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five_college_microforms_repository [2017/08/21 08:39]
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five_college_microforms_repository [2019/01/07 12:20]
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-__**Five College Microforms Repository Policy**__ 
-August 2017 //version 3.0// 
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-__**Five College Microforms Repository Background Statement**__ 
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-In September, 2010, UMass Amherst Libraries (UMass) proposed to the 5C Collection Management Committee (CMC) that UMass was willing to become a central repository for microforms for the Amherst, Hampshire, Mt. Holyoke and Smith (4C) libraries interested in de-accessioning those materials. ​  ​Microforms do not now receive the use they once did.  This is very similar to creating a central repository for de-duplicated print materials except it would be in the Du Bois Library, which has equipment, service support along with the most extensive open hours. ​   
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-When this proposal was made, next steps included determining how much microform overlap there is among the libraries. ​  The UMass ILS staff determined that there are approximately 16,000 duplicate titles in microform across the 5C libraries. ​ UMass is willing to accept all non-duplicating microforms for all library materials as well as non-duplicating print guides. The UMass microforms collection is a closed collection; microforms requested by users are retrieved at regular intervals. ​ Anything accepted will circulate to UMass and FC faculty, staff, students, and UMass community users according to UMass microforms loan rules. 
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-The Microforms Repository proposal was vetted with the 5C Circulation,​ CMC, and Research, Instruction,​ and Outreach Committees from in fall 2011.  Those groups made suggestions for the sake of clarity for 4C staff and users which have been incorporated herein. ​ The 4C agreed further that: 
-•Sending library will to cede ownership of any microforms they transfer to UMass 
-•Sending library agrees that UMass reserves the right to discard duplicate microforms. ​  This includes the same intellectual content duplicated in different microform formats, i.e., microfiche versus microfilm, etc. 
-•Sending library agrees it is acceptable that microforms transferred will display only in the 5C union catalog and the UMass instance of the shared online catalog. 
-•Sending library will not require any statistical reports for microforms once they cede ownership. 
-•None of the 4C have linked their microform collections. 
-•With regard to 4C microform space needs, Hampshire no longer has any microforms. ​ Amherst may be interested at some point due to space considerations. ​ Mt. Holyoke has no pressing space needs at this writing. ​ Smith will probably take advantage after they study microforms usage. 
-•Any microforms in the Microforms Repository fall under the 5C ‘Last Copy’ agreement that governs retention and preservation. 
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-__**Procedures**__ 
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-1.__Deposit of Materials__ 
-  a.Selection of Materials 
-    i.Selection of microforms to be transferred will be made at the discretion of each of the  4C based on local needs 
-     1.4C agrees to send only non-duplicating microforms not already held at UMass  
-    ii.UMass will accept non-duplicating microforms and non-duplicating guides/​finding aids that accompany them  
-     ​1.UMass reserves the right to discard any duplicates 
-    iii.Each of the 4C may at its discretion retain on its campus duplicates of titles deposited in the microforms repository (MR) by other 4C members 
-  b.Transfer of materials 
-    i.4C libraries must notify the UMass DRMS Coordinator,​ Information Resources Management Department, prior to shipping any microforms to UMass    
-    ii.The following information should be provided in a spreadsheet or tab-delimited document  ​ 
-     ​1.List of titles, number of reels/​inches of microfiche 
-     ​2.ALEPH bib record # 
-      a.Microforms must have a bibliographic record in Aleph in order to be accepted by UMass 
-     ​3.OCLC #, if available 
-     ​4.Accompanying guide information,​ including no. of volumes 
-    iii.If cabinets are being offered, dimensions of microform cabinets including width, height, and depth ; acceptance of cabinets will be at the discretion of UMass 
-     ​iv.The donating library will be responsible for shipping materials to UMass and will coordinate the shipment with the UMass DRMS Coordinator and the Stacks Collection Configuration Specialist, Access Services Department ​ 
-  c.Records Management ​ 
-    i.UMass staff will update records in the Five College library system and related systems (such as OCLC and Discovery) 
-     ​1.UMass library will notify donating library when records transfer has been completed 
-     ​2.Discovery records will be updated with the next scheduled records load 
-     ​3.Donated microforms will be integrated into UMass Microforms accession schema 
-    ii.Donating library will delete or suppress records in local catalog instance and related third party systems (like OCLC)  
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-__2.Access and Equipment__ 
-  a.UMass Du Bois Library Use 
-    i.Users have access to the microforms viewing area all hours the Du Bois Library is open to the public; Hours are available on the Library website at http://​www.library.umass.edu/​ 
-    ii.Information about using microforms in the UMass Du Bois Library can be found at http://​www.library.umass.edu/​collections/​azlist/​microforms/​ 
-    iii.UMass will make reasonable efforts to locate non-duplicating print finding aids/guides to microform sets proximate to the Microforms Viewing Room, space permitting 
-    iv.UMass commits to providing appropriate microforms equipment ​ in good working order for the use of microforms in the Du Bois Library 
-    v.Printing from microforms equipment requires a UCard or guest UCard; Information on printing can be found at http://​www.library.umass.edu/​services/​computers/​printing/ ​ 
-  b.Circulation for Five Colleges 
-    i.Microforms will circulate to faculty, staff, students and community borrowers for 28 days 
-    ii.Microform use: fill out the online microforms request form and indicate the desired pickup point, http://​www.library.umass.edu/​services/​borrowing/​request-an-item/​microform-retrieval-request/ ​ 
-    iii.Articles from microforms: ​ submit an Interlibrary Loan request with the user’s library 
-    iv.Delivery turnaround time is 24 hours (M-F) for loans and article delivery 
-    v.Microforms will be supplied through the 5C delivery service 
-  c.Interlibrary Loan to External Libraries 
-    i.Requests for use of microforms other than Five College libraries will be processed through standard interlibrary loan procedures and will follow the National Interlibrary Loan Code for the United States 
-    ii.Fees for interlibrary loan services will be according to the current UMass ILL policy: ​ http://​www.library.umass.edu/​services/​borrowing/​interlibrary-loan-and-document-delivery/ ​ 
-  d.Reserves 
-    i.Any of the 4C may borrow microforms on extended loan for reserve use 
-    ii.Arrangements should be made library to library with appropriate staff 
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-__3.Lost or Damaged Materials__ 
-  a.UMass will bill the initiating library for all microforms borrowed from the MR that are lost or damaged 
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-**__Revisions__** 
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-__Version 3.0 //draft//__ 
-August 2017 
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-Changes: 
-•Section 1: Deposit of Materials 
-  oConsolidated original sections about Deposit of Materials and Duplication into 1a 
-  oSection on Transfer of Materials moved to 1b; updated wording and position titles 
-  oSection on Online Catalog Record Workflow moved to 1c and renamed Records Management; updated wording 
-•Section 2: Access and Equipment 
-  oHours of Operation and Service moved to 2a; renamed UMass Du Bois Library Use 
-   ​Added a link to the UMass Library website  ​ 
-   ​Added link to Microforms web page 
-   ​Added link to Printing web page 
-  oCirculation section moved to 2b 
-   ​Updated Circulation link 
-  oInterlibrary Loan section moved to 2c; renamed to Interlibrary Loan to External Libraries 
-   ​Updated Interlibrary loan link 
-•Section 3: Use of Repository Materials for Reserve renamed to Reserves 
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-**__Version 2.0__** 
-April 2, 2014 
-W(liball):​\Five College\Resource Management Committee\Five College Microforms Repository Accepted by 5C Libraries_ver2_042014 
  
five_college_microforms_repository.txt · Last modified: 2019/01/07 12:20 (external edit)
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