Approved-By:  RAED@VMD.CSO.UIUC.EDU
Newsgroups: bit.listserv.govdoc-l
Date:         Fri, 4 Sep 1992 15:47:15 CDT
From:         Jerry Frobom <jerryf@unllib.unl.edu>
Subject:      circulating cd-roms and floppies

As my brain turns slowly to sludge I seem to recall some discussions regarding
the problems involved in circulating cd-roms and floppy disks to the public.

As i recall, some-one (Steve Hayes?) was circulating dups of floppies and
then erasing them later???

If any of you can recall any of the original discussion and/or have anything
to add to the accumulated mass of knowledge regarding this, I would appreciate
hearing from you.

Thanks,

Jerry Frobom
Univesity of Nebraska-Lincoln
jerryf@unllib.unl.edu

*********************  GOVDOC-L moderator's note **************************

Following are parts of that discussion I had saved.  If anyone else has more
to offer, please send it directly to Jerry at JERRYF@UNLLIB.UNL.EDU

Raeann Dossett
raed@uiucvmd.bitnet  OR  raed@vmd.cso.uiuc.edu

Sorry, I don't know the original date these messages were posted to GOVDOC-L

****************************** 1st message*************************************

> Subject: floppies
> To:   govdoc-l@PSUVM.BITNET
> Original_To: JNET%"govdoc-l@psuvm"
>
> Several months ago I posted a request regarding use of the NUREG floppies.
> Since I have not received any comments on this subject, I am assuming either
> nobody uses these disks or nobody has time to use these disks.  Anyway, I
> really need some information about how other depositories are handling all
> the floppies coming in from GPO.  These include the floppies from EIA, NUREG,
c> Census, USGS, etc.  Are you treating these items the same as cd-rom materials

> Do you circulate floppies?  Are they being treated as reference tools?
> Please responating these items the same as cd-rom materials?

> Do you circulate floppies?  Are they being treated as reference tools?
> Please respond to me (aimeecp@tamvenus.bitnet OR aimeecp@venus.tamu.edu for
> Internet users).
>
> As usual, thank you in advance.  Aimee


Aimee:

Your questions regarding the NUREG and other floppies is welcome.  There is
no direction from the DLP on how to handle these materials -- though there
should be some suggestions in a new chapter in the Depository Library Manual
to be released soon (Anne Diamond Coordinator of that effort?).

Here at the University of Nevada, Reno, we have been slowly putting together
a policy regarding diskettes -- sort of on a well there are finally enough of
these things that we'd better worry about them basis.  The basics are simple.
1)  check them in.  2)  run a directory to make sure the disk `appears' to be
intact (to make sure at least that there are files on the disk that are
readable).  3)  make backup copies (although I am having trouble with time on
this one).  4)  file in the front office in large size diskette caddies --
both 5 1/4 and 3 1/2.  5)  less formally, check the content to see if there
is anything of immediate interest (this is how I discovered the EPI-Info disk
which really is useful).  6)  if the need arises, which it hasn't, we will
assist a patron in setting the diskettes up on one of our office micros.  That
is, we will get her/him into DOS and provide some help in scanning the
directory of the disk and documentation (if there is any) to figure out what
should be done to use the information.  Many of the files are LOTUS or
dBASE so they would be welcome to use our software for some initial use of
the materials.  7)  provide the patron with a copy of the diskette(s).  This
means we don't circulate the disks.  Patrons must provide their own disks.
Both size disks are available for $1 at the Main Circ desk (formatted).

The main question I have regards superseding items.  I called energy on one
title -- but I can't remember the title.  It was something that came out to
cover a span of years (say 1972-1988), then came out a year later with an
additional year (1972-89?).  DOE said that the only difference between the
disks was that there was one more year of data on the second so that in their
opinion it would be redundant to keep both.  A problem this resolves is that
could back your new disk up on the superseded disk!

Because many of the products are in compressed form it makes little sense to
load most of this stuff permanently to hard disc.  One set I looked at would
have eaten about 10 megabytes on my hard drive.  That is why I recommend that
unless you have unlimited hard disk space you simply store this stuff on
disk.

Some things, like the Annual Energy Reports and Monthly Energy review, may be
worth loading to a file with dBASE or LOTUS access if you think you will have
a demand.

The NUREG diskettes contain the text of a NUREG regulation which doesn't come
to mind right now (maybe 2015 - I am at home).  Part of this is something
called the Grey report, which may be familiar to many of you but isn't to
me.  I have not checked whether this arrives with the NUREG paper items.  I
have to date assumed that it does.  This is another thing that would be good
to know -- is there paper copy for each thing that arrives on diskette?  For
the Monthly Energy review it is obvious that there is, as it is obvious that
there is no paper copy of the various software products we have recieved to
project energy consumption, etc (they are programs, not data).

God I'm verbose this morning.  But one more thing.  We do annotate the front of
each diskette sleve to indicate whether there is documentation in the stacks,
and we annotate all documentation to indicate that there is a diskette in the
front office.  On the other hand, for CD-ROM documentation we simply house
most of it right in the reference area for patrons to refer to when using the
CDs.

Hope this helps -- rather than thoroughly confuses.

duncan

########################### 2nd message ###################################

Here at Notre Dame, we also follow a procedure similar to Duncan
at Reno.

We:
1) process diskette as any other dep. piece... stamp, mark, SuDoc
    etc.
2) We make to copies... usually to the more convenient size disk-
   ette 3.15". One will circulate, the other our backup.
3) After circulating the software, the diskette is erased and the
   data re-copied on to the diskette. This , we hope , insures the
   integretary of the data on the diskette.
4) Masters are stored in one location. Backups in another (i.e.
   my office) (Masters are in Computer jockeys' room).

5) All documentation is downloaded from the disk, to a diskette
   and printed. Two copies are made. One Circulates, the other
   NEVER LEAVES MY HOT LITTLE HANDS.  Printer documentation is
likewise copied (One copy always stays with me... NEVER CIRCULATES)
I the downloaded copy and the printed copy are the same, we dont

Suggestions, always backup copies. Always keep a copy of the
documentation (lose it and the data is useless). Keep masters
and backups in TWO DIFFERENT places. Always keep software with the
original data. Never assume that a newer version will run the older
data.

always willing to speak my mind... what little is left.

Steve Hayes., Notre Dame
Comments: Gated by NETNEWS@AUVM.AMERICAN.EDU