Old brittle book procedures from the 1990's can be found at http://www.uflib.ufl.edu/digital/Repro/brittle/ 

 

 

copyright_on_down3.pdf This document incldues changes to the post selection workflow we made as a group on the 14th. (posted 12/18/2007)

 

BRITTLE BOOKS PROCEDURES - SELECTORS' CONSIDERATIONS FOR REPLACEMENT (revised draft 12/14/07):

 

·         Edition:

 

·         Is the nature of the text such that a different edition suffices as a replacement?

 

·         Is there something about the edition in hand that its renders important its physical preservation?  This would be typically non-textual, relating to:

 

·         Noteworthy means and/or methods of book production.

 

·         Exceptional historical context of the edition, relating to place of publication or events in which the edition had historical impact.

 

·         Few exemplars exist.

 

·         University of Florida *SHOULD* collect it (onus on selector to present argument).

 

·         Copy:

 

·         Is there something about the UF copy that renders important the preservation of the physical copy?

 

·         Noteworthy inscriptions (e.g., previous owner, author’s copy, annotations of historic/scholarly merit.

 

·         Is it part of a larger collection that *MUST* be kept intact as per deed?

 

 

 

If a replacement copy is required, the selector should consider the following criteria, instead of or in addition to UF digitization.

 

·         Quality :

 

·         Paper:

 

·         Non-brittle.

 

·         No tearing.

 

·         Electronic:

 

·         Is medium library quality? E.g., if a CD is purchased, will the disk be durable (not a low-cost/quality burn).

 

·         If online:

 

·         Is it in an accessible format?

 

·         Will the characters render properly?

 

·         Is the potential for permanence reasonable?

 

·         Can it be cataloged?

 

·         Shelfability:

 

·         Spine, endcaps, interior joints, intact.

 

·         Format

 

·         Paper.

 

·         Original.

 

·         Offprint.

 

·         Electronic:

 

·         Does an electronic copy already exist?

 

·         Standalone (CD-ROM).

 

·         Database (CD-ROM or online); important to consider and evaluate whether the database allows one access to the text, or only to search texts, while providing limited results. Does the selector consider this sufficient as a replacement? (e.g., OVI – Opera  del vocabolario italiano; to some extent also Patrologia latina).

 

·         Online repertories (e.g, Project Gutenberg, HebrewBooks.org)

 

·         Cost - reasonable for this particular title ($$ must come out of selectors monograph fund).

 

If the edition is important, but the copy is in poor condition, and another copy of the same edition is available for purchase within reasonable cost (as per selector), buy replacement.

 

 

bbbacklogonly7.pdf   Latest version of overall workflow document (posted 11/29/2007)

 

 

 

BRITTLE BOOKS PROCEDURES - SELECTORS' CRITERIA (revised draft 11/16/07):

 

• Quality of text (academic, artistic, cultural value).

   

• Importance of author.

   

• Importance of edition.

   

  • Is digitization acceptable?
  • Is offset available?

     

  • Is another edition acceptable as replacement?

     

• Importance of copy:
  • Provenence

     

  • Heritage?

     

• Circulation:
  • how often does it circulate?
  • to what sectors [e.g, undergraduate, ILL usage]?)

     

• Should it go to Special Collections?
  • Should it go to Reference?

     

• Integrity:
  • why retain or digitize if deficient, e.g., missing pages, titlepage?

     

• Multi-volume sets:
  • Does the condition extend to the other volumes?

  •  

    Can/should the entire set be digitized?
  • Can the volumes be replaced with copies in better condition?

 

 

BRITTLE BOOKS PROCEDURES (fourth draft from Vernon and Seth, 23 October)

 

I. BACKLOG PROCEDURES

1. Pre-selectors review procedures.

• Books to be moved to Preservation [ex-camera room] and arranged by call number.
• Books to be discharged from DLC/Reprographics and changed to a new brittle books status displaying public message to see Preservation staff.
• John Freund is to review the books:
• only those not passing fold test 0, 1, 2 are to remain in Brittle Books/Preservation area.
• those passing 3, 4 and 5 fold tests are to be reviewed for other conservation and then returned to stacks.
• This move and review will be done by the end of Fall semester.

 

    2.  Selector review.

• Selectors to be notified by Preservation when books are ready for their review.
• Selectors will have until end of Spring semester to review the remaining backlog items.
• Periodic (monthly) email reminders to be sent to selectors.
• Selectors shall determine whether an item is to be kept or withdrawn and whether the item should be considered for Special Collections.
• Criteria and decision tree for those kept will be developed and implemented by BBTF based on copyright and other factors.
• If no selector decision is made after the limit has expired, the default decision will be to withdraw the book.

 

    3. Redistribution of the brittle books.

• Preservation will take the appropriate action for each item, based on the selectors review.
• Pending action decided, items will then be sent to the appropriate unit for reshelving, digitization, microfilming, or acquiring another print/online copy.
• Preservation will undertake responsibility for changing as required the catalog (item) records.

 

II. NEW PROCEDURES for Processing Brittle Books.

    1. Items are to be identified during circulation as brittle books (other methods of identifying these items as brittle can also be carried out by the selectors or Preservation).

 

    2. Items identified as brittle are to be referred to the appropriate selector.

 

    3. Selector is to decide whether the item is to be withdrawn, retained, or considered for Special Collections. 

 

    4. If preservation agrees that the item is brittle:

• Selector's decision on what to do with the item (see. II. 3.) will be followed;
• Criteria and decision tree for those kept will be developed and implemented by BBTF based on copyright and other factors.
• If item is not brittle but needs other conservation, Preservation will do what is needed.
• If item is not brittle and does not need conservation, it is to be returned to the stacks.

 

    5. Preservation will make any necessary changes in the items catalog record.

 

    6. If any problems occur during this process, the item and a statement of the problem should be sent to the appropriate selector for further review.  Timely decisions should be made to prevent another backlog from accumulating anywhere along this process.

 

III. Establishing These Procedures

• BBTF approves these procedures.
• BBTF approved procedures are presented to selectors and Reprographics for review and discussion.
• Upon agreement by parties in III. 2. on the procedures, they will be sent to Administration for approval.
• If Administration approves, the procedures are to be distributed to selectors, cataloging, and circulation throughout the libraries for implementation.

 

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2007_flag2.doc the flag that we created together (approved by Nelda!)

 

 

bbbacklogonly4.vsd which incorporates changes from our 10/19 meeting

 

If you do not have Visio, you can download a Visio viewer application from the Microsoft web site

 

[FYI- Cathy will bring a paper copy of the document with her to the meeting on Friday morning. ]

 

 

 

BRITTLE BOOKS PROCEDURES (third draft from Vernon and Seth, 18 October)

 

I. BACKLOG PROCEDURES

 

1. Pre-selectors review procedures.

 

·        books to be moved to Preservation (ex-camera room) and arranged by call number.

 

·        books to be discharged from DLC/Reprographics and changed to a new brittle books status with a public message to see Preservation staff.  [Criteria for these titles will be:  non-circulating?, etc. TO BE DETERMINED]

 

·        John Freund is to review the books:

 

·        only those not passing fold test 0, 1, 2 are to remain in Brittle Books/Preservation area

 

·        those in passing 3, 4 and 5 fold tests are to be reviewed for other conservation and then returned to stacks.

 

 

2.  Selector review.

 

·        Selectors to be notified by Preservation when books are ready for their review.

 

·        Decision tree and criteria [created by BBTF] to be provided to selectors as guidelines.

 

·        A time limit (to end of Spring semester) is to be set for selectors for the review of remaining backlog items.

 

·        Periodic email reminders (monthly? bimonthly? TBD) to be sent to selectors.

 

·        Selectors shall determine whether an item is to be kept or withdrawn.  [Criteria and decision tree for those kept will be drafted by BBTF.]

 

·        If no selector decision is made after the limit has expired, the default decision will be to withdraw the book.

 

 

3. Redistribution of the brittle books.

 

·        Preservation will take the appropriate action for each item, based on the selectors review.

 

·        Pending action decided, items will then be sent to the appropriate unit for reshelving, digitization, microfilming, or acquiring another print/online copy.

 

·        Preservation will undertake responsibility for changing as required the catalog (item) records.

 

 

---

 

BRITTLE BOOKS PROCEDURES (second draft from Vernon and Seth, 10 October)

 

 

I. BACKLOG PROCEDURES

 

1. Current backlog should be:

 

·        moved to Smathers 1A compact shelving and arranged by call number for selector review.

 

·        Items will be discharged from DLC/Reprographics.

 

·        An appropriate new holding location change will be made in the catalog.

 

·        The items will be given a non-circulation designation and will be for staff use only.

 

·        [If they are to be available to patrons, a retrieval service function will need to be established.]

 

 

2. Selectors will be notified by Reprographics (Reprographics doesn't exist so this should be Preservation, right?) that the books are ready for review.

 

·        A time limit will be set for review of the backlog items by the selectors (i.e., bibliographers, curators, collection managers).

 

·        Selectors should determine if an item should be returned to the collection, withdrawn, digitized, microfilmed, another print copy bought, or if an open access copy should be linked to.  Selector decisions will be marked on the slips that are in each of the books and the book should be placed in an area designated for reviewed items.  Criteria and priorities for choosing these options will be developed by the Brittle Books TF.

 

·        If no selector decision is made after the limit has expired, a designated individual (one for science, one for social science, and one for humanities) will determine what should be done with those books needing review.

 

 

3. Redistribution of the brittle books will be handled by Reprographics (Preservation)

 

·        Books will then be sent to the appropriate unit for reshelving, digitization, microfilming, or acquiring another print/online copy.

 

·        Reprographics will notify the catalog department of the decision made for each item in order to make any necessary changes in the items catalog record.

 

 

II. NEW PROCEDURES for Processing Brittle Books.

 

1. Items are to be identified during circulation as needing conservation or as brittle books.

 

·        Other methods of identifying these items can also be carried out by the selectors.

 

 

2. Items identified as needing conservation or considered to be brittle are to be referred to the appropriate selector for a second opinion and confirmation of this decision.

 

 

3. Selector is to decide if the item is to be returned to the shelf or sent to preservation (for conservation or as brittle book).

 

·        If a brittle book, the selector should decide what to do with the item (nothing, withdraw, digitize, microfilm, buy another print copy, obtain access to an open access copy online).

 

·        Criteria and priorities for choosing these brittle book options will be developed by the Brittle Books TF.

 

 

4. If sent to preservation as brittle book, John Freund will make the final decision on whether it is a brittle book:

 

·        If  brittle, the selector's decision on what to do with the item (see. II. 3.) should be followed.

 

·        If not, the item is to be returned to the selector.

 

 

5. Catalog department should be notified of the decision made for each item in order to make any necessary changes in the items catalog record.

 

 

6. If any problems occur during this process, the item and a statement of the problem should be sent to the appropriate selector for further review.  A timely decision should be made [set criteria] to prevent another backlog from accumulating anywhere along this process.

 

 

III. Establishing These Procedures

 

1.      TF approves these procedures

 

2.      TF approved procedures are to be presented to selectors, Cataloging, Circulation, Reprographics  (Preservation) and ILL for review and discussion.

 

3.      Upon agreement by parties in III. 2. on the procedures, they should be sent to Administration for approval.

 

4.      If Administration approves, the procedures are to be distributed to selectors, cataloging, and circulation throughout the libraries for implementation.

 

 

 

---

 

BRITTLE BOOKS PROCEDURES  (first draft from Vernon and Seth on  October 1st)

 

 

I. Backlog Procedures.

 

1. ·         Current backlog should be moved to LE 1A and arranged for selector review (an appropriate holding location change should also be made in the catalog and the items no longer charged to DLC/Reprographics).

    

2. ·         A time limit should be set for review of the backlog items by the selectors, after which time action (to be determined) will be taken to remove the items from the backlog.

    

3. ·         Selectors should determine if an item should be returned to the collection, withdrawn, digitized, microfilmed, another print copy bought, or an open access copy should be linked to.

    

4. ·         Catalog department should be notified of the decision made for each item.

    

 

II. New Procedures for Processing Brittle Books.

 

1. ·         Items are to be identified during circulation as needing conservation or as brittle books.  Other methods of identifying these items can also be carried out.

    

2. ·         Items are to be referred to the appropriate selector.

    

3. ·         Selector is to decide if the item is to be returned to the shelf, sent to preservation for conservation, or sent to preservation as brittle book (and if a brittle book the selector should decide what to do with the item before sending to preservation - nothing/withdraw, digitize, microfilm, buy another print copy, obtain access to an open access copy online).

    

4. ·         If sent to preservation as brittle book, John Freund will make final decision on whether it is a brittle book (if not the item will go back to the selector for further consideration) (if it is a brittle book the selector's decision should be carried out).

    

5. ·         Catalog department should be notified of the decision made for each item.

    

6. ·         If any problems occur in this process, the item and a statement of the problem, should be sent to the appropriate selector for another decision.  At no time should another backlog accumulate anywhere along this process.

    

7.  

III. Establishing These Procedures

 

Once the TF approves these procedures, they should be presented to the selectors and circulation for review and comment.  Once there is an agreement on the procedures they should be sent to all the selectors, circulation, libraries for implementation.