus libraries.
Staff perceptions were that Sedgewick was much quieter and
cleaner, and the custodial staff reported that garbage had been
reduced by a third.  The student response confirmed these
impressions.  Over three-quarters of the 528 respondents agreed
that the monitor program had helped cut dowm both noise and food
consumption in the library (77% agreed that noise had been
reduced; 79% that food and drink consumption was less.)  50%
agreed that Sedgewick is a better place to study than it was last
year; 14% disagreed.  The rest (36%) who didn't know if Sedgewick
was better were primarily first year students.
Comments were mostly positive:  "Sedgewick Library this year
bears no resemblance to the Sedgewick Social and Eating Club of
last year." It is worth noting that a considerable number
commented on the need for campus facilities where they could
legitimately eat and study at the same time:  "Due to my tight
schedule, I can't afford to eat and not do something else
Sedgewick's Term Paper Clinic was a runaway success, with about
150 first and second year students taking advantage of it in
February.  The 5 Sedgewick librarians prepared research guides
for about 110 topics in all, ranging from Frankenstein in art to
racism in Canada.
After a preliminary interview with the student to determine the
topic, the librarian compiled a research guide suggesting the
best subject headings for books and magazine articles, and
appropriate reference books, and then met the student again to
show him or her how to find the information in the library.
This is a labour-intensive but very effective method for teaching
library research.  Feedback from faculty suggested that the help
produced better research papers.
The new microcatalogue arrived recently.  The cutoff date for the
over 580,000 records in it was January 2, 1987.  This is all we
get till summer's end as the microcatalogue is now on a twice a
year schedule.  The next cutoff will be about August 1, with
distribution mid-September.
Recently the UBC online catalogue was fully integrated into LDMS
General Inquiry so that it can be searched by any library staff
member.  This is a step of considerable significance, taken
without ceremony, unless one considers the series of public
service training sessions in February as inaugural.  More
training will be offered in the next few months; expect memos.
Wilson Recordings Collection first started buying them in 1984,
when 36% of its budget was used to buy this elegant and durable
technology.  This year Wilson is buying almost nothing but
compact discs.  Currently there are about 2200 CD's in the
collection (compare with 35,000 records).  The compact discs are
enormously popular and the problem has been to restrain people
from using unethical borrowing tactics to keep more than their
share.  At one point in November last year, 85% of the CDs were
out on loan.  Want to hear what the hype is all about? You need
your own player.  Wilson still doesn't have its own publicly-
available CD player.
Government Publications staff (and their users), once recovered
from their Open House success, are enjoying two new acquisitions:
Canon microprinters for copying both microfilm and microfiche,
with zoom lens and the ability to use ordinary paper.  Cost is
still the same, $.30 an exposure, and oh, those headlines look so
The fire marshall had the typewriters removed from the hallway
outside Curriculum Laboratory.  There are now no typewriters
available for public use anywhere in the library system.  Send
people to Kinko's in the Village to rent time on IBM selectrics. STAFF NEWS
Beth Anholt, Curriculum Lab librarian, has returned from
maternity leave.
Donna Carpenter will be joining UBC Library permanently.  She has
been appointed as the new Acquisitions Librarian.  Currently
half-time Reference Librarian in Woodward, she will spread
herself between Woodward and Acquisitions until the end of term.
John Nanning retires (early) at the end of March. He started in
the Prebindery ten years ago when it was still in the basement of
the Main Library.  He moved to Copy Services in Main Circ three
years ago.  Now he's moving to Salt Spring Island.  (John, can we
come and visit?)
Teresa Petrala also retired early at the end of February. She
worked in the Science Division from 1975 until 1986 when she
moved to Gifts and Exchanges. All the best in your retirement,
Robin Webster, Clerk 2(temp), Acquisitions
Jenny Manhas, LAI(temp), ILL
Patti Roy, LAI(temp), Circulation
Judith Fellows, LAI(temp), Circulation
David Hart, Asst Tech., Crane
Jonathon Clarke, LA2
Gary Lum, LA2 (temp),
Patricia Baron, Sec4, Admin (to UBC Press)
Arlene Schmidt, LA2, Serials to Gifts & Exchanges
Trevor Tunnacliffe, LA2, ILL to Serials
Users of the Serial List should beware of floating cross-
references, which are a result of the removal of reading rooms
holdings.  If you discover a blind or circular cross-reference,
go online immediately.  Please report ones you find to Serials
Division, as there is no way of tracing them.
The courtyard between Sedgewick Library and the Math Building was
the stage for an enactment of the Greek spring myth at lunchtime
on March 24.  Persephone was kidnapped by Hades, and kept
underground in Sedgewick until Zeus commanded her return because
the people were starving.  This drama, in brilliant sunshine, was
staged by Teresa Vandertuin as a final project for a Theatre
course.  A pleasant change from the tedious reruns of the
Engineers at the Main Library pond.
Online Users Group Meeting: Thursday, April 2, ll:30-lpm.
Sedgewick Conference Room. Jocelyn Foster will discuss what uers
really want for online access.
Slide Show in Sedgewick: "Lived in Silence," an installation by
Jacquelyn Smith, in the Sedgewick stairwell. Wed.-Thurs., April
1-2, 10am- 5pm.
Personnel Services, previously located in Mary Bollert Hall, is
moving to the third floor of the General Services Admin Building
sometime at the end of April.  To accommodate this move, Faculty
and Staff Services have moved across the floor in the Admin
Editor: Jocelyn Foster (2076)


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