SOUTHERN REGIONAL LIBRARY FACILITY
Guidelines for Deposit of Non-Book Material
Rev. 05/27/03
The purpose of this document is to provide guidelines for campus libraries in preparing non-book
materials for deposit in the SRLF.
1.0 Definitions and Storage Area Specifications
The SRLF is prepared to store manuscripts, archives, and other non-book
materials with the exception of those items excluded specifically by the Southern
Regional Library Board Statement of Operating Principles: realia which does not fit
into a standard archival box, or flammable or potentially explosive items (such as
nitrate film).
Special storage cabinets are available for 35mm microfilm, microfiche,
audiocassettes, videocassettes, flat documents and maps. All other non-book
materials must be boxed or rolled to be stored on open shelves. Two levels in the
storage areas have been designed for restricted, non-circulating collections and
these areas house special collections, archives, and other items requiring
enhanced security. A campus may request that any individual volume or whole
collection of items be designated for circulation only to the depositing campus
when legal issues, personal rights or other security concerns prevail. Items so
designated will be stored on these restricted levels, and they are given a status of
“non-circulating”.
The SRLF is responsible for storing and paging materials only. Many of the media
mentioned in this document, including computer tapes, audiocassettes,
videocassettes, etc. are short-lived. It is the responsibility of the depositing
campus to make arrangements to periodically reproduce such material in order to
maintain its physical integrity.
2.0 Microfilm
2.1
Microfilm will be stored in standard film cabinets in Phase 1 Levels A and 1.
Master negative and print negative microfilm will be stored in the Phase 2 master
vault. Approximate capacity of the microfilm vault is 38,880 reels of 35mm film.
2.2
Master and print negative microfilm reels must be boxed in acid-free roll film boxes,
no larger than 3 3/4" x 3 7/8" x 1 5/8". Use copies of microfilm will be stored in
commercial roll film boxes or acid-free roll film boxes, no larger than 3 ¾’ x 3 7/8” x
1 5/8”.
2.3
Microfilm reels will receive individual barcode numbers affixed to each box.
1
2.31
Each piece must be identifiable so that correct bibliographic records may be found,
and volume numbers, dates, or other information necessary for paging must be
included.
2.32
The roll label should include depositing campus unit, main entry, title, call number,
and specific dates or volume numbers on the film. The roll label should be placed
either on one edge or on one face of the roll's box. One edge must be left free for
the barcode label. If the microfilm is non-circulating (with use limited to the owning
library only), include “Circ Status=N” on the label.
2.33
The suggested format for the label is:
Depositing Campus/Branch
Call Number
Main Entry
Title
Volume Numbers/Dates/Reel Numbers
(or record #)
Circ Status=N
2.4
Microfilm that has no circulation restrictions can be paged for on-site use and off-site
lending, but it will not be reproduced for lending.
2.5
A microfilm reader/printer is available for public use at the SRLF.
3.0 Maps and Oversized Flat Documents
3.1
Maps and oversized, flat documents will be stored in standard map cases on Phase 1
Level 2 and Phase 2 Level A (special collections) or on Phase 2 Level B (nonrestricted collections) of the SRLF. The map cases will hold flat maps and documents
measuring up to 36" x 48”.
3.2
Flat documents and maps will be barcoded to the level of the bibliographic entry. Each
flat document or map with an individual entry will receive a barcode, to be placed in the
lower-right hand corner on the back of the sheet. Each group of documents or a series
of maps, enclosed in a folder and accessed by one bibliographic entry, will be
barcoded on the folder.
3.21
Each piece must be labeled so that the correct bibliographic record may be found and
so that dates, locations, or other information necessary for paging may be added to the
SRLF item record. Series of maps or documents should be enclosed in acid-free
folders and the label placed on the outside of the folder.
3.22
The label should include depositing campus/branch, main entry, title, call number, and
any specific dates, volume numbers or location information needed for paging.
3.23
The “label” may be as simple as marking the existing information on the map (with a
key to markings to be provided by the depositing campus) or it may be a separate label
2
applied to the back of the sheet or placed on the folder. The applied labels should be
conservation quality and acid-free. The suggested label format is:
Depositing Campus/Branch
Main Entry
Title
Volume Numbers/Dates/Location
Call Number
(or record #)
If the map is non-circulating (with use limited to the owning library only), include “Circ
Status=N” on the label.
3.3
Maps and flat documents will be paged for on-site use and off-site lending, or may be
photocopied, when possible, in lieu of loan. However, special collections maps and flat
documents, so designated by the depositing campus, may only be used at the owning
library (not on-site at the SRLF). They may not be reproduced at SRLF without the
permission of the depositing library. Maps requiring special equipment to use should
be paged for depositing campus use only. When maps or documents are placed in
folders to be accessible by one barcode, the entire folder and not individual pieces will
be paged.
4.0 Manuscripts and Archives
4.1
Manuscript and archival collections will be
stored in acid-free boxes on the special
collection levels of the Facility.
4.2
Standard archival boxes include but are not limited to:
Document Boxes:
Length
12 ¼”
9”
12 ¼”
15 ¾”
15 ¼”
Height
10 ¼”
7 ¾”
10 ¼”
10 ¼”
10 ¼”
Width
5"
4 ¾”
2½“
2 ½”
5”
Height
10 ¼”
10 ¼:
10”
Width
7 ½”
7 ½”
12 ½”
Record Storage Boxes:
Length
12"
15”
15”
3
Flat Document Boxes:
Length
12 ¼”
12 ¼”
15 ¼”
12 ½”
15”
Height
3”
1 ¾”
3”
2 ¾”
2 ¾”
Width
10 ¼”
10 ¼”
10 ¼”
9 ½”
11 ½”
4.22
Boxes submitted for storage should weigh no more than twenty-five pounds each.
4.3
Individual boxes in a single collection will be shelved together as long as they are
received in the same shipment at the SRLF. However, boxes with heights above 12
1/2" will require special treatment as oversized material and may be separated from
other boxes in a particular collection.
4.4
Each box will receive an individual barcode number to be affixed in the lower third of
the right-hand, visible edge of the box.
4.41
Each box must be identifiable so that the correct bibliographic record may be found.
The campus identifier, box number or any mechanism necessary for paging will be
added to the SRLF records as items are processed.
4.42
The campus will be responsible for maintaining an inventory list for each collection.
Each box in a collection must have a unique name or number to which the barcode will
be linked. In this way the campus will be able to provide the location barcode number
to the SRLF staff by looking up the specific box number in ORION2 (the library’s online
inventory/circulation system).
4.43
The box name or number may be any coded designator that means something to the
owning library (such as accession number or collection number), as long as each one
is unique to the collection. For example, a collection of Twentieth Century-Fox still
photographs may have a box number such as FS51.
4.44
The box label must be unambiguous and must lead the SRLF staff to the specific
collection title as well as the main entry in the bibliographic record. For example, there
may be more than one collection with the same main entry to be stored. If each
collection has a separate series of box numbers, then each collection must be
separately identifiable, for example: Twentieth Century-Fox/Still Photographs and
Twentieth Century-Fox/Scripts.
4.45
The suggested format for a box label is:
Depositing Campus/Branch
Main Entry
Title
Collection Number
Box Number
Circ Status=N
4
4.46
The label should be placed in the upper third of the front edge of the box; if the front
edge is not obvious, then the label should be placed on one of the narrowest edges.
4.5
Individual boxes will be paged for off-site lending to the depositing library only.
Individual items will not be removed from the boxes, nor will they be photocopied.
5.0
Media, such as Audio Recordings, Video Recordings, Magnetic Tapes,
Photographic slides, and Realia
5.1
Audio recordings (cassettes, reels, disks, LPs), videocassettes, videotapes,
videodiscs, compact discs, computer magnetic tapes, photographic slides, and realia
will be stored on the special collection levels of the SRLF if they are to receive the
protection afforded to non-circulating materials. Items that are a collection should be
submitted to the SRLF in archival quality, acid-free boxes.
5.12
Loose audiocassettes, videocassettes, and disks are stored on shelves in Phase 1
Level 1 if they are not restricted use, and if each cassette or disk has an individual
bibliographic record. A barcode will be attached to each cassette/disk in such cases.
5.13
Boxes will be stored in their upright position, with the lid side up, for all box sizes.
5.14
Boxes submitted for storage should weigh no more than twenty-five pounds each.
5.2
Media that is packaged like print volumes in acid-free boxes or hard plastic containers
and that is accessed by an individual bibliographic record may be stored like a book in
the circulating collections.
5.3
Individual boxes in a single collection will be shelved together as long as they are
received in the same shipment at the SRLF. However, boxes with heights above 12
1/2" will require treatment as oversized material and may be separated from other
boxes in a particular collection.
5.4
Each box will receive an individual barcode number to be affixed to the lower third of
the front or the narrowest edge of the box.
5.41
Each box must be identifiable so that the correct bibliographic record may be found
and box numbers or any information necessary for paging may be added to the SRLF
item record.
5.42
Each campus will be responsible for maintaining a register of items in the boxes. Each
box in a collection must have a unique name or number to which the barcode will be
linked. In this way, the depositing library will be able to provide the location barcode
number to the SRLF staff by looking up the specific box number in ORION2 (the
library’s online inventory/circulation system).
5.43
The box name or number may be any coded designator that means something to the
depositing library as long as each one is unique.
5.44
The box label must be unambiguous and must lead the SRLF staff to the specific
5
collection title in the online catalog. For example, there may be more than one
collection from an entity to be stored. If each collection has a separate series of box
numbers, then each collection must be separately identifiable.
5.45
The suggested format for a box label is:
Depositing Campus/Branch
Main Entry
Title of Collection
Campus Identifier
Box Number
Circ Status=N
If the items are restricted use, include “Circ Status=N” on each label.
5.46
The label should be placed in the upper third of the front edge of the box; if the front
edge is not obvious, then the label should be placed on one of the narrowest edges.
5.5
The SRLF only provides microform readers/printers for on site users. No other AV
equipment is available at the SRLF for user needs. Therefore staff at depositing
libraries should be prepared to page AV material back to campus libraries to insure
that appropriate equipment is available.
5.51
When media or realia are stored in boxes, only entire storage boxes will be paged for
off-site lending. Individual items will not be retrieved from the boxes.
5.6
The SRLF provides an environment conducive to preserving impermanent media such
as audiocassettes, audioreels, videocassettes, etc. as long as possible. However, it
cannot take responsibility for reproducing that media to insure that it remains intact.
6.0 Microfiche and Microcards
6.1
The storage of microfiche at the SRLF presents special paging problems because
fiche are so numerous and physically too small to label individually. Most fiche
collections require knowledge for rapid retrieval, and many fiche additions would
require some interfiling, making them difficult candidates for storage at the SRLF. The
SRLF Board recommends that campus libraries carefully examine each fiche collection
under consideration for deposit in the SRLF, and deposit it only if the collection as a
whole is rarely used.
6.2
Microfiche and microcards will be stored in standard fiche cabinets on Phase 1 Level A
of the SRLF.
6.3
It is expected that the greatest volume of microfiche deposits will be in the form of
uncataloged collections. However, monographs on fiche will be accepted by the SRLF
provided online bibliographic records exists.
6.4
Because individual microfiche sheets within a collection will not receive individual
barcodes, each sheet must be identifiable. The collection name and number by which
6
the fiche may be retrieved must appear at the top of each fiche or card.
6.41
If the individual sheets are not clearly marked, each fiche should be placed in a labeled
acid-free sleeve. Exceptions to this requirement, especially for large collections of
fiche not currently in acid-free sleeves, may be approved upon consultation with the
SRLF Operations Manager.
6.42
The preferred label format for monographs is:
Depositing Campus/Branch
Main Entry
Title
Call Number
(or record #)
For collections of microfiche, the depositing campus and library branch (when
applicable), main entry, title, and fiche number are needed. If the author/main entry
and/or title are on the header of each fiche, then it is not necessary to add them to the
label.
6.43
In order to insure that these materials can be paged efficiently, campus libraries
desiring to store microfiche or microcard collections should consult with the Operations
Manager prior to submitting deposits to the SRLF. Standards or exceptions for
labeling the fiche may then be tailored to the individual collection.
6.5
Microfiche collections must have online bibliographic records. Because there is no
item-specific inventory record for the fiche at the SRLF, borrowers will be responsible
for specifying the appropriate fiche number needed, gathered either from reference
tools or from the records of the depositing campus, so that SRLF staff can retrieve the
fiche.
6.6
Microfiche will be paged for on-site use at the SRLF, and will also be circulated to
campus libraries. Photocopies or electronic document delivery of the fiche, in lieu of
loan, may also be requested by the borrower.
6.7
Pre-boxed microcards will be stored in the regular stack collection and will be shelved
like a book.
6.8
A microfiche reader/printers are available at the SRLF for on site use. Microcard
readers are not available at the SRLF.
Requests for exceptions to these guidelines should be submitted to the Director or Operations
Manager of the Southern Regional Library Facility.
7