EPA LIBRARY
NETWORK MANUAL
Revised June 1995
Compiled By:
Headquarters Library*?1.
U.S. Environmental Protection Agency
Room M2904, 3404 '
401 M Street, S.W. ,
, Washington, DC 20460
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March 1994 EPA Library Network Manual
TABLE OF CONTENTS
FOREWORD
CHAPTER 1 THE EPA LIBRARY NETWORK
1.1 INTRODUCTION 1.1
1.2 NETWORK COMMUNICATIONS 1.2
1.3 NETWORK PUBLICATIONS 1.3
1.4 NETWORK COLLECTIONS-SHARED RESOURCES 1.3
1.5 TECHNOLOGY IN THE NETWORK 1.4
1.6 COORDINATION WITH OTHER INFORMATION UNITS 1.5
1.7 THE ROLE OF THE HEADQUARTERS LIBRARY 1.5
CHAPTER 2 EPA HEADQUARTERS LIBRARY OVERVIEW
2.1 HISTORY 2.1
2.1.1 Organization 2.1
2.1.2 Staff 2.1
2.1.3 Hours and Location 2.1
2.2 LIBRARY SERVICES 2.2
2.2.1 Overview 2.2
2.2.2 Service Plan , 2.2
2.3 DESCRIPTION OF COLLECTIONS 2.4
2.3.1 Reference Collection 2.4
2.3.2 Main Collection 2.5
2.3.3 EPA Document Collection 2.5
2.3.4 Index and Abstract Collection 2.5
2.3.5 Periodical Collection 2.5
2.3.6 Special Collections 2.6
2.3.7 EPA Publications 2.7
2.3.8 Microform Collection 2.7
2.4 REPORTS 2.8
2.4.1 Weekly Reports 2.8
2.4.2 Other Reports 2.8
2.5 STAFF TRAINING AND ORIENTATION 2.8
2.5.1 -New Employee Orientation 2.8
2.5.2 Ongoing Training 2.8
CHAPTER 3 REFERENCE
3.1 INFORMATION SERVICES 3.1
3.1.1 Introduction 3.1
3.1.2 Service Priority 3.1
3.2 REFERENCE SERVICES POLICIES 3.1
3.2.1 Reference Philosophy 3.1
3.2.2 Desk Protocol 3.2
3.3 RESEARCH SERVICES 3.3
3.3.1 General Reference 3.3
3.3.2 Extensive Research 3.3
3.3.3 Response Time 3.3
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3.3.4 Referrals 3.3
3.4 DATABASE SEARCHES 3.4
3.5 CD-ROM DATABASES 3.5
3.6 CURRENT AWARENESS 3.5
3.7 BIBLIOGRAPHIES 3.5
3.8 REFERENCE SERVICES PROCEDURES 3.6
3.8.1 Reference Desk Staffing 3.6
3.8.2 Database Searches 3.7
3.8.3 Local Area Network (LAN) Access 3.8
3.8.4 CD-ROM Databases, Online Library System and EPA/NOAA LINC 3.8
3.9 CURRENT AWARENESS SERVICES/PROCEDURES 3.8
3.9.1 Selected Dissemination of Information (SDI) 3.8
3.9.2 Enviro-Newsbrief 3.9
3.9.3 The Catalyst 3.9
3.11 REPORT AND STATISTICS 3.9
CHAPTER 4 ONLINE LIBRARY SYSTEMS
4.1 INTRODUCTION 4.1
4.2 BACKGROUND ' 4.2
4.3 SCOPE 4.2
4.4 SEARCHING OLS 4.3
4.5 ACCESS 4.3
CHAPTER 5 COLLECTION DEVELOPMENT
5.1 INTRODUCTION 5.1
5.2 COLLECTION DEVELOPMENT POLICY 5.1
5.2.1 Introduction -. 5.1
5.2.2 General Selection Policy 5.1
5.2.3 Reference Collection Policy 5.2
5.2.4 EPA Documents 5.3
5.3 SELECTION PROCEDURES 5.4
5.3.1 Sources for Selecting Materials 5.4
5.3.2 Processing Purchase Recommendations 5.6
5.3.3 Materials Selection 5.7
5.3.4 Journals 5.8
5.3.5 Donations 5.8
5.3.6 Other Free Materials 5.10
CHAPTER 6 ACQUISITIONS
6.1 INTRODUCTION 6.1
6.2 PREPARING ORDERS 6.1
6.2.1 Preparing Book/Video Orders 6.1
6.2.2 Preparing Serial Orders 6.5
6.2.3 Preparing Newspaper Orders 6.6
6.2.4 Preparing Microfilms Orders 6.6
6.3 ACQUISITIONS DATABASES 6.7
6.3.1 Acquisitions Database 6.7
6.3.2 Serials Database 6.8
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CHAPTER 7 SERIALS MANAGEMENT
7.1 INTRODUCTION 7.1
7.1.1 Description 7.1
7.1.2 Access 7.1
7.1.3 Sources 7.1
7.2 SERIALS CONTROL 7.2
7.2.1 Introduction 7.2
7.2.2 DataEntry 7.2
7.2.3 Check-In Procedures 7.4
7.2.4 Claiming 7.5
7.3 FINAL PROCESS 7.6
7.3.1 General 7.6
7.3.2 Looseleaf Services 7.7
7.3.3 Newspapers 7.8
7.4 MICROFORMS 7.8
7.4.1 Introduction 7.8
7.4.2 Microfiche Storage The Times Two Cabinets 7.9
7.4.3 Microfiche Procedures 7.9
7.4.4 Microfilm Procedures 7.10
7.5 STATISTICAL REPORTS 7.11
7.5.1 Serials Ordered 7.11
7.5.2 Serials Received 7.11
7.5.3 Serials Use 7.12
CHAPTER 8 INTERLIBRARY LOAN
8.1 INTRODUCTION 8.1
8.2 POLICY 8.1
8.2.1 Introduction 8.1
8.2.2 Borrowing 8.1
8.2.3 Lending 8.3
8.3 BORROWING PROCEDURES , 8.5
8.3.1 Introduction 8.5
8.3.2 Receiving Requests from EPA Patrons 8.5
8.3.3 Processing the Requests 8.5
8.3.4 Receiving Materials and Notifying Requesters 8.6
8.3.5 Receiving items returned by EPA patrons 8.8
8.3.6 Overdues and Recalls 8.8
8.3.7 Renewals 8.9
8.4 LENDING PROCEDURES 8.10
8.4.1 Receiving and Processing Requests '. 8.10
8.4.1 Overdues and Recalls 8.11
8.4.2 Renewals 8.13
8.5 FEES 8.13
8.6 RECORD KEEPING 8.14
8.6.1 Transaction Files 8.14
8.6.2 dBase Lending and Borrowing 8.14
8.6.3 Statistics 8.15
8.7 MAILSERVICE 8.16
CHAPTER 9 CIRCULATION
9.1 INTRODUCTION 9.1
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9.2 CIRCULATION POLICY 9.1
9.2.1 Renewals 9.1
9.2.2 Recalls 9.1
9.2.3 Overdues 9.2
9.2.4 Reserves 9.2
9.2.5 Termination of employment 9.2
9.2.6 Replacement of lost or damaged materials 9.2
9.3 CHECK OUT/CHECK IN PROCEDURES 9.3
9.3.1 Identification 9.3
9.3.2 Circulation Record 9.4
9.3.3 Circulation Period 9.5
9.3.4 Check-in/Out Procedures for Borrowers Outside Waterside Mall 9.7
9.3.5 Replacement of Lost or Damaged Materials 9.8
9.4 AUTOMATED CIRCULATION SYSTEM 9.9
9.4.1 Reports Produced 9.9
9.4.2 Report Frequency 9.10
9.4.3 Report Distribution 9.10
9.4.4 Use of reports 9.10
9.5 OVERDUES AND RECALLS 9.11
9.5.1 Overdue Procedures 9.11
9.5.2 Recall Procedures 9.12
9.6 RESERVES 9.12
9.6.1 Recall of Requested Items 9.12
9.6.2 Recording the Reserve Request 9.12
9.6.3 Maintaining the Reserve List 9.12
9.6.4 Circulation of Reserve Material 9.13
9.7 STATISTICS 9.13
CHAPTER 10 COLLECTION MAINTENANCE
10.1 INTRODUCTION 10.1
10.2 WEEDING POLICIES 10.1
10.3 RETENTION POLICIES 10.2
10.3.1 Books/Monographs 10.2
10.3.2 EPA Reports 10.2
10.3.3 Serials '. 10.2
10.3.4 Other Criteria 10.2
10.3.5 Discarding 10.3
10.4 INVENTORY 10.3
10.5 SHELVING 10.5
CHAPTER 11 CATALOGING
11.1 INTRODUCTION '. 11.1
11.1.1 National Cataloging Center (NCC) 11.1
11.1.2 The Catalog 11.1
11.1.3 Standards 11.3
11.2 PROCEDURES 11.4
11.2.1 Receipt of Work 11.4
11.2.2 General Cataloging Procedures 11.5
11.2.3 EPA Documents 11.5
11.2.4 Special Collections 11.6
11.2.5 Audio-Visual Collections 11.7
11.2.6 Physical Preparation of Cataloged Material 11.7
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11.2.7 The Verification Listing - Correcting Cataloging Errors 11.7
11.2.8 Journal Holdings Report 11.8
11.3 REPORTING AND STATISTICS 11.8
11.3.1 Statistics 11.8
CHAPTER 12 LIBRARY OUTREACH ACTIVITIES
12.1 INTRODUCTION 12.1
12.2 OUTREACH ACTIVITIES 12.1
12.2.1 General Tours 12.1
12.2.2 Special Tours 12.1
12.2.3 Open Houses 12.2
12.2.4 Exhibits 12.3
12.2.5 Displays and Signs 12.4
12.2.6 Surveys and Evaluations 12.5
12.2.7 User Training 12.6
12.2.8 Publicizing Activities and services 12.6
12.3 PUBLICATIONS 12.7
12.3.1 TheCatalyst 12.7
12.3.2 Bibliographies 12.7
12.3.3 Brochures, Catalogs and Flyers 12.8
12.3.4 Other Publications 12.8
CHAPTER 13 THE ELECTRONIC LIBRARY
Chapter Overview '. i
13.1 INTRODUCTION 2
13.1.1 Chapter Purpose .- 2
13.1.1.1. What it's not 2
13.1.1.2 ' Whatitis 2
13.1.1.3 What's in it 2
13.1.2 What is Automation? 2
13.1.3 What is the Electronic Library? 3
13.1.4 Why Automate? 3
13.1.4.1 Benefits 4
13.1.5 Process and Definitions 4
13.2 NEEDS ANALYSIS 6
13.2.1 Statement of Objectives 7
13.2.2 Library Mission 8
13.2.3 Policies and Procedures 9
13.2.4 Library Records 9
13.2.5 User Expectation 0
13.2.6 Costs and Benefits 10
13.2.7 Current and Available Funding 11
13.2.8 Current and Available Staff 12
13.2.9 Risks 12
13.2.10 Using the Needs Analysis 13
13.3 PLAN 13
13.3.1 Phase oneSelect Package 14
13.3.1.1 Performance Specifications 14
13.3.1.2 Package Identification 14
13.3.1.3 Analysis of Candidates 16
13.3.1.4 Selection of Package 17
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13.3.2 Phase twoWrite the Plan 17
13.3.2.1 New Policies and Procedures 18
13.3.2.2 Package Acquisition 18
13.3.2.3 Staff Adjustments 18
13.3.2.4 Site Preparation 18
13.3.2.5 Records Conversion 19
13.3.2.6 Staff/user Orientation 19
13.3.2.7 System Launch 20
13.3.2.8 Promotion 21
13.3.2.9 Back-up 21
13.4 IMPLEMENTATION 22
13.5 EVALUATION 23
13.6 AUTOMATION BY LIBRARY FUNCTION 23
13.6.1 Reference Services 24
13.6.1.1 CD-ROM 25
13.6.1.2 Online Services 25
13.6.1.3 Electronic Catalogs 27
13.6.1.4 Ready-Reference Service 27
13.6.2 Technical Services 28
13.6.3 Circulation 29
13.6.4 Office Functions 30
13.6.4.1 Accounting 30
13.6.4.2 Publishing 31
13.6.4.3 Word Processing 31
13.6.5 Communications 31
13.6.5.1 Local and Wide Area Networks 32
13.6.5.2 Electronic mail : 33
13.6.5.3 Internet 34
13.6.5.4 NREN 36
13.6.5.5 ISDN 36
13.6.5.6 Network Implications 37
13.6.6 The Ultimate Electronic Library 38
13.7 CONCLUSION 39
CHAPTER 14 DISASTER PREPAREDNESS
14.1 INTRODUCTION 14.1
14.2 PREVENTIVE MEASURES '. 14.1
14.3 STEPS FOR PREPARING YOUR DISASTER PLAN 14.2
14.4 INSTRUCTIONS FOR DEALING WITH DAMAGED MATERIAL 14.3
14.4.1 Things to Avoid 14.3
14.5 RECOVERY OF DAMAGED MATERIAL 14.4
14.5.1 Supplies Needed for Recovery 14.4
14.6 REHABILITATION OF DAMAGED LIBRARY MATERIAL 14.5
RESOURCES
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FOREWORD
The Library Network Manual is designed as a tool for the EPA Library Network Libraries and
Library managers to use to better understand the nature of their library and how it works. It is offered
as a springboard for generating new ideas and different ways of thinking about how your library
works and interacts with its user population.
Based on the Headquarters Library Policy and Procedures Manual, the Network Manual
includes chapters on all functional areas of a library. Included are new chapters on disaster
preparedness and the electronic library. In addition, there is also a Resources section for further
information on key library topics. It is not intended for you to adopt the policies and procedures in
this manual but for you to review it with your library in mind and develop policies and procedures
that are relevant to your library environment.
Any questions you have about the Network Manual or its content should be referred to Jonda
Byrd, National Library Program Manager at 513-569-7183.
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EPA Library Network Manual March 1994
CHAPTER 1: THE EPA LIBRARY NETWORK
1.1 INTRODUCTION
The EPA library network began operating in June, 1971, formed from the libraries serving the
agencies and organizations united under President Nixon's Reorganization Plan Number 3, July 9,
1970. The EPA library network was developed to support the Agency's mission by providing its
staff with ready access to a variety of information resources. The library network serves all
categories of library users, but its primary mission is to serve the information needs of the EPA staff.
There are currently 28 libraries in the network located at Headquarters, in the Regional offices
and in the laboratories. These libraries vary greatly in size, collections, services and policies, and
there are few information science concepts that have not been implemented in one way or another in
the network.
The Information Access Branch (IAB), part of the Information Management and Services
Division (IMSD), at EPA Headquarters in Washington, DC, provides overall policy guidance,
technical direction and coordination of the library network. The Library Network Program Manager
develops policies, coordinates information services and procurement, and acts as a liaison between
the network and other Agency programs. The Library Network Coordinator supports the Program
Manager, facilitating effective communications, development of publications, and promotion of the
network.
Organizationally, most Regional libraries are located within the Agency's information
resources management sections. Because there are significant differences in the libraries'
management and policies, the operational procedures of the libraries are different. However, the
libraries have in common their service orientation, their professional affiliation, and their major
functions. It is interesting to note that for much of the EPA library system's history, some library
staff have been contractors rather than Federal employees, receiving technical direction from
information managers at their location.
A review of the history and current state of the libraries reveals that the network is
characterized by diversity and innovation. Future decisions and plans for the network will be made in
the context of that history, to preserve the diversity that has become so valuable to the Agency.
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1.2 NETWORK COMMUNICATIONS
Communication among the network's members is an important part of it's infrastructure. The
network libraries maintain communication through a variety of means:
The annual meeting of librarians is an opportunity to discuss the year's activities, announce
future plans, receive training, discuss procedures, and reach a consensus on policy issues.
- On occasion other groups are invited to join this meeting, such as the Information
Resources Management Branch Chiefs or librarians from a related Federal agency, such
as NOAA, enhancing the scope of presentations and discussions.
- In some years annual meetings have not been held.
A monthly bulletin, InfoAccess. compiled and edited by IAB, is another important channel
of communication between the librarians.
- Announcements are made of new procedures, changes in personnel and addresses, new
services offered, and current activities of the libraries.
- The librarians contribute articles and use InfoAccess as a means of sharing answers to
questions about new methods of delivering information service.
The use of a shared cataloging network, OCLC, is another means of communication
between the libraries.
- OCLC improves access to resources through interlibrary loan and cooperative collection
development.
The libraries contribute to and share a union catalog referred to as the Online Library System
(OLS). See Chapter 4 for more information on OLS.
The Agency's electronic mail system, All-in-1, is used to send messages and transfer files
electronically between network members.
Electronic mail distribution lists are used to disseminate information, survey the network,
and share ideas.
Teleconferences are scheduled as needed to discuss time-critical issues and projects
involving multiple network members.
The Network continually investigates new technology for mechanisms to improve
communications among its members and communications between members and their clients.
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1.3 NETWORK PUBLICATIONS
The network, with the assistance of IAB staff, produces a series of publications on topics
such as space planning and design, computer networks, and environmental sources of information. It
also develops brochures and flyers to promote the network to Agency staff, information professionals
in Federal, State, and local agencies; academic institutions; businesses; and the general public.
INFOACCESS, the monthly bulletin of the Information Access Branch, is used to announce
network activities and services, promote Agency and network publications, educate the network about
new technology, and facilitate communications by providing a directory of network contacts that is
updated every other month.
Most of the network libraries regularly produce bibliographies on selected environmental
topics at the request of EPA program offices. Library staff works with program staff to select
citations of current materials on subjects such as radon or indoor air pollution. The resulting
bibliographies arc well-organized, neutral sources of information that can be used when answering
public requests for environmental information. The libraries also produce brochures and flyers
describing library resources and services.
The network maintains a file of network member publications at the Headquarters Office.
This file can be referenced by network members for ideas when revising existing publications or
developing new ones. The materials can also used for network displays and exhibits at conferences
sponsored by the Agency and a variety of professional associations.
1.4 NETWORK COLLECTIONS - SHARED RESOURCES
Considering the diversity and range of materials represented by the network collection as a
whole, one of the most important benefits of participating in the network is the ability to share
resources. The Agency's Online Library System (OLS) provides access to a combined collection of
more than 150,000 books, 5,100 journal titles, 364,000 hard copy reports and 3,200,000 documents
on microfilm and microfiche. In addition, a combined list of the journals owned by the libraries is
produced annually, providing access to timely information on a wide variety of environmental topics.
EPA libraries around the nation have developed special collections of resources to support the
needs of their primary clients. The collections are generally organized abound a single environmental
topic such as risk, pollution prevention, acid rain, international issues, air and water quality, and
hazardous waste. Some special collections are organized around regional information such as the
Chesapeake Bay collection in the Annapolis library. Some of the libraries themselves are special
collections, such as the Law Library, the NEIG Library, and the Office of Pollution Prevention and
Toxics Library.
Technical services (cataloging, interlibrary loan, acquisitions, and serials control) and special
services (i.e., database searching) have gone through phases of centralization and decentralization.
The centralization took place at different locations depending on the current conditions in the system.
For example, system-wide automated systems originated and are maintained from the National Data
Processing Division (OARM/NDPD) in Research Triangle Park in NC.
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1.5 TECHNOLOGY IN THE NETWORK
EPA network librarians are especially adept at using technology to disseminate information.
Current awareness products, database search results, and table of contents routing are now being
distributed through electronic mail, Local Area Network (LAN) connections, and other electronic
means. Many of the libraries' clients work from terminals located at their desks, and this access to
the library's resources is becoming an essential part of their work routine. Development of new
techniques for electronic dissemination of information is one of the major topics of discussion for
network librarians.
The following are some examples of electronic technology currently being used to disseminate
information to Agency staff and other interested individuals:
Online Library System. The Agency offers public access to its Online Library System as a
means of sharing environmental information. Dial-in and Internet access are available to EPA staff
and the public from any location with the proper equipment.
Hazardous Waste Superfund Database. Another example of technology in action is the
Hazardous Waste Superfund Database produced by the Headquarters Library. This database was
created to provide a unified resource of major hazardous waste reports, books, and journals available
throughout the network. The database is available on OLS, and a Folio Views version can be
accessed at the Headquarters Library location.
Test Methods Database. A third example of electronic access to information developed within
the network is the Test Methods Database. The Region 1 Library created this database to provide
information on approved procedures for measuring the presence of pollutants, evaluating properties
of substances, and measuring the effects of substances under various conditions. The database can
be used at many EPA libraries.
EZ-REF/EZ-HAZ. It is a menu-driven, user-friendly system which provides a shell for
management of bibliographic information. EZ-REF/EZ-HAZ is used for a variety of projects around
the network. The library network shares the software with interested program offices.
Network librarians keep up-to-date with new developments as much as possible. The
network publications and teleconferences facilitate the sharing of information to support this important
professional challenge. For example, a few of the libraries are currently implementing the use of bar
coding equipment to better manage their collections and circulation of materials to the clients. Their
experiences with the implementation of this technology will benefit all of the network libraries.
Several network libraries prepare regular summaries of news or meetings in their special area
of interest for distribution through All-in-1.
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1.6 COORDINATION WITH OTHER INFORMATION UNITS
All network libraries coordinate their activities with other EPA information units, such as
publications distribution offices, dockets, translation services, and information centers. As EPA has
grown, the information it collects, organizes and produces, through both traditional and automated
methods, has grown. The need for the libraries to coordinate information services with other EPA
information services grows along with the proliferation of EPA's non-library information activities.
The Information Access Branch produces an annual directory of EPA information resources
entitled, ACCESS EPA. This volume facilitates better access to EPA information for the public and
assists EPA information professionals in making appropriate referrals. Most EPA libraries and other
information units are open to the public and serve as a convenient and visible reference point to the
local community. It lists libraries, information centers, dockets, hotlines, clearinghouses, and EPA
databases and models.
The librarians possess a storehouse of knowledge to share and do so through demonstrations,
workshops and lectures. Several of the Regional librarians offer tours of their libraries to promote the
sharing of information resources with the local community. Many of the Regional libraries also have
special contacts with the State librarians in their Region. By working with their counterparts in State
and local libraries, EPA librarians educate others on the sources of technical and environmental
information.
1.7 THE ROLE OF THE HEADQUARTERS LIBRARY
The Headquarters Library is necessarily special in the EPA library network because it is
physically located at the EPA Headquarters. The Library is situated near the offices of the
Information Access Branch that coordinates the Library Network. Whenever appropriate, the
Headquarters Library strives to develop model procedures and services, and to act as a conduit of
communication for the EPA library network.
In terms of collection development, the Headquarters library historically and currently is
responsible for collecting social, economic, administrative, scientific and technical, legislative and
management information resources for the network. These resources are used by EPA staff for
policy analyses and decision-making.
The EPA Headquarters Library is also responsible for collecting and organizing, i.e.
cataloging, EPA publications.
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CHAPTER 2: EPA HEADQUARTERS LIBRARY OVERVIEW
2.1 HISTORY
The Headquarters Library is the general library for EPA Headquarters in Washington, DC.
The Library was established in October 1972, with the collection of the former Federal Water Quality
Administration as its nucleus.
To support the Agency's mission, the collection emphasizes environmental management,
policy planning, administration and analysis. Materials on human resources and general management
issues are also maintained.
The Library is also responsible for collecting and organizing, i.e. cataloging, EPA
publications.
2.1.1 Organization
The Headquarters Library is located organizationally under the Information Access Branch,
Information Management Services Division, Office of Information Resources Management, Office of
Administration and Resources Management. Technical direction is provided by the National Library
Program Manager.
2.1.2 Staff
A staff of 4 professionals and 3 paraprofessionals operate the Headquarters Library,
including the Hazardous Waste collection. A Head Librarian/Coordinator oversees all library
operations. The Office of Water has funded an additional professional librarian position since 1989.
2.1.3 Hours and Location
The Headquarters Library is open to researchers Monday through Friday from 10:00 A.M. to
2:00 P.M., except for Federal holidays.
The library address is:
Headquarters Library
U.S. Environmental Protection Agency
Room M2904, 3404
401 M St., S.W.
Washington, DC 20460
The telephone number is (202) 260-5921.
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2.2 LIBRARY SERVICES
2.2.1 Overview
Library staff provides the full range of library services, including reference, research,
circulation, acquisitions, cataloging and interlibrary loan. Levels of service vary according to library
user group.
Library administrative staff developed a service plan to provide guidelines of service for the
various library user groups. The Headquarters Library is open to any interested party, but primary
consideration is reserved for EPA employees.
2.2.2 Headquarters Library Service Plan - November 1991
Reference Services
Reference service is provided for all library users, either by telephone, electronic mail, FAX,
or in person. First priority is given to EPA Headquarters staff and authorized contractors, students
and interns; second priority is given to EPA regional and laboratory staff. Authorized contractors,
students and interns have a library services form signed by the EPA project officer or work
assignment manager on file in the library. Followed by other government agencies, including
Federal, state, local; not-for-profit organizations; educational institutions; and the general public, in
that order.
All library users may utilize the library's catalog, whether microfiche, EPA/NOAA LING or
the Online Library System. Similarly, all users may use the various collections on-site.
All users may access the library's collection of CD-ROM databases and paper indexes, as well
as locally available EPA databases, such as IRIS and EMMI.
Library staff will assist all patrons with locating information within the library or the Agency;
however, EPA staff requests take precedence over non-EPA requests. If unable to assist a non-EPA
requestor, library staff will make an appropriate referral to an agency or organization that can assist
the requestor. Library staff will contact outside agencies for EPA staff.
Public requests for information on how to obtain copies of EPA documents are referred to the
Public Information Center (PIC). If PIC is unable to locate the source of the document, PIC staff
may refer the request to the library for further research.
Commercial database literature searches are available only for EPA Headquarters staff.
Searches will be done for Agency contractors only at the direct, expressed request of the Delivery
Order Project Officer (DOPO) or Work Assignment Manager (WAM). Literature search requests
from Office of Pollution Preventions and Toxics (OPPT) staff are referred to the OPPT Library.
Literature searches may not be performed for non-EPA requestors. Non-EPA requestors will be
referred to their public or university library for a literature search. Library staff may suggest
appropriate databases for use.
Rush literature searches can be accommodated for EPA Headquarters staff. Generally,
literature searches are completed within three working days of the request.
Selected Dissemination of Information (SDI) services are available for EPA Headquarters
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staff. SDI searches are literature searches run on an automatic periodic basis to locate sources on a
particular topic. Requests for SDI searches are submitted to the Head Librarian/Coordinator.
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Circulation Services
Library materials, including monographs, journals, and audio-visual materials, may be
checked out by EPA Headquarters staff and authorized contractors only. Monographs and reports
circulate for three weeks, journals and audio tapes for two weeks, and videos for 24 hours.
Special arrangements may be made by other onsite Federal employees to borrow library
materials.
All library materials can be checked out except reference materials from the general and
INFOTERRA collections, materials from the abstracts and indexes, microforms, newspapers,
looseleaf services and current issues of journals. Federal materials, such as the Code of Federal
Regulations, the Federal Register and the Weekly Compilation of Presidential Documents do not
circulate as well.
Under special circumstances, reference materials may circulate. Permission is granted by the
Head Librarian responsible for that collection.
Renewals may be requested via telephone by EPA employees, interns and authorized
contractors provided the item(s) are not on reserve for someone else. Books and reports may be
renewed for two weeks. Video tapes may be renewed for another 24 hours.
Monographs, documents and audio-visual materials are reserved by circulation staff.
Photocopying
As a rule, library staff does not make photocopies for library users.
Non-EPA persons are allowed to make up to a total of 25 photocopies per day. The same
restriction applies to microfiche and microfilm copies, and copies generated on the computer printers.
EPA employees, interns and contractors are not limited by this restriction.
Replacement of Lost or Damaged Items
The borrower is responsible for all items signed out. Borrowers are charged the current
market price for library materials that are lost or damaged. It is possible for the borrower to replace
the item directly, rather than simply tendering payment. Questions on replacement costs should be
directed to the Head Librarian/Coordinator, one of the reference librarians, or the Acquisitions
Librarian. Checks or money orders must be made out to the Environmental Protection Agency and
are given to the Head Librarian/Coordinator. The Head Librarian/ Coordinator will forward the check
to the EPA's Financial Services Division.
Interlibrarv Loan Services
Interlibrary loan (DLL) services are available for EPA Headquarters staff to borrow items not
owned by the Headquarters Library. ILL requests from OPPT staff are referred to the OPPT Library.
ILL services are not available for contractors, students, interns or fellows.
Requests can be made using the available request forms in the library, over the telephone or
via E-mail. Requests are limited to 15 per week. Requests should be prioritized by the requestor.
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Requests are placed in the order received, with attention paid to the dates of need indicated by
the requestor.
Rush or emergency requests are given top priority. The interlibrary loan librarian may choose
to use a document delivery service when a fast delivery time is required. ILL staff may ask that
material be faxed to the library.
ILL staff will also lend Headquarters Library materials to other libraries; never to an
individual. There is no charge for this service. Borrowing libraries are limited to 5 requests per
week.
Requests from other EPA libraries are given top priority, followed by other government
libraries, and ail other libraries. ILL staff will respond to rush requests from other libraries,
whenever possible.
Lending requests may be made via OCLC, fax, mail and telephone. A follow-up American
Library Association (ALA) ELL form is required after telephone requests from non-EPA libraries.
Materials are sent to borrowing libraries by first class mail or UPS. If the borrowing library
requests shipment by Federal Express, they must supply their own Federal Express number.
Photocopies will be faxed to other libraries upon request. Local libraries may also send messengers
to pick-up materials.
2.3 DESCRIPTION OF COLLECTIONS
2.3.1 Reference Collection
Materials in the reference collection do not circulate. A select group of reference monographs
and serials are kept behind the reference desk as a security precaution. The reference collection
includes:
Annual reports
Bibliographies
Directories
Encyclopedias
EPA Directives
The reference collection, like the main collection, is classified by the Library of Congress
(LC) classification system. Call numbers on the reference materials are preceded with "REF" to
distinguish them from materials in the main collection. Subject, author and tide access to all
collections is available through the Online Library System and the EPA/NOAA LINC.
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2.3.2 Main Collection
The main collection is also known as the general or circulating collection. It is cataloged using
the LC classification system and consists of:
Government Documents
Reports
Trade and commercial monographs
Other materials treated as monographs, such as conference proceedings or series
2.3.3 EPA Document Collection
Until December 31,1992, paper copies of EPA reports were cataloged using a numbering
system similar to accession numbers. This numbering system was known as the EPAX system.
EPAX documents relating to some special collections are shelved with those special collections and
marked with a color coded dot Beginning January 4,1993, all EPA documents are cataloged and
shelved according to their assigned EPA report number. The EPA document collection is shelved
separately from the other collections; the section arranged by EPA report number is shelved
immediately after the EPAX collection.
2.3.4 Index and Abstract Collection
The extensive index and abstract collection is used for current and historical subject retrieval,
for collection development, and for verification of bibliographic citations. The indexes are shelved
alphabetically by tide.
Many of the indexes include abstracts of the indexed material that can often be used by the
researchers in lieu of the source material.
2.3.5 Periodical Collection
The periodicals range in type from general news magazines to special interest journals. They
range in form from glossy magazines to newsletters and newspapers. The subject range of the
periodicals parallels the monograph collection.
The periodicals are shelved in alphabetical order by title. Whenever possible, periodicals
older than two years are kept on microfilm.
Three newspapers are part of the periodical collection: The New York Times. Washington
Post and the Wall Street Journal.
The periodicals are cataloged using OCLC. The EPA Network Journals Holdings Report is
produced once a year from the OCLC records by the National Cataloging Center.
Library staff produces the Subject Guide to Journals, in the Headquarters Library, which is a
list of current subscriptions arranged by subject and title.
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2.3.6 Special Collections
The Headquarters library develops special collections in response to requests from the
National Library Network Program Manager. The IAB staff survey EPA program information needs,
and works with the library staff to determine if a special collection is an appropriate response to those
needs. The library staff participates by discussing the information need, recommending technical
procedures, and reviewing information resources.
The library currently has special collections on Hazardous Waste Superfund, Information
Resources Management, International Issues, Management, Test Methods and Water. The
Hazardous Waste Superfund Collection, the most fully developed, is an EPA Library Network
collection with titles held by 17 selected libraries.
The Hazardous Waste Superfund Collection, established in 1986 consists of books, EPA
reports and Office of Solid Waste and Emergency Response (OSWER) directives. At the
Headquarters Library it is shelved as a separate collection together with current issues of serials that
contain hazardous waste information.
The Management Collection consists of books, Federal agency reports and audio-visual
materials with an emphasis on human resource and general management issues.
The International Collection was established in 1989 as an extension of INFOTERRA, an
international referral system of the United Nations Environmental Programme (UNEP). The
collection includes books, country specific files and vertical files. The staff responds to requests for
information from a world-wide audience. -"
The Information Resources Management Collection was developed as a special collection in
the summer of 1989 and includes books, technical reports, journals, serials, videos and CD-ROMs
focusing on computer technology, artificial intelligence and information resource management
policies.
The Test Methods Collection was developed at the request of the Office of Regulations and
Standards, Office of Water, and contains copies of selected EPA approved test methods. The original
collection contained primarily water test methods; the collection has been expanded to include other
media test methods. A duplicate of the original collection was sent to the AWBERC Library,
Cincinnati, OH.
The Water Collection was established as a separate collection in January 1989, to support the
Office of Water. The Water collection contains books, EPA reports, journals and serves the staff of
Office of Water and the general public.
The Pollution Prevention Collection (PPC) was established in xxxx as part of the Pollution
Prevention Information Clearinghouse (PPIC). The PPC contains books, EPA reports, and selected
journals and serves primarily the Pollution Prevention Division in its outreach effort as well as the
general public.
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2.3.7 EPA Publications
EPA conducts and supports extensive research on a wide range of environmental topics and
has published thousands of reports based on this research. The Headquarters Library has a large
collection of EPA reports, both in paper and microfiche. The EPA Headquarters Library has a unique
mission to preserve and organize, i.e. catalog, all EPA published materials. Staff should actively
seek and request copies of publications not already part of the collection.
EPA Directive 2260 Scientific and Technical Publications Manual directs Agency staff to
provide for distribution of documents to EPA Libraries. At a minimum, two copies are to be supplied
to the Headquarters Library and the National Technical Information Service (NTIS). [Chapter 4,
Section 4a(9) and (10)] In conjunction with this directive, in 1990, IAB established an arrangement
with the EPA Print Shop whereby two copies of all documents processed through the print shop will
be sent to the Headquarters Library. The Acquisitions Librarian will also contact program offices
directly to obtain copies of new reports.
Due to space constraints, library staff is not able to maintain paper copies of EPA reports
indefinitely. The library receives microfiche copies of all EPA reports filed with NTIS. Paper copies
are retained for five years. If the report is duplicated on microfiche, the paper copy is discarded.
Hard copies of reports not duplicated on microfiche are retained indefinitely.
2.3.8 Microform Collection
The microform collection is extremely useful as a space-saving alternative to paper copies of
materials, especially journals and newspapers.
The microfiche collection is by far the most extensive part of the microform collection, and
it contains more types of information from more varied sources. The largest section of the microfiche
collection is made up of EPA and other federal agency documents from NTIS.
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2.4 REPORTS
2.4.1 Weekly Reports
Library staff prepares and submits weekly reports summarizing their activities during that
week, to the Head Librarian/Coordinator. Staff members use this opportunity to report on the status
of assignments, and to notify the Head Librarian/Coordinator of potential problems or concerns.
The Head Librarian/Coordinator submits a weekly report detailing significant events,
problems, and status of projects to the National Library Program Manager. This report facilitates
communication between library staff and the National Library Program Manager and keeps the
Manager informed about library operations and projects.
2.4.2 Other Reports
The Head Librarian/Coordinator will also prepare other reports upon request. These include:
a brief report on a selected library activity for inclusion in the IAB weekly report
quarterly statistical report
recommendation for new capital expenditures, database services or books and journals
status of projects and assignments
2.5 STAFF TRAINING AND ORIENTATION
2.5.1 New Employee Orientation
To acquire a solid understanding of the Agency's mission and the Headquarters Library's
goals, new library employees receive a thorough orientation. In addition to their specific job
responsibilities, staff are briefed on:
Agency organization and mission
Headquarters Library organization
Library policies and procedures, including the service plan and desk protocol
EPA-specific publications and databases used frequently by library staff, such Agency
directives and the Online Library System.
2.5.2 Ongoing Training
Staff members are encouraged to keep abreast of new developments in technology, and
changes in the Agency's mission.
As EPA-developed databases become available, staff acquire proficiency in their use. With
the approval of the DOPO, staff members will receive instruction in the proper use of EPA databases.
Staff who develop expertise in an area or system will train others in the use of those systems.
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CHAPTER 3: REFERENCE
3.1 INFORMATION SERVICES
3.1.1 Introduction
Reference Librarians and Reference/Circulation Technicians respond to information requests
from EPA staff and the general public, anticipate EPA staff information needs, disseminate
information to EPA staff, and make library resources accessible to library users.
3.1.2 Service Priority
EPA Headquarters employees receive highest service priority, followed in order by EPA
regional and laboratory libraries and employees, authorized EPA contractors, Federal government
agencies, other government agencies, not-for-profit organizations, and the general public. A
reference team of a librarian and a technician are available for information service at all times during
library hours. The reference team gives reference assistance in the use of the catalog, equipment, in-
house databases, CD-ROMS and complex reference sources.
3.2 REFERENCE SERVICES POLICIES
Library management staff established information services policies to ensure consistent,
quality reference service and to provide guidelines for appropriately handling requests from the
library's various user groups. Examples of Headquarters Library reference policies are'given below.
3.2.1 Reference Philosophy
In August 1991, reference staff adopted a Reference Philosophy as a guideline for providing
quality reference service. Library staff members make a commitment to quality service and make
every effort to maintain that quality.
Nothing is absolute. Each transaction requires use of the individual's judgement. There are
policies and guidelines in place as aids; however, everything cannot be categorized.
NEVER SAY NO. Within the context of the library's policies and guidelines, staff can
provide some response.
Know what you don't know and don't be afraid to admit it. Be truthful with patrons.
NOTE: "I don't know" is not an answer.
Call patrons to update them on the status of their request, even if you haven't located an
answer yet. Don't let them think you've forgotten them.
Make the Library the last call the patron makes. Make smart referrals. Contact the potential
referral yourself before referring the patron if you are uncertain that they will truly be able to
respond to the patron's inquiry. This applies to referrals inside and outside EPA.
Cultivate listening and speaking skills. Ask the patron if you have answered his/her
question. If communication problems develop, ask another staff member to talk to the
patron.
Autonomy is not the best reference policy. Working alone is not always
expedient. Confer with other librarians; ask other staff for assistance.
Continue to become aware of library resources. Be proactive in learning about new sources
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and topics.
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3.2.2 Desk Protocol
Library staff also adopted a reference/circulation desk protocol to ensure behavior and work
patterns.
One reference librarian and one library technician are on duty at the public service desks at
all times. The librarian and the technician work together as a team.
Notify partner when leaving the desk area.
One team member must be in desk vicinity at all times.
The telephone should not ring more than four times before it is picked up.
When placing callers on hold, ASK if they will hold and WAIT for an answer.
Monitor length of reference calls with non-EPA persons. If an EPA employee is waiting in
person or on the phone, limit non-Agency reference calls to five minutes.
Acknowledge quickly. Make eye contact. Let patrons know you know they are waiting and
will be with them shortly.
Maintain a business-like demeanor at the desk, sit properly in desk chair.
Remember telephone manners. Speak clearly and politely.
Personal calls or visits while on the desk are not allowed.
Reading the newspaper, popular magazines or doing homework at the desk is not
appropriate.
Keep an open, friendly demeanor. Be aware of your tone of voice and facial expressions
when dealing with patrons.
When taking requests, ask time frame, organization, or EPA office. Let the patron know
when you'll be getting back to them.
Refer complaints to the Head Librarian/Coordinator. If the Head Librarian/Coordinator is
not available, take the person's name, telephone number and general information about the
complaint and let them know they will be contacted.
Keep in mind that numerous library staff phones bounce to the circulation or reference
desks. Ask the caller if they have tried the direct number first. If they have, the staff person
is either on the phone or not at their desk. Offer to take a message.
Do not bring food or drink to the reference desk, circulation desk, or other public service
areas.
When off-desk, be available and willing to assist on-duty staff during heavy business
periods.
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3.3 RESEARCH SERVICES
3.3.1 General Reference
General reference services include:
Responding to onsite and telephone inquiries from EPA staff and the general public.
Assisting and training library users in usage of CD-ROM, in-house databases, the Online
Library System and the EPA/NOAA LINC.
General reference service is available to EPA staff and the general public. Requests from EPA
staff take precedence over requests from other library users.
Library staff use the full range of resources available while researching an inquiry, including
printed sources, the Online Library System, CD-ROM databases, and in-house databases. If
necessary, they will make verbal contact with an EPA expert. Library staff developed numerous
ready reference aids to assist them in locating the appropriate source of information, including a'shelf
of ready reference materials, a vertical file and a Rolodex which is used as a pointer to other
resources.
While on desk duty, the librarian's first responsibility is reference service. If there are no
incoming or outstanding requests, other library-related work may be done.
3.3.2 Extensive Research
Extensive research will only be performed for EPA employees and authorized contractors.
Extensive research includes online searches, locating copies of materials needed by EPA researchers,
and any other task that is required while responding to reference inquiries.
3.3.3 Response Time
Library staff will attempt to respond to an inquiry immediately. However, circumstances may
anse when this is not possible. Staff will continue the search and will call the requestor back with the
answer when available. The caller is given an estimated time when he or she may expect a completed
answer.
3.3.4 Referrals
If the Headquarters Library staff is unable to assist a non-EPA caller with his or her inquiry,
they may refer the caller to another appropriate source of information. These referral points include
other Federal agency libraries, EPA's Public Information Center, dockets and clearinghouses, and
public and university libraries.
Requests from the general public for EPA documents are referred to the Public Information
Center, whose staff will assist them in locating a source for the item. Written requests for any type of
information are forwarded to the Public Information Center.
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3.4 DATABASE SEARCHES
Through access to commercial vendors and other sources, the Headquarters Library provides
access to over 400 databases. In addition to the commercial online, or fee-based systems, accessed,
Library staff obtain information from a collection of more than 10 CD-ROM databases and internet
information sources. These databases are accessed to produce bibliographies, locate full-text articles
from newspapers and journals, track legislation through Congress, and retrieve special information
such as statistics, chemical formulas and biographical information.
The requestor completes a research request form, outlining all relevant information. A
Librarian will review the request and clarify any questions with the requestor before beginning the
search. The reference librarian will select the appropriate databases, based on professional
experience.
Results are delivered electronically via e-mail or transferred to a floppy disk provided by the
requestor. The results can also be printed in the library, if requested. Search results printed in the
library are held for pick-up in the library or delivered via interoffice mail. Search results for
contractors, students, or interns, will be returned to the DOPO or WAM. Extensive editing of the
results is not done.
Online database searches are performed only for EPA staff. Searches may be performed for
EPA contractors, students or interns only at the direct request of their EPA project officer or work
assignment manager. There is no charge to EPA staff or contractors for these searches. A $ 100
ceiling has been established as a guideline, to keep search costs under control.
Search requests in certain subject areas are referred to special collection librarians:
requests from Office of Emergency Response and Remediation (OERR) are referred to the
Hazardous Waste Superfund librarians.
requests with an international focus are referred to INFOTERRA.
requests from the Office of Water are referred to the Water Librarian.
requests from staff in the Office of Pollution Prevention and Toxics (OPPT) are referred to
the OPPT Library. A complete list of divisions and offices service by the OPPT Library is
located in the online search log at the reference desk.
Library staff will respond to rush requests, ensuring that the search is completed within the
desired time frame. Non-rush requests are completed within five working days of the date of the
request.
A research evaluation form is attached to the results, and requestors are encouraged to provide
feedback to library staff as to the usefulness of the results. If the search is not satisfactory, the
librarian will contact the requestor to determine the cause of the problem. The search will then be
rerun..
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3.5 CD-ROM DATABASES
The CD-ROM databases, including those accessible via the Library's Local Area Network
(LAN) and CD-ROM Tower, the Online Library System and the EPA/NOAA LINC may be used by
all library users, including the general public. Downloading results to the printer is limited to 25
pages per visit for non-EPA visitors. EPA and non-EPA users may bring their own 5 1/4 inch floppy
disks to download information from the CD-ROMs, the Online Library System or the EPA/NOAA
LINC.
The CD-ROMs licensed for single users are stored at the reference desk. Users must sign out
the CD-ROMs for use in the library. The sign-out log is used to maintain control over the movement
of the CD-ROMs and to track usage of particular databases. CD-ROM databases accessible via the
LAN may be used from LAN workstations in the Library or through remote access from other
Agency LANs.
Library users may use the CD-ROM workstation for a period of one hour. The time period
may be extended if no one else is waiting to use the workstation.
Librarians will assist library users in the use of all CD-ROM databases, the Online Library
System and the EPA/NOAA LINC. Library users interested in more in-depth instruction are
encouraged to make an appointment for an orientation session, to ensure that the workstation and the
librarian are available.
3.6 CURRENT AWARENESS
Library staff utilizes several means to keep EPA staff up-to-date on library services and
current issues.
THE CATALYST is the Library's bimonthly newsletter. The newsletter is used to alert
EPA staff to new acquisitions, products, and services in the library. Other offices may also
use the newsletter to make announcements regarding new developments in their area.
Selective Dissemination of Information (SDI) are searches of commercial databases that are
automatically generated at regular intervals. SDIs are available to EPA staff and will be
delivered on a schedule convenient to the researcher. Recipients of SDIs are polled on an
annual basis, to determine the usefulness of the service. Changes, additions or deletions to
the service will be made at any time.
Enviro-Newsbrief is a daily electronic current awareness service focusing on issues
impacting the Agency at large. The service is sent electronically via the All-in-One electronic
mail system to Agency personnel.
3.7 BIBLIOGRAPHIES
Upon request, library staff will work with program office personnel to prepare a bibliography
on a specific topic. Citations and abstracts are obtained from online and CD-ROM databases, and
print sources. The citations and abstracts are then organized appropriately based on criteria developed
with the program office.
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3.8 REFERENCE SERVICES PROCEDURES
Reference services procedures outline specific, quantifiable steps in the reference process. As
with reference policies, written procedures ensure consistent, quality service. Examples of
Headquarters Library procedures are provided.
3.8.1 Reference Desk Staffing
The reference desk is staffed by a librarian during all hours the library is open. A weekly
desk schedule is maintained by the Head of Reference Services. The librarian works in conjunction
with a reference/circulation technician. The two staff members work as a team to keep the flow of
patron inquiries running smoothly.
Requests taken at the reference desk are answered within one business day. If it takes longer
than one business day, the library staff member will notify the caller with an estimated date of
completion.
Staff members note questions received from EPA employees on a special log. The librarian or
technician writes down the subject of the question, and the source of the answer. If the staff person
is unable to answer the question, that is noted also. This information is used to determine additional
sources needed for the library's collection, or areas where staff may need more familiarity.
Questions still awaiting completion are worked on by the librarian who took the call. The
librarian makes note of the caller's name, and subject of inquiry in the pending question log. This log
permits effective tracking of all pending inquiries, should the caller desire to know the status of his
request.
Extensive research may be done for EPA staff and authorized contractors. Workload
constraints do not allow library staff to conduct extensive research for non-EPA persons. When
necessary, library staff will make educated referrals to sources of information within and outside the
Agency. Library staff utilize ACCESS EPA as a source for EPA hotlines, clearinghouses and
contacts. A file is maintained of non-Agency contacts, hotlines and clearinghouses.
Telephone requests from non-EPA persons for EPA documents or written materials are
referred to the Public Information Center (PIC). PIC staff will assist the caller in locating a source for
the material. Written requests for EPA documents and information are also referred to the PIC.
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3.8.3 Local Area Network (LAN) Access
The Library's Local Area Network (LAN) and CD-ROM Tower provides multi-user
access to many of the CD-ROM databases, as well as certain EPA data files such as the Information
Systems Inventory (ISI) and the Register of Lists (RoL). The LAN may be accessed from LAN
workstations in the library or through remote access connections from other Headquarters LANs.
Because of licensing restrictions, the number of users accessing a CD-ROM database at any given
time will be limited. Additional details regarding LAN access to the CD-ROM Tower are outlined in a
separate manual "Searching for Answers: Access to the Headquarters Library CD-ROM Collection."
Library staff will schedule CD-ROM orientation sessions for LAN accessible CD-ROM
databases on a regular basis. These sessions are open to Agency staff and contractors, and will be
announced in The Catalyst., the Library's bimonthly current awareness bulletin and other methods as
outlined in Section 12.2.8.
3.8.4 CD-ROM Databases, Online Library System and EPA/NO A A LINC
CD-ROM databases, including those accessible via the LAN and CD-ROM Tower, the Online
Library System and EPA/NOAA LINC may be used by all library users. The single user-licensed
CD-ROMs are housed at the reference desk. Researchers are limited to one hour of use at the CD-
ROM workstation, if someone is waiting. If no one is waiting, the time may be extended.
Non-EPA staff patrons may print up to 25 pages of results. Users may bring a floppy disk
with them to capture search results.
Library staff are encouraged to use CD-ROMs whenever possible, in lieu of online databases,
as a cost-saving measure.
CD-ROM and OLS training sessions for EPA are conducted on a regular basis and announced
in the library newsletter, The Catalyst..
3.9 CURRENT AWARENESS SERVICES/PROCEDURES
3.9.1 Selected Dissemination of Information (SDI)
SDIs may be requested by EPA staff. The requestor and the Head Librarian/Coordinator or a
reference librarian confer on the request, determining if an SDI is appropriate, the terms to be used in
the search and the update schedule.
The first periodic updates will be done by a librarian, who will refine the search as needed.
Once the search strategy is yielding satisfactory results, the search will be installed on the automatic
update system offered by the vendor system. Results will be mailed to the library from the vendor's
offices.
Annually, EPA staff members receiving SDIs are queried on the usefulness of the service.
Deletions are made at this time. Corrections may be made any time, at the request of the recipient.
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3.9.2 Enviro-Newsbrief
Enviro-Newsbrief is a daily current awareness service, delivered via the All-in-One electronic
mail system to Agency staff upon request. The focus of the service is on issues impacting the Agency
at large, rather than specific program issues. Library staff scan newspapers, newsletters and other
current publications for items of interest, then write an abstract of the article. A distribution list of
subscribers is maintained on the All-in-One sytem to facilitate distribution. The service is only
distributed in electronic format, though paper copies are posted in the library for visitors to read and
photocopy, if desired.
3.9.3 The Catalyst
The Catalyst is a bi-monthly access bulletin produced by Library staff to inform EPA staffer
new services and acquisitions. Primary responsibility for the production of the newsletter is given to
a reference librarian, with the support of one library technician. The reference librarian will request
assistance from the staff in writing articles.
The first draft of the newsletter is reviewed by the Head Librarian/Coordinator, who then
passes the draft on to the National Library Program Manager. A final draft is submitted to the
Information Access Branch Chief for review, along with a completed print request form.
3.10 REPORT AND STATISTICS
Monthly statistics are compiled on library usage, online/CD-ROM searches and interlibrary
loan transactions.
Library usage statistics are collected weekly. Statistics forms are kept at the circulation and
reference desks. Requests are indicated by a tic mark on the form. Requests are divided into various
user groups and EPA Offices..
Library staff maintains records of their online and CD-ROM searches during each month. The
librarian responsible for collecting statistics totals the individual staff records.
The interlibrary loan librarian maintains statistics on ILL borrowing and lending for each
month. A record is also maintained of costs incurred that month for budgeting purposes.
The Head Librarian/Coordinator compiles a monthly report of library activities, highlighting
significant events, new products and outstanding service.
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CHAPTER 4: ONLINE LIBRARY SYSTEM
4.1 INTRODUCTION
The Online Library System (OLS) is a computer catalog containing the holdings of all EPA
libraries. It consists of several related databases and may be used to search for bibliographic citations
to books, technical reports from EPA and other Federal Agencies, conference proceedings, indexes,
audiovisual materials, and a variety of other information.
The purpose of the OLS is to improve access to the wealth of material available from the 28
EPA libraries at Headquarters, Regional Offices and Laboratories. The OLS provides instantaneous
access to the information resources of the EPA Library Network for any relevant request. The
libraries, use the Online Computer Library Center's (OCLC) national database to catalog their books
and other resources. OLS is updated bi-weekly with tapes containing the new records. EPA's
National Computing Center in Research Triangle Park, NC, produces a microfiche version of the
catalog quarterly for use in the network libraries. The National Technical Information Service (NTIS)
listings are updated quarterly. Currently the system contains approximately 150,000 records.
The system can be used in several ways:
It can be searched by author, title, keyword, year of publication, or EPA library.
Reports can be captured to disk files, which can then be edited on the mainframe computer
or downloaded to a PC for additional processing.
Staff in EPA libraries can search OLS through a series of menus or the use of BASIS
commands.
Search sets can be saved in a card-image format which can then be loaded into other
databases such as dBase. The OLS contains a built-in interface to the EZ-REF.
The OLS is also available to the public. It provides global public access to environmental
information at no cost (except telecommunications charges) to anyone with a computer terminal and
modem or other telecommunications connection.
4.2 BACKGROUND
In October of 1986, EPA purchased TECHLIB, a library application of the BASIS textual
data management system. By 1987, both the OCLC tapes and the NTIS/EPA Reports tapes were
installed on TECHLIB. This meant a migration from the Sperry to the IBM Mainframe (IBM 3090).
The system is continuously modified to meet the needs of the library network by the technical experts
in Research Triangle Park (RTP), NC. The system is currently installed on the EPA National
Computer Center (NCC) IBM ES9000 mainframe in RTP.
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4.3 SCOPE
The materials contained in the OLS system cover a wide range of environmentally related
topics from environmental policy and law to engineering applications. The OLS is composed of
several files which list most of the information sources owned by the EPA library network.
National Catalog (NCAT) - items cataloged in the Online Computer Library Center (OCLC)
database and reports indexed by the National Technical Information Service (NTIS). NCAT
includes citations and summaries on environmentally related topics encompassing biology,
chemistry, ecology, and other basic sciences. There are approximately 150,000 entries in
this most commonly used OLS file.
Hazardous Waste (HWSFD) - items on hazardous waste and related topics that are cataloged
as part of the Hazardous Waste Superfund Collection. There are approximately 5,000
entries in this file.
Clean Lakes (LAKES) - items indexed by the Clean Lakes Clearinghouse in EPA's Office
of Water on topics relating to lake management, protection, and restoration. There are
nearly 3,000 entries in this file.
Translations - documents which were translated through the Translations Service at
Headquarters Library. There are approximately 2,000 entries in this file. This is a closed
file.
Regional files - documents indexed by the libraries in Region 1 [6,000+ entries],-Region 4
[around 5,000 entries] and Region 9 [39,000 entries]. Region 5 is developing a file to
provide access to miscellaneous non-cataloged documents which may eventually contain
5,000 entries.
Climatic change - a database dealing with global climate change. It contains citations for
journals, books, and documents that are housed in the Atmospheric Research Laboratory
Library in Research Triangle Park, NC. This file is composed of approximately 2,000
entries.
Chemical Collection System (CHEM) - brief citations for items relating to chemicals that
were compiled by the Office of Pollution, Prevention and Toxics Library (formerly the
Office of Toxic Substances Library). This file contains approximately 140,000 entries.
This is a closed file.
NCEPI System - a database listing EPA titles from the National Center for Environmental
Publications and Information (NCEPI) in Cincinnati and the National Technical Information
Service (NTIS). This file contains the approximately 8,000 active titles and 24,000 inactive
titles (available through NTIS) that make up the NCEPI inventory.
Access EPA - an online version of the printed Access EPA. This database contains contact
information, and brief descriptions of over 300 Agency information sources and services.
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4.4 SEARCHING OLS
OLS can be searched through user-friendly menus or BASIS, a command language. Searches
can be used to:
Identify tides
Verify citations
Produce bibliographies and pathfinders, or locate documents at other EPA libraries
Support collection development and maintenance in the EPA libraries
The OLS menus are designed to prompt the user for the various parts of the search request.
They allow the user to search by title, personal author, corporate sources, keywords, call number,
year of publication, and report number. The system also provides numerous Help screens to assist
the novice or occasional user.
Librarians and others on the library staff may prefer to search using BASIS commands.
BASIS provides quicker responses, more efficient searching of a greater number of fields, and the
ability to scan and son document sets. Librarians may use additional functions, such as data entry for
special collections, generating reports (shelf list) or tracking loans (ILL).'
The Public Information Center provides copies of the Public Access Online Library System
(OLS) User's Guide to the public, and the National Computer Center in Research Triangle Park
provides copies of Basic and Advanced User Guides for EPA staff and other authorized users.
4.5 ACCESS
OLS is currently accessible to EPA staff and other library users in the library. EPA staff may
also access OLS from computers in their offices. Anyone who has a computer and modem (or other
telecommunications connection) can access the OLS menu-driven system. Those EPA staff members
who want to search using BASIS commands must obtain a user ID and an account for the National
Computer Center mainframe through the PC Coordinator in their office.
EPA also provides the menu-driven, user-friendly system, at no cost to the public, to support
public access to environmental information; it is now available around the world. The only costs
incurred to the user through use of the system are telecommunications charges.
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CHAPTER 5: COLLECTION DEVELOPMENT
5.1 INTRODUCTION
The EPA Headquarters Library develops overall library collection policies and selection
procedures to maintain an effective collection in order to meet the information needs of the Agency.
5.2 COLLECTION DEVELOPMENT POLICY
5.2.1 Introduction
The Headquarters Library collection contains material on many aspects of the environment.
Emphasis is placed on materials on regulations, policy and planning, and administration.
Journals, monographs and audio-visual materials selected reflect this emphasis.
5.2.2 General Selection Policy
The collection development policy establishes guidelines for materials selection, related to
both format and content of items.
The materials selected for inclusion are always appropriate and available for public review.
The Library does not collect classified documents or internal Agency memoranda. Text books are not
included except in cases where no other material on a given subject exists, or where the patron
demand is greater than can be met by the present collection. The Library collects the following types
of materials:
Monographs and books
Government reports, especially EPA reports
Serials (annuals, journals, newsletters)
Conference proceedings
Atlases and maps
Microforms
Ephemeral material (pamphlets, brochures, flyers)
Audiovisual materials
CD-ROMs
The Collection Development Librarian coordinates with the Head Librarian/Coordinator and
other librarians to pursue a systematic acquisition program. Materials are selected by the librarians
with input from the Branch Office and EPA employees.
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The Library collects EPA reports from the program offices and NTIS as first priority. This
includes reports done by or under contract to EPA. The second priority is periodical subscriptions,
which includes hardcopy, some microform and CD-ROM subscriptions. The third priority is
reference materials which includes books, abstracts and indexes, and some annual publications.
General circulating items are listed as the last priority.
The Headquarters Library collection can be thought of as comprehensive for EPA reports, and
as a working collection for books and periodicals. In order to work within budgetary limitations, an
informal resource sharing arrangement with the Library Network is used. The Headquarters Library
purchases journals held by other network libraries only if there is heavy demand at Headquarters, or
the title is needed by Reference staff.
Other criteria:
Gifts and free publications will be added to the above areas when the material supplements
the collection, replaces missing items or adds a current important reference. The library
reserves the right to refuse to add a donation or gift to the collection.
Reports produced by other Government agencies such as GAO and U.S. Fish and Wildlife
Service are collected when they fall into the scope of the collection and are free of charge.
Only those reports that are directly relevant to the Agency's mission will be added to the
collection.
No foreign language materials are included except for language dictionaries.
Material collected is generally not more than five years old unless it has historical
significance to EPA and its program areas, or is an environmental classic.
Preferably, all titles are purchased in hardcover.
Journals and serials selected for the library should reflect the same content and seriousness
as other materials. The Headquarters Library does not seek to duplicate the collection of
public libraries by collecting general interest periodicals.
5.2.3 Reference Collection Policy
The library collects general reference tools such as almanacs and yearbooks, annual reviews,
bibliographies, biographical sources, dictionaries, directories, encyclopedias, geographical sources,
handbooks, indexes, legal materials, library catalogs, style manuals and telephone books.
Depth of the collection:
« General coverage is provided in areas such as American biography, geography, education,
languages, medicine and agriculture.
More in-depth coverage is available on statistics, policy planning, management, budgeting,
industries, administration, computer science, environmental laws, environmental science
and technology, and natural resources.
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Responsibility of selection:
Materials are selected by all librarians with the coordination of the Collection Development
Librarian, and are recommended to the DOPO for approval.
Selection Guidelines:
Basic or definitive treatment of subject matter
Importance of subject matter to the collection
Scarcity of material on a subject
Relation to existing collection
Clarity and accuracy of presentation
Degree of accomplishment of purpose
A good regard for proportion and balance
Author's reputation and significance as a writer
Reputation and standing of the publisher
Date of the publications
Price of the publications, as relates to allocated budget
Weeding of the collection will be done annually in different subject areas according to the
depth of the collection described above. Additional guidelines for discarding materials are: obsolete
or damaged books and superseded editions.
New editions of appropriate titles, such as some directories and handbooks, may be
purchased when the revised editions are available. The Collection Development Librarian coordinates
with the Head Librarian/Coordinator to judge the usefulness and the age of the publications to be
replaced. If the Head Librarian/Coordinator deems it appropriate, the superceded edition of a
reference book may be placed in the circulating collection.
Other criteria:
Gifts will be added to the reference collection only if they conform to the established criteria
and fulfill a need. If a gift duplicates an item in the reference collection, it can be considered
for the circulating collection.
Special requests or recommendations by patrons are always considered. Acceptance of such
a request or recommendation does not mean that the Library is obliged to purchase an item.
5.2.4 EPA Documents.
Under an agreement with the EPA Print Shop, the Headquarters Library receives two copies
of all reports printed under their auspices. EPA Technical Directive 2240, "Scientific and Technical
Publications" also instructs Agency personnel to forward two copies of all documents produced to the
Headquarters Library.
The collection of EPA documents is a first priority for library staff. This includes reports
done under by or under contract to EPA.
The inclusion of draft EPA reports is considered on a case-by-case basis. Reports marked
"For internal review" will not be included in the collection. Where possible, Agency staff responsible
for producing the draft document will be contacted to determine if the issuing office wants the draft
made available as part of the library's collection.
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Due to space constraints, the library cannot maintain indefinitely paper copies of all Agency
documents. The Headquarters Library receives microfiche copies of Agency documents from the
National Technical Information Service (NTIS). The NTIS microfiche allows the library to maintain a
copy of Agency reports in an accessible format Those Agency documents more than 5 years old and
duplicated on microfiche are discarded and the cataloging record is deleted.
5.3 SELECTION PROCEDURES
The following are selection procedures used in the EPA Headquarters Library.
5.3.1 Sources for Selecting Materials.
To systematically review a large volume of material, the collection development librarian, in
cooperation with the library staff uses the following sources:
- publishers' current catalogs. These are maintained in an alphabetical file for reference.
Catalogs more than 2 years old are discarded.
- incoming catalogs and flyers. These are reviewed and filed weekly.
- books are accepted for "preview" from publishers provided the preview is free and the
library is under no obligation to purchase the book.
Headquarters librarians will also bring to the attention of the Collection Development
Librarian any references to relevant tooks, journals, etc. that come to their attention in
their review of current journals, newsletters, etc. or while responding to reference and
research requests.
Subject bibliographies may be referred to when appropriate:
- Malinowsky, Robert. Science and Engineering Literature. 3rd Ed. Littleton, CO:
Libraries Unlimited, 1980. Lists valuable sources in general science and for each specific
discipline.
- Subramanian, Krishna. Scientific and Technical Information Resources. New York,
NY: Marcel Dekker, 1981. Lists over 1,500 sources covering all the major branches of
the physical and natural sciences, engineering and technology.
- Chen. Ching-chih. Scientific and Technical Information Sources. 2n^Ed. Cambridge,
Mass.: MIT Press, 1985.
- Hurt, C.D. Information Sources in Science and Technology. Littleton, CO: Libraries
Unlimited, 1988.
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Current publisher's catalogs are
maintained in an alphabetical file for
reference. Catalogs more than two years
old are discarded.
Incoming catalogs are reviewed and filed
weekly.
Books are accepted for "preview" from
publishers, provided the preview is free
and the library is under no obligation to
purchase the book.
Requests received from EPA staff through:
- Interlibrary loan transactions. Staff members analyze ILL transactions to identify items
which have generated multiple requests. The DLL librarian notifies the Collection
Development Librarian of these titles.
- Requests from Library users. Library users are encouraged to complete an "EPA HQ
LIBRARY SUGGESTED ACQUISITIONS FORM".
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EPA HQ LIBRARY
SUGGESTED ACQUISITIONS FORM
Date
Title:
Year of publication / edition:
Author:
Publisher information:
ISBN/ISSN: Price:
Requestor: Phone it Mail code:
Brief description of the work:
Requests from library staff including:
- New materials cited in personal or professional reading (such as Library Journal).
- Materials in need of replacement that are discovered through reference and technical
work.
The Collection Development Librarian and the Reference Librarians periodically review the
collection to determine titles in need of updating.
At the end of the annual inventory, librarians propose replacement of selected missing tides.
5.3.2 Materials Selection
Librarians review the sources outlined above to aid them in the selection of materials.
Librarian suggestions, together with recommendations from library users, are given to t
the Collection Development Librarian for compilation.
The Collection Development Librarian searches OLS or OCLC to determine if the title is
already available in the library.
- If the item is already owned, the recommendation is discarded. If the item was
requested by library users, library notify them that the item is available in the library.
- If the item is owned by another EPA network library, that information is noted on the
on the recommendation.
The technician checks previous recommendation lists to ensure the title is not duplicated
on several lists. Duplicate requests are discarded.
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The technician compiles the remaining recommendations on a monthly basis, including as
much information about the book as possible. This packet is routed among the reference
librarians and the Head Librarian/Coordinator. The librarians make comments or
deletions from the list. Data about each item is added to the acquisitions database as set
forth in Chapter 6.
After a final version of the list is prepared, it is forwarded to the DOPO for review.
The lists, once approved by the DOPO, are held in readiness for actual purchase.
The Head Librarian/Coordinator and the Acquisitions Librarian will review the monthly
lists periodically and prioritize the potential purchases.
Below is a flowchart detailing the selection process:
Route form and source I
Infomution to I
Library Staff
Provide Purchase
Priority & Relevant
Comments
Route to Collection
Development Librarian
Tor Processing
[START j
Wrue Call #. Library
Codes on Acquisition I
Form
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5.3.4 Journals
During the year, possible additions and cancellations to the serials collection are accumulated
by the Collection Development staff. They are gathered from the following sources:
- Suggestions
- Reviews
- Advertisements
- Free samples sent by publishers
- Titles frequently requested by interlibrary loan
In May, the Collection Development Librarian compiles a packet of journal titles to renew,
cancel, and add for the coming fiscal year's subscriptions.
The Head Librarian/Coordinator and Collection Development Librarian submit the final
journal recommendations to the National Library Program Manager for approval of the
upcoming fiscal year's subscriptions.
5.3.5 Donations
The Headquarters Library receives a substantial amount of materials through donations from
the following sources:
EPA employees who have information resources in their offices or at home
Other EPA libraries
Various EPA offices which donate a copy of all their publications to the Library
Other Federal agencies
Environmental organizations
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The following procedure is used in the Headquarters Library to process donations from an EPA staff
member:
The EPA staff member is interviewed when possible by the Collection Development
Librarian before the material is sent to the Library.
During the interview:
- The donor is advised of the Library policy of rejecting material not valuable to the
collection.
- The donor is asked if he wants the material returned to him if it is not added to the
Library.
- The Librarian requests information on the significance of the material.
- The Librarian advises the donor to include his name and telephone number on all
materials sent to the Library.
- The Librarian asks the donor if he would like a receipt for the materials, and, if so,
ensures that one is prepared and sent to the donor. Below is an example of DONOR
RECEIPT FORM .
Rccapi from ihe U.S Environmental Protection Agency
Headquarters Library
DONATIONS RECEIVED FROM
DATE.
DONATIONS
Jane Smith
August 1.1990
Physicians Desk Reference. 19S9 ed
Directory of Chemical Products. 1989 ed
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The Collection Development Librarian reviews all donated titles to decide if they should be
added to the collection. Factors considered in the decision arc:
Information given by the donor
Subject matter, including depth of treatment
Date and condition of the material
Language in which the material is written
A selected title is checked by the Collection Development staff to determine if it is new to the
Library, or is already held by the Library. If it is new:
Collection Development Librarian, in consultation with the professional library staff,
chooses an appropriate collection.
The title is processed into the appropriate collection through Cataloging.
If it is already owned by the Library, it is offered to other EPA libraries or sent to the Gifts
and Exchanges Division of the Library of Congress, unless the donor requests that any tide not added
to the collection be returned.
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5.3.6 Other Free Materials
In addition to the procedures mentioned above, the Collection Development Librarian seeks
other free materials to enrich the collection through telephone or letter requests for:
Review copies from publishers
Speeches, manuscripts and other materials from authors
General Accounting Office (GAO) and Office of Technology Assessment (OTA) that are
deemed relevant to the Library's mission
Copies of EPA reports from Project Officers or from Center for Environmental Research
Information (CERI), Cincinnati, OH.
- Requests are made when it is discovered that the Library does not have the EPA report.
Librarians will visit the U.S. Library of Congress (LC) Gifts and Exchanges Division as
time permits.
- All Headquarters librarians' names are kept on file at LC authorizing them to select books
for the EPA Headquarters Library.
- A supply of franked pre-addressed labels are kept at LC for mailing selections.
- The librarians review the Headquarters Library collection to identify areas where
additions or updates are needed, and collect suggestions from the other librarians for
specific titles needed or new areas of interest.
- The selected materials are placed in a designated area at LC until they are mailed to the
Headquarters Library.
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CHAPTER 6: ACQUISITIONS AND PROCUREMENT
6.1 INTRODUCTION
It is the Headquarters Library's policy to purchase all needed materials quickly, efficiently and
at the least expense. Library staff also obtains materials on "hot" topics as they appear. Whenever
possible the Library staff actively seeks to obtain materials free of charge. The Library accepts
donations from EPA program staff, and copies of EPA publications are aggressively acquired.
Materials are acquired for the Headquarters Library following the collection development
policy described in Chapter 5, and include the following:
Monographs (books, reports, documents)
Serials (annuals, journals, newsletters)
Conference proceedings
Atlases and maps
Microforms
Unpublished information (internal EPA documents)
Audiovisual materials
6.2 PREPARING ORDERS
The Library staff uses the following procedures to prepare necessary information for the
DOPO to place orders.
6.2.1 Preparing Book/Video Orders
Information gathering. When receiving suggestions for a purchase, obtain the following
information:
Title
Author
Publisher
ISBN
Edition
Price
Publication date
Number of copies
Name of requestor
Order number (e.g. PB number for NTIS publications; S/N for GPO publications)
Funds to be encumbered
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Search for availability and duplication:
Ensure that the requested material is still (or already) available and verify the bibliographical
information.
Check the library holdings before ordering, to avoid duplicate ordering.
Consult one or more of the following sources to verify the bibliographical information and
identify the availability:
OCLC
Online Library System (OLS)
Books in Print Plus CD-ROM.
NTIS CD-ROM for NTIS publications.
GPO CD-ROM for GPO publications.
Current publishers' catalogs
Phone calls to publishers.
Duplicate control:
Unless specifically requested, the Headquarters Library only purchases one copy of trade
books. There are several databases that can be searched to avoid duplication:
- OCLC: Contains the most recent holdings of the Library's collection. A new entry is
searchable immediately after it is updated on OCLC. If a ride is already ownedjjy the
Headquarters Library, the OCLC symbol EJB will appear in the upper left corner of the
OCLC record.
- Online Library System (OLS): Holdings will not appear on OLS until about three weeks
after it has been updated on OCLC. However, the system provides better local
information, such as call number, copy number and collection code. It is the preferable
database for searching older documents.
- Headquarters Library's Acquisitions Database: Contains all records which were ordered
in a particular fiscal year. It is created using dBase III on an IBM PC. Titles can be
searched by using a "SELECT" command. An alphabetical listing of all titles ordered in a
given year can be generated from the database.
- Acquisitions lists of special collections: A list of orders placed by special collections
librarians is provided to Headquarters Library staff.
Placing orders:
GPO and NTIS titles: The Library has deposit accounts with the Government Printing
Office (GPO) and the National Technical Information Service (NTIS). They can be used for
standing orders, subscriptions, and monographs.
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The following information is provided to the DOPO to facilitate placing orders with GPO
and NTIS:
- Deposit account number
- Title
- Author
- Price
- PB number or S/N number
- Number of copies
After the orders are placed, titles are input into the Acquisitions Database.
Trade and commercial publications:
The Headquarters Library orders most of the trade titles from vendors through a Blanket
Purchase Agreement (BPA), if this method is in place.
Vendors usually handle only monographs. BPA's are not used to purchase serial or CD-
ROM subscriptions.
The following information is provided to the DOPO to facilitate placing orders using a BPA.
Each title is verified with the publisher first for the availability and current price.
- Title - ISBN
- Author - Price
- Publisher - Number of copies
- Year of publication - Date of order placed
- Edition - A sequential number assigned to each title
After the orders are placed, the Acquisitions Database is updated to show the order date.
Materials to be ordered directly from publishers:
Most of the video tapes and some association's or society's publications must be ordered
directly from the publishers. Rush orders at the request of the IAB Chief, DOPO, or
Contract Officer's Technical Representative are ordered directly from the publishers as well.
Library staff provide relevant information on each item to be ordered to the DOPO,
including:
- Title
- ISBN
- Price
- Shipping and handling charge
- Publisher's name, address, phone number for placing orders
- Special attendant (Order Department, Customer Service or name of special sales
representative)
- Acceptance of government bankcard such as government VISA, and the minimum charge
After the orders are placed, the Acquisitions Database is updated to show the order date.
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Receipt of materials:
« When the ordered material arrives at the Library, it is checked against the packing
slip/invoice and the Acquisitions Database to ensure it is the title the Library ordered and that
it is in good condition. If it is not correct or in poor condition, a librarian contacts the
publisher/vendor to obtain a replacement.
A transmittal slip indicating which collection the tide should be added to is inserted into the
item, and it is forwarded to cataloging staff.
Claims:
° If items are listed on the invoice and/or packing slips, but are missing from the shipment or
are received in poor condition, the Collection Development Librarian:
- Holds the item
- Notifies the publisher by telephone or letter
- Follows their instructions
- Sends invoices, packing slips and a copy of any correspondence to the DOPO noting the
missing or damaged items
- Files copies of the invoice, packing slips and correspondence with the appropriate order
- If the publisher will not supply replacement items, notifies the DOPO to adjust the invoice
accordingly
- When appropriate, notifies Cataloging Department or Serials Technician of canceled
orders
6.2.2 Preparing Serials Orders
Subscriptions:
The Library orders serials through a subscription agent. The titles included in this
account are research journals and reference works which are published in a regular basis.
CD-ROM subscriptions are also included in this account.
« All titles are reviewed in May and June of each year in preparation for the renewal and
addition of new items. The subscription period begins January 1st of the following year.
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Library staff review the current serials list, and indicate those titles to renew, cancel or add
in the next fiscal year.
This list of recommendations is sent to the DOPO for approval. Once the DOPO has
approved the list, the list is sent to the subscription agent.
The subscription agent generates a price quotation based on the list of recommendations. If
the quote is beyond the amount budgeted for the fiscal year, additional cancellations may be
made.
Some serial publishers will adapt to a calendar year subscription period. Since the
purchasing is based on the Federal fiscal year (October 1 - September 30), this necessitates
processing a few renewals at odd times during the fiscal year. If the publisher will not agree
to change the subscription period, it is necessary to ay to advance order the title for a longer
period.
i
When the items arrive each one is checked in by a technician on the Microlinx check-in
system following the procedures described in the Microlinx manual.
Claims:
Missing items are claimed using a Microlinx report, which may be mailed or faxed to the
subscription agent..
Special or rush claims may be telephoned to the subscription agent representative.
If missing items are not replaced by the publisher, they are not reordered unless they are of
critical value.
The Microlinx Claims Report should be processed monthly for items to be claimed.
Items must be claimed no later than one month after the normal receipt date.
Rush claims should be placed more frequently than normal claims.
GPO subscriptions:
The Library uses its GPO deposit account to order several government periodicals. They
are divided into two categories:
- Standing orders: Titles listed in standing orders need not be renewed each year. The
Library automatically receives each title as it becomes available until it is no longer
published, or is canceled by the Library.
- Subscriptions: Titles listed in GPO subscriptions need to be renewed once a year. GPO
sends only one renewal notice, approximately one month before the expiration of the
current subscription.
Titles are checked-in on Microlinx by a technician. Some daily publications and looseleaf
sheets are manually checked in at the circulation desk.
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6.2.3 Preparing Newspaper Orders
The Library currently subscribes to three newspapers from the National News Agency. They
are renewed annually in September. In August, the library staff obtains the new price for the coming
fiscal year and notifies the DOPO regarding the renewal. The three newspapers are the New York
Times, the Wall Street Journal, and the Washington Post, and they are delivered daily by a courier to
the Headquarters Library.
6.2.4 Preparing Microforms Orders
UMI microforms subscriptions:
The Library orders microforms from University Microfilms International (UMI) for selected
periodical titles when funds are available. The list of titles is reviewed in October for
possible cancellations and additions.
UMI sends a renewal notice in October to the'Library. After the list is reviewed by the Head
Librarian/Coordinator for any possible changes, the list.is sent to the DOPO for approval
and renewal.
After the order is placed, a copy of the list is kept on file for further check-in.
When the items arrive, each one is checked in by a technician on Microlinx.
Selected Research in Microfiche (SRIM)
The Library has a special NTIS deposit account to subscribe to the SRIM service. Under
this service, NTIS delivers complete microfiche copies of EPA and other Government
preselected reports based upon an established profile.
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6.3 ACQUISITION DATABASES
Library staff use several databases to control acquisitions in the Headquarters Library.
6.3.1 Acquisitions Database
Staff keep track of materials on order with the help of an Acquisitions Database.
The Acquisitions Database was designed using dBase III. The database helps staff track a
document at every step of the ordering process.
Fields include:
Tide PO number
Tide 2 Document control number
Author Date received (date field
Publisher Actual price (numeric field with 2
Publisher's address decimal points)
Source Invoice number
Place of publication Invoice date (date field)
Year of publication Date invoice signed to indicate receipt
ISBN number of books (date field)
Estimated price (numeric field with 2 Collection
decimal points) Requestor
Forwarded to DOPO (logical field) Office of requestor
Date ordered (date field)
The record is edited, and additions are made in the appropriate fields as the status changes,
e.g., when a Document Control Number (DCN) is assigned.
Reports are produced from the file by subject, by document type and by ordering status.
The reports are used by:
IAB staff to keep track of obligated and spent funds.
Other network librarians to assist them in the development of their collections.
Headquarters Librarians to enable them to identify subject areas in need of development.
6.3.2 Serials Database
The Serials Database used is the Faxon Company's Microlinx PC-based serials control
system. It is used to perform the following functions:
Keep check-in, order and inventory records for all Headquarters Library's serials
Determine status of individual issues
Generate various serials reports
Record renewals, cancellations and bibliographic changes
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Claiming
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CHAPTER 7: SERIALS PROCEDURES
7.1 INTRODUCTION
7.1.1 Description
Serials are publications that are issued in successive parts bearing numerical or chronological
designations and intended to continue indefinitely. Typically serials are issued weekly, monthly,
quarterly, annually, and irregularly. Serials include magazines, abstract services, indices,
newsletters, scholarly journals, looseleaf services, microforms, CD-ROMs and books with periodic
updates. They generally provide more current information than monographs.
A serials control system is necessary to track the receipt and claiming of serial issues. This
system may take the form of a paper check-in file or an automated system. This chapter discusses the
serials control procedures and system used by the Headquarters Library.
7.1.2 Access
The Headquarters Library maintains a collection of serials appropriate to its focus and
mission. Several of the special collections separately fund serials subscriptions for their users, in
addition to the Headquarters Library subscriptions. Serials held by the EPA Library Network are
cataloged in the Online Library System (OLS) and listed in the Journal Holdings Report, a.union list
of serials held by the EPA Library Network.
Current issues of noteworthy titles are kept on display shelves in the front of the library.
These are moved to the serials collection when replaced by a more current issue.
Special collection titles are shelved in the special collection area.
Journals, including newspapers, are shelved in the serials collection alphabetically by title.
Microforms, indexes & abstracts, are kept in separate collections, also alphabetically by
title.
7.1.3 Sources
Serials are selected through procedures described in Chapter 5: Collection Development.
Most titles are ordered from a subscription order service; others must be ordered directly
from publishers as paid or free subscriptions. The Library receives some journals as gifts
or donations.
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7.2 SERIALS CONTROL
7.2.1 Introduction
The Faxon Company's Microlinx PC-based serial control system is used to:
*
Maintain a file of information on each serial title, including frequency of issues
Check-in serials for all Headquarters Library and special collection serials
Determine status of individual issues
Record renewals, cancellations and bibliographic changes both for the collection
development staff and for the cataloging staff
Record claims for all missing materials from the Headquarters Library and special
collections
Procedures for accessing, updating, and retrieving information from Microlinx are described
in the Microlinx manual, as are summaries of all Microlinx functions.
The following procedures were developed to set forth guidelines for file maintenance, data
entry, and regularly generated reports for the Headquarters Library. These procedures correspond to
those contained in the Microlinx manual.
7.2.2 Data Entry
Procedures for data entry must be strictly followed to facilitate accurate holdings records, easy
access, and accurate reports.
The following Microlinx fields are used:
Title Purchase source
Frequency Holdings
Call number Publication status
Alternate title ISSN
Location
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EPA Library Network Manual August 1993
There is one Microlinx record for each serial tide:
Holdings for hardcopy and microform issues are listed together, unless only a microform
issue is received.
When a serial title changes, the new tide is entered on Microlinx.
The new title record notes the old tide.
The old title record notes die current title.
Cancelled tides:
The notation "CAN" is added to the PUB STAT field.
A phrase such as 'Tide to be cancelled at the end of the subscription period" is added to the
note field.
The tide is entered as listed in the EPA OLS.
Delete extraneous information from the title, such as "institution rates" or "surface mail".
Use the punctuation given in the EPA OLS.
Note acronyms.
The comments field is free-form and may contain any kind of information, but it is not
searchable.
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Uniform abbreviations are used in the serials control online system. The figure below
shows a list of approved abbreviations.
Abbreviation Tor the Microlinx Serial Check-in
System HoldingsStatements
Months:
JAN JUL
FEB AUG
MAR SEP
APR OCT
MAY NOV
JUN DEC
SUN
Assorted Other Abbreviations:
AR = annual report
1ND = index
N = number
PT = part
SEC = section
SI = special issue
SUP = supplemeni
V = volume
Weekdays:
MON
TUE
WED
THU
FRI
SAT
SUN
7.2.3 Check-In Procedures
Incoming serials are inspected for defects including incorrect mailing labels.
They are checked on a daily basis. The order of priority for check-in is:
Federal materials (e.g. Federal Register) and looseleaf services
Journals, newsletters and indices
Annuals and annual supplements
Check-in process:
Access Microlinx software and databases according to the instructions found in the manual.
Search Microlinx by title, or ISSN.
Title searching is inefficient when retrieving, a tide that begins with common words such as
"computer" or "environment".
Update the record with new holdings information, changes in frequency, or other new
information.
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All new subscriptions are entered manually on the Microlinx system as soon as they are
ordered:
When the first issue arrives, it is identified through the check-in procedure described above.
The cataloging staff is notified of the receipt. They will then catalog the title on OCLC,
including the start date of the subscription. This cataloging record will then appear in the
OLS and the EPA Journal Holdings Report.
A shelf label with the journal title is made and affixed to the periodical shelves in the
appropriate location..
7.2.4 Claiming
Missing or damaged issues are claimed from the publisher or from the subscription agent as
appropriate.
The technician uses Microlinx to create a claims report of missing items from the
Headquarters Library or special collections. Claims for titles handled by the subscription
agent are mailed or faxed to the agent.
If the subscription is a direct-paid subscription, the technician calls the publisher or sends a
claim letter.
The Serials Technician processes claims once a month using the following steps:
Runs a "Missing Issues" report with Microlinx.
- Chooses which titles need to be claimed
- Sends the claims to the subscription agent or the publisher, as appropriate
- Sends claims for special collection missing issues, upon request of the special collection
librarian
- Sends a copy of the special collections claims report to staff in those collections
If claims are unresolved after three attempts to obtain the missing issue(s), the matter is
dropped unless the Collection Development Librarian, in conjunction with the Headquarters
librarians determine that it is of vital importance to the collection.
When processing claims, the Serials Technician checks the following to note changes:
- Title
- Publisher
- Date of the new issue
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The Serials Technician also:
- Checks cover notes and table of contents pages for announcements of forthcoming
changes
- Notes any changes in the Microlinx title record
- Generates and reviews Microlinx reports to check the status of periodicals
- Checks the labels of new issues to ensure that address and expiration date (if listed) are
correct
- If label contains incorrect information, contacts the subscription agent or the publisher as
appropriate to make the correction
- Whenever possible, the Serials Technician has a copy of the subscription label in hand
when claiming by telephone
7.3 FINAL PROCESS
7.3.1 General
After being inspected and checked in, each journal, newsletter or index issue is stamped:
With the date received
With the EPA library stamp
Tides are batched as in the following categories in alphabetical order by title for ease of
handling by shelvers:
- Journals displayed on the racks in the reading area of the library
- Journals housed at the circulation or reference desk
- Looseleaf and federal materials
- Abstracts and indexes
- Special collection titles
Some items, such as indices, are produced in periodic updates with another issue, often
annual, that cumulates the previous issues.
If current issues cumulate previous issues:
- The cumulation information is recorded on Microlinx
- A printout is sent with the item to be shelved to alert shelvers to special procedures such
as the need to discard cumulated material if only the current issue is kept.
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CD-ROMs are forwarded to a librarian, who places it in the CD-ROM storage box and returns
or destroys the outdated disk, whichever is required by the CD-ROM producer. Updated LAN
version CD-ROMs are placed into the CD-ROM Tower.
Annuals or supplements requiring a call number before being shelved are sent to the cataloger
with a printout of the Microlinx record.
The cataloger updates the catalog record and labels the item for shelving.
The cataloger also ensures that previous issues of the title are properly processed, either
discarded or moved to the general collection.
7.3.2 Looseleaf Services
The Headquarters Library subscribes to several looseleaf subscriptions. Loose-leaf services
are comprised of a base volume of materials, with periodic updates that must be interfiled into the
base volume. Often a new page will replace a page already in the manual. The old page is removed
and the new page is inserted.
The special collections also subscribe to certain loose-leaf subscriptions. Those updates are
forwarded to the special collections for filing.
The Serials Technician:
- Enters incoming looseleaf updates on Microlinx
- Claims missing or damaged issues
- Sends the issues to a technician for filing
The appropriate binder is retrieved from its shelf.
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New issues, updates or inserts are filed according to the directions included with that
mailing.
If space is available, any completed filing instruction sheets are filed in the binder even if the
publisher's instructions say they should be discarded.
7.3.3 Newspapers
The library subscribes to three newspapers: New York Times, Wall Street Journal, and the
Washington Post.
The New York Times, the Wall Street Journal and the Washington Post are:
- Marked with the library property stamp
- Kept for one day in the patron reading area. The weekend editions are available on
Mondays, in the patron reading area.
- Accumulated for one month in the Periodicals Collection. Copies of the Wall Street
Journal are accumulated for two to three months.
Every day a circulation technician checks the papers to make sure that they are in order.
- The technician moves the previous day's papers to the back of the library.
- Once a week the technician discards one week's worth of papers from the accumulation
there.
7.4 MICROFORMS
7.4.1 Introduction
The library has an extensive collection of microforms, including microfiche and microfilm.
The microfilm collection consists of back issues of selected periodicals acquired from vendors such as
University Microfilms International, Bell & Howell, or from serial publishers. The microfilm may be
either on reels or in cassettes, and is usually 16mm. Some materials are on 35mm film. Some
journal titles are available in microfiche. The largest portion of the microfiche collection consists of
copies of EPA reports.
Microform versions of newspapers and journals are checked in on Microlinx, and their holdings are
indicated in the OCLC and OLS cataloging records.
The library microform collection and equipment are maintained by a Circulation/Ready
Reference Technician, who:
Monitors the continuous growth of the collection
Ensures that all necessary equipment and supplies are available
Assists researchers in using the collection and equipment
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The library user is directed to the microform collection through the OLS, Journals Holding
Report and labels on the periodical shelf.
7.4.2 Microfiche Storage: The Times Two Cabinets
The Times Two cabinets are pivoting storage cabinets which are set up to hold microfiche.
Currently, over 350,000 pieces of microfiche are housed in the Times Two cabinets.
Contents signs are kept on the sides of the Times Two cabinets. The signs list the contents
of the individual sections.
7.4.3 Microfiche Procedures
The Technician uses the procedures below to maintain the microfiche equipment and
collection.
Receipt of microfiche:
- Record receipt date on package and packing slip upon receiving shipment of microfiche.
- Check actual fiche copies against packing slip list, noting any missing fiche that need to
be claimed.
- File dated packing slips in "Microfiche Packing Slips" binders maintained by the
looseleaf technician.
Claiming:
- Identify source of subscription to indicate source of item.
- Contact publisher/supplier by phone, mail, or online depending on the procedures of the
supplier.
Filing microfiche:
- Each microfiche series is filed separately, arranged in fiche number order.
- Use extreme care when filing fiche. The sharp edges often require gloves when handling
large quantities of fiche.
Re-filing microfiche:
- A Circulation/Ready Reference Technician refiles daily all microforms used by patrons
and Library staff.
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Microfiche reader/printer use:
- EPA allows the public to copy a maximum of 25 pages per day from the microfiche
reader/printers. There is no limit for EPA staff.
Microfiche reader/printer maintenance:
- The reader/printers are supplied and maintained through a National Micrographics
Systems (NMS) maintenance contract.
- The contract provides for scheduled maintenance checks by NMS. If the
Circulation/Ready Reference Technician cannot solve an equipment'problem, he refers it
to a NMS repair technician.
Paper for microfiche reader/printer:
- Canon reader/printers use standard white paper (the same paper used for photocopiers).
- Paper is ordered by EPA staff when the technician notifies them that the paper is low.
- Dimensions of paper and type of replacement bulbs are noted on the "Microform Machine
Listing" kept by the EPA staff member and Head Librarian/Coordinator.
7.4.4 Microfilm Procedures
Receipt:
- Microfilm is received less often than microfiche and in bigger batches
- Check reels or cassettes against the packing slips
- Immediately claim any missing microfilm
- No labeling is required because the reel boxes and cassettes are labeled by the vendor
with the title, inclusive dates or issues, and notation of index
Storage:
- Stored alphabetically by title in microfilm filing cabinets.
- Interfile the new microfilm with the old, so that chronological order is maintained within
the titles.
- When necessary, make new labels for the file drawers with first and last title in the
drawer, or with title and date of first and last issue if a single title is filed in more than one
drawer.
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Machine use and maintenance:
- The machines used to read and make paper copy prints of microfilm are the same as those
used for microfiche, except that different attachments are used for film and flche. The
same copying restrictions apply.
7.5 STATISTICAL REPORTS
7.5.1 Serials Ordered
Many statistical reports are available through the Microlinx check-in system to inform users of
activity and status of titles in EPA Headquarters Library. Regular monthly reports include:
A Master List of titles in the Microlinx file sorted by collection.
A claiming report.
Microlinx can also generate reports sorted or selected by various fields such as:
- Publication Status Code
- Frequency
- Routing
- Subject
- Missing issues/number of times claimed
- Price
- Location
The system is flexible enough to allow nearly 400 sorts, depending on how much
information has been input for each record.
7.5.2 Serials Received
The Serials Technician maintains statistics on the number of titles checked-in daily, based on
Microlinx reports.
The number of microfilm reels added to the collection is noted monthly.
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7.5.3 Serials Use
A tally of serials use is done as deemed necessary by the Head Librarian/Coordinator.
The tally is used to get a count of:
- The number of serials used by the researchers and the library staff on-site.
- The number of serials which have been checked out.
- The number of serials used to fulfill Interiibrary Loan transactions.
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EPA Library Network Manual March 1994
CHAPTER 8: INTERLIBRARY LOAN
8.1 INTRODUCTION
The Interlibrary Loan (ILL) department makes resources from other libraries available to EPA
Headquarters researchers.
Interlibrary loans are transactions in which materials are loaned by one library to another for
short time periods, making available for research and serious study materials not owned or
immediately available at the borrowing library. (Quoted from the American Library Association
(ALA) Interlibrary Loan Code). ELL also makes Headquarters Library materials available to other
libraries that request them.
8.2 POLICY
8.2.1 Introduction
EPA Headquarters staff, including those located in Crystal City, Virginia, who cannot find
needed information in the Library, are encouraged by the library staff to use the ILL service. Below
are the policies followed by the Headquarters Library staff.
8.2.2 Borrowing
The top priority is filling requests from EPA Headquarters staff/contractors, including
Headquarters staff located in Crystal Ciry, Virginia, for material not available in the
Headquarters Library.
Every attempt is made to provide needed material for Headquarters staff as soon as possible,
within given budgetary constraints.
EPA staff may submit up to 10 ILL requests per week, in order of priority.
ELL material is loaned for a period of two weeks, and the ILL staff may request one
renewal. It is up to the lending library to grant the renewal.
Due to budget and staff limits, interlibrary loan service is not provided for Agency
contractors, students, fellows or interns.
Requests are received on DLL forms (see next page) in person at Headquarters library (at the
Circulation Desk, or the patron may mail the forms directly to the ELL Section at mail code
3404 or FAX to 260-5153. Requests will also be accepted through E-mail or by telephone.
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INTERLIBRAKY LOAN HEQUEST FORM
IntefUbrarv Loan services ar» available for EPA H
Pte*»« check lh« hblding*
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EPA Library Network Manual March 1994
by the DOPO.
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March 1994 EPA Library Network Manual
8.2.3 Lending
Materials arc loaned from Headquarters ILL to other libraries, not to individuals.
Requests from other libraries for lending are prioritized as follows from highest to lowest:
- EPA Libraries
- Other Federal Libraries
- Other Washington DC area libraries
- All other libraries
- Academic libraries
- Libraries in not-for-profit organizations
- Libraries in for-profit organizations
ILL requests from foreign dignitaries (ambassadors, diplomats, etc.) in the U.S. are
handled by the ILL Staff.
ILL requests from U.S. Territories and Canada are processed by the ILL Staff.
ILL requests from all other countries are forwarded to the INFOTERRA staff for
processing.
Requests from other libraries are received through OCLC, walk-in clients, mail, email,
telephone or FAX. ALA forms are required for all non-OCLC requests.
- Libraries making requests by telephone (except EPA Network Libraries) must send a
follow-up ALA ILL form for each request. This provides full address and identifying
information for the requesting library and complies with the copyright law.
- Walk-in requests, except from other EPA libraries, must be preceded by a telephone
from the requesting library. The person picking up the item must have a signed ALA ILL
form from the requesting library.
Books, reports, and other documents are loaned for three weeks with one renewal for an
additional three week period, if not in demand by EPA staff/contractors.
Individual photocopy requests cannot exceed 40 pages.
Borrowing libraries are limited to 5 requests per week.
The following materials are not available to borrowing libraries; but may be photocopied
following the "not to exceed 40 pages" rule listed above:
- Reference books
- Looseleaf services
- Newspapers
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- Entire journal issues
- Indexes
- Microfilm. Microfiche can be copied to microfiche. This service is generally available
only for other federal libraries.
- Audiovisual materials may be borrowed by EPA Network Libraries only. Requests for
videos are directed to the Reference Technician responsible for the Video Collection.
- Items from the Hazardous Waste Collection and the International Collection circulate at
the discretion of the Hazardous Waste and INFOTERRA staffs.
The Headquarters Library reserves the right to deny ILL requests for the following reasons:
- Items less than three months old
- Items in demand by EPA Headquarters staff/contractors
The Headquarters Library allows no more than five documents out on loan to a single1
library at one time.
Should a borrowing library have 5 overdue items out at one time, borrowing privileges will
be suspended until all items are returned. The borrowing library will be notified in writing
of the suspension.
w
Routine requests are processed the day they are received whenever possible. The material is
shipped out by pouch mail to EPA Libraries in the Regions, Cincinnati, RTP, Edison, NJ
and Corvallis, OR and United Parcel Service (UPS) to other EPA libraries and other
borrowing libraries.
If an item is on loan to another library, it can be reserved by a potential borrowing library.
Microfiche copies of microfiche will generally be made only for other federal libraries.
The use of the microfiche duplicating machine by non-Agency personnel is not allowed.
Agency staff making large quantities of microfiche copies may utilize the machine, but are
required to bring their own supply of fiche blanks. Library staff may restrict the usage of
the machine when it is needed by Library staff.
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8.3 BORROWING PROCEDURES
8.3.1 Introduction
Listed below are the borrowing procedures used by Interlibrary Loan staff.
8.3.2 Receiving Requests from EPA Patrons
The patron or library staff fills out the EPA Headquarters Library ILL form.
The patron may place the completed form in the ILL Box on the Circulation Desk to be
picked up by the ILL staff, take the form to the ILL section, or return it by interoffice mail to
the Library at mail code 3404, FAX it to 260-5153, or make the request through E-mail or
by telephone.
8.3.3 Processing the Requests
If the patron is a contractor, student, intern or fellow, the ILL staff informs them that ILL
services are only available for Agency personnel and offers other possible options.
Requests are ordered according to the date received and processed within a period of two to
three days, depending on the urgency of the request.
The ILL Librarian searches OLS, printed serials holdings lists for journals, the OCLC
Interlibrary Loan Subsystem, the OCLC Environment Library on CD-ROM and EPIC (the
OCLC reference service) for the bibliographic record of the item requested.
Requests are sent to the most cost-effective source via the most expedient method, whether
that be a paper request or an electronic request sent over OCLC.
For rush or important journal requests, the ILL staff locates the material and requests that it
be faxed, or consults with the Reference staff for the availability of the material online, in
full-text format.
If the search indicates that the item is owned by the Headquarters Library, the appropriate
shelf or microform drawer is checked to determine whether the item is actually there.
- If the item is found in the Headquarters Library, either a photocopy of the item is made
and forwarded to the patron through interoffice mail or the item is signed out to the patron
and forwarded through interoffice mail, depending on the format and length of the item
requested.
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EPA Library Network Manual March 1994
For items not identified in printed union lists, OLS orOCLC, the ILL Librarian identifies
likely sources for the item by checking:
- Library and Reference Facilities in the Area of the District of Columbia.
- Encyclopedia of Associations.
- ALA Directory of Libraries.
- Periodicals Holdings Lists from many Federal, State and special libraries.
- List of Journals Indexed in Index Medicus.
The ILL Librarian requests items from these sources by phone and when necessary sends a
follow-up ALA form or OCLC request.
If requests come back unfilled, the ILL Librarian contacts the patron to find out if he/she
wants the search to continue.
Staff will make three attempts to locate a source to borrow the item. If no source is found,
and the request goes unfilled after three tries, the Librarian notifies the patron that the search
has been discontinued.
If the ELL Librarian cannot identify or locate an item, the citation is searched on DIALOG or
another commercial database to verify the accuracy of the citation.
.
If no additional information is found, the requestor is contacted to discover his/her source of
the citation and whether any more information can be established.
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EPA Library Network Manual
8.3.4 Receiving Materials and Notifying Requesters.
Photocopies are sent to requesters through interoffice mail with a "Compliments of
attachment (below, left).
A form is attached to books and reports indicating the patron's name, telephone number, E-
mail box, ILL number, date received by the library, and date due (below, right).
With the compliments
of the EPA Headquarters Library
INTERLIBRARY LOAN SERVICE
AS PER YOUR REQUEST.
'This single copy
is bring made for
research purposes
only. The original
material may be
protected by
copy right law.
(Title 17, U,S.
Code)
United Stales Environmental Protection Agency
Headquarters Library
Inlertibraty LoanPM-211A
401 M Street, SW.
Washington. DC 20460
202-260-5060/260-5153
INTERLIBRARY LOAN
PATRON.
PHONE .
EMAIL
PLEASE HELP BY OBSERVING THESE GUIDELINES
1. Borrowed material is subject to recall and must be kepi
available during office homs.
2. Due dales must be smelly observed Renewals
should be requested before the due dale and are
granted at the discretion of the lending library
ILL#
DATE OUT
DATE DUE
PLEASE DO NOT RETURN THIS MATERIAL
BY MAIL
If you need a renewal or more ILL services.
please call 260-50601250-5153
Was ihis material what you expecieoYheeded?
Yes No
Do you recommend it for purchase?
Yes No
United States Environmental Protection Agency
Headquarters Library
Intcrlibrary LoanPM-211A
401 M Street, SW.
Washington. DC 20460
The patron is called and informed of the arrival of the material. Patrons who work in
Waterside Mall are asked to pick up items at the Headquarters Library ILL section.
Materials can be sent through interoffice mail to patrons at other locations.
When the material is picked up, the patron signs the ELL record and dates it.
The record is added to the dBase Borrow database and the form is filed in the Borrow box.
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March 1994
8.3.5 Receiving items returned by EPA patrons.
Patrons are encouraged to return ELL material to the ELL section.
The material should be returned to the lending library within 48 hours and the OCLC record
mark "returned".
If the patron recommends the book for purchase, the ILL librarian forwards the information
to the Collection Development Librarian.
The ELL technician updates the dBase Borrow file as complete.
The ELL record is filed in Complete section of Borrowing file box.
8.3.6 Overdues and recalls
The following procedures apply to overdues and recalls. The ILL Librarian:
Reviews the Borrowing records weekly to check for overdue materials.
For items borrowed through OCLC, checks the OCLC record to see if paper record
information is correct.
Sends an overdue letter to patron, or telephones him/her.
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IF YOU HAVE AMY O1F.STIONS OR COMMENTS.
PLEASE RETURN THIS NOTE OR GIVE US A CALL
No more than two notices are sent for overdue items. If items are not returned, the ILL
librarian calls the patron.
If items are not returned after two overdue notices and a phone call, the ILL Librarian's
supervisor will recommend the appropriate action on a case by case basis.
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March 1994 EPA Library Network Manual
If the patron claims he/she returned the material and the lending library sends an invoice for
it, the bill is referred the Head Librarian/Coordinator for payment.
If the patron admits loss of the material, and the lending library sends an invoice for it, the
patron is asked to make out a check to the lending library. If the patron prefers to replace
the book and the lending library agrees, ILL will send the replacement to cover the loss.
Statistics are kept on overdue notices sent.
If a recall message is received on OCLC, the above overdue procedure begins immediately.
8.3.7 Renewals
Headquarters staff may request renewals by phone, mail, E-mail or in person at the DLL
section.
The ELL librarian gives the borrower a tentative new due date and requests a renewal from
the lending library through OCLC or by phone.
The patron is notified if his renewal request is not approved.
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8.4 LENDING PROCEDURES
8.4.1 Receiving and Processing Requests
The ILL Technician receives requests through the OCLC message file, mail, fax, telephone,
and by E-mail daily.
Requests are processed in the following
order:
- Requests from EPA Libraries.
- Requests that have the EPA
Headquarters Library as the last or
only lending library in the lending
string.
- Requests from Federal libraries.
- Requests from all other libraries.
The ILL Technician checks to determine
whether each incoming request is in the
Headquarters Library using the Online
Library System and Journal Holdings
List.
The ILL Technician pulls the material
from the shelves, notifies the requestor,
and processes the material for mailing. A
form (pictured right) noting borrower,
date shipped, and date due along with
return address is attached to book.
Requests for loans by the OPPT Library
will not be accepted. All Headquarters
Agency personnel have borrowing
privileges at both libraries. Requestors
may visit the Headquarters Library and
borrow the materials directly.
Unfilled requests are filed noting the
reason, and the requestor is notified.
FROM THE EPA HEADQUARTERS
LIBRARY
ILLS:
PATRON:.
DATE OUT:.
DATE DUE:
In response to your request
RETURN TO:
U.S. Environmental Protection Agency
Headquarters Library
Att Inierlibrary Loan
401 M Street, SW. (PM-211 A)
Washington, DC 20460
202-260-5060/260-5153
Paper records of loans to other libraries are placed in the lending box in the ILL area.
Information from these records are entered into the circulation database, including
borrowing library, title, OCLC number if applicable, call number, and due date.
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March 1994 EPA Library Network Manual
When the item is returned, the paper record is pulled, marked with the date returned and
filed in the "Completed" section of the lending box. The record is cleared from the
circulation database and the item is reshelved.
OCLC records must be updated within a four day turn-about established by OCLC.
- Requests from EPA libraries that cannot be filled are updated as conditional, stating the
reason the material is not available.
8.4.1 Overdues and Recalls
A Librarian reviews the Lending records bi-weekly to check for materials that are overdue
by more than 2 weeks.
For those overdue items, the Librarian:
- Checks OCLC, if applicable, to determine if the item has been updated to "Returned" by
the borrower. If so, no notice is sent. The paper record is cleared
- Checks records against the shelves and the circulation database. If items have been
returned, the paper record and the OCLC record is updated to "Returned."
- Notifies EPA Libraries by email or telephone call.
- Prepares and sends First Notice form letters (see next page) to libraries with overdue
materials, requesting return cr renewal.
- Clips a copy of the notice to the ILL record.
A First Notice must be sent prior to suspending borrowing privileges for libraries with 5 or
more overdue items.
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EPA Library Network Manual
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March 1994 EPA Library Network Manual
8.4.2 Renewals
The following procedure is followed for renewals:
- Items are usually renewed for an additional two week period. One renewal per borrowed
item may be made if requests for the item from EPA staff/contractors are not pending.
- Borrowing libraries may request renewals by phone, mail, fax, or through OCLC.
- Materials that are lost by a borrowing library musj be replaced. The borrowing library
may replace the actual book or report, or submit a check or money order in the amount of
the material's replacement value.
8.5 FEES
The Headquarters library charges no fees for lending services.
Invoices received from libraries for ILL services are given to the DLL Librarian. Invoices
are batched and sent to the appropriate office on the SO1" of the month.
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8.6 RECORD KEEPING
ILL record keeping is an important monitoring tool for all ILL transactions. The following is
a detailed account of Headquarters Library record keeping procedures for the transaction files and the
ILL database.
8.6.1 Transaction Files
The transaction files include records of active and completed ELL requests. They are divided
into sections that identify the progression of each request from entry to completion. These files are
kept in the four boxes on shelves in the ILL department. All active files are arranged alphabetically by
title. The files are as follows:
In Process File - Pending requests for EPA staff.
Borrowing File - Filled book requests for EPA staff.
Photocopies Received File - Filled photocopy requests for EPA staff.
Lending File - Pending and filled requests from other libraries.
The ELL technician removes completed transactions at the end of each month and stores them
in the appropriate filing cabinet.
Records for borrowing are archived for three years for purposes of copyright compliance.
8.6.2 Tracking Lending and Borrowing
Headquarters Library interlibrary loan lending and borrowing records are entered into the
circulation database with regular borrowing records. These records are tagged with an ILL
tag. This allows library staff to keep track of all Headquarters Library materials in
circulation.
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EPA Library Network Manual
8.6.3 Statistics
Statistics are kept on the type of request and type of material sent and received.
The ILL librarian and ILL technician record statistics daily, and the ELL librarian compiles
them monthly.
The interlibrary loan statistics are included in the monthly report for Technical Services.
EPA HQ Library
Technical Services Activity
1993
Acquisitions (commercial vendors)
Total orders on file
Orders received as of end of month
Open orders as of end of month
Cataloging
Copy Cataloging:
Original Cataloging:
Maintenance:
Total:
Interlibrarv Loan:
Requests received
Requests placed
Requests filled
Requests unfilled
Informational / reference
EPA Documents
Other
Subtotal
EPA Documents
Other
Subtotal
Borrowing
Receiving
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8.7 MAIL SERVICE
The ILL Technician opens and sorts incoming mail.
Incoming photocopies are sent by interoffice mail to the requestor.
Material that is to be picked up by a courier or an EPA patron is labeled with the patron's
name and shelved below the Transaction files in ELL.
Materials are mailed in padded jiffy bags and marked UPS, First Class or Pouch.
All deliveries to EPA Regional libraries, Cincinnati, RTP and NEIC are sent pouch mail.
Deliveries to other EPA libraries, including laboratory libraries, are sent UPS.
Boxes are used for bulky items and are shipped via United Parcel Service (UPS).
- Items which are to be shipped UPS are assigned tracking numbers for future reference in
case of loss.
- The ILL technician marks each package UPS and places a tag with a package number, the
name, and phone number of ILL. The package number is placed on the ELL transaction
record.
- Upon receipt of the package the mailroom calls with the tracking number for the
corresponding package number.
- The tracking number is placed on the dBase record so that it can be found in case a
package is lost.
All mail must have the correct return address including the Headquarters Library mail code,
3404.
Items to be mailed are sent to the mail room by using the bins provided in the library.
The FAX in the library may be used by library staff when outgoing material for EPA
libraries is needed on a rush basis or when there is an urgent need to send an ALA ILL form
to a lending library. The FAX may also be used for incoming faxes.
Headquarters ELL department can only use Overnight Express services if the requestor
provides the account number of their carrier.
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EPA Library Network Manual March 1994
CHAPTER 9: CIRCULATION
9.1 INTRODUCTION
Circulation is defined as the process by which library materials are: Charged out or loaned;
discharged or checked-in; or recalled. Circulation is also the record of this process. This chapter
presents Headquarters Library circulation policies and procedures.
9.2 CIRCULATION POLICY
Circulation tasks are done by circulation/ready reference technicians as well as reference
librarians.
Only EPA employees may check out materials. Contractors, students, interns and fellows
may also borrow items, with prior approval of their EPA project officer or supervisor.
Agency emplyees working in Waterside Mall are asked to visit the library during normal
operating hours to sign out materials. Borrowers in other buildings may request that items
be sent to them through interoffice mail.
All library materials may be checked out, with the exception of the following:
reference books
current periodical issues
microforms
abstracts and indexes
newspapers
Federal Regulations. Federal Register. Congressional Record, and the U.S. Code
Materials in the Hazardous Waste Superfund Collection
Non-circulating materials may be borrowed under special circumstances, with the approval of
the Head Librarian/Coordinator or the reference librarian in charge.
As stated above, microforms do not circulate. Library staff may make microfiche copies of
microfiche for other federal libraries. This service is not available for other library users. The use of
the microfiche duplicating machine by non-Agency persons is not allowed.
9.2.1 Renewals
Library materials may be renewed by phone if they do not appear on the reserve list.
Renewal time is two weeks. Videotapes may be renewed for one extra day, if not already
reserved for someone else.
Library materials may be renewed an indefinite number of times as long as they do not
appear on the reserve list.
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9.2.2 Recalls
Material lent is recalled if it is requested by another borrower and it has been kept past the
due date by the first borrower.
9.2.3 Overdues
There is a due date for all materials.
No fines are levied for overdue items.
Overdue notices are sent to borrowers on a semi-annual basis, in October and April.
9.2.4 Reserves
A reserve list is maintained as part of the automated circulation system.
Anyone authorized to check-out library materials is eligible to reserve materials.
Reserve materials circulate for two weeks and are not renewable.
Reserve materials may be allowed to circulate longer than the two week period, if there are
no other outstanding reserves.
Requests are filled in the order they are received.
»,
Circulation staff may request the early return of reserve material, but the borrower is not
obligated to return it before the end of the two-week time period.
Borrowers may reserve an item for future lending when returning a recalled item.
9.2.5 Termination of employment
When an EPA employee leaves the Agency, the circulation staff must check the borrowing record;
to make sure no library materials are still charged to the employee.
Headquarters Library staff will also call the OPPT Library to determine if the employee has
any outstanding materials from that library.
If the terminating employee loses any materials, the library staff determines the price of the
materials, and the person will be charged for the materials, payable by check or money order
to EPA. Restitution must be made for missing items before library staff will clear the
employee's record.
9.2.6 Replacement of lost or damaged materials
Borrowers are charged the current price of any library materials they lose or damage.
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9.3 CHECK-OUT / CHECK-IN PROCEDURES
9.3.1 Identification
Before charging out materials to a researcher, library staff members determine if the borrower
is an EPA staff member, authorized contractor, summer intern, student or fellow through the
following steps:
Asks to see his/her EPA employee ID badge
Checks contractor authorization file for non-EPA staff
- Contractors who want to borrow materials from the library must have the "Library
Services for Contractors" form signed by their contract project officer. The figure below
shows a sample of the form used by the Headquarters Library:
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They must present a completed
"Library Services for Contractors"
form to the library staff for filing in
the library.
Fellows, students and interns must
have the "Library Services for
Fellows and Interns" form signed by
their supervisor. The figure to the
right shows a sample of the form
used by the Headquarters Library.
The completed form is kept in the
contractor file notebook at the
circulation desk.
The circulation or reference staff
checks the contractor file each time a
contractor, student, intern or fellow
presents library material to be
checked out.
The form must include an end date for services. If a date is not supplied by the
contractor, student, intern or fellow, library staff automatically assign an end date of six
months from the start of services.
A circulation technician checks the file periodically, pulls the outdated forms and checks
to see if they need to be updated or discarded.
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9.3.2 Circulation Record
The Grculation Technician fills out the circulation sheet after determining that the person is an
EPA employee or authorized borrower.
Information on the circulation sheet includes:
- Tide of the item being borrowed
- Call number (or date, volume, and issue number if it is a journal)
- Borrower's name (last name first)
- Borrower's signature
- Borrower's telephone number
- Borrower's mail code
- Borrower's program office, division
- Date out
- Date due
The circulation sheet used by the Headquarters Library is shown in the figure below:
(EPA Headquarters Libr
Date Due: Journals & Special
ary Circulation Record f
Collections General 1
or
looks & Docs
^
TITLE COLL CALL NO 4ORROWER/SIG PHONE NO WAIL CO/OFBPRG OUttDUE
( )
( )
( )
( )
( )
( )
( )
( )
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Library staff maintain a back file of the paper circulation records for 5 years, and an
electronic file indefinitely.
A date due slip is affixed to the back of the material and the due date is stamped on the slip.
The figure below shows a sample date due slip.
DATE DUE
HIGHSMITH M51IS
Material is desensitized through the library security system, except for audio and video
tapes. The electro-magnetic field in the security system damages the audio-video materials.
Circulation sheet information is entered later that day into the circulation system.
9.3.3 Circulation Period
Circulating library materials include:
- EPA reports:
- Circulate for three weeks
- Main collection of monographs:
- Circulate for three weeks
- Periodical back issues:
- Circulate for two weeks
- Reserve items:
- Circulate for two weeks if there are outstanding reserves; three weeks otherwise
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- Information Resources Management (IRM) collection:
- Has a red dot above the call number
- Circulates for two weeks
- Management collection:
- Has a blue dot above the call number
- Circulates for two weeks
- Water collection:
- Has a light green dot above the call number
- Circulates for two weeks
- Test Methods collection:
- Has a dark purple dot above the call number
- Does not circulate
- Pollution Prevention collection:
- Has a light orange dot above the call number
- Circulates for two weeks
- International collection:
- Has a yellow square sticker above the call number
- Circulates for two weeks
- Hazardous Waste Superfund collection:
- Has a bright orange dot above the call number
- Is a non-circulating collection except under certain circumstances with the permission
of the staff of the Hazardous Waste Superfund collection
- The Hazardous Waste Superfund librarian prepares a permission slip stating that the
borrower is approved to borrow a-book from this collection. This slip must be
presented to the circulation technician prior to signing materials out
- Audio-visual materials:
- Videotapes circulate 24 hours or from Friday afternoon to Monday morning
- Audiotapes and portable cassette players circulate for three weeks
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9.3.4 Check-in/Out Procedures for Borrowers Outside Waterside Mall
Agency staff working in buildings outside Waterside Mall may request that library materials
(i.e., books, reports and journal issues) be signed out in their name and sent to them via interoffice
mail.
Library staff obtain identification information, as outlined in section 9.3.1, from the
requestor over the telephone.
Library staff fill in the circulation record, as outlined in section 9.3.2. The same circulation
periods as detailed in section 9.3.3 apply.
A receipt indicating the item's due date is affixed to the item. This receipt includes a
coupon, which the borrower signs, attesting that he or she received the item. The coupon is
returned to the library by mail or fax. The coupon is then filed for future reference.
When the item is returned to the library, library staff retrieve the coupon, and initial it,
signfying that the item has been returned, and return the coupon to the borrower. This last
step assures the borrower that the library has received the item and his or her record has
been cleared.
The same procedure is folowed for books borrowed for Agency employees on interlibrary
loan.
Agency staff requesting this service are asked to fill out a borrower's record, which outlines
the library's expectations in terms of responsibility for the item and adherence to due dates.
This form is filed in the library, and borrowers are asked to fill out a form only once.
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9.3.5 Replacement of Lost or Damaged Materials
The library staff locates current title prices in sources such as:
- Books in Print
- Standard Directory of Periodicals
- Ulrica's International Periodicals Directory
- National Technical Information Service (NTIS)
- GPO Monthly Catalog of Government Online Computer Publications
Charges for lost or damaged materials for which no prices are available are:
- Books: $25.00
- Journals: $5.00
- EPA Reports: $15.00
Borrowers make checks or money orders payable to the U.S. Environmental Protection
Agency. Cash is not accepted.
Checks or money orders are given to the Head Librarian/Coordinator who forwards them to
EPA Accounts Receivable.
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9.4 AUTOMATED CIRCULATION SYSTEM
An automated circulation system provides a means of tracking the circulation of library
materials, including those loaned to other libraries through ILL, and produces several reports on
circulation activity. The library staff accesses the circulation system through a personal computer at
the circulation desk. The circulation system is a dBase III+ datafile, with three index files. The data
is updated each day by a circulation technician. More detailed instructions on operating this system
are accessible at the circulation desk.
9.4.1 Reports Produced
Several reports can be produced through the Library Circulation System. Each report lists the
circulation record as it is input into the system. The information can be sorted by different fields
according to the use of the report.
Tide report:
- Lists all materials in circulation
- Arranged in alphabetical order by title
Borrower report:
- Lists borrowers' names alphabetically, last name first, with materials they have charged
out.
Call number report:
- Lists all items checked out in call number order.
»
Overdue report:
- Printout by borrower name with the overdue materials listed.
- Can print out individual notices for entire database.
Special collection circulation reports:
- Lists all items borrowed from the Water, International and Hazardous Waste Superfund
collections. These reports are distributed to the special collections staff.
Interlibrary loan:
- Lists all items loaned from the Headquarters Library to other libraries.
Printouts can be customized for special reports.
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9.4.2 Report Frequency
Reports are updated weekly on the Library Circulation System.
Each week three reports are produced:
- Title report with borrower's name, phone number and mail code printed.
- Borrower report.
- Call Number report
-Special collection circulation reports
Overdue reports are generated on a semi-annual basis.
9.4.3 Report Distribution
Weekly Title, Borrower and Call Number reports are kept at the circulation desk.
On a semi-annual basis, overdue notices are sent. An overdue report is produced by the
circulation technician.
9.4.4 Use of Reports and the Automated System
The circulation technician monitors the weekly reports:
- To check for input errors
The printouts are also maintained as a backup in case of failure of the automated system
Staff use the automated system:
- To check whether a tide is in circulation
- To recall tides
- To track reserve materials
- To clear employees leaving the Agency
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EPA Library Network Manual March 1994
9.5 OVERDUES AND RECALLS
9.5.1 Overdue Procedures
A call number report of overdue materials is printed for an easy access to the materials checked out.
The technicians check the notices against books on the shelves to make sure they were not returned.
If the material has been returned, the circulation record is deleted.
Individual notices are generated for any individuals in the Library Circulation System
database who have overdue materials. Materials are listed by titles in circulation under each
borrower's name.
Individual notices list the title of the book, the call number, date checked out and the date due.
The overdue notice is sent to the borrower.
If the borrower does not respond to the semi-annual notices, he or she is called.
If the borrower claims to have returned the material, it is considered lost.
The report of overdue items is kept by the circulation technician and is compared with each new list,
to double-check circulation record deletions from the automated system.
If the title cannot be retrieved:
- It is considered lost and the borrower is charged. If the borrower claims to have returned
the item, the borrower is not charged.
- Once the borrower has replaced or paid for the missing item, the record is deleted from
the circulation system.
- If the borrower claims to have returned the item, the borrower is not charged.
- Records for the "claims returned" tides are deleted from the circulation system.
- The cataloging staff updates the holdings information.
- The Head Librarian/Coordinator determines which titles should be recommended for
replacement.
- Replacement procedures are described in Chapter 3: Collection Development and
Maintenance.
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9.5.2 Recall Procedures
Recalls are done by the circulation staff:
- By calling the borrower to request that the material be returned
- By notifying the interlibrary loan staff, who contacts the borrowing library for return of
the material
The requesting patron is never given the name of the person who borrowed the title because that
information is legally confidential.
9.6 RESERVES
9.6.1 Recall of Requested Items
If an EPA borrower asks for an item that is in circulation, a technician checks the circulation records
to arrange a recall of the item.
The technician calls the borrower to ask if the item will be returned before the due date. The
borrower is not mandated to return the book before the original due date. In a few cases,
however, an item may be requested to be returned before the due date, i.e. at the request of
the Administrator or Regional Administrator.
The technician informs the borrower when to expect the item and tells the researcher he/she will be
notified by telephone when it is ready to be picked up.
9.6.2 Recording the Reserve Request
The technician records the appropriate information on the circulation sheet.
- The term "RES" is entered into the "COLLECTION" column on the form.
- The "DATEJDUT" and the "DATE_DUE" columns are filled in with the same date,
which is the current date.
- The rest of the information should be entered as usual (see Section 9.3: Check Out/Check
In Procedures).
The reserve request is entered into the Circulation Database with the rest of the day's
circulation information by the Circulation Technician.
- The designation "RES" is entered into the collection field in the database.
- The name of the requester is entered in the borrower field.
- The date of the reserve request is placed in both the date out and date due fields.
The technician calls the borrower daily until the item is actually returned unless the borrower
indicates that he/she will not return the item until it is due.
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EPA Library Network Manual March 1994
After the due date, if the technician is not able to contact the borrower on three tries, he/she
sends a form requesting the return of the item.
If he/she still gets no response, he/she refers the matter to his/her supervisor.
9.6.3 Maintaining the Reserve List
The Circulation Technician checks the status of the reserve list daily.
- Makes the necessary calls
- Updates the reserve list
A printout of reserve circulation information is generated weekly by the circulation technician.
Reserve requests can be found on a special printout of reserve circulation information.
The technician is alerted to the presence of reserve material when he/she discharges material
that has been relumed.
The technician holds the item for the next borrower on the list and notifies him/her that the
item is ready for pick-up.
9.6.4 Circulation of Reserve Material
When checking put reserve material, if there are other outstanding reserves on the item, the
technician tells the borrower that this material has a restricted circulation period.
If the borrower needs the material for more than two weeks, his/her name is added to the
reserve list for a future lending period when he/she returns the item.
9.7 STATISTICS
Statistics are tallied upon the request of the Head Librarian/Coordinator.
Statistical reports can be compiled on:
Type of material (e.g., audio-visual)
Collection (e.g., Management)
Due date ranges
Borrower's program and office
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CHAPTER 10: COLLECTION MAINTENANCE
10.1 INTRODUCTION
The Headquarters Library recognizes the need to continuously evaluate its collections and has
developed the following guidelines to help maintain its collections.
10.2 Weeding Policies
It is the EPA Headquarters Library's policy that all types of library material will be discarded
when they are superseded by newer material or become obsolete. Weeding of the collection is done:
On a systematic, periodic basis (no less frequent than biennially).
On an item-by-item basis when specific items to be discarded are discovered through
reference and technical work.
The Head Librarian/Coordinator makes the final decision on whether an item should be
discarded. Input and opinions from other staff may be solicited. A list of suggested items
to discard is forwarded to the DOPO for review and approval prior to actual weeding.
General Guidelines:
- Age. Age is considered on an item-by-item basis.
- Condition. Items in a state of disrepair may be discarded. Since a worn document may
also be an indication of heavy usage, a determination must be made to replace certain
items.
- Relevance. Items irrelevant to the Library's purpose are discarded.
- Similar material. If the Library contains a substantial amount of similar material in a
particular subject area, older material is discarded.
- Usage. The number of times a document is checked-out determines whether it is a
candidate for weeding. The Headquarters Library has instituted the following procedures
that will provide a more accurate count of use:
- Use a date due slip on every item that circulates.
- Whenever a date due slip replaces one that is full a note is made on the new one to
indicate how many slips have already been filled for that tide.
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10.3 RETENTION POLICY
10.3.1 Books/Monographs
The Library will keep one copy of each monograph in the main collection.
For some reference materials, the latest edition is kept in the reference section while the
previous edition is shelved in the main collection. Due to the historical significance of
certain documents, all previous editions are retained (e.g., Statistical Abstracts of the U.S.,
Federal Government Manual, Municipal Yearbook).
10.3.2 EPA Reports
Two paper copies of EPA Reports will be kept in the EPA Document Collection.
EPA Reports in hardcopy are discarded after five years if the Library also has a copy in
microform.
10.3.3 Serials
Serials are kept for at least three years. Exceptions may be made to this rule in the case of
specialized journals not readily available elsewhere.
Serials are routinely discarded when cumulative or microform versions arrive.
Short runs of serials (e.g., less than one year's worth of issues) that have been cancelled or
ceased publication may be recommended for weeding.
10.3.4 Other Criteria
Other factors affect the decision to retain materials. Materials will be retained if they fit one or
more of the following criteria:
Books, reports or other materials produced by EPA's predecessor agencies, those agencies
responsible for environmental affairs before EPA was established.
Books, reports or other materials on environmental topics produced by any Federal agency
(National Academy of Sciences, Department of Energy, Fish and Wildlife Service).
Any conference proceedings or symposia report on environmental topics.
Any administrative or policy work related to regulatory agencies or the reorganization of a
Federal agency or department.
Any material containing historical information about EPA.
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10.3.5 Discarding
After the decision to discard is made, the Collection Development Librarian:
Offers the items to the EPA Library Network.
If no EPA Network Library requests the titles, the monographs and journals are sent to the
Library of Congress, Gifts and Exchange Division, recycled as used paper or discarded.
Offers EPA documents to INFOTERRA for distribution, or recycles them.
10.4 INVENTORY
The Library staff conducts an annual inventory of the Library collection. Inventories help
identify missing items or discrepancies between the physical item and the cataloging record. The
discrepancies can then be corrected, ensuring the quality and integrity of the catalog.
A shelf list can be generated by Library staff using the Librarian Report function on he
Online Library System (OLS), or sending a request to the OLS database administrator, who
forward the shelf list to the library.
The shelf list is sorted in call number order, the same order as items are placed on the shelf.
The shelf list includes books, reports and audio-visual materials, noting the number of
copies, volumes and editions held.
The shelf list is separated by collection: Reference, main , Management, Information
Resources Management (IRM), Water, Test Methods, EPA documents and Audio-Visual.
In even fiscal years (e.g., FY94, FY96), Library staff conduct a complete inventory of the
above collections.
The inventories of these various collections may need to be done at different times during
the fiscal year, to spread out or lessen the impact on the regular workload.
- Portions of the shelf list are divided and distributed to all Library staff.
- Staff carefully compare the printed shelf list to the items on the shelf, checking all
collection locations in the library, in the event an item has been misshelved. Staff also
check circulation and interlibrary loan records.
- Items on the shelf list but not on the shelf are indicated with a circle next to the title.
- Items on the shelf list and on the shelf are indicated with a checkmark next to the title.
- Items that require some repair or corrections to the cataloging record (e.g., call number
does not match, missing label), are indicated with an X. The problem with the item or
record is indicated briefly on the shelf list.
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August 1993 EPA Library Network Manual
- Items on the shelf but not on the shelf list are pulled and placed in a designated area. The
Head Librarian/Coordinator inspects them to determine if they actually belong to another
library or special collection, or if they are worthwhile to add to the Headquarters Library
collections.
- Items requiring repair or corrections are noted by cataloging staff, who begin working on
this maintenance immediately.
- Items deemed appropriate for the collection but not appearing on the shelf list are
cataloged.
- The shelf lists with missing items indicated are stored until the next year's inventory.
- The Head Librarian/Coordinator reports the number and percentage of missing materials
from each collection to the National Library Network Program Manager, and suggests
methods to lessen and control the number of missing items.
During odd fiscal years (e.g., FY93, FY95), staff search a second time for those items
marked as missing in the previous year's inventory.
- All collections are searched, as well as the circulation and interlibrary loan files.
- Items located during this process are indicated by a checkmark next to the original circle.
- Items not found are marked with a second circle next to the first circle. -"
- Items found and needing repair or corrections are indicated with an X.
The Head Librarian/Coordinator examines the list of still-missing items and identifies those
that may be replaced easily and cheaply (e.g. GAO reports).
- The acquisitions librarian makes every effort to obtain replacement copies of these items.
- Replacement copies are processed for shelving in the same manner as new materials, as
outlined in Section 11.2.6.
4
Items that cannot be replaced easily are declared lost.
- The Head Librarian/Coordinator and the acquisitions librarian note those titles deemed
desirable to replace, provided funds are available. This list is incorporated into the next
acquisitions recommendations list.
The Head Librarian/Coordinator reports the number of found and still-missing items to the
National Library Network Program Manager.
Records of still-missing items are deleted from OCLC and the OLS. This ensures that the
catalog continues to accurately reflect the actual holdings of the library.
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EPA Library Network Manual August 1993
10.5 SHELVING
Shelving is done daily by the Circulation/Ready Reference Technicians. The technicians are
trained in shelving materials with LC call numbers, with NTIS report numbers, with EPA report
numbers, and alphabetically by tide (periodicals).
Materials to be shelved are kept in the work area of the Library. These materials include
circulating materials that have been returned and materials used in the Library.
Materials to be shelved are divided into the following sections:
Abstracts and indexes
EPA reports
IRM collection
Journals
Loose-leaf and federal materials
Main collection
Management collection
Microforms
Reference collection
Water collection
A technician is responsible for shelving one or more of these sections.
The Superfund Technician is responsible for shelving all hazardous waste books, current
journal issues, reports and OSWER directives. An INFOTERRA technician shelves all
INFOTERRA materials.
Technicians collect materials left on tables at the end of the work day and divide1 them into
the appropriate to-be-shelved sections.
The Serials Technician shelves all new journals on the periodical display shelves and files the
older issues in the periodical section. Looseleaf updates are forwarded to the technician responsible
for filing.
Shelving statistics are kept daily by the Circulation Technicians and reported to the Reference
Librarian overseeing circulation. These statistics may be used by the Head Librarian/Coordinator in
reports to the DOPO.
A re-shelving count of serials is done twice a year, and combined with a circulation count to
establish a statistical assessment of periodicals use.
A shelf-reading schedule is established, with each staff member responsible for checking an
assigned section of the collection monthly. Staff reshelve misshelved items and generally straighten
the physical arrangement of the shelves. Staff rotate responsibility of the assigned sections monthly,
and thus are responsible for a different section each month.
USEPA West Building
Headquarters Repository
1301 Constitution Avenue N.W.
Room 3340 - Mailcode 3404T
Washington, DC 20004
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EPA Library Network Manual August 1993
CHAPTER 11: CATALOGING
11.1 INTRODUCTION
Cataloging is the systematic description of library resources with the goal to make them
accessible to users. This chapter reviews cataloging policies and procedures as practiced by the
Headquarters Library.
11.1.1 National Cataloging Center (NCC)
Until September 30,1992, the Headquarters Library operated the National Cataloging Center
(NCC). The NCC cataloged monographs and serials for the Headquarters Library and for other EPA
network libraries upon request. The NCC also acted in an advisory capacity for network librarians
completing their own cataloging, providing advice and direction for cataloging issues. The NCC
attempted to establish network standards, and conducted quality control checks of cataloging records.
Headquarters Library Cataloging Librarian maintained documentation of NCC policy and
technical procedures in the Cataloging Procedures Manual for the EPA National Cataloging Center.
The last edition of the NCC manual is dated September 30, 1991.
The purpose of the Cataloging Procedures Manual is to:
Train new cataloging staff
Document quality control for the EPA catalog
Record all procedures unique to NCC
Explain many standard cataloging rules and practices that are frequently applied by NCC
With the cessation of the NCC, responsibility for cataloging holdings reverted to the
individual network libraries. Headquarters Library staff are now solely responsible for cataloging
materials for the Headquarters Library, including special collections, as directed by the National
Library Network Program Manager. The Headquarters Library Cataloging Librarian is no longer
responsible for formulating policy and procedures for the library network. The Cataloging Librarian
formulates policy and procedures for the Headquarters Library within the general network guidelines
established by the NCC. He or she may provide opinions and advice on cataloging matters to
network librarians on a collegial basis, and participates in network cataloging workgroups set up to
resolve network issues and concerns.
11.1.2 The Catalog
All EPA libraries, including the Headquarters Library, use OCLC, a national online
cataloging network. Each participating library is identified by a unique symbol assigned by
OCLC to that institution. The OCLC symbols enable the library user to determine which
libraries own a particular volume or title. The Headquarters Library's symbol is EJB.
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August 1993
EPA Library Network Manual
- A list of EPA library holdings symbols is included below.
LIBRARY SYMBOL
EHA
EHB
EIA
E1J
EIA
EIB
EIC
ETD
En:
EKA
EKB
EKD
EKE
EKC
EKF
ELA
ELB
ELC
ELD
EMA
EMB
ENA
EGA
EOD
ERA
ERB
ESA
ESB
LIBRARY NAME AND LOCATION
EPA Region 1
Boston. Massachusetts
Environmental Research Laboratory
Narraganscu. Rhode Island
EPA Region 2
New Yorit. New York
EPA Region 2 Field Office
Edison. New Jersey
EPA Region 3
Philadelphia. Pennsylvania
EPA Headquarters Library
Washington. D C
EPA Law Library
Washington. D C
Central Regional Laboratory
Annapolis, Maryland
OPTS Technical Information Center
Washington, D C
EPA Region 4
Atlanta, Georgia
Library Services Office
Research Triangle Park. North Carolina
Environmental Research Laboratory
Athens, Georgia
Office of Air Quality Planning & Standards
Research Triangle Park. North Carolina
Environmental Research Laboratory
Gulf Breeze, Honda
ESRL - Meteorology Laboratory
Research Triangle Park, North Carolina
EPA Region 5
Chicago, Dhnois
environmental Research Center
Cincinnati, Ohio
Motor Vehicle Emission Laboratory
Ann Arbor, Michigan
Environmental Research Center
Duluth. Minnesota
EPA Region 6
Dallas, Texas
Robert S Kerr Environmental Research Laboratory
Ada. Oklahoma
EPA Region 7
Kansas City, Missouri
EPA Region S
Denver. Colorado
National Enforcement Investigation Center
Denver. Colorado
EPA Region 9
San Francisco. California
Environmental Monitoring and Support Laboratory
Las Vegas, Nevada
EPA Region 10
Seattle. Washington
CorvalLs Environmental Research Laboratory
CorvaUis, Oregon
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EPA Library Network Manual August 1993
OCLC sends computer tapes of all EPA libraries catalog transactions to EPA's National
Cataloging System (NCS) in Research Triangle Park (RTP), North Carolina.
NCS downloads the computer tapes into the Online Library System (OLS). OLS is an
online catalog, providing interactive access to the combined holdings of the EPA Library
Network. It also produces the COMcat, a computer-output microfiche catalog, from the
OCLC tapes. The COMcat duplicates the information available on OLS.
The OLS can be searched through user-friendly menus or BASIS commands, the system's
software, and it is updated biweekly.
The COMcat fiche is divided by author, title and subject. The COMcat is cumulated and
produced quarterly.
OLS has two levels, a patron level and a librarian level. Using the librarian level, accessible
with a special password, library staff can generate reports such as shelf lists used for
collection inventories.
The OLS and the COMcat fiche serve as a union catalog of all EPA library network
holdings. It provides for:
- Sharing of EPA information resources through interlibrary loan.
- Cooperative collection development that reduces duplication of books, journals and other
information resources.
11.1.3 Standards
Although the Headquarters Library's primary function is to provide cost-effective access to
EPA information resources, it also strives to be responsive to the requirements of OCLC's shared
network.
As a responsible OCLC member, when the Headquarters Library creates an OCLC record for
a document not already cataloged in the network (a process called "original cataloging"), it produces a
high quality, error-free record.
The Headquarters Library catalogs to the level defined by OCLC as level K, or minimal level
of cataloging, while providing such additional descriptive information and access points as are
necessary to ensure adequate bibliographic access of materials.
The Headquarters Library refers to the following documents for cataloging rules and
procedures:
Environmental Protection Agency National Library System User's Guide
Anglo-American Cataloging Rules, 2"d edition (AACR2)
OCLC Books Format, Serials Format, and other OCLC guidebooks and technical bulletins
Library of Congress Subject Headings (LCSH)
Library of Congress Classification Schedules
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August 1993 EPA Library Network Manual
Library of Congress Rule Interpretations
Library of Congress Subject Cataloging Manual for Subjects
11.2 PROCEDURES
11.2.1 Receipt of Work
The Headquarters librarians forward material to the Cataloging Librarian for processing.
These materials include:
Ordered books:
- A transmittal slip is included with the document. It may contain notes on the library
collection, call number and copy numbers. It will also indicate location and
subcollections to which the material may be assigned.
EPA reports from originating office:
- A transmittal slip denoting the number of copies to be added to the collection is attached
to the document.
Audio-Visual materials: " -
*-,
- A staff member views enough of the video tape to verify that the title, producer, and other
information on the video tape box is accurate, discrepancies are noted and passed on the
cataloging staff.
Donations and free materials:
- Once donated materials have been deemed appropriate for the collection, as defined in
Section 5.2.2, the Collection Development Librarian sends documents with notes on
library collection, previous editions and other information.
Serials
»
- New serials to be added to the collection are received from the serials technician with a
MicroLinx record attached. The MicroLinx record contains serials titles to which EPA
Headquarters Library subscribes and functions as a substitute for a kardex.
- All serials are cataloged in OCLC, and thus in OLS, with holdings periodically updated
and corrected to provide the basis for the printed Journal Holdings Report.
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EPA Library Network Manual August 1993
11.2.2 General Cataloging Procedures
The following steps are carried out in the cataloging of all materials:
Search OLS to see if there is an existing record in the database.
- If an EPA record is found on OLS, the OCLC record number is noted. The OCLC
record is then called up to have the Headquarters Library's holdings added.
- If a record already exists on OLS for the Headquarters Library, a decision is made on
whether or not to add a second copy. If another copy is added, the OCLC record is
called up and modified. Staff will ascertain and assign the correct copy number to the
newly added copy.
Search OCLC for records for commercial publications and government documents from
outside EPA.
- If a record is found, Headquarters Library's holdings are added. If necessary, the record
is modified to reflect local cataloging standards.
- If no record is found in OCLC, original cataloging is required. The item is set aside for
original cataloging, as described below.
For items requiring original cataloging, the Technical Services Librarian prepares a catalog
record according to AACR2 guidelines and OCLC formats. The librarian assigns Library of
Congress Subject Headings, and a Library of Congress classification number.
- The record is input directly into the OCLC cataloging system.
- As a quality control measure, the record is double-checked for spelling and other errors
by another staff member before it is saved into the OCLC system.
- Cataloging staff review the OLS record after the data has been downloaded from OCLC
to ensure accuracy.
Two copies of EPA documents and one copy of commercial publications are usually
retained for the library. Extra copies are offered first to other libraries in the EPA Library
Network if time allows. Unclaimed items are sent to the Library of Congress Gifts and
Exchange Division.
11.2.3 EPA Documents
EPA documents are those reports that have been formally issued by the Agency. They have
usually been assigned an official Agency document number.
Starting in January 1986, all EPA documents were assigned a call number with the prefix
EPAX, followed by a number which shows the year and month it was cataloged. This does
not reflect the date of publication.
Beginning in January 1993, a decision was made to return to using the official Agency
report number as the call number for EPA documents. This arrangement will provide
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August 1993 EPA Library Network Manual
different access to the document collection, including browsing by program area. Staff will
not retrospectively convert all the documents with EPAX numbers at this time.
If the document number is not clearly cited on the document, staff will contact the National
Center for Environmental Publications and Information in Cincinnati to determine if a
document number has been assigned. If a number has not been assigned, and NCEPI does
not assign one, an EPAX number will be used.
Contractor reports issued under an EPA contract but not as a formal EPA document are
assigned Library of Congress call numbers. Similarly, conference proceedings not issued
by EPA, though they may have been co-sponsored by EPA , are also assigned a Library of
Congress call number.
For all documents cataloged as an EPA document.
- Add a note on the catalog record as to EPA's involvement.
- Make an added entry for EPA, so that the document will appear under EPA in the author
section of the COMcat fiche catalog.
11.2.4 Special Collections
The Headquarters library currently has several special collections: Hazardous Waste,
Management, International, IRM, Pollution Prevention, Test Methods and Water Collections.
Staff in INFOTERRA, Hazardous Waste Superfund Collection, the Pollution Prevention
Information Clearinghouse and the Water Collection are responsible for completing pre- and post-
cataloging procedures.
Special collections staff complete the pre-cataloging procedures.
- Special collections staff search OLS to determine if a record already exists in the system.
If there is a record, it is printed out and attached to a transmittal slip.
- If there is no OLS record, staff search the OCLC Environment Library on CD-ROM,
when appropriate. If a record is found in this database, it is printed out and attached to
the transmittal slip.
The special collections staff pass the materials to be cataloged, including transmittal slips
and OLS or OCLC Environment Library records, to the Headquarters Library cataloging
staff, who complete the copy or original cataloging.
- Each item in these collections will receive a special symbol in the 049 (library holdings)
field of the OCLC record; e.g., [IRM].
- Procedures for cataloging the collections are described in the Cataloging Technical
Procedures Manual.
After the cataloging records have been entered into OCLC, Headquarters Library cataloging
staff return the materials to the special collections staff, including a copy of the OCLC
catalog record with the call number highlighted.
The special collections staff complete the post-cataloging procedures for the materials,
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EPA Library Network Manual August 1993
according to the physical preparation steps outlined in Section 11.2.6.
11.2.5 Audio-Visual Collections
Audio and visual tapes are a popular part of the Headquarters Library collection. Audio-visual
materials are cataloged in the same manner as books and reports, as outlined in Section 11.2.2.
A special collection designation "AV" is entered in the 049 (library holdings) field on the
OCLC record.
Call numbers are not assigned to audio-visual materials, as they are filed alphabetically by
title on the shelves.
The word video or audio is entered into the call number field.
11.2.6 Physical Preparation of Cataloged Material
Cataloging staff currently end-process the hard copies of books and documents received by
the Headquarters Library.
End-processing includes:
- Stamping it with the library property stamp
- Adding a spine label and a colored label or dot for special collections ^"
- Noting the call number in pencil on the upper left hand comer of the title page
- Adding the date on which the item was cataloged in the lower left corner of the title page
- Inserting magnetic "tattle tape" to protect the book from theft
Serials are checked in by a library technician, as described in Section 7.2.3. Periodicals are
not labeled. New editions of annuals are delivered to Technical Services for cataloging and
processing.
11.2.7 The Verification Listing - Correcting Cataloging Errors
The verification listing is a biweekly record of all OCLC transactions.
It is produced by the National Cataloging Center (NCS) at Research Triangle Park (RTP)
for the purpose of examining the newly cataloged records for possible errors.
The listing is organized by title, with titles grouped by library holdings code, i.e. all EJB
titles will be listed alphabetically, all ELB tides in like manner and so on.
Cataloging staff review the listing to proofread their work.
- Errors are corrected immediately on OCLC.
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August 1993 EPA Library Network Manual
11.2.8 Journal Holdings Report
The library network journal holdings report is compiled by the EPA Library Network
Coordinator.
It improves access to journal holdings in the EPA library network.
It encourages sharing of resources among all the network libraries.
It lists approximately 5,000 titles.
The journals are listed alphabetically by title.
- Holdings for individual libraries are listed after each title
Network Librarians are responsible for ensuring that their journal holdings information is up
to date on OCLC, and thus OLS. A printed version of the holdings list is produced from
OLS, printed as a network document and distributed to network libraries and the National
Technical Information Service. The annual revision is usually available for distribution in
the third quarter of the fiscal year.
11.3 REPORTING AND STATISTICS
Statistics are kept on a continual basis by all Technical Services staff and compiled iiito a
monthly composite.
11.3.1 Statistics
Statistics are kept on the number of items handled:
- EPA documents, original and copy cataloging
- Other materials, original and copy cataloging
- Maintenance tasks; e.g., correcting holdings statements or call numbers, adding copies,
deleting holdings
Time usage statistics (the amount of time spent on a task) are not tracked.
On the last day of the month, the Technical Services Librarian submits a monthly
compilation of all statistics to the Head Librarian/Coordinator.
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EPA Library Network Manual March 1994
CHAPTER 12: LIBRARY OUTREACH ACTIVITIES
12.1 INTRODUCTION
In times of increasingly shrinking resources, libraries and information centers must work to
retain their fair share. To do this, library administrators must be able to demonstrate that their
"product" is in demand. While there will always be demand for library services, marketing plays an
important role in whetting the appetite of users for more and better services. Library staff must
continuously promote not only what the library already does, but also what it is capable of doing.
The Headquarters Library uses several techniques to promote library services and resources.
12.2 OUTREACH ACTIVITIES
12.2.1 General Tours
Library tours, given for EPA staff and for other groups, are regularly scheduled for the first
Wednesday of the month, at 11 am.
Tours are conducted by the Head Librarian/Coordinator or a reference librarian.
Library tours familiarize EPA staff with the collections, services, catalog, staff, floor plan
and equipment.
During the tour, the librarian explains EPA resources available outside of the Headquarters
Library such as the Law Library, Legislative Library, Office of Pollution Prevention and
Toxics Library, and the RCRA Information Center.
During the tour, demonstrations of the EPA/NOAA LINC, the library catalog on CD-ROM,
and the Online Library System may be given.
12.2.2 Special Tours
Special tours are given at the request of the LAB for EPA program managers and their staffs.
The purposes of the special tour are:
- To fully acquaint EPA program managers with library capabilities.
- To learn about the manager's information needs.
- To discuss how library services may be tailored to meet those needs.
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EPA Library Network Manual
The Library staff prepares packets of information for special tours that include:
- Recent issues of the library newsletter The Catalyst.
- Relevant bibliographies produced by the Library staff.
- Brochures on library services.
- Sample database searches on current program topics to highlight online retrieval
capabilities.
Database demonstrations for special tours are tailored to the information needs of the EPA
Program Manager.
12.2.3 Open Houses
The Library holds open houses to highlight new services and collections, such as the Test
Method Collection.
- Invitations are sent out to a target audience or to all Headquarters maildrops.
- Special displays and demonstrations are developed to highlight the occasion.
The library staff promotes library services at other EPA events such as the Washington
Information Center (WIC) open houses. " '
YOUR NEXT GREAT IDEA
IS IN THE EPA HEADQUARTERS LIBRARY
INFO EXPO
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ACROSS FROM THE PLYMOUTH S
WEDNESDAY. FEBRUARY II. ISWy
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meeting'
o Talk with our knowledgeable staff about resources uid
special products for your information needs'
o Test your knowledge in the EPA Headquarters Library Tnvia
Conieil'
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EPA Library Network Manual March 1994
12.2.4 Exhibits
The library staff accepts requests from program staff to hold exhibits highlighting EPA
activities in the library.
- The program staff is responsible for providing the display materials used.
The Library staff also produces exhibits for events such as Earth Day and COASTWEEKS.
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March 1994 EPA Library Network Manual
12.2.5 Displays and Signs
The library staff maintains several displays at the front of the library to improve access to
selected library materials and to promote library services.
A reference librarian maintains a display of new books and EPA Reports, including those
mentioned in The Catalyst.
Library brochures, handouts and bibliographies are organized on a separate display rack.
Library users are encouraged to help themselves to copies of items on display. Library staff
members point out these items, when appropriate, during reference transactions.
Current issues of many periodicals are displayed in the patron reading area. These issues
are shelved daily by the serials technician and do not circulate. The periodicals create an
easy and attractive display that encourages library users to browse the collection. The titles
are arranged in alphabetical order to facilitate ease of access.
The Library staff prepares a bulletin board for displays on special environmental topics such
as COASTWEEKS or recycling.
Signs are developed and posted in appropriate spots to improve access to the collection and
equipment and to remind library users of library policy.
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EPA Library Network Manual
March 1994
12.2.6 Surveys and Evaluations
A library evaluation form may be used to obtain information from EPA staff on users'
perception of library services, and materials to be added to the collection.
The library staff encourages EPA staff to provide feedback on library services, either
verbally or in writing..
The Head Librarian/Coordinator receives the feedback, considers the suggestions,
contacts the EPA staff person to discuss any course of action taken, or the reason for any
policy that has been questioned.
Online search results are sent to requestors with an evaluation form (pictured below).
Requestors are encouraged to comment on the effectiveness and usefulness of the search
and return the form to the Head Librarian/Coordinator. If the search is not acceptable, the
Head Librarian/ Coordinator or a reference librarian will discuss the matter with the
requestor and will run the search again.
CfM«fcM*tUt ^^^
EPA Headquarters Library
Online Literature Search
Evaluation Form
Half. . .
Name:
Mailcodc: _
Search Topic:
Please circle responses to the questions below:
1. Were your requirement mtlwilh the results
of (he Kirch?
Yd No
2. DM) the response lime meet your need?
Yes No
3 What 11 your overall evaluation of the search*
Very Useful Useful Not Useful
Com menu
After filling out Ihu form please leave il al Ibe Reference Desk
in the Library or drop it in the interoffice mail addressed to the
Head LibrarWCoordinalor, IIQ Library, PM21IA.
6/92
If a complaint is received, the National Library Program Manager is notified immediately.
Special surveys may be conducted to evaluate the usefulness and relevance of library
services and publications, such as a survey of The Catalyst readers.
Periodically a random survey may be conducted of walk-in library users to determine their
satisfaction with library resources, equipment, services, and staff.
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March 1994 EPA Library Network Manual
12.2.7 User Orientation
Upon request of the National Library Program Manager, library staff may present
information on library resources and services to EPA employees. These presentations may
include demonstrations of the Online Library System, commercial or CD-ROM databases,
and information on the library's collections.
Library staff will train EPA staff in the use of CD-ROM databases available in the library or
accessible on the library's Local Area Network (LAN) and CD-ROM tower. These
orientation sessions may be done in groups or individually. Orientation sessions on
databases accessible via the LAN may be done in employee offices, upon request. Sessions
in offices must be for at least 5 employees.
The library staff currently assists EPA staff in the use of databases developed in-house,
such as the Hazardous Waste/Superfund database, and in the use of CD-ROM databases.
12.2.8 Publicizing Activities and Services
Library activities and services are announced through a variety of sources:
- The Catalyst, the Headquarters Library's bimonthly newsletter
- InfoAccess. the EPA Library Network's monthly publication
- Flyers
- Electronic Mail (E-mail)
- Public service announcements (PSA) on the internal EPA system
Flyers on library activities are developed as needed to announce events such as exhibits and
openings. These flyers are distributed through interoffice mail by the mailroom, and are
posted in the library and on bulletin boards throughout the Headquarters buildings. Copies
are also kept at the circulation and reference desks for handouts.
Library activities are announced at meetings of professional organizations by library and
IAB staff such as Special Library Association (SLA).
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EPA Library Network Manual March 1994
12.3 PUBLICATIONS
12.3.1 The Catalyst
The Catalyst is a bimonthly newsletter used to highlight library resources and services. The
newsletter includes special features as well as regular columns on the audio-visual collection, journals
and management resources. EPA staff are invited to submit items they wish to share with other
Agency employees for inclusion in the newsletter.
The tone of the newsletter is informal and friendly. It has proven to be a useful tool for
marketing library services and resources.
The draft is reviewed by the National Library Program Manager. The final edition is printed
by the EPA Headquarters Library printshop and distributed by EPA Headquarters Distribution.
12.3.2 Bibliographies
Bibliographies are developed by librarians at the request of the National Library Program
Manager and with the assistance of EPA staff.
Some bibliographies are done in conjunction with special projects on a recurring basis.
They are comprised of current citations and informative abstracts organized by topics that
reflect EPA program needs.
An EPA publication number is assigned to each bibliography when appropriate"as
determined by the National Library Program Manager.
Copies of selected bibliographies are submitted to the National Technical Information
Service (NTIS) for PB# assignment and distribution; a limited number of copies are
distributed by the library.
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March 1994
EPA Library Network Manual
12.3.3 Brochures, Catalogs and Flyers
United States EPA 220-F-92-003
Environmental Protection March 1992
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Brochures, catalogs and flyers are
developed by Headquarters librarians to
explain or provide information on a
library service or special collection.
Brochures, catalogs and flyers are
developed in cooperation with the IAB
staff.
Examples include:
- EPA Headquarters Library: We
Speak Your Language When It
Comes to Your Information Needs
(general library informational
brochure, pictured left).
- Searching for Answers: Access to
the Headquarters Library CD-ROM
Collection.
- Test Methods Collection
- Access to Journals: Subject Guide
to Journals in the EPA Headquarters
Library.
- Access to Audio-Visual Collections:
Videotapes in the EPA Headquarters
Library.
12.3.4 Other Publications
The library staff members also contribute to other publications, when appropriate, to
communicate library procedures and encourage library use.
- The library staff contributes to InfoAccess.
- InfoAccess is the primary means of communication among the EPA Library Network
and the Records Management Network.
- Library staff members write articles on solutions to procedural problems,
developments in library services, and issues of interest to the entire EPA library
system.
- The library staff also writes articles promoting library use for such EPA publications as
CEM Message (Cooperative Environmental Message) distributed by Agency-wide
Technology Transfer Staff (ATTS).
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EPA Library Network Manual August 1993
CHAPTER 13 - THE ELECTRONIC LIBRARY
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EPA Library Network Manual August 1993
CHAPTER 14: DISASTER PREPAREDNESS
14.1 INTRODUCTION
Disasters will happen whether we are ready for them or not. It will be of great benefit to your
staff and your collection if there is a plan in place before such an event occurs.
Intimidating as it may sound, it is really not difficult to prepare a disaster plan. Common
sense, forethought, and a few telephone inquiries will minimize the difficulty and trauma of such an
event.
In the event of a flood, the materials will be water soaked. Following a fire, the collection
will be wet, but may also include charred materials. Little can be done to offset the effects of heat and
fire damage, but it may still be possible to identify the material for later replacement.
Efforts should be directed to salvage water soaked materials first. As a general rule, you have
only 48 hours to salvage wet, damaged material. The time spent salvaging run-of-the-mill items
could mean loss or irreparable damage to valuable materials, such as special collections or research
materials.
14.2 PREVENTIVE MEASURES
If your library is damaged by an earthquake or a hurricane, little could have been'done to
prevent the resulting disaster. However, a fire caused faulty wiring can be prevented.
Using common sense can often avert a disaster. Avoid storing your library collections in low-
lying areas. Most basements are not entirely water proof, and often materials will sit for a long time
before damage is detected.
Roofs, windows and drains should be checked regularly for leaks.
Be alert to fire hazards. Turn off computers at the end of the day. Check for faulty extension
cords.
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August 1993 EPA Library Network Manual
14.3 STEPS FOR PREPARING YOUR DISASTER PLAN
In the event of a disaster, fire, flood or other kind, the following guidelines should be adhered
to:
Personal safety is paramount to that of the collection.
Priorities should be established as to what material should be attended to first.
Cleanup/salvage efforts should start as soon as possible after the disaster.
After the disaster attend to water damaged materials first before fire or smoke damaged
materials: Fire damaged materials are stable, water damage is the more destructive of the
two.
Establish salvage priorities for your collection.
Can the item be salvaged and if so, would time be a factor?
Can the item be replaced, and at what cost?
How important is the item to the collection?
Is the item available elsewhere?
Get to know your local fire department.
Make a list of key disaster recovery team members. In addition, compile and distribute a
telephone and address list of your staff. Keep a copy at home in case the staff needs to be notified
and the library is inaccessible.
Identify important phone numbers and review the checklist of recovery supplies.
Number your stacks so material can be reshelved faster.
Locate a book and paper conservator experienced in dealing with fire-and water-damaged
material.
Keep staff informed regarding their involvement in the plan.
Update your plan annually and keep it in a safe place. Give copies to your supervisor and key
personnel.
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14.4 INSTRUCTIONS FOR DEALING WITH DAMAGED MATERIAL
The disaster is over, your building has been declared safe to enter. What will you do next?
Remain calm and do not panic.
Survey the damage and determine an appropriate course of action.
Assemble and brief the recovery team.
Recover the shelflist or the microfiche and other records that list or identify the collection.
Inspect for mold development and employ all possible ventilation. If mold is present, freeze
material immediately.
14.4.1 Things to Avoid
Do not under any circumstance:
Enter an area until it is declared safe.
Attempt to open a wet book.
Attempt to close an open book that is swollen.
Attempt to separate books that are stuck together.
Write on wet paper.
Use bleaches, detergents, water-soluble fungicides, adhesive tape, paper clips or staples on
wet materials.
Use colored paper of any kind during salvage and recovery operations.
Pack newly-dried materials in boxes or leave them unattended for more than two days.
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14.5 RECOVERY OF DAMAGED MATERIAL
In case of excessive water damage:
Remove standing water and contaminants if necessary.
Set up cleaning methods, if needed.
Protect undamaged col lections.
Remove and pack wet material and ship to be dried. It can also be dried on location if not
too badly water-logged. Dehumidification can be used in milder cases.
Remove, clean and pack all fire and smoke damaged materials. They can wait longer than
water damaged material.
Stabilize all damaged material. Make sure waterlogged or charred material is only handled
by knowledgeable persons. Otherwise, fire damaged items might crumble, or water
damaged material might fall apart.
Begin the recovery methods that were outlined in your Emergency Plan.
Supervise staff carefully.
Document all activity.
14.5.1 Supplies Needed for Recovery
If your budget allows, these items should be pre-purchased. Keep them off-site, but in-
house, and easily accessible for anyone:
First aid kit, flashlight
Mops, buckets, sponges, paper towels
Plastic sheeting, small resealable plastic bags
Boxes and cartons (stored flat), scissors and tape
In addition, the following should be available:
Wet/dry vacuum, electric fans, blotting paper
Plastic trash cans, plastic trash bags, folding tables
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14.6 REHABILITATION OF DAMAGED LIBRARY MATERIAL
Develop procedures for examining and sorting all dried material.
Determine options available for rehabilitating material (cleaning, repair, discard, rebinding,
restoration, pamphlet binding, boxing).
Hire and train personnel.
Route materials and keep records.
Watch for mold, fumigate if necessary.
Replace spine labels, and security tape if necessary.
Assess shelf space need.
Return materials to shelves.
Correct library catalog and other records.
Document all these procedures carefully.
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EPA Library Network Manual August 1993
RESOURCES
Chapter 1: The EPA Library Network
ACCESS EPA. Information Management and Services Division, 1992.
Chapter 3: Reference
Librarian and Reference Queries: A Systematic Approach. Gerald Jahoda and Judith Schiek
Braunagel. Academic Press, New York, 1980.
Microcomputers and the Reference Librarian. Patrick R. Dewey. Meckler, Westport, CT, 1989.
Online Reference and Information Retrieval. Roger C. Palmer. Libraries Unlimited, Littleton, CO.,
1987.
Expert Systems for Reference and Information Retrieval. Ralph Alberico. Westport: Meckler, 1990.
Opportunities for Reference Services: The Bright Side of Reference Services in the 1990s. Bill Katz.
Haworth Press, 1991. .,
^*"
Chapter 4: Online Library System
Basic Online Library System (QLS) Users Manual. November 1990. Environmental Protection
Agency.
Chapter 5: Collection Development
Acquisitions management and collection development in libraries. Rose Mary Magri.ll and Doralyn J.
Hickey. American Library Association, Chicago, 1984.
Drafting a reference collection policy. Kathleen Coleman and Pauline Dickinson. College & research
libraries vol. 38, no. 3, 1977 pp. 227-233.
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August 1993 EPA Library Network Manual
Chapter 6: Acquisitions
Acquisition of Library Materials. Stephen Ford. American Library Association, Chicago, 1973.
Automating Library Acquisitions. Issues and Outlook. Richard W. Boss. Knowledge Industry
Publications, New York, 1982.
Library Acquisition Policies and Procedures. Elizabeth Futas, ed. Oryx Press, Phoenix, Arizona,
1984.
Understanding the Business of Library Acquisitions. Karen A. Schmidt. American Library
Association, Chicago, 1990.
Evaluating Acquisitions and Collection Management. Pamela S. Cenzer and Cynthia E. Gozzi, eds.
Ha worth Press, 1991.
Vendors and Library Acquisitions. Bill Katz, ed. Haworth Press, 1991.
Chapter 7: Serials Management
Access to Journals: Subject Guide to Journals at the EPA Headquarters Library. 1992.
Cost Benefit analysis of subscription control and serials control systems. Region 7 Library, Feb
1992.
Journal Holdings List. Information Management and Services Division, 1992.
The Good Serials Department. Peter Gellatly, ed. Haworth Press, 1991.
Chapter 8: Interlibrary Loans
Principles of Interlibrary Loan and Document Delivery. Nancy Jablonski Nuell. Southeastern /
Atlantic Regional Medical Library Services, Baltimore, Maryland, 1989.
Library Photocopying: Copyright Concerns and Recommendations. RSKERL Library, June 1992.
Chapter 9: Circulation
Access to Audio-Visual Collections: Videotapes in the EPA Headquarters Library. 1992.
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EPA Library Network Manual August 1993
Chapter 10: Collection Maintenance
Library Acquisition Policies and Procedures. Elizabeth Futas, ed. Oryz Press, Phoenix, Arizona,
1984.
Weeding and Maintenance of Reference Collections. Sydney J. Pierce. Haworth Press, 1990.
Chapter 11: Cataloging
Introduction to Cataloging and Classification. Bohdan S. Wynar. Libraries Unlimited, Littleton,
CO., 1985.
Cataloging and Classification . An Introduction. Lois Mai Chan. McGraw-Hill, New York, 1981.
Enhancing Access to Information Designing Catalogs for the 21st Centurv. David A. Tyckoson.
Haworth, 1992.
Chapter 12: Library Outreach Activities
Marketing and the Library. Gary T. Ford, ed. Haworth Press, New York, 1984. c"
Marketing Treasures Chris Olson and Associates, Arnold, MD. Bimonthly newsletter.
Marketing Library Services MLS. Riverside Data, Inc. Harrod's Creek, KY. Newsletter published
eight times a year.
Marketing the Library. Benedict A. Leerburger. Knowledge Industry Publications, White Plains,
NY, 1982.
Marketing/Planning Library and Information Services. Darlene E. Weingand. Libraries Unlimited,
Littleton, CO, 1987.
Strategic Marketing for Libraries: a Handbook. Elizabeth J. Wood. Greenwood Press, New York,
NY, 1988.
CD-ROM Database Survey. Region 4 Library, March 1992.
LAN Survey. Region 4 Library, June 1992.
OPPT Library Survey. Office of Pollution Prevention and Toxics, May 1992.
Chapter 13: The Electronic Library
The following list is a window into the massive amount of literature covering the library
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August 1993 EPA Library Network Manual
automation and computer fields. The list is not comprehensive, but should provide a good start and a
general familiarity with salient titles and gurus.
The first section concentrates on periodicals. Each entry begins with the name of a periodical.
We've included titles which are good sources of general background information on networking,
information management, technology in libraries.microcomputers and other subjects enveloped by the
"electronic library." In many cases, the titles are followed by citations to specific articles which may
be particularly useful or noteworthy. The second section focuses on books and other monographs
(we've arbitrarily included annuals).
There are many text files on the Internet which serve to introduce networking novices to
network etiquette and resources. We don't cite any here; several of the articles cited below contain
Internet bibliographies (see especially Ryan in Electronic Networking and the July 1992 FEDLink
Technical Notes).
Periodicals
Academic and Library Computing
Hinnebusch, Mark. "Integrated Library Systems," June 1991, pp4-7.
Lloyd, Les. "Campus-Wide Information Systems," June 1991, pp7-10.
AI Expert
Asch, Tony. "Designing Virtual Worlds," August 1992, pp
Parsaye, Kamran and Mark Chignall. "Information Made Visual Using Hyperdata," September
1992, pp
Jacobson, Linda. "Virtual Reality: A Status Report," August 1991, pp
Newquist in, Harvey. "A Computer Generated Suspension of Disbelief," August 1991, pp
AI Review
Ginther-Webster, Kimberly. "Project Mercury: Carnegie Mellon University," Summer 1990, pp25-
26.
Bulletin of the American Society for Information Science [AS IS]
Lynch, Clifford. "The Growth of Computer Networks: A Status Report," June-July 1990, pplO-11.
Business Week
Schwartz, Evan, and James Treece. "Smart Programs Go to Work," March 2, 1992, pp97-105.
Byte
"Feeding the Internet," July 1991, p!84.
Fisher, Sharon. "Whither NREN?" July 1991, pp!81-189.
Change
Weiskel, Timothy. "The Electronic Library: Changing the Character of Research," November-
December 1988, pp38-47.
College and Research Libraries News
Britten, William. "BITNET and the Internet: Scholarly Networks for Librarians," February 1990,
pp!03-107.
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Computer Technology Review
Computer World
Database
Nielsen, Brian. "Finding It on the Internet: The Next Challenge for Librarianship," October 1990,
ppl05-107.
Data Communications
Lippis, Nick, and James Herman. "The Internetwork Decade," January 1991, pps2-s32.
Economist
Browning, John. "Minds in the Making: A Survey of Artificial Intelligence," March 14,1992,
pp62-89.
EDUCOM Bulletin
Battin, Patricia. "The Electronic LibraryA Vision of the Future," vl9, n2, pi7.
EDUCOM Review
Electronic Networking: Research, Applications and Policy
Dalton, Marian. "Does Anybody Have a Map? Accessing Information in the Internet's Virtual
Library," Fall 1991, pp31-39.
Oakley, Robert. "Copyright Issues for the Creators and Users of Information in the Electronic
Environment," Fall 1991, pp23-30.
Ryan, Joe. "Resource Reviews," Fall 1991, pp40-46.
Federal Computer Week
FEDLINK Technical Notes
Dorsey, James. "What Federal Libraries Need to Know about Internet," April 1992, pp3-8.
"Exploring Internet ServicesMailing Lists," July 1992, pp3,6.
The Futurist
Weinberger, David. "The Active Document: Making Pages Smarter," July-August 1991, pp25-28.
Government Technology
Walsh, R. Taylor, "NREN and the States: Who Will Influence Whom?" February 1992, pi8.
Info World
Coursey, David. "Riding the Internet," February 4, 1991, p48.
Fisher, Sharon. "Just Who Owns the Internet?" February 4, 1991, p57.
Information Technology and Libraries
Kibirige, Harry. "Information Communication Highways in the 1990s: An Analysis of Their
Potential Impact on Library Automation," September 1991, pp 173-184.
Journal of Library Administration
Downes, Robin. "Electronic Technology and Access to Information," vol. 12, no. 3, pp51-61.
Journal of Library Automation
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Library Administration & Management
Blair, Joan. "The Library in the Information Revolution," Spring 1992, pp71-76.
Cargill, Jennifer. "The Electronic Reference Desk: Reference Service in an Electronic World,"
Spring 1992, pp82-85.
Corbin, John. "Technical Services for the Electronic Library," Spring 1992, pp86-90.
Saunders, Laverna, "The Virtual Library Today," Spring 1992, pp66-70.
Library Hi Tech
Butler, Brett. "The Electronic Library Program: Developing Networked Electronic Library
Collections," v9, n2, pp21-30.
Cortez, Edwin, ed. "Library Automation Consultants: Current Realities and Issues," v9, n2, pp99-
110.
Lynch, Clifford. "Linking Library Automation Systems in the Internet: Functional Requirements,
Planning and Policy Issues," v7, n4, p7.
Weiskel, Timothy. "Environmental Information Resources and Electronic Research Systems (ERSs):
Eco-Link as an Example of Future Tools," v9, n2, pp7-19.
Library Journal
Billings, Harold. "The Bionic Library," October 15, 1991, pp38-42.
De Gennaro, Richard. "Library Automation: Changing Patterns and New Directions," January 1,
1976, pp!75-183.
Library Resources and Technical Services
Atkinson, Ross. "The Acquisitions Librarian as Change Agent in the Transition to the Electronic
Library," v36,nl,pp7-20. -'
Library Systems Newsletter
Library Technology Reports
Ubri
Larsen, Svend. "The Idea of an Electronic Library: A Critical Essay," v38, no. 3, pp 158-177.
Mac Week
Mac User
Network World
OCLC Newsletter
Jul, Erik. "Project to Analyze Internet Information is Underway," March-April 1992, pp!3-15.
Online
Arms, Caroline. "A New Information Infrastructure," September 1990, pp 15-22.
PC/Computing
PC Magazine
PC World
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Science and Technology Libraries
Llull, Harry. "Meeting the Academic and Research Information Needs of Scientists and Engineers in
the University Environment," Spring 1991.
Marsden, Tom, and Roberta Kaplan. "Re-Inventing the Library," Fall 1990, pp77-87.
Scientific American
Dertouzos, Michael. "Communications, Computers and Networks," September 1991, pp62-71.
Cerf, Vinton. "Networks," September 1991, pp72-85.
Tesler, Lawrence. "Networked Computing in the 1990s," September 1991, pp86-93.
Gore, Al. "Infrastructure for the Global Village," September 1991, ppl50-153.
Branscomb, Anne. "Common Law for the Electronic Frontier," September 1991, pp!54-158.
Special Libraries
Ladner, Sharyn. "Resource Sharing by Sci-Tech and Business Libraries: Formal Networking
Practices," Spring 1992, pp96-112.
Tillman, Hope, and Sharyn Ladner. "Special Librarians and the Internet," Spring 1992, pp!27-131.
SpeciaList: the Newsletter of the Special Libraries Association
Hodgson, Cynthia. "NREN: Why Special Libraries Should Care," May 1992, pp 1,6.
Technology Review
Brittan, David. "Being There: The Promise of Multimedia Communications," May-June 1992,
pp42-50. .
Brody, Herb. "The Neural Computer," August-September 1990, pp43-49.
Dertouzos, Michael. "Building the Information Marketplace," January 1991, pp29-40. V
Haavind, Robert. "Software's New Object Lesson," February-March 1992, pp60-66.
"Machine Dreams: An Interview with Nicholas Negroponte," January 1992, pp33-40.
Telecommunications, with Inte Net
"A Giant Step Towards Internet Commercialization," June 1991, p7.
Kozel, Edward. "Commercializing Internet: Impact on Corporate Users," January 1992, ppl-14.
Wilson Library Bulletin
Seller, Lauren, and Thomas Suprenant. "When We Get the Libraries We Want, Will We Want the
Libraries We Get?" June 1991, pp29-31,152-157.
Books
Alberico, Ralph, and Mary Micco. Expert Systems for Reference and Information Retrieval.
Westport,CT: Meckler Corp., 1990.
Albritton, Rosie, and Thomas Shaughnessy. Developing Leadership Skills: A Source Book for
Librarians. Littleton, CO: Libraries Unlimited, 1990.
ASIS: American Society for Information ScienceProceedings
Katzer, Jeffrey, ed. Medford, NJ: Learned Information, Inc., 1989, includes George Thoma, Susan
Hauserand Frank Walker, "Managing and Archive of Electronic Document Images."
Boss, Richard. Automating Library Acquisitions: Issues and Outlook. White Plains, NY:
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Knowledge Industry Publications, Inc., 1982.
. Library Manager's Guide to Automation. Boston, MA: O.K. Hall and Co., 1990.
Brownrigg, Edwin. Developing the Information Superhighway: Issues for Libraries. Chicago, IL:
American Library Association.
Corbin, John. Implementing the Automated Library System. Phoenix, AZ: The Oryx Press, 1988.
De Gennaro, Richard. Libraries, Technology, and the Information Marketplace. Boston, MA: O.K.
Hall, 1987.
Dowb'n, Kenneth E. The Electronic Library: The Promise and the Process. New York, NY: Neal-
Schuman, 1984.
Dyer, Hilary, and Anne Morris. Human Aspects of Library Automation. Brookfield, VT: Gower
Publishing Co., 1990.
Eaton, Nancy, Linda MacDonald and Mara Saule. CD-ROM and other Optical Information Systems:
Implementation Issues for Libraries. Phoenix, AZ: Oryx Press, 1989.
Genaway, David. Integrated Online Library Systems: Principles, Planning and Implementation.
White Plains, NY: Knowledge Industry Publications, Inc., 1984.
Hewitt, Joe, ed. Advances in Library Automation and Networking: a Research Annual. Greenwich,
CT: JAI Press, 1987.
Hildreth, Charles. Library Automation and Networking in North America: A Reassessment of the
Impact of New Technologies on Networking. New York, NY: Bowker, 1988.
Hoadley, Irene, and Sherrie Schmidt. "Beyond Tomorrow: The Scholar, Libraries and the
Dissemination of Information," In Creative Planning for Library Administration, New York, NY:
The Haworth Press, Inc., 1991, pp 103-113.
Information Technology and the Conduct of Research: the User's View. Washington, DC: National
Academy Press, 1989.
Intner, Shiela, and Jane Anne Hannigan, eds. The Library Microcomputer Environment:
Management Issues. Phoenix, AZ: Oryx Press, 1988.
IOLS: Integrated Online Library SystemsProceedings.
IOLS '90, Genaway, David, ed. Medford, NJ: Learned Information, Inc., 1990, includes Thomas
Froehlich, "Educating Librarians to be Trainers of End-Users on Online or On-Disk Databases";
Bonita Ion, "Developing Document Delivery Systems Using CD-ROM Technology: The UMI
Experience"; Sharyn Ladner, "Networking and Special Libraries: Impact of Technology,
Economics and Human Nature"; Sharon Cline McKay, "Connectivity: Linking Diverse
SystemsLocal Systems/CD-ROMs/Vendor Interfaces/LANs"; Len Simutis, "The Research
Workstation: Present Realities and Future Expectations"; Hope Tillman, "Electronic Reference
Service on Jumbonet."
Kesselman, Martin, and Sarah Watstein. End-User Searching: Services and Providers. Chicago,
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IL: American Library Assocation, 1988.
Kibirige, Harry. Local Area Networks in Information Management. Westport, CT: Greenwood,
1989.
Larson, Mary Ellen. "Connecting to the Electronic Library: A Paradigm Shift in Training Reference
Librarians," In Continuing Education of Reference Librarians, New York, NY: The Haworth
Press, Inc., 1990, pp97-104.
Lancaster, F.W. Libraries and Librarians in an Age of Electronics. Arlington, VA: Information
Resources Press, 1982.
Lane, Elizabeth. Microcomputer Management and Maintenance for Libraries. Westport, CT:
Meckler, 1990.
National Online Meeting
Kosrnin, Linda Joyce. "Electronic Reference Desk: Prospect, Promises, Realities," in Williams,
Martha, ed. Proceedings1990. Medford, NJ: Learned Information, Inc., 1990.
OCLC's Linking Strategy: Internet and NREN. Dublin, OH: Online Computer Library Center, Inc.,
1992.
Palmer, Roger. On-Line Reference and Information Retrieval. Littleton, CO: Libraries Unlimited,
Inc., 1987.
Quarterman, John. The Matrix. Bedford, MA: Digital Press, 1990. "
Rohrbach, P. T. FIND: Automation at the Library of Congress, the First Twenty-Five Years and
Beyond. Washington, DC: Library of Congress, 1985.
Talley, Marcia, and Virginia McNitt. Automating the Library with askSam: A Practical Handbook.
Westport, CT: Meckler, 1991.
Tracy, Joan. Library Automation for Library Technicians: An Introduction. Metuchen, NJ:
Scarecrow Press, 1986.
White, Herbert. Managing the Special Library: Strategies for Success within the Larger
Organization. White Plains, NY: Knowledge Industry Publications, Inc., 1984.
Chapter 14: Disaster Preparedness
An Ounce of Prevention: A Handbook on Disaster Contingency Planning for Archives. Libraries and
Record Centers. John P. Barton and Johanna G. Wellheiser, ed. Toronto Area Archivists Group,
Toronto, 1985.
Basic Guidelines for Disaster Planning in Oklahoma. Toby Murray. University of Tulsa Libraries,
Tulsa, OK, 1986.
Disaster Planning: Writing & Implementing plans for Collections-holdings Institutions. Mildred
O'Connell. In Technology and Conservation, Reprinted 1983.
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Library and Archival Disaster - Preparedness and Recovery. Tinsley and Young, 1986.
Preservation of Library Materials at the Bureau of the Census Library. The Library, Washington,
DC, 1991 (Bibliography).
Procedures for the Salvage of Water-Damaged Library Materials. 3rd ed. Peter Water. U.S.
Government Office, Washington, DC, 1988.
American Institute for Conservation. Washington, DC. 202-232-6636. Will provide you with a list
of conservators in your area.
Library of Congress Conservation Office Washington DC. 202-707-5634. Technical advice on
water-and fire damaged material.
Disaster Hotline: Northeast Document Conservation Center. (617)-470-1010. Technical advice
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