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Carbon County Library System
Technical Services Manual
PURPOSE
The purpose of this manual is to assist Technical Services Librarians with local rules and unique
cataloging and processing procedures. This manual is not intended to be an all-inclusive document.
It should be revised at least once a year.
OVERVIEW
How do we allocate money?
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Rawlins gets the bulk because branches can borrow material from Rawlins.
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A quick rule of thumb – allocate based on the hours each library is open.
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Allocated based on demand.
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When buying multiple copies, we don’t always need to buy 8 copies. We can buy 2-7 and mix up
who gets what.
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Generally, if we buy something, Rawlins should have a copy.
While the materials budget will fluctuate from year to year, the general goal for children’s and adult
materials is:
Media (CD music, DVDs): 15%
CD Books (Playaways and CDs): 20%
Books: 65%
Fiction versus Non-Fiction
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With so much information online, we should buy fun non-fiction, self help, pets, cooking, & crafts.
We shouldn’t buy as much travel and health non-fiction as it changes quickly.
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Current information is important in non-fiction.
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We want to meet the needs of local communities. We are not school libraries so we cannot
focus on school needs but we can supplement school collections when there are requests for
additional resources.
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If non-fiction looks dated, we should weed.
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There is no YA non-fiction section. Non-fiction geared towards teens gets shelved in the adult
non-fiction area.
Print versus Non-Print
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Books should be higher priority but multiple formats of non-print may mean more money for nonprint.
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CD-books should be high priority.
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We are slowly ordering Playaways.
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We are getting most of our CD music through standing orders.
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We explore new AV formats and look at public demand, availability, and cost.
General Ordering Comments
See the Collection Development Policy at www.carbonlibraries.org/policies.htm
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We should select items to order based on demand. If an item isn’t going to be used, we
shouldn’t get it.
We should allow sufficient money in the budget to buy requested items.
We can increase our number of copies when there are lots of holds.
We don’t get technical books.
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We don’t get textbooks.
Any book that is talked about in a program should be purchased.
Completing series is okay but not always necessary.
Generally, it is better to buy paperback versus hardback.
Accelerated Readers
We are not a school library and we serve two school districts. We aren’t going to shelve books based
on the current needs of the schools.
Dewey 23
We are using Dewey 23. We are retro-changing things as we find them. When we make the
changes, we change the items system-wide.
Items In Multiple Areas
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We prefer to not split multiple copies into multiple sections. For instance, a book that could go in
juvenile, YA, and/or adult should be assigned a section and kept there.
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Items should be in the same section across the system, not in one type of section at one library
and another section at another library.
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Occasionally items may be housed in multiple locations. For instance, some book titles are
housed in non-fiction and the locked case.
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Series like Harry Potter are all in the juvenile collection even though some titles are more
appropriate in juvenile and some in YA. All of the Sisterhood books are in YA even though the
last one is more of an adult title. Individual titles in series will be handled case by case but
generally we keep the series together.
Large Books in Basement
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We don’t want barcoded items in the basement.
ORDERING
Baker & Taylor
We will try to use Baker & Taylor as our jobber whenever possible.
Staff Orders
Staff & board members only can purchase personal orders through Baker & Taylor at a discount.
Personal orders are not a top priority. Personal orders should be called in and ordered separately
using the staff’s name as a PO so materials are not stamped. Checks are written to the state library
Out of Print Items/Replacement Items
We will buy used copies for some items and use other vendors besides Baker & Taylor if necessary.
We don’t go to extraordinary means to find items but we aren’t afraid of a little research.
Adult Automatically Yours
All eight libraries have automatically yours standing order plans for adult fiction. Staff have the option
of updating AY standing orders once a year in late spring.
Standing Orders
CCLS has the following standing orders:
Paperbacks on Parade – Romance Silver
Paperbacks on Parade – Sci Fi
Hit DVDs
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Rawlins
Rawlins
Rawlins
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Family Favorites DVDs (2 subscriptions)
Potpourri CDs (2 subscriptions)
Recorded Books Playaways
Children's Fiction Gold (2 subscriptions)
Children's Non-Fiction (3 subscriptions)
Easy to Read (level books) (4 subscriptions)
Board Books (8 subscriptions)
J CDBOOK (1 subscription)
YA CDBOOK (1 subscription)
YA Fiction Silver (1 subscription)
Baggs & Saratoga
Baggs & Saratoga
Rawlins
Rawlins - the rest divided among branches
Rawlins - the rest divided among branches
Rawlins - the rest divided among branches
All locations
Rawlins
Rawlins
Rawlins
On Order Records
We try to have on order records for all purchased items. When the items comes in, generally we
purge the on order records and re-enter new records so the create date is current. All items are
discharged in Tech Services so they are “in transit” to their new locations. Circ and Branch staff have
to receive the items by discharging them. This way, customers and staff see the “in transit”
information in the catalog. Jamie and Vicky should run a report in director’s station about once a
month to clean up older on order records.
ITEM TYPES
See will.state.wy.us/wyld/technotes/note061.cfm
7DAYLOAN
AUDIOCASS
BOOK
BOOKMEDIA
CDBOOK
CDMUSIC
DVD
DVD2
GOVDOC
GRAPHICNVL
HOLIDAYBK
JUVBOOK
JUVPPBK
KIT
LARGEPRINT
MP3
NEW
NEW-BOOK
NONCIRC
ON FLY
PAPERBACK
PERIODICAL
PROJECTOR
REF-BOOK
SOFTWARE
YABOOK
YAMAG
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new CD music
audiocassettes
all books unless another item type fits better
kids books with cassettes
books on CD and spoken word
CD music
DVDs
new DVDS
city, county, state, federal government documents
graphic novels, manga and comic strips
easy and board holiday books
all juvenile hardbacks
all juvenile paperbacks
multiple format items in bags or containers
large print adult books
Playaways
New AV (excluding CDs & DVDs) and new adult & YA books that aren’t hot picks
Hot Pick Books
Locked Case
on the fly and ILL items
adult mass market fiction/genre paperbacks
magazines
overhead projector
reference books
CD-ROMS
YA books
YA magazines
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COLLECTION DETAILS
Biographies
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Individual biographies will be in the “B” or “J B” section.
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Family biographies will generally be cataloged in the 920s.
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Encyclopedia biographies may be cataloged in the subject area.
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Biographies should probably be only about people.
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Any item type that includes non-fiction could have a biography section.
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A sample juvenile biography spine label is:
J
B
OBAMA
Biographies, Group
Group biographies are housed in the non-fiction under the appropriate Dewey number. Family
biographies are in the 920s.
Board Books
Board books should be rugged and sturdy otherwise they should be shelved in the easy section.
Board Books have the call number of “BOARD” or “HOLIDAY BOARD”.
CD Music
The following are CD genres:
CHILD
child, children
CLASSIC
classical, symphony, piano, opera
COUNTRY blue grass, country
HOLIDAY
holiday, child holiday
INSTRMNT piano, symphony, instrumental
JAZZ
jazz
MISC
new age, opera, patriotic, wedding, big band, folk
POPULAR popular, rhythm & blues, rap, hip hop, big band
ROCK
rock
SACRED
Christian, comp Christian, gospel, sacred
SNDTRACK soundtrack
WORLD
international, Latin, Spanish
Spoken Word is under CDBOOK.
DVDs
The following are DVD genres:
ACTION
ADULT NON-FICTION*
ANIME
CHILD
CHILD HOLIDAY
CLASSIC
COMEDY
DRAMA
FAMILY
HOLIDAY
HORROR
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MUSICAL
MYSTERY
S.F.
TV
WESTERN
Example Spine Label:
DVD
GENRE
TITLE
* Non-Fiction DVDs are assigned Dewey #s
The spine label for television shows will be:
DVD
TV
SHOW
SEASON
DISC#1
Generally there will be no more than 2 discs per case.
Easy Section
 Targeted for younger kids
 Predominantly pictures
 No long words and generally not chapter books
 The font is typically larger and easy to read
Graphic Novels
The Graphic Novel Room is intended to serve Carbon County readers of all ages and reading levels.
All graphic novels live in Rawlins but branches are encouraged to check items out to branch display.
The Graphic Novel Room collection includes fiction and non-fiction in two major graphic formats:
Manga and Graphic Novels.
Manga are graphic novels (comic books) that are translated from Japanese and, generally, read right
to left and are most often serialized. They are also generally written for children and teens.
Call Number:
GRAPHIC
MANGA
SERIES
V# - optional
Graphic Novels are comic books that are published in the United States, read left-to-right, and can be
stand-alone volumes or serials. They are also, generally, written for all ages with a focus on older
teen and adult readers. Graphic novels include graphic biographies.
Call Number:
GRAPHIC
AUTHOR
V# - optional
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Holiday Books
Holiday books will only include juvenile easy and juvenile board books. All holiday books will have
the call number:
HOLIDAY
EASY
AUTHOR
Or
HOLIDAY
BOARD
These holidays go in the holiday collection: New Years, MLK, Groundhog Day, Valentine’s Day,
President’s Day, St. Patrick’s Day, April Fools Day, Easter, Cinco de Mayo, Mother’s Day, Memorial,
Father’s Day, Independence Day, Labor Day, Veteran’s Day, Halloween, Thanksgiving, Hanukah,
Christmas
Hot Picks
Items to be included as hot picks are at the librarian’s discretion but generally books that are on the
New York Times List, Oprah picks, award winners, etc. are hot picks. Books that are popular and
noteworthy are on hot picks. Hot picks can and should include gentle reads as appropriate. If it hasn’t
checked out for 1 month, it can be changed from hot pick to new.
J Fiction
Juvenile fiction is typically chapter books geared towards 3rd through 6th grade. Items are included in
the Juvenile Fiction section when they have appropriate reading level and content. If the reading
level or the content is not appropriate for 3rd through 6th graders, Juvenile Fiction is not the best place
to house those items.
Since there is no level 5 in the level section and as a few publishers have a level 5, the juvenile fiction
will house the level 5 books.
Large Print
We get large print fiction on standing order and only order non-fiction large print when there is a
customer request.
Level Books
Level books will be identified as LEVEL1, LEVEL2, LEVEL3, or LEVEL4. An example is:
LEVEL2
SMITH
Level books will be shelved by level and then by author. Level books may also have a series cutter
instead of an author. Level books will not be shelved in the easy section. To be included in the level
books section, the books need to be identified as level books by the publishers.
The color chart is:
LEVEL1
green
LEVEL2
purple
LEVEL3
pink
LEVEL4
orange
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Look & Find
Look & Find are shelved under J 793.73 AUTHOR. Look & Find include Where’s Waldo, I Spy, and
Look & Find. They are picture puzzles.
Mystery
As a rule of thumb, if a book is identified as a mystery on the cover, then it goes in the mystery
section. Suspense is generally housed in the fiction collection.
New Books
New adult and YA books that aren’t hot books have the item type of New for three months.
New Books, Kids
We use the public notes fields for new juvenile books. We are still exploring a better option.
On the Fly
The Add Brief Title wizard can be used to make on the fly records for items that have barcodes but
aren’t in the system. On the Fly can also be used for ILL items. Vicky and Jamie need to run “on the
fly” reports every once in a while to clean up these records. Cataloging is the home location.
Oversize
If a non-fiction book is over 12 inches, it is considered oversize. There are some children’s super
oversize books. Before we make anything else “oversize” we need to bring it to the team.
Pamphlets
We are not using the item type of pamphlet. If we catalog a pamphlet, we will just catalog as a book.
Paperbacks
Mass market paperbacks are generally treated like paperbacks. Just because a book is a paperback
doesn’t mean it is “paperback” in the item type. Trade paperbacks & “European” paperbacks are
treated like hardcover books.
All paperbacks are now interfiled throughout the system. We don’t automatically tape the covers.
Read and Return Books
When items aren’t new enough to go in the collection but are new enough for someone to want, it can
go in the read and return collections.
Science Fiction
The Science Fiction collection includes both science fiction and fantasy.
Stack Room
The purpose of the Stack Room is to house:
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Carbon County Newspapers
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Holiday board and easy books
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Older government documents
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Odds & ends that don’t fit on the regular shelves such as the team building kit
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Public comment documents
Staff Books
It is better to have an item cataloged and checked out to staff than to have it with a location of “staff”.
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Some items should not be barcoded as they are strictly for staff and reside in offices permanently.
The SRP manuals are not cataloged.
Westerns
The Western Collection is the traditional style western fiction. Non-traditional westerns are housed in
the fiction collection.
YA
Books geared towards ages 11 to 18 and have appropriate reading level and content for those ages.
CALL NUMBER/SPINE LABEL RULES
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Spine labels should be in all caps.
There should not be any spaces in any one line.
Each line of the spine label should have no more than 8 alpha/numeric digits*.
There can be up to 2 decimal places for juvenile non-fiction.
There can be up to 4 decimal places for adult non-fiction.
Spine labels should be placed where the last line of the text is about 1 inch from the bottom of
the book. Labels can be turned sideways. Labels are not measured but eyeballed.
When an author’s last name includes two or more words, only the first word of the last name is
used. For example with McCall Smith the spine label would be:
FICTION
MCCALL
When an author’s last name is a compound name such as De Paolo, Le Carre or St. Clair, we
will use the full name with no spaces. For example, with Tomie De Paola, the spine label would
be:
EASY
DEPAOLA
When an author’s last name is hyphenated, we will use the first word only.
The spine label should match the call number in the catalog exactly.
When a spine label includes numeric titles, the titles are listed as is. For example, the movie 17
Again will have the spine label of “DVD COMEDY 17” and the movie Four Weddings and a
Funeral will have a spine label of “DVD DRAMA FOUR”.
The year should be on the last line of the spine label for serial titles such as World Almanac and
may be on spine labels for items with new print dates but old publication dates. For example,
641.5
CROCKER
2010
We will cutter easy, level, holiday, juvenile fiction, graphic novels, and adult fiction with the series
or subject in the call number when there are multiple authors. There will be a controlled
vocabulary. For example:
EASY
SERIES
AUTHOR
 When we have HOLIDAY EASY AUTHOR, generally we can get two out of the three lines on
the spine label. We would rather have EASY AUTHOR on the spine label versus HOLIDAY
EASY on the spine label.
*Johnson versus Johnstone spine labels
In some cases reducing an author's last name to 8 characters changes the name to an easily
recognizable different name. If that is the case we will add a 9th character to prevent confusion. for
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example. When reducing Williamson to 8 characters it becomes Williams. In this case we would
change the name to Williamso instead of Williams. So far we have changed three
names. 1. Williamson is now Williamso instead of Williams. 2. Richardson is now Richardso
instead of Richards. 3. Johnstone is still Johnstone instead of Johnson. 4. Stephenson is now
Stephenso.
Shakespeare call number
We are going to keep all the Shakespeare books like we have them. They have been cataloged with
the optional table that gives them a different type of call number.
Controlled List of Series for Easy, Level, Holiday, Juvenile Fiction, Graphic Novels and
Adult Fiction
Series
Term on spine label
Inclusions/Exclusions
39 Clues
39CLUES
must be a part of the series
39 Clues Cahills
39CAHILL
Cahills versus Vespers
American Girl
AMERICAN
American Girl series
Curious George
CURIOUS
Dear America
DEAR
Dora
DORA
no Diego books; all Boots books
Magic Attic Club
MAGIC
My Boyfriend is a Monster BOYFRND
graphic novel series
Scooby Doo
SCOOBY
Star Wars
STAR
juvenile, graphic novels and adult books
Twisted Journeys
TWISTED
Heather Creek
HEATHER
adult books
LABELS AND PLACEMENT
# of Discs/# of Pieces
Description: green with black # of Disc
Location:
generally covering UPC code or lower back cover towards the right
Use:
on anything with number of pieces
For items with booklets, if the supplemental item adds substantial value to the core item, there should
be a label that identifies the number of pieces. The label should match the pop up screen.
7 DAY BOOK
Description: Red and yellow sticker
Location:
upper right corner
Use:
for hot picks
When we redesign the Hot Pick Stickers, these 7 Day Book stickers can go away.
7 DAY LOAN
Description: Red and yellow sticker
Location:
upper right corner
Use:
on DVDs and CDs
BILINGUAL
Description: Brown and white
Location:
directly above the spine label
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Use:
any book that is written in two languages
CD
Description: purple CD stickers
Location:
½ inch from the top of spine
Use:
any book that also containers CD, DVD, CD-ROM
HOLIDAY
Description: black HOLIDAY and white background
Location:
lower front of book
Use:
all item type HOLIDAY books
HOT PICKS
Description: red and yellow stickers
Location:
place on front of item in the upper left corner
Use:
item type NEW BOOK
INNER CD LABEL
Description: round sticker with barcode number, “Carbon County Library System,” and library name
Location:
inner hole of disc
Use:
all discs
LEVEL
Description: green, orange, purple, pink dots
Location:
right above the spine label
Use:
on all level books
LOCATION
Description: black text, white background with library location
Location:
generally the middle of the inside cover
Use:
on items excluding Rawlins
Looking into a smaller size label.
MEMORIAL
Description: sticker plaque that can be customized
Location:
generally inside cover
Use:
to honor or memorialize donations
NEW
Description: red NEW with white background
Location:
place on front of item in upper right corner with the date written on sticker
Use:
new non-hot pick books, DVDs, CDs, and all new children’s books
We still have a lot of NEW stickers that are red and yellow. We are using these stickers up on the
new DVDs. We will not reorder the red and yellow stickers when we run out.
REFERENCE
Description: red REF with white background
Location:
place directly above the spine label
Use:
reference only; do not place on locked case items
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TEEN
Description: blue, green and white
Location:
place directly above the spine label
Use:
adult non-fiction geared towards teens
PROCESSING MATERIALS
Taping down the book jackets at B&T
We are moving towards having B&T tape down the book jackets. As we have quite a bit of tape, we
are not doing this now. We will deplete our stock and then look at B&T doing this step for us.
Spine Label Cover
We don’t have a problem putting the label on the outside of the book jacket.
GRAPHIC NOVELS
Selection Sources
Sources for selection decisions include user requests or recommendations, publisher or vendor
catalogs, advertisements, published reviews in journals such as Diamond BookShelf, Booklist, and
Publisher’s Weekly, industry-specific blogs such as Comic’s Alliance, Graphic Novel Reporter, Manga
Worth Reading, Forbidden Planet, and Boing Boing, and graphic novel lists such as YALSA’s Great
Graphic Novels for Teens, Eisner Award winners, Harvey Award winners, and Ignatz Award winners.
Selection Criteria
The Public Support Services Manager uses his or her knowledge and expertise in combination with
the Carbon County Library Systems’ Material Selection Policy and the standards listed below to
select and evaluate collection items. Gifts and purchases are selected using the same criteria. Patron
requests are considered a priority and are given careful consideration; selection or rejection will be
made on the basis of the selection criteria. An item need not meet all criteria to be selected.
Generally, up to fifteen volumes of an on-going series will be purchased for the system’s collection
except when the series is no longer being published and the series is 25 volumes or less.
Note About Mature Content
The Carbon County Library System is aware that its Graphic Novel Room is accessible to readers of
all ages and backgrounds. Materials deemed too violent or too mature for most readers will be left
out of the collection.
THE OLD WAY OF DOING THINGS
Given that changes have been made to the way Technical Services is done, the following is
information on old ways of doing things:
+ in Call Number
This goes back to the Bess Sheller days and needs to be changed when found.
9 alpha/numeric characters in the Spine/Call Number
We used to have 9 characters in the spine label. Now we have 8. There is still some cleanup to be
done. For instance, FICTION MACDONALD should be FICTION MACDONAL.
Biographies
Biographies used to be cataloged in regular non-fiction.
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Copy # in Spine Label
We used to put the copy # on the spine label. We do not do this anymore.
DVD Juvenile Non-Fiction
We no longer have non-fiction DVD juvenile. They are all now CHILD.
FIC
Now spelled out FICTION.
Holiday Books
Some of the old holiday books say “XMAS…” and some holiday books don’t say “holiday”.
Juvenile Mystery
Juvenile mystery is gone.
Juvenile Paperbacks
Juvenile paperbacks are gone. They are interfiled with the hardbacks.
L.P.
Now spelled LP without the periods.
LP J FICTION
Some juvenile fiction was labeled with LP. Most of these items have been found and changed. If
more are found, they should be changed both in the catalog and on the spine label.
M or MYS
Now MYSTERY.
Rec Board Stickers
We are no longer labeling Rec Board items with stickers.
Romance Books
There is no “romance” in the call number. We will no longer put romance in the LP or paperbacks.
YA Paperbacks
They are no more.
FUTURE GOALS
Blu-ray
We are not ready to start a Blu-ray collection. Jamie is setting Blu-ray movies aside for when/if we
start that collection. We are tabling the issue until summer 2012.
Family DVDs
Some say FAMILY and some say FAMILY ENTERTAINMENT.
Level books/board books
The home location for level books and board books is easy. We will need to clean up some of the
records.
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Video Games
We have discussed buying 3 platforms and 5-10 games per platform to start off with so about 15-30
games. The discussion has been tabled for the time being.
ADDITIONAL RESOURCES
WYLD
Tech Notes
World Cat
Understanding MARC
(from the Library of Congress)
Title Source 3
username: carbonpl; password: aloha
OCLC Connexion (to pull records):
login: 100-302-524; password: carbon
Last Revised 5/25/12
www-wsl.state.wy.us/wyld/docs/index.html
www-wsl.state.wy.us/wyld/technotes
www.worldcat.org
www.loc.gov/marc/umb
publiclibrary.btol.com
connexion.oclc.org