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Flash drives are problematic from the standpoints of security and circulation. For example, they need handmade housing; there is no effective way to tattle tape them; and we have received some that are not read-only. As such, the following standardized approach should be taken to processing them.


1st Choice

Preservation will transfer the contents of the flash drive to a CD/DVD-ROM and this copy will be cataloged/processed to circulate. The original flash drive will be kept in dark archive in the bookBot. Use piggyback barcodes for items being sent to Preservation for rehousing.


The CD/DVD-ROM and flash drive formats will be cataloged on separate MARC records, according to standard cataloging practice, unless there is some compelling reason to collapse them onto a single record. For example, if we receive a single issue of a print subscription on a flash drive instead of print. In this case, it would not serve the patron to create separate records. Add a note to the record describing the pattern, or lack thereof, of flash drive publication.


Examples:

Issue 4 of each volume issued on USB flash drive.

Volume 16, no. 12 issued on USB flash drive.


2nd Choice

If the flash drive is too large to burn to CD/DVD-ROM, Preservation will create a flash drive copy. This flash drive copy will be cataloged/processed to circulate, but will still be housed in the bookBot. The original flash drive will be kept in dark archive in the bookBot. (This has been cleared with Will Cross who says that it should not be viewed as doing market harm.) As the original and copy are the same format, they should be on the same bib record. Use piggyback barcodes for items being sent to Preservation for rehousing.


Call Numbers

If the resource is published in multiple formats, the format should be added to the end of the call number in the bib record to break conflicts in Sirsi. If the flash drive is received on and added to the print record (e.g., if the print publishes a particular issue on flash drive every year), the qualifier will still be added to the Call Number/Item record as detailed below.

The chronology and/or enumeration should be added in a |z at the end of the call number and qualifier in the Call number/Item record, which will result in call number labels that look like this.


Print: N1.A1 F52 2017

CD-ROM: N1.A1 F52 CD-ROM 2017

Flash Drive: N1.A1 F52 USB 2017


Dark Archive Call Number/Item Coding

Call library & Item library: BOOKBOT

Type: ELECTRONIC

Home location: DARKARCHIV

Item Cat3: USBDRIVE
(NOTE: Item Cat1: USBDRIVE is only for tech lending. Do not use it for content-oriented flash drives.)


Circulating Flash Drive Call Number/Item Coding

Call library & Item library: BOOKBOT

Type: ELECTRONIC

Home location: STACKS

Item Cat3: USBDRIVE
(NOTE: Item Cat1: USBDRIVE is only for tech lending. Do not use it for content-oriented flash drives.)




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