EPA-LIB-76-07
EPA LIBRARY
DATA PROCESSING SYSTEMS
PROCEDURES AND USERS' GUIDE
OFFICE OF ADMINISTRATION
LIBRARY SYSTEMS BRANCH
MANAGEMENT AND ORGANIZATION DIVISION
OFFICE OF PLANNING AND MANAGEMENT
\
Ui
0
U. S. ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
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EPA LIBRARY DATA P80CESSING SYSTEMS
PROCEDURES AND USERS' GUIDE
Prepared by
Evelyn A. Moore, Ph.D.
August 1976
,11
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INTRODUCTION
The O.S. Environmental Protection Agency (EPA) was established in December
1970 under Reorqanization Plan No. 3 of that year- which brought together many
offices throughout the Federal Government concerned with environmental pollu-
tion and its control. Within these offices there existed 38 libraries and
several information centers with collections concentrating on one or more areas
of environmental concern. After mergers and relocations, the EPA Library
System presently consists of the information centers and 28 libraries.
The EPA Library System is supported by computer systems covering journal
and hard-bound book holdings, journal check-in, circulation, document control,
EPA Reports, international exchange items and specialized subject area collec-
tions. All systems except circulation produce hard copy and Computer Output on
Hicroform_ (COM) indexes, bibliographies and special reports.
Questions regarding this publication may be referred to:
Ms. Sarah Thomas Kadec
Chief, Library Systems Branch
0. S. Environmental Protection Agency
Room 2903, Haterside Mall (PM-213)
401 M Street, S. W.
Washington DC 20460
Tel: (202) 755-0353
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11
TABLE OF CONTENTS
Page
INTRODUCTION i
CHAPTER
1 Preparation for Using the Components of the EPA
Library Data Processing System 1
I. Data Entry , 1
II. Charges and Organizational Arrangements 1
2 The Hard-Bound Book System ., 5
I. Introduction 5
II. Data Preparation and Coding 5
3 The Journal System 16
I. Introduction 16
II. Data Preparation 16
4 The Circulation System 24
I. Introduction 24
II. Data Format 24
III. Data Entry and Manipulation 25
5 The Document Control System 29
I. Introduction 29
II. Selecting Items for Inclusion in the File 29
III. Data Format and Coding 29
IV. Format for Corporate Names 31
6 The EPA Reports System and the International Reports
System •• 37
I. The EPA Reports System . 37
II. The International Reports System 37
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Ill
LIST OF FIGURES
Figure Page
1.1 System Comparisons 3,4
2.1 Sample frcra Complete Book Catalog 8
2.2 Sample from Author Index of Complete Book Catalog .... 9
2.3 Sample from Subject Index of Complete Book. Catalog ... 10
2.4 Sample from Current Accessions List for an Individual
Library 11
2.5 Sample of Shelf List 12
2.6 EPA Form 2100-1 13
2.7 Sample of Completed EPA Form 2100-1 14
2.8 Local Extension of EPA Form 2100-1 Used by Library
at Research Triangle Park, NC 15
3.1 Journal System Coding Sheet 19
3.2 Sample of Completed Journal System Coding Sheet 20
3.3 Sample from Journal Holdings Report for an Individual
Library 21
3.4 Sample from Journal Holdings Report for Entire
System 22
3.5 Sample of Journal Check-In Report 23
4.1 Individual Circulation ttecord Format and Contents .... 24
4.2. Sample Circulation Records as Displayed at a
Terminal 28
5.1 Document Control System Input Form 33
5.2 Two-Letter Codes for States 34
5.3 Subject Category Codes 35
5.4 Construction of Corporate Name Strings 36
6.1 EPA Reports System Flow Diagram 38
6.2 International Reports System File Contents and
Layout 39
6.3 Sample Listing by Country 40
6.4 Sample Listing by Continent 41
6.5 Sample Listing by Subject 42
6.6 Sample Listing by Category 43
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CHAPTEH 1
PREPARATION FOR USING THE COMPONENTS OF THE
EPA LIBRARY DATA PROCESSING SYSTEM
For the librarian who is planning for first use of any of the subsystems
this chapter gives a brief overview of the work loads, charges, and organiza-
tional reguirements for each subsystem. More detailed procedures are given
in the following chapters. Comparisons of systems' costs, development time,
etc., are presented in Figure 1.1.
I. DATA ENTRY
The vari'ous components of the system reguire varying types and amounts of
data input from the participating libraries.
A. For the hard—bound book catalog, data is furnished on EPA Form
2100-1, "Opdate Library Book Holdings," and sent to the Environmental Research
Library in Cincinnati, Ohio.
B. For the journal holdings report and the journal check-in report,
data is either handwritten onto the previous edition (computer print-out) of
the journal holdings report or onto the Journal System Coding Sheet (JSCS).
Updates to both reports are forwarded to the Library Systems Branch in
Washington, D.C.
C. For the document control system, data is prepared by each par-
ticipating library in machine-readable form and processed with programs sup-
plied by the Library Systems Branch.
D. For the circulation system, each library enters its own data
on-line to a computer in Cincinnati, Ohio or in Washington, D.C.
E. Use of the EPA Reports, international exchange documents, air
pollution literature retrieval systems and other specialized subject area
collections requires only knowledge of what each contains and what their
idiosyncrasies are. While libraries in some facilities have been assigned
responsibility for making sure that copies of certain reports are sent to
the National Technical Information Service (NTIS) in Springfield, Virginia,
and/or the EPA Program Office in Washington, D.C., no responsibility for
preparation or entry of bibliographic data is involved. At present requests
for searches of the air pollution system are sent to the Corvallis National
Research Laboratory in Corvallis, Oregon, but again, no responsibility for
data preparation or entry is involved.
II. CHARGES AND ORGANIZATIONAL AHRANGEMENTS
A. For the hard-bound book catalog, journal holdings report and journal
check-in report all charges are paid by the Library Systems Branch. Partici-
pating libraries are required only to submit data in the proper format.
B. Charges for processing circulation data and docunent control in-
ventory data are charged to the data processing sub-allowance of the facility
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in which the participating library is located. Participation in these systems
requires approval of the relevant facility manager for authorization of
charges and also cooperation of data processing personnel in varying degrees,
depending upon how much input and processing time each library requires.
(1) A computer terminal is required for use of the circulation system,
The participating library may acquire its own or may arrange to use one else-
where in the facility for a certain period of time each day. To begin using
the system for the first time, it is necessary to notify the Library Systems
Branch so that file space and names can be assigned in the computer and
arrangements for billing made.
(2) Several ways of accomplishing and paying for data entry have been
developed by libraries already using the document control system. Library
personnel can be assigned to eater data using a terminal or keypunch. The
work of building the initial file can be contracted out. Data processing
personnel in each facility need to work with systems staff at the Library
Systems Branch for 2-3 hours to install programs for processing the document
control data. After that the scheduling of print-outs, updates, etc., is a
matter of agreement between the library and data processing personnel in each
facility.
C. Printed copies of scheduled bibliographies from the EPA Reports and
international exchange documents systems are sent to each facility automati-
cally, without charge. Special searches in these and in the air pollutant
literature retrieval system are charged individually to the requestor.
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This table briefly compares some of the common aspects of the In-House Library Systems.
The operation cost comparisons are based on the execution of a computer program
that generates a standard report.
In all instances, the hardware is NIH's IBM 370/165's and the software is.the
Inquiry and Reporting System language. The systems were originally developed
on the NIH Computer Center with most of the development shown taking place
between 1971 and 1974.
The sole objective of the table is to give the reader some idea of the
relative development time and costs of certain of the applications.
The System
.System Development .Computer Program
.Time * .Executed
.Execution Time (CPU SEC) .Size of Master
-Dollar Cost/Turn Around .File
The Journal
System
160 Working Hours
.Generates a journal
.inventory report for
-a single library-
.HQ's Library in this
-execution.
.4.84 sec/$7.25/
.2 hr turn around**
.Journal holdings
-file-6262 120 ch
.records/Journal
.title file-2656
.120 ch records
Hard Bound
Book System
.360 Working Hours
-Generates a subject
-report for the total
.library network.
. 19.65 sec/$32.68/
.2 hr turn around**
.Book holdings file
.of 9098 130 ch
.records/Book title
.file of 2667 130 ch
. records.
The Circulation .120 Working Hours
System
.Generates a daily
.report (alpha by
-title) of all library
-material on loan.
.2.31 sec/$3.12/
.2 hr turn around**
.Circulation master
.containing 589
. 120 ch records.
* The total combined time of the functional and technical staffs necessary to develop
the application to an operational status using test files.
** Under normal conditions, a lower job class priority would have been used (12-14 hour
tarn around). A 20X discount would have resulted.
Figure 1.1
System Comparisons
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The System
.System Development .Computer Program
•Time * .Executed
.Execution Time (CPU SEC)
.Dollar Cost/Turn Around
.Size of Master
.File
The Ecological
Air Pollutant
Literature
S€arch System
.280 Working Hours
.Generates an author .3.82 sec/$4.52
.report representing .12-14 hr turn around
.all citations to date..
.Single Master file
.containing 500
. 1080 ch records,
. (This is a sample
. of the total file.)
The EPA Beports .'s60 Working
Reporting System.
Hours
.Generates an abstract .17.06 sec/$18.95/
.report for the total .12-14 hr turn around
.master file.
.Single Master file
.containing 1231
.4800 ch records.
International
Environmental
Retorts System
.280 Borking Hours
.Generates a multiple
.subject index (with
.abstracts) for the
.total master file.
.9.54 sec/$11.53/
.12-14 hr turn around
.Single Master file
.containing 518
. 1600 ch records.
the aDD] . ^°'?bine
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CHAPTER 2
THE HAHD-BOUND BOOK SYSTEM
I. INTRODUCTION
A. Production of cataloging records for books is done centrally in
Cincinnati, Ohio for the entire EPA system.
B. Once a month Cincinnati produces a full-size paper copy catalog of addi-
tions to the entire EPA system in the previous month; the main list is arranged
by title and there are indexes by author and subject. Also produced each month
is a title list of accessions for sach individual library. (See Figures 2.1
through 2.5.) There is a cumulation, on microfiche, of each of these lists at
the end of the first quarter of each year and again at the end of the first
6 months. After that there is no cumulation until the end of the year. AT
the end of the year a complete cumulation is issued on microfiche and also in
full-size printed (Linotron) form. Also at the end of the year a shelf list,
arranged by Library of Congress call number and a complete set of reports
representing its individual holdings for the year is issued for each individual
library as full-size computer print-outs.
II. DATA PREPARATION AND CODING
A. Data for items acguired by participating libraries is sent to the library
in Cincinnati on EPA Form 2100-1 (Figures 2.6 and 2.7) with as much cataloging
information as the sending library has available.
B. Only the information listed on the back of the fora is required for entry
into the computer system. However, if any of the data is missing, the staff
in Cincinnati is responsible for searching for it which can delay entry of the
item into the system.
C. The fastest coding and entry occurs when a participating library finds
that an item it is reporting has been listed in the current accession lists
(from January 1976 to date, as of this writing). When this occurs, only a few
pieces of information need to be on the coding sheet when it is sent to
Cincinnati. This is explained in the detailed instructions below.
D. If the item appears only in the earlier EPA book catalogs, all of the in-
formation must be copied onto the coding sheet. The computer files for these
earlier years have been closed, and while it is possible to print out the com-
plete files, it is not possible to extract selected entries for updating each
month.
E. Basic instructions for entering book holdings into the computer system
appear on the reverse side of EPA Form 2100-1. More specifically:
(1) Initial articles are dropped from titles. All articles are
retained elsewhere in the title.
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(2) No abbreviations are to be used in the title (although some
abbreviations, like CHC, are acceptable).
(3) No punctuation marks are to appear in the title.
(4) In the case of joint aut-horship, use the symbol M+" for "and."
(5) Remember to complete the "30" record when there is joint
authorship or editorship. In the latter case, do not forget to add "ED."
(6) In the case of subject headings, use the ampersand "6" to
signify "and."
(7) Assign subject, if possible.
(8) Volumes and editions should be inserted when applicable; when
both are required shon volume numbers first, followed by edition.
(9) Consecutive volumes, editions and/or dates of publication are
separated by a dash, e.g., ED 1-3, 1970-73.
(10) When volumes, editions and/or dates are not consecutive, the
punctuation used is a comma, e.g., ED 1,3, 1960,75.
(11) If necessary, use a combination of both commas and dashes,
e.g., V 1,4-5, 1969,72-73.
(12) Hhen applicable, include the unigue call number.
(13) If full cataloging is not available and the Library of Congress
card number appears in the book., include the card number on the coding sheet
in the extreme right port-ion of the "30" record.
(14) Always include the Library Code, which requires three charac-
ters.
F- Serials or continuations may be added to the Accessions File as open or
closed entries. When the title will continue to be received, the entry should
be as follows: 1973- (space). The dash indicates that this is an open entry.
When the title is no longer received, the entry becomes 1973 (without the dash)
if only one year was received, or 1973-74, closing the entry and indicating the
year it was discontinued.
G. When the serial or continuation has a date as part of the title or covers
information for a given year and is published in a different year, the publica-
tion date should appear first, followed by a parenthetical entry for the data
year(s) concerned. Examples:
1968 (1967) (only one year received)
V 1-5 1969-73 (1968-72) (start and stop years)
V 1- 1969- (1968- ) (open entry)
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H. Remember that the first date is the year of publication and the date in
parenthesis is the year of information.
I. Once a series is complete, or is no longer received by a library, a coding
sheet should be submitted to Cincinnati indicating that the entry has been
closed (showing start and stop years under date of publication, rather than an
open entry).
J. Because of the various sources of cataloging data, the following procedure
is suggested for submitting EPA Form 2100-1:
(1) Check the new title against the current accessions lists. If
the title is a duplicate against an item so listed, show "DUPLICATE" in the
Book ID No. block, indicate title, call number and Library Code. ("Current"
usually means "this calendar year.")
(2) If the title does not appear in the current accessions file,
check it against the retrospective cumulated accessions (EPA Book Catalog as
of July 1973) and the cumulation for August 1973 - December 1974. These are
available in microfiche and in hard copy. If listed, transfer all of the
cataloging data to the coding sheet. A complete entry is required for com-
puter input. If not provided, the Cincinnati staff must search it out.
Thoroughness on the part of all librarians can expedite the cataloging
process.
(3) Note at the top of each coding sheet the source of the data
entered, i.e., monthly accessions, cumulated accessions. Cataloging in Pub-
lication (CIP) , American Book Publishing Record (BPR) , or Interlibrary Loan
(in case only a Library of Congress call number is shown) or other source.
(4) For material published before 1965, not included in any of
the named sources, presume that original cataloging may be necessary and send
with the coding sheet a copy of the title page, verso, foreword or introduc-
tion, and table of contents.
K. Complete coding sheets are to be mailed to:
U.S. Environmental Protection Agency
Environmental Research Library
26 West St. Clair Street
Cincinnati OH 45268
L. EPA Form 2100-1 may be used in other ways by each participating
library, as long as the area for coding for the catalog system is not used for
any other purpose. Figure 2.8 illustrates the extended form which has been de-
vised by the library at Hesearch Triangle Park, North Carolina.
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03-10-73
ENVIRONMENTAL PROTECTION AGENCY
LIBRARY SYSTEM
BOOK CATALOG LISTING
This ID number does not
appear on the final report.
WOODWORM PROBLEM
ENTOMOLOGY
03 B
HORKING PRESS OF THE NATION
Z6951 W6 NATL RESEARCH BUREAU
AMERICAN NEWSPAPERS DS DIRECT
03 B
WORLD ALMANAC AND BOOK OF FACTS
AY67 N5H7
ALMANACS AMERICAN
03 B
09A
1963
JOURNALISTS US DIRECT
1968
STATISTICS YEARBOOKS
1969-72
1923
WORLD CATALOGUE OF THESES ON THE PACIFIC ISLANDS
ZU501 D52 1970B DICKSON DIANK + DOSSOR C EDS
HAWAII BIBLIOGRAPHIES
09A 1970
WORLD CROP PROTECTION
SB601 S65
CROPS
STAPLEY J a + GAYNER F C H
03B V 1,2
80HLD DYNAHICS
HD82 F63 FORRESTER JAY H
ECONOHIC POLICY MATH MODELS
03B
1969
STATES AND DYNAMICS
1971
HORLD GUIDE TO SCIENCE INFORMATION AND DOCUMENTATION SERVICES
Q223 015 UNESCO
SCIENCE INFO SERVICES DIRECT
03B 1965
BOHLD OF LEARNING
SS2 H6
LEARNED INSTITUTIONS + SOCIETIES
03B ED 21 1971
NATL HES BUREAU
RADIO DIRECT
NY WORLD TELEGRAM
U OF HAWAII
PACIFIC ISLANDS
CHEM RUBBER CO
WRIGHT ALLEN
DEMOGRAPHY HATH MODELS
UNESCO
LONDON EUROPA
1001548
k10015«8
1001548
1001203
1001203
1001203
1001203
1000013
1000013
1000013
1000013
10000 13
5000275
5000275
5000275
5000275
1001603
1001603
1001603
1001603
1002570
1002570
•002570
1002570
1002571
1002571
1002571
1002571
1000004
1000004
1000004
1000004
Figure 2.1
Sample from Complete System Catalog
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03-28-73 ENVIRONMENTAL PROTECTION AGENCY
LIB8AKY SYSTEM
AUTHOR LISTING
HABD HITCHIE 5
PRACTICAL TECHNICAL BRITING
BARKANY JOSEF ED
TERATOLOGY PRINCIPLES AND TECHNIQUES
BAHSHOFSKY F8ED
POISONS TN THE AIH
BASHTELL C C H
NUCLEONIC INSTRUMENTATION
BASSERMAN H H ED
TRANSFER OF CALCIUM AND STRONTIUM ACROSS BIOLOGICAL MEMBRANES
BASTLER T A
SPECTRAL ANALYSIS
BATERMAN TALBOT H ED
PHYSIOLOGY OF CRUSTACEA
BATT JOHN H ED
AMERICAN ELECTRICIANS HANDBOOKS
BATT KENNETH E F ED
SYSTEMS ANALYSIS IN ECOLOGY
BEADOCK VIRGINIA A
CHALLENGE FOR SURVIVAL
BEBB EDWIN C
ENZYMES
BEBB JOHN L
ENZYME AND METABOLIC INHIBITORS
BEBB BAITER F
DHITED STATES MOLLUSCA
HEBEH FODOLF ED
BIOCHEMISTRY OF ANIMAL DEVELOPMENT
T11 B35
QL991 W65
TD883 2 E3
TK7870 B32
QP535 S8 C6
TD«20 K33
QL445 i3
TK151 AM7
QH5«1 83
HM206 CD
QP601 D«8
QP601 H38
QL41U H«2
QL963 BO
Figure 2.2
Sample from Author Index of Complete Catalog
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10
03-28-73 ENVIRONMENTAL PROTECTION AGENCY
LIBRARY SYSTEM
SUBJECT LISTING
VIROLOGY TECHNIQUE
ELECTBON MICROSCOPE IN BIOLOGY
VOLOMETRIC ANALYSIS
EDTA TITKATIONS
MICRODIFFUSION ANALYSIS AND VOLUMETRIC ERROR
VOLUMETRIC ANALYSIS
WASTE DISPOSAL
DISPOSAL OF RADIOACTIVE HASTES INTO SEAS OCEANS AND SURFACE HATERS
BASTE DISPOSAL IN THE MARINE ENVIRONMENT
WASTE ECONOMICS
WASTE MAKERS
WASTE PRODUCTS CONGRESSES
INDUSTRIAL WASTE CONFERENCE
WASTE WATER TREATMENT
QUALITY AND POLLUTION RESEARCH 19b9
HATER
ANNUAL BOOK OF AHEBICAN SOCIETY FOR TESTING AND MATEBIALS ASTM STANDARDS
LIVING HATER
STREAMS LAKES PONDS
HATER
HATER US DEPARTMENT OF AGBICULTURB YEABBOOK
WATER ADDS ESS L EC
HATER FOR PEACE
HATEH ANALYSIS
HICHOSCOPY OF DRINKING HATER
PEACTICAL HANDBOOK OF SEAHATEH ANALYSIS
RECOMMENDED PROCEDURES FOR THE EXAMINATION OF SEA HATER AND SHELLFISH
HATEE ANALYSIS ADDRESSES
TRACE INORGANICS IN WATER A SYMPOSIUM
QH212 EH G7
QD111 F47
QD98 C5
QD111 K6U2
TD898 S898 1966
TD511 16
HC110 W3P3
TP995 A1I5
TD370 JU7 1969
TA401 A653
PH46 B7
QH96 C6
GB671 Lit
S21 A35 1955
HD1691 15
TD384 W58 1927
SR223 A344 NO 167
QB65 A52
QD1 A355 MO 73
Figure 2.3
Sample from Subject Index of Complete Catalog
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11
1973 BOOK HOLDINGS ENVIRONMENTAL PROTECTION AGENCY
FOR LIBRARY: LIBBARY SYSTEM
01B WEST KINGSTON, RI
NOVEMBER CDRRENT AWARENESS
ABYSSAL ENVIRONMENT AND ECOLOGY OF THE WORLD OCEANS
iLGAE ABSTRACTS A GUIDE TO THE LITEBATURE
ANALYSIS OF OBGANIC POLLUTANTS IN WATER AND HASTE WATER
BIOLOGICAL MINERALIZATION
CBE STYLE MANUAL
COASTAL AQOACULTURE IN THE INDO PACIFIC REGION
CULTURE AND DISEASES OF GAME FISHES
EARTH BENEATH THE SEA
ECOLOGY OF SALT MARSHES AND SAND DUNES
ENVIRONMENTAL CONTROL OF CELL SYNTHESIS AND FUNCTION
ENVIRONMENTAL LAW
ESTUARIES A PHYSICAL INTRODUCTION
HARD AND SOFT ACIDS AND BASES
H08 TO MAKE THE OSHA 1970 WORK FOR IOU
QH541 . 5.S3FI4
QK564.5.A38
TD427.07L4513
QP531.Z55
Z250.6.BSC6
SH1.I5I44
SH151.D28
QE33.S47
QH541.5.S24R36
QR66.162
KF3775. H42
GC97.D93
QD477.P39
KF3570.Z9S5
Figure 2.4
Sample from Current Accessions List
for an Individual Library
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12
01-19-72 ENVIRONMENTAL PROTECTION AGENCY
LIBRARY SYSTEM
L C ORDERED LISTING OF BOOK TITLES
AE5 E363 1969
ENCYCLOPEDIA BRITANNICA
AG5 K315
FAMOUS FIRST FACTS
AG521 B3
SPECIALIZED SCIENCE INFORHATION SERVICES IN THE UNITED STATES
AS 15 H3
SCIENTIFIC AND TECHNICAL SOCIETIES OF THE UNITED STATES AND CANADA
AS2 W6
HORLD OF LEARNING
AS25 D5
RESEARCH CENTERS DIRECTORY
AS6 H4
HOB TO RUN BETTER HEETINGS
AS911 A2E65
FOUNDATION DIRECTORY
AS911 F6 A442
FORD FOUNDATION REPORT
AY41U C2
CANADIAN ALMANAC AND DIRECTORY
AY6U 155
INFORMATION PLEASE ALMANAC ATLAS AND YEARBOOK
READERS DIGEST ALMANAC
AY67 N5T55
NEW YORK TIMES ENCYCLOPEDIC ALMANAC
Figure 2. 5
Sample of shelf List
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13
BOOK ID NO.
00
01
11
12
13
20
30
LC NO.
TITLE
AUTHOR AND CO-AUTHOR (Editor)
PU BLISH ER
SYMPOSIUM, ETC, ENTRY (It neces nary)
SUBJECT HEADINGS
1.
4.
7.
LIB CODE
2.
5.
8.
EDITION, VOLUME (If net sugary)
3.
6.
9.
PUBLICATION DATE
CO-AUTHOR (Co-editor)
EPA Form 2100-1 (6-73)
UPDATE LIBRARY BOOK HOLDINGS
(See instructions on the reverse"!
INSTRUCTIONS
The form may be used to record either new acquisitions or to register a duplicate of another library's holdings. Note that the numbers
indicated on the form correspond to the computer fields of the book holdings system.
BKIDNO.
TITLE
00 LCNO.
AUTHOR etc.
PUBLISHER
01 SYMPOSIUM
11 SUBJECT
12
13
NEW ACQUISITIONS
Leave this space blank.
Enter complete title, excluding first
words of "the", "a" or "an" (118
characters available).
Enter call number.
Enter personal authors by surname,
followed by first name and one initial.
Enter co-author or co-editor simply by
surname and initials. MUST ALSO
COMPLETE LINE 30. For editors, in-
clude "ED" or "EDS"
There are 20 characters available for
publisher's name.
Identify symposium, sponsorship by
group other than author or publisher,
or other pertinent identifying informa-
tion.
List subject headings to be included.
20 LIB CODE Insert numerical code for your library.
EDITION Specify edition, revision, volume or
parts numbers (Ex: ED 2, V 1, 2).
PUBL DATE Enter year of publication or, if not
available, year of copywrite (without
"C").
30 CO-AUTHOR List full name of co-author or co-editor;
surname, forename, initials. Include
"ED" if applicable.
DUPLICATES OF TITLES ALREADY IN THE SYSTEM
BK ID NO. This is the number appearing in the last
column on the right in the computer
run. Insert on the form.
TITLE Insert "Duplicate"
20 LIB CODE Complete all three items on this line.
No other information is required.
EPA Form 2100-1 (6-73) (R«y.rs.)
Figure 2.6
EPA Form 2100-1
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14
BOOK ID NO.
00
01
11
12
13
20
30
LC NO.
QP363. J6
TITLE
NERVE MEMBRANES
AUTHOR AND CO-AUTHOR (Editor)
Johnson, Patricia V +
Roots , B . I .
PUBLISH ER
Pergamon
SYMPOSIUM, ETC, ENTRY (It necessary)
International Series of Monographs in Pure and Applied Biology, V. 36
SUBJECT HEADINGS
1.
nerve tissue
4.
7.
LIB CODE
03B
2.
membranes biology
5.
8.
EDITION, VOLUME (II necessary)
ED 2
3.
6.
9.
PUBLICATION DATE
1972
CO-AUTHOR (Co-editor)
Roots, Betty I
EPA Form 2100-1 (6-73)
UPDATE LIBRARY BOOK HOLDINGS
(See instructions on the reversed
Figure 2.7
Sample of Completed EPA Form 2100-1
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15
BOOK ID NO.
00
01
11
12
13
20
30
LC NO.
TITLE
AUTHOR AND CO-AUTHOR (F.t
Itur)
PUBLISH ER
SYMPOSIUM, ETC. ENTRY (If necessary)
SUBJECT HEADINGS
I.
4.
7.
LIB CODE
2.
5.
8.
EDITION, VOLUME (II necessary;
CO-AUTHOR (Co-editor)
"NOTES:
Ord. for.
Drd. from;
1 Price
LCcird
IAcct.
chart*
3.
6.
9.
PUBLICATION DATE
Date ord. Date reed.
Call
otdtf (to.
Figure 2.8"
Local Extension of EPA Form 2100-1
Used by Library at Research Triangle Park, NC
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16
CHAPTER 3
TH2 JOURNAL SYSTEM
I. INTRODUCTION
The journal system consists of the Journal Holdings Report and the
Journal Check-In Report.
A. Every 6 months each participating library sends a copy of its
previous computer print-out edition of its journal holdings report, with
changes and deletions noted and a completed ccpy of the JSCS (see Figures 3.1
and 3.2) for each new title to tha Library Systems Branch. The files are then
updated and a new edition of the report is printed. Each library receives 2
copies of the updated Journal Holdings Report for its own holdings after each
semi-annual update (see Figure 3.3). Once a year, or twice a year if resources
permit, each library receives copies of the complete Journal Holdings Report for
the entire EPA Library System (see Figure 3.4).
B. Every 6 months each library also receives journal check-in reports
which include all titles for which there are current subscriptions due to be
received in each month of that 6-month period (see Figure 3.5).
II. DATA PREPARATION
A. Journal Holdings Report
(1) For the journal holdings report, 7 pieces of data are necessary
for each entry: 1) title; 2) holding library code; 3) beginning volume and
date or "current" notation; U) ending volume and date or "to present" notation;
5) indication of missing issues "*"; 6) indication of holdings retained in
microform "M"; and 7) the International Standard Serial Number (ISSN).
(2) The use of abbreviations should be limited to those found in the
front of the most recent complete journal holdings report.
(3) New Titles. Before a library enters a title which is new to its
collection, a thorough search of the last edition of the complete journal
Holdings Report is necessary to make sure the title is truly new to the EPA
system. Once it is determined that a title is indeed new to the system a
JSCS must be completed.
(4) New Holdings - Existing Titles. When it is deterained that a new
title in a particular library already exists in the EPA Library System, com-
pletion of a JSCS showing "DUPLICATE" in the JNL ID No. block, is necessary.
(5) Change in Title. Hhen a title changes, every library which re-
ceives that title is responsible for reporting same. i JSCS must be coapleted
for the new title with a cross reference to the old title form. In addition,
the previous computer print-out of the Journal Holdings Report must be
annotated with the ending volume and date for the old title with a cross
reference to the new title form.
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17
(6) Changes in Holdings. When it is necessary for a library to
change and/or to add a holdings statement for a title that already exists in its
report, the only requirement is for that library to write the change or addi-
tion legibly in the appropriate place on the previous computer print-out of
its Journal Holdings Report.
(7) Deleting Titles and Holdings. when a library discards its col-
lection of a title, it is only necessary to draw a line through the title and
the holdings statement on the previous computer print-out of its report in
order to delete the title and holdings statement.
B. Journal Check-In Report
(1) For the Journal Check-In Report, H pieces of data are necessary
for each entry: 1) title; 2) holding library code; 3) frequency of title;
and U) the ISSN.
(2) Abbreviations used in the Journal Check-In Report are as
follows:
A - Annually
BM - Bi-monthly
BH - Bi-weekly
D - Daily
I - Irregularly
M - Monthly
Q - Quarterly
SA - Twice annually
SW - Twice weekly
W - weekly
X - Freguency unknown
Freguency plus "X," e.g., BM X - Freguency is known; actual
months received are not known.
(3) Only those current titles with holdings that indicate beginning
volumes and dates and "to present" or "current only," etc., are included in the
Journal Check-In Report. Titles that have holdings with or without ending
volumes and dates are net included in the report. For Example:
Without ending ADVANCES IN CYTOPHARMACOLOGY
volume and date E03B 001 (1971)
With ending iMER CITY & COONTY
volume and date E03B 001 (1971) - 005 (1976)
(4) Changes to the Journal Check-In Report — deletions of inactive
titles, changes in frequency, etc. -- are made on the JSCS and returned to
the Library Systems Branch at the beginning of each update cycle (every 6
months).
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18
(5) There are three sections in each month's Journal Check-In Report
each of which is arranged alphabetically:
(a) Section 1 - Current titles for which frequency and months
received (if less frequent than monthly) are known.
(b) Section 2 - Irregular publications.
(c) Section 3 - Current titles for which either the frequency
is not known or the frequency is known but the actual months received are not
known.
(6) In each month's Journal Check-In Beport, Section 1 contains
those current titles due to be received in that month. Section 2 contains
current titles with irregular frequencies. Current titles for which fre-
Quencies have not been determined also appear in each aonth's report until
frequencies become apparent, at which time the titles in Section 3 are moved
to their proper places in either Section 1 or Section 2 of the report.
-------
JOURNAL SYSTEMS CODING SHEET
19
JUL ID NUMBER
(Leave blank)
CURRENT TITLE
FORMER TITLE (If applicable)
LIBRARY
CODE
FREQUENCY of Current Title and months
received if other than BW,D,M,SW or W.
ISSN
BEGINNING VOLUME AND DATE
ENDING VOLUME AND DATE
Figure 3.1
Journal System Coding Sheet
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20
JOURNAL SYSTEM CODING SHEET
JNL ID NUMBER
(Leave blank)
CURRENT TITLE
£•&*-'
FORMER TITLE (if applicable)
LIBRARY
CODE
FREQUENCY of Current Title and months
received if other than BW,D,M,SW or W.
ISSN
BEGINNING VOLUME AND DATE
ENDING VOLUME AND DATE
Figure 3.2
Sample of Completed Journal System Coding Sheet
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21
04-13-73
03B WASHINGTON, DC
JNL ID NO 186600
JNL ID NO 187100
JNL ID NO 137200
JNL ID NO 187300
JHL ID NO 187400
JNL ID NO 187500
JNL ID NO 187750
JNL ID NO 187900
JNL ID NO 188200
ENVIRONMENTAL PROTECTION AGENCY
LIBRARY SYSTEM
1973 JOURNAL HOLDINGS
WESTERN CITY MAG
044 (1968) - TO PRESENT
WILDLIFE MONOGRAPHS
( 1969) - TO PRESENT *
WILDLIFE REVIEW
103 (1961) - TO PRESENT *
WILDLIFE SOC NEBS
( 1969)
WILLING WATER
013 (1969) - TO PRESENT *
WILSON LIBRARY BOL
042 (1968) - 043 (1969) *
WORLD
(1972) - TO PRESENT
WORLD ECOLOGY 2000
002 (1971) - TO PRESENT *
BOHLD HEALTH OHG CHHONICLE
019 (1965) - TO PRESENT *
0006-4455
0006-5566
* INDICATES HISSING ISSUES IN THE HOLDING
Figure 3.3
Saaple from Journal Holdings Report
for an Individual Library
(Includes Journal ID Number and ISSN)
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22
ABST ON HYGIENE
E04F 007 (1966) - TO PRESENT
E05B 043 (1968) - TO PBESENT
ACCESS
E05B (1969)
ACCESSION BOL SOLID HASTE INFTTTtETHTEVAL SYSTEM 0001-3866
E03B 001 (1970) - TO PRESENT
E05B 001 (1970) - TO PRESENT
ACCOUNTS OF CHEH RES
E03B 001 (1968) - 001 (1969) *
ACCUHULATI7E VETERINARY INDEX
E04C 002 (1960) - TO PRESENT
ACOUSTICAL SOC OF ABER JNL
E03G 049 (1971) - TO PBESENT
E10A CURRENT ONLY
ACOUSTICS ABSTS
E05B (1973)
ACTA BIOCHIHICA POLONICA (E8GL IRANSL WARSAW)
E04B 014 (1967) - TO PRESENT *
ACTA BIOLOGICA (F ACTA UNIVERSITIES SZEGEDIENSIS) 0001-3978
E05C 020 (1969) - TO PRESENT
ACTA CHEMICA SCANDINAVICA
E05B 001 (1947) - 023 (1969) *
ACTA BEDICA IUGOSLAVICA (ENGL IRANSL BELGRADE)
E04B 020 (1960) - TO PRESENT
Figure 3.4
Sample from Journal Holdings Report
for Entire System
(Includes ISSN but not Journal ID Number)
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23
1976 JOURNAL HOLDINGS
FOR LIEBAEY:
E01A REGION I, NEEDHAM HEIGHTS, MA
APRIL CHECK-IN REPORT
SELECTED HATER RESOURCES ABSTS
ENVIRONMENTAL PROTECTION AGENCY
LIBRARY SYSTEM
SECTION 1. Current Titles for which frequency
and months received are known.
FREQUENCY
T A P P I (TECHNICAL ASSN OF THE PULP 5 PAPER INDUS
HATEB 5 POLL CONTROL (ONTARIO CANADA)
iATER 6 SEWAGE WORKS INCLUDING INDUS WASTES (F MUNICIPAL ENGBING)
8ATER POLL CONTROL FEDERATION JNL (F SEWAGE & INDUS HASTE 6 SEWAGE WORKS JNL)
WATER RESOURCES BUL
/*BH
BATER RESOURCES RES
WATER SPECTRUM
BH
SECTION 2. Irregular publications.
SECTION 3. Current Titles for which either frequency
is not known or frequency is known but actual months
received are not known.
COPEIA
ENVIRONMENTAL DATA SCI
SURVEY OF BUS STATS
Q x
Figure 3.5
Sample of Journal Check-In Report
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24
CHAPTER 4
THE CIRCULATION SYSTEM
I. INTRODUCTION
A, The Library Systems Branch must be notified when a library wishes to
start usinq the circulation system. Systems staff will inform the library of
the file name and keyword to be used. The library is responsible for informing
the Systems staff of its account number. It is also necessary for the library
to make arrangements with its local data processing personnel as to billing
because charges will be made to the data processing sub-allowance for its
facility, not to the library, and also because in most cases certain printed
reports are transmitted from the central computer to a printer in the local
data processing facility. It may also be necessary to use a terminal which
belongs to and/or is located in the data processing area rather than in the
library.
B. Once the file name, keyword and account number have been assigned,
actual operation of the system can be learned quickly.
II. DATA FORMAT
Figure 4.1, below, describes the contents and format of an individual cir-
culation record. Figure 4.2 illustrates 5 records as they appear when
COLUMN DESCRIPTION
1-29 Document identification (title or number)
31-43 Book call number; report number; or
journal date of issue
45-60 Name of Borrower
62-69 Office phone number of borrower
71-79 Building 6 room number of borrower
81-86 Date item was borrowed
87 Blank or "R" indicating return of
interlibrary loan material
88"93 Date due if interlibrary loan
95-110 Name of borrower on waiting list
112-120 Office phone number of borrower on
waiting list
Figure 4.1
Individual Circulation Record
Format and Contents
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25
displayed on a terminal. tJote that the document description in columns 1-U3
can contain several kinds of information, depending on the nature of the
document and the amount of detail aach library desires. Of the 120 charac-
ters in each record, columns 4U, 61, 70, 80, 94 and 111 are blank spaces.
The line numbers in Figure 4.2 (1-5) are not part of the 120 column descrip-
tion; they are aided by the computer program.
III. DATA ENTRY AND MANIPULATION
A. Data is entered into, deleted from cr modified in an individual
library's circulation file through a computer terminal.
B. Following is a sample sequence of operations and dialog with the
computer for a day's circulation:
Obtain the circulation transaction records (charges, returns,
renewals, etc.) so that all charges are processed in one sequence, returns in
one sequence, etc. This is not required as far as the computer is concerned,
it is suqgested as a way to make updating the file easier.
C. Signing On. Turn on the terminal. Pick up the telephone and dial
the appropriate number. When the shrill beep is heard, depress the "data"
button and hang up (or place the telephone receiver in the acoustic coupler if
that type of terminal is used). Press the return key/carrige return on the
terminal. From here on, return key/carriage return will be referred to as
"CR." (NOTE: It is not necessary to space before hitting the CR.) The compu-
ter will type out a message of one or two lines and then prompt the operator
with the following questions:
INITIALS? you type iii CR (whatever the actual
ACCOUNT? you type aaaa CR initials, account number
KEYWORD? you type kkk CR and keyword are)
TERMINAL? you type g30 CR
COMMAND? you type set terse CR
? you type set length 120 CR
The sign-on procedure is now complete. In order to gain access to
the file
you type use file name on volume CR
D. Updating the File. It is now necessary to find out what the line
numbers of the items to be deleted or modified are, and what the last line
number in the file is so that new charges can be added to the end of the file.
(1) To find out what line number has been assigned to 'a particular
entry
you type list 'title of item1 CR
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26
The single quotes (') must be typed. if the itea was not
entered in the system in the exact way it was typed, the system will respond
with the words VOID RANGE. Try again. It is also possible to search on other itens
such as borrower's name. Shen a match is found, the system will list the line.
(2) To delete an entire line, as when an item has been returned
you type del line number CR (whatever the actual number is).
(3) To modify part of a line, as when an interlibrary loan item is
returned
you type mod line number CR
The system will list the line. All modifications should be made
in correct spaces at this time. The system will repeat the line allowing
the operator to make additional alterations if necessary. If no additional
alterations are required, depress Cfl.
(U) To add new charge records, find out what the last line number
in the file is
you type list last CS
The system might respond with 2232. In order to add a line after
this
you type c 2233 CR
The system response will be 2233?
Add all new charges, line by line. After all additions and deletions have been
made, renumber and save the file before having reports printed
you type num CR
you type save file name scr on volume CR
E. Signing Off. It is not essential to obtain a print-out of the file
each day or each time the file is updated, but if one, arranged in line-
number order is desired
you type list offline box 312 remote 11 CR (box and remote numbers
will be assigned).
The system response is a job number, for example: 999 IS IOUR JOB
NUMBER. After this response
you type logoff (which ends the computer session for the day) .
IV. REPORTS AVAILABLE
A. Any portion of the file can be listed at the terminal. A search can
be made on a variety of keys and a listing of "hits" will be displayed at the
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27
terainal. For example, it items charged to a particular borrower are needed
a search on that borrower's name can be made and a list of items charged to him
will be displayed on the terminal.
B. For complete lists of the file it is of course cheaper and faster to
have the information transmitted from the central computer to a printer at the
local data processing facility. In addition to the basic list by line number,
for which instructions were given in Section HIE, above, there are 4 other
reports available.
C. The system is programmed to alphabetize the file by title and also by
borrower and print either list upon request. Individual lists of what each
borrower has, with a "personal" note to the borrower, are also available. It
is also possible to extract all records identified as having been on inter-
library loan and alphabetize them by title so that each library may decide if
a title is being borrowed so often that it should be acquired permanently.
(If this feature is used, the library staff must remember not to delete records
for returned interlibrary loans; this program will delete the records after it
sorts and counts them.)
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28
Document Title
Line Number
1 ? FOOB-DAT SEEK
2 ? AHEBICAN AGBICULTOBE ECON
3 ? ASCE J BATEBHAYS HAHBOBS
4 ? ASCE J SANITARY ENG
5 ? ASCE J WATERWAYS HAHBOHS
/
Journal Date of Issue
Name of Borrower Borrower's Phone Number Borrower's Room Number
Date Checked Out / Date Due (if interlibrary loan)
060074 HOUSE P
080072 GABVIN C
080067 SANTIAGO H
040072 EASILICO J
020071 SANTIAGO H
XX7-7777 5181 CM 071272 081272 JAMES H
223-1950 216W WSM 1 22972 KO 1 057 3
XX7-7555 401E WSM 040273
522-0544 2903 WSH 040273
XX7-7555 401E WSM 040273
XX7-6666
Next Individual waiting for the Document
Phone Number of Individual Baiting
Figure a.2
Sample Circulation Records as
Displayed at a Terminal
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29
CHAPTER 5
THE DOCUMENT CONTROL SYSTEM
I. INTRODUCTION
A. The ma-jor portion of the documents entered in this system will be the
vast number of state and local reports held by the EPA libraries. Other docu-
ments are also included, but no fipft reports should be in it, nor should there
be any documents which NTIS indexes.
B. Each participating library is responsible for building its portion of
the master file to exact specifications. The processing programs provided by
the Library systems Branch allow each library to obtain listings for its own
holdings by: title, local shelf or ID number, primary author, corporate author,
and subject.
C. Local data processing staff work with Library Systems Branch staff
for a half day or so to get the software installed in the local facility. AFter
that arrangements are made between the library and local data processing staff
concerning exactly what input media will be used and what the schedules for
processing and print-outs will be.
II. SELECTING ITEMS FOB INCLUSION IN THE FILE
A. All items which are not EPA reports, NTIS reports, or items in the
international documents system file should be in this file. The one exception
is reprints which should be included only if they are considered to be essen-
sential and are not accessible through other Beans.
B. Any document with a PB number is to be considered an NTIS document.
Libraries holding such items should notify the Library Systems Branch so that
their library codes can be added to the converted NTIS file (see Chapter 6,
EPA Reports System).
III. DATA FORMAT ANE CODING
All files must be constructed in the format specified by the documenta-
tion below and the input form (Figure 5.1). Local reguirements may be included
as added data items but the added items must not affect the structure of the
basic record and data items.
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30
A. General Coding Conventions
1. Do not use an article as the first word in a title or subject
heading.
2. Do not USP punctuation, even with abbreviations, in titles,
authors, subject headings, or corporate sources.
3. Certain specific abbreviations are required (see section IIIB).
Otherwise no abbreviations are permitted unless the data requires more space
than has been allotted for it, in which case abbreviation or truncation should
occur only at the end of the field, so that when sorting/filing is done, the
correct order will be preserved.
U. States should be coded using the two-letter standard postal
system code, as shown in Figure 5.2.
5. The names of corporate authors/sources should be constructed in
accordance with the guidelines in section IV. After they have been constructed
they should be coded according to the general and specific conventions in this
section and in B immediately below.
6. If the document is the proceedings or other document connected
with a conference then the conference name, date, and place where it was held
should appear in the title field. Upon occasion this information should appear
in the series field. Nc standards have yet been set for handling these ques-
tions.
B. Specific Coding Conventions. In this section, data items are discus-
sed in the order they appear on the standard coding form.
1. ID Number - 23 spaces. All ID numbers must include the library
code as the first three (normally) characters. If the filing location for an
item is not the same as the ID number, then an asterisk should be placed at the
end of the field containing the information which is used for filing. See
example under "PB number", item 10, below.
2. Title - 175 spaces total. No punctuation, no abbreviation except
at very end of a line when the number of characters is too large to fit into
the space allotted. Hords cannot be continued from line one of the title to
line two; title line one must end with one or more spaces or the last letter
of a word or abbreviation. Remember that titles are alphabetized according to
the first characters; abbreviations, acronyms, etc., appearing in this portion
of the title will affect the alphabetization.
3. Subject Class - 8 spaces. This is a two digit code similar to
or the same as those in figure 5.3. There may be as many as three codes;
there must be one space separating one code from another, e.g., "01 08 13."
Other categories and codes which are assigned by participating libraries
should be registered with the Library Systems Branch so that other libraries
can use the same ones and avoid usina the same numbers for categories which
they need for their own use.
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31
4. Authors - 24 spaces each. Personal authors only. If there are
more than three, the others must be left out. Use the last name followed by
a space then the first two initials, separated by a space. Mo punctuation, no
abbreviations.
5. Contract Number - 15 spaces. If a contract number is available
somewhere in the document, be sure to put it in the entry.
6. Date - 25 spaces. Date of publication including both month and
year when both are known and coded mmyy. For example, January 1975 is coded 0175.
When the month is not known, fill the space with two O's, thus: 0075 for 1975.
When neither the month nor year is given, fill the space with four O's, thus:
0000.
7. Corporate Source One - 99 spaces. This is the originating organi-
zation, e.g., a contractor, when there is one.
8. Corporate Source Two - 99 spaces. This is the sponsoring organi-
zation, e.g., a government agency, when there is one.
9. Subject headings - 30 spaces each. As many as six may be used.
Be sure to code cities, states and other geographic or political areas as
subjects when these are significant. It is important to be able to provide
lists of reports by city, state, etc.
Abbreviations to be used are: US, Gtbrit, Addr, Cong, Bibl, Div,
Assn, Univ, Inc, ltd, Natl, Dept, "&" for "and", and two-letter postal
postal codes for states. No punctuation is to be used, even with abbrevia-
tions.
10. PB Number - 12 spaces. The PB number should be included when it
is known. When it is not known, the field should be left blank; it should not
be used for any other kind of data. If the document is shelved according to
PB number, this is indicated by putting an asterisk at the end of this field,
e.g., PB 228134 *. Note that there is a space between the PB number and the
asterisk. There is also always a space between the letters "PB" and the
number itself.
11. Originator Beport Number - 20 spaces. The number assigned by
corporate source one, above, if there is one.
12. Sponsor's Report Number - 20 spaces. The number assigned by
corporate source two, above, if there is one.
13. Series - 60 spaces. If a series entry is needed, the name should
be constructed and coded in a manner similar to titles and corporate authors.
IV. FORMAT FOR CORPORATE NAMES
Corporate names should be presented in a consistent manner in each
individual library- The approach illustrated in Figure 5.4 represents a good
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32
approach for Reqional libraries. Laboratory librarians may be more interested
in an approach which takes the name of the organization as it is shown on the
document, plus the lowest identifiable element of the organizational string.
For example, the Library Systems Branch would appear as:
US Environmental Protection Agency. Library Systems Branch
Washington DC
rather than:
OS Environmental Protection Agency. Assistant Administrator
for Planning and Management, Management and Organization Divi-
sion, Library Systems Branch Washington DC
Notice that the shorter form will Lit into the space allotted in the system
(99 characters) but that the longer form will not fit without a great deal of
abbreviation.
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POCUMENT CONTROL SYSTEM CODING SHEET
I I I I I I I I I I I I I I II I I I I IT I I I I I I I I I I I I I
II I I I I I I I ITTTTT
Mill
TT
TI 11111 mrr
IE
'I I I I I I I I I I ITT
IE
IE
DOCUMENT CONTROL SYSTEM CODING SHEET
I ITTT
I I ITTTI Mill
II MM I III I
m
TTTT
H
i M irrr
11 n 111111 rrn
I II II MM III II II III II III ILXLT
HI
IE
Figure 5.i -- Document Control System
Coding Sheet
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Alabama AL
Alaska AK
Arizona AZ
Arkansas AB
California CA
Canal Zone CZ
Colorado CO
Connecticut CT
Delaware DE
District of Columbia ... DC
Florida FL
Georgia GA
Guam GU
Hawaii HI
Idaho ID
Illinois IL
Indiana IN
Iowa IA
Kansas KS
Kentucky KY
Louisiana LA
Maine ME
Maryland ........ MD
Massachusetts ... HA
Michigan HI
Minnesota UN
Mississippi MS
Missouri MO
Montana HT
Nebraska ....... NE
Nevada NV
New Hampshire .. NH
New Jersey NJ
New Mexico ..... NM
Hew York NY
North Carolina . NC
North Dakota ... NO
Ohio OH
Oklahoma OK
Oregon OB
Pennsylvania =.. PA
Puerto Bico .... PR
Hhode Island ..... RI
South Carolina ... SC
South Dakota ..... SD
Tennessee ........ TN
Texas TX
Utah HT
Vermont .......... VT
Virginia ......... VA
Virgin Islands ... VI
Washington ....... WA
Mest Virginia .... WV
Wisconsin ........ HI
Wyoming .......... WY
Figure 5.2
Two-Letter Codes for States
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35
01 Air Pollution and Control *
02 Noise Pollution and Control
03 Solid Wastes Pollution and Control
04 Hater Pollution and Control
05 Pesticides Pollution and Control
06 Radiation Pollution and Control
07 Environnenal Health and Safety
08 Environ mental Impact Statements
09 Area fieports
10 Environmental Policy
11 Laboratory Technology
12 Energy
13 Transportation
14 Land Dse
15 International Affairs
16 Oil Pollution, Control 1
17 Hazardous Materials
18 Toxic Substances
19 Environmental Education
20 Management
21 Fish and Hildlife
22 Modeling
23 Conservation
2« Fossil Fuels
25 Nuclear Power
26 Geotheroal Energy
27 Wind, Solar and Tidal Energy
28 E*nergy Conservation
29 Energy Conversion (including bioconversion)
99 General Publications
* Categories 01 through 08 are the subcategories of the NTIS revised category 68 (Environmental Pollution
and Control).
Figure 5.3
Subject Category Codes
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36
City
1 e.g., Kansas City
e.g., Kansas City
State
Missouri
Missouri
County
2
e.g., Jackson
State
Missouri
State
3
e.g., Missouri
e.g., Iowa
UNITED STATES
e.g., 0 . S.
4 e.g., U.S.
e.g. , U.S.
International
5 Country
Canada
State
Manitoba
Main agency
Health Department
Board of Parks and Recreation
Main agency
Health Department
Main agency
Clean Hater Commission
Dept of Environmental Quality
Main agency
Interior
National Industrial Pollution
Control Council
Missouri Basin Interagency
Committee
Main agency
Committee on Manitoba's
Economic Future
Hulti- Government
6 (Commissions, interagency groups, etc.)
e.g., Ho-Kan Bi-State Planning Commission
University or College : College or Dept
/ I
e.g.. University of Missouri : College of Agriculture
e.g.. University of Hissouri : Extension Department
Sub agency
Air Pollution Program
Sub agency
Environmental Health
Sub agency
Agricultural Hastes Sec
Sub agency
Bureau of Mines
Sub agency
Figure 5.4
ronstruction of Corporate Name Strings
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37
CHAPTER 6
THE EPA REPORTS SYSTIM AND
THE INTERNATIONAL REPORTS SYSTEM
I. THE EPA REPORTS SYSTEM
A. The National Technical Information Service (NTIS) does the initial
data preparation and processing for in-house EPA reports. The EPA Program
Offices and certain other EPA offices are charged with responsibility for
delivering EPA reports to NTIS. NTIS produces machine-readable bibliographic
data, abstracts, and indexes to these and other environmental reports.
B. The EPA Reports Bibliography Quarterly is produced from this data
base and complete copies of the "category 68, Environmental Pollution and Con-
trol" tapes are provided to the Library Systems Branch for further processing
as required by EPA. (See Figure 6.1 for EPA Reports System Flow.)
II. THE INTERNATIONAL EEPOHTS SYSTEM
A. This data base is prepared from foreign environmental reports re-
ceived by EPA through document exchange programs maintained by various
agencies, primarily the Library of Congress. Source documents are received by
the EPA Office of International Activities which enters data into the system
through WYLBUR. Bibliographic data, index terms, and an abstract are prepared.
The Summaries of Foreign Government Environmental Reports are computer
generated and supplied to NTIS for distribution purposes.
B. Periodically EPA prepares and distributes cumulated lists by country,
continent, subject (air, water, pesticides, radiation, solid waste, noise,
general), and category ( legal, planning and management, scientific and tech-
nical, socio-economic). (See Figures 6.2 through 6.6.)
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The EPA Reports Reporting System
System Flow
38
(Containing EPA
Reports)
Abstracts op
Microfiche
Bibliographic
File7
Selective
ies are also available
Figure 6.1
EPA Reports System Flow Diagram
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Sample File Layout
The International Environmental Reports System
Publisher Id Number
Document Title Author
Document Source
Catagory
39
Abstract
-•
00102 REVISED EMISSION STANDARDS FOR SULPHUR OXIDES
/
DEPT. OF STATE AIRGRAM A-46 . AMEMBASSY TOKYO
ASIfl JAPAN ENGLISH 012072 1 1LR
AIB
REVISED, MORE STRINGENT STANDARDS FOR SULPHUR DIOXIDES TOOK EFFECT ON JANUARY 5, 1972,
REFLECTING THE JAPANESE GOVERNMENT'S DETERMINED EFFORTS SINCE 1969 TO REDUCE THIS MAJOR SOURCE
OF AIS POLLUTION. A RECENT SURVEY BY THE GOVERNMENT'S ENVIRONMENTAL PROTECTION AGENCY
REVEALED THAT SULPHUR DIOXIDE CONTAMINATION DECREASED DURING FY 1971, ALTHOUGH OTHER AIR
PCILUTANTS INCREASED,, NOTABLY NITROGEN OXIDES.
Continent
Subjects
Country Languag^
Number of/Pages
Date of Publication
Remarks
THE PRESENT STATE OF MONITORING AND SURVEILLANCE OF ENVIHONMENTAL POLLUTION
/00106
GOVIHHMJtflT OF JAPAN ,/ «/-"\J EPA
1ASIA JAPAN \f ENGLISH 000071^20 1LR ALSO PM
GENERAL AIR PESTICIDES WATER RADIATION
TEXT AND TABLES PROVIDE A CONCISE OUTLINE OF THE LEGAL BASIS, JURISDICTION, MONITORING
SISTEHS^ AND METHODOLOGY FOR MEASURING POLLUTANTS PRESENT IN AIR, WATER, OCEAN, SOIL,
INCLUDING RESIDUE PESTICIDES IH FOODS. IN MONITORING RADIOACTIVE FALLOUT, VARIOUS
COONTERMEASORES HATE BEEN FORMULATED FOR AN EMERGENCY SITUATION IN WHICH POLLUTION EXCEEDS
SAIE LIMITSf-BUT TO DATE NO SUCH INCIDENT HAS OCCURRED.
Figure 6.2
International Reports System File Contents and Layout
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01-13-73
ENVIRONMENTAL PROTECTION AGENCY
OFFICE OF INTEHNATIONAL ACTIVITIES
COOHTRY/CATEGORY REPORT
PHOG: OIA.COUNTRY
COUNTRY:
SWEDEN
LR
LB
PUBLIC HEALTH SERVICE
STOCKHOLM CENTRAL BOARD OF ADMINISTRATION INFO COMMITTEE
ENGLISH 72 PGS 28
NOISE
EPA
ID# 00111
SEVERAL ANTINOISE MEASURES HAVE BEEN INITIATED BY STOCKBOLH'S PUBLIC HEALTH COMMITTEE.
JET AIRCRAFT HOISE MAS REDUCED BY DESIGNATING NEARBY BHOMMA AIRPORT EXCLUSIVELY FOR
PISTON-ENGIHED AIRCRAFT HHILE DIVERTING JET TRAFFIC TO AHLANDA AIRPORT 40 MILES AWAY.
THE REQUIRED WAHMUP OF PISTON ENGINES BEFORE TAKEOFF HAS BEEN HELD TO A MINIMUM SINCE
SWEDEN'S DOHESTIC AIRLINES WERE URGED TO FIT THEIR AIRCRAFT WITH ENGINE HEATERS.
A RECENT ORDINANCE PBOHIBITS IDLING OF MOTOR VEHICLE ENGINES OUTDOORS FOR LONGER THAN
THREE MINUTES EXCEPT DURING TRAFFIC DELAY. THE SOUND LEVEL FEOH A REFUSE COLLECTION
TRUCK MUST NOT EXCEED 70 DB (DECIBLES) MEASURED THREE METERS AHAY, AND COMPRESSORS ON
CONSTRUCTION SITES MUST NOT EMIT NOISE EXCEEDING 70 DB AT A DISTANCE OF SEVEN METERS.
ENVIBONMESTAL PLANNING AND CONSERVATION IN SWEDEN
SWEDISH INFOHHATION SERVICE
ENGLISH 6/00/72 PGS
WATER
EPA
IDf 00118
RECENT SWEDISH ENVIRONMENTAL LEGISLATION IS HIGHLIGHTED IN THIS PUBLIC INFORMATION
BROCHURE. SINCE JANUARY 1, 1972, ALL DUMPING FROM SWEDISH SHIPS AND AIRCRAFT IS
PROHIBITED IN TERRITORIAL WATERS AND THE HIGH SEAS. THE LAW ALSO BANS DUMPING BY
FOBEIGH VESSELS IN SWEDISH TERRITORIAL WATERS, AND IT IS ILLEGAL FOR THEM TO
EXPORT WASTES FROM SWEDEN FOR THE PURPOSE OF DUMPING IN THE HIGH SEAS. ANOTHER LAW,
EFFECTIVE JUNE 1, 1972, STIPULATES THAT PCB'S AND MATERIALS CONTAINING PCB'S
BAY NOT BE MANUFACTURED, SOLD, OR USED WITHOUT LICENSE.
Figure 6.3
International Reports System
Sample from Listing by Country
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04-13-73
EHVIBONMENTAL PROTECTION AGENCY
OFFICE OF INTERNATIONAL ACTIVITIES
CONTIHENT/COUNTRY/CATEGORY BE POET
PROG: OIA.CONTINENT
CONTINENT:
EOH
SiEDEN
SBEDEN
LB
ENVIRONflENT PROTECTION ACT MARINE DUMPING ACT WITH COMMENTARIES
NATL ENVIR PUOT BOARD EPA
ENGLISH 4/00/72 PCS 85 ID* 00129
INFO FOR UN CONP ON ENVIHONMEN
GENERAL AIR NOISE WATER
THE FIRST PA8T OF THIS BOOKLET BEVIEHS THE SCOPE OF THE ENVIRONMENT PROTECTION ACT
OF 1969, A LEGISLATIVE LANDMARK IN SWEDEN'S ANTIPOLLUTION PKOGfiAM. IT SETS FOHTH CRITERIA
FOE CONTROL OF AIR AND WATER POLLUTION, NOISE, AND OTHER NUISANCES, AND CITES CASE DECISIONS
OF EXAMINING BOARDS TO SHOW THE LAW'S APPLICATION, COHPENSATION GRANTED, OB PENALTIES
IMPOSED. UNDER THE ACT, PERSONS OR FIBMS PLANNING TO ENGAGE IN SPECIFIED INDUSTRIAL ACTIVITIES
ARE REQUIRED TO APPLY TO A FRANCHISE BOARD FOB A PERMIT TO OPERATE. THIS BOARD MUST BE
FULLY APPRAISED OF POSSIBLE POLLUTING EFFECTS OF THE ENTERPRISE, AND WHAT CONTROL DEVICES
ARE TO BE USED TO COUNTERACT THE POLLUTION. THE SECOND PART CONTAINS A BRIEF COMMENTARY
ON THE MARINE DUMPING PROHIBITION ACT, WHICH CAME INTO FORCE ON JANUARY 1, 1972.
ENVIRONMENT PLANNING AND CONSERVATION IN SBEDEN
SWEDISH INFORMATION SERVICE
ENGLISH
6/00/72 PCS 4
EPA
ID# 00118
RECENT SWEDISH ENVIRONMENTAL LEGISLATION IS HIGHLIGHTED IN THIS PUBLIC INFORMATION
BROCHURE. SINCE JANUARY 1, 1972, ALL DUMPING FROM SWEDISH SHIPS AND AIRCRAFT IS
PROHIBITED IN TEHBITOEIAL WATERS AND THE HIGH SEAS. THE LAW ALSO BANS DUMPING BY
FOREIGN VESSELS IN SWEDISH TERRITORIAL WATERS, AND IT IS ILLEGAL FOR THEM TO
EXPORT HASTES FROM SWEDEN FOR THE PURPOSE OF DUMPING IN THE HIGH SEAS. ANOTHER LAB,
EFFECTIVE JUNE 1, 1972, STIPULATES THAT PCB'S AND MATERIALS CONTAINING PCB'S
MAY NOT BE MANUFACTURED, SOLD, CR USED WITHOUT LICENSE.
Figure 6.4
International Reports System
Sample from Listing by Continent
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42
04-13-73
ENVIRONMENTAL PROTECTION AGENCY
OFFICE OF INTERNATIONAL ACTIVITIES
SUBJECT BEPOBT
PBOG: OIA.SUBJECT
GENERAL
EUB
SWEDEN ENVIRONMENT PROTECTION ACT MARINE DUMPING ACT WITH COMMENTARIES
NATL ENVIH PROT BOARD EPA
LB 4/00/72 PGS 85 ID» 00129
INFO FOH UN COMF ON ENVIRONMEN
AIK NOISE HATEH
THE FIRST PART OF THIS BOOKLET REVIEWS THE SCOPE OF THE ENVIRONMENT PROTECTION ACT
OF 1969, A LEGISLATIVE LANDMARK IN SWEDEN'S ANTIPOLLUTION PROGRAM. IT SETS FORTH CRITERIA
FOR CONTROL OF AIR AND HATER POLLUTION, NOISE, AND OTHER NUISANCES, AND CITES CASE DECISIONS
OF EXAMINING BOARDS TO SHOW THE LAW'S APPLICATION, COMPENSATION GRANTED, OR PENALTIES
IMPOSED. UNDER THE ACT, PERSONS OR FIRMS PLANNING TO ENGAGE IN SPECIFIED INDUSTRIAL ACTIVITIES
ARE REQUIRED TO APPLY TO A FRANCHISE BOARD FOR A PERMIT TO OPERATE. THIS BOARD MUST BE
FULLY APPRAISED OF POSSIBLE POLLUTING EFFECTS OF THE ENTERPRISE, AND WHAT CONTROL DEVICES
ARE TO BE USED TO COUNTERACT THE POLLUTION. THE SECOND PART CONTAINS A BRIEF COMMENTARY
ON THE MARINE DUMPING PROHIBITION ACT, WHICH CAME INTO FORCE ON JANUARY 1, 1972.
NOISE
AFR
SOUTH AFRICA REPORT ON POLLUTION
THE PLANNING ADVISORY COUNCIL OF THE PRIME MINISTER EPA
LR 3/00/72 PGS 15 ID* 00253
ALSO PM
*GENEBAL AIR RADIATION WATER
ASIA
JAPAN TOKYO FIGHTS POLLUTION AN URGENT APPEAL FOR REFORM
TOKYO METfiO GOVT BUREAU OF GEN AFFAIRS EPA
LR 3/00/71 PGS 267 ID* 00119
ALSO PM
*GENERAL AIR SOLID WASTE WATER
Figure 6.5
International Reports System
Sample from Subject Index
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04-13-73
ENVIRONMENTAL PROTECTION AGENCY
OFFICE OF INTERNATIONAL ACTIVITIES
CATEGORY/COUNTRY REPORT
PROG: OIA.CATG
CATEGORY:
LR
EUR
ITALY
FACTS ON FILE
VOL 32, NO 1645, 5-3
ENGLISH
GENERAL HATER
5/03/72 PCS 35583
LOG
ID# 00138
AN ITALIAN INDUSTRIALIST, ALBERTO REDAELLI, WAS ARRESTEC AND JAILED IN HILAN ON HAY 3
AFTER FAILING TO COMPLY WITH AN ORDER TO INSTALL ANTI-POLLUTION DEVICES IN HIS STEEL PLANT.
NETHERLANDS
ENVIRONMENTAL HEALTH IN THE NETHERLANDS
MINISTRY OF PUBLIC HEALTH AND ENVIRONMENTAL HYGIENE
ENGLISH 3/00/72 PCS 60
GENERAL WATER AIR NOISE
EPA
ID* 00239
SOLID HASTE
RADIATION
AFTER A SURVEY OF THE GENERAL ENVIRONMENT OF THE NETHERLANDS, THE BOOK TURNS TO
SPECIFIC PROBLEMS. THE FIRST OF THESE IS WATER: WATER SUPPLY, USE OF RESODRCES, QUALITY
CONTROL, AND WATER POLLUTION. UNDER THE LATTER, IT DESCRIBES SEWAGE DISPOSAL IN THE MAJOR
CITIES, NATIONAL STANDARDS AND GOVERNMENTAL ORGANIZATIONS, AND INTERNATIONAL PROBLEMS
ARISING IN CONNECTION WITH THE RHINE. THE SECOND POINT IS AIB: IN A SIMILAR FRAMEWORK
SUCH ORGANIZATIONS AS THE AIR POLLUTION COUNCIL AND LEGAL MEASURES SUCH AS THE AIR POLLUTION
ACT OF 1970 ARE DISCUSSED. RADIATION POLLUTION IS PRESENTED BRIEFLY IN TERMS OF RESEARCH
ORGANIZATIONS AND LEGAL MEASURES, AS ARE SOLID HASTES. FOUNDATIONS AND LEGAL MEASURES
AGAINST NOISE ABE ALSO GIVEN, IN PARTICULAR THE PUBLIC NUISANCE ACT WHICH AFFECTS ALL THE
ABOVE PROBLEMS. THE BOOK THEN PROCEEDS TO DISCUSS PROBLEMS ARISING FROM RECREATION AND
HOUSING AND THE POSSIBILITIES OF ANTI-POLLUTION TRAINING AND STUDY.
Figure 6.6
International Reports System
Sample from Listing by Category
GPO 907=642
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