Re: Indexed Item Field Use

[Karen Schatz <karen.schatz@xxxxxxxxxx>]

Jeffrey:

The only time our library includes donor information in our bibliographic record is if
the material is part of an especially large donated collection.  Used infrequently,
this decision is made by our Collection Development Librarian.  The only problem I see
with this practice  is that we may own more than one copy of the material that is not
really part of THE donated collection.  We do always put donor information in our item
records for all donated materials, if we know the donor.  Sometimes the donor
information is merely a name, other times the name of the collection.  An example is:
John Doe Collection, rather than Doe, John in the donor field. When we use a 590 note
in the bibliographic record for the collection it is usually stated as  Part of the
John Doe Collection.

Karen Schatz

Jeffrey Trimble wrote:

> Im a little concerned about the use of donation notes in a bibliographic
> record.
>
> We suppressed them from use in the bibliographic record for a variety of
> reasons:
>
> 1.  We use OCLC Bibliographic Notification file and those records are updated
> daily.  We can't know what records should or should not be overlaid or when
> to protect 599 fields.
>
> 2.  With the newly passed GLB Act( Gramm-Leach-Bliley) it makes us nervous
> to present donor information.  Our administration at the University is wanting
> us to suppress private information and some of this donation information is
> questionable--especially when items are donated through financial gifts.
>
> 3.  Patriot Act and FERPA are in the back of my head as to why we don't
> use the bibliographic record.
>
> Instead, we have used the item records know that we can always create a list
> if retrieval is needed.
>
> Jeffrey A. Trimble
> Systems/Catalog Librarian
> Youngstown State University
> Youngstown, OH
> jtrimble@xxxxxxxxxx
> (330) 941-2483
>
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Karen A. Schatz, Library Specialist II
Cataloging and Acquisitions Unit
University Libraries
Eastern Washington University
816 F. St.
Cheney WA 99004-2423
(509) 359-7988   (509) 359-2476 (FAX)
karen.schatz@xxxxxxxxxx
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