Initial import of Policy repo.
authorRobin H. Johnson <rjohnson@sitka.bclibraries.ca>
Mon, 19 Mar 2012 09:29:58 +0000 (02:29 -0700)
committerRobin H. Johnson <rjohnson@sitka.bclibraries.ca>
Mon, 19 Mar 2012 09:29:58 +0000 (02:29 -0700)
Signed-off-by: Robin H. Johnson <rjohnson@sitka.bclibraries.ca>
36 files changed:
.gitignore [new file with mode: 0644]
intro/intro.xml [new file with mode: 0644]
intro/revisions.xml [new file with mode: 0644]
media/1.png [new file with mode: 0644]
media/2.png [new file with mode: 0644]
media/3.png [new file with mode: 0644]
media/4.png [new file with mode: 0644]
media/5.png [new file with mode: 0644]
media/6.png [new file with mode: 0644]
media/7.png [new file with mode: 0644]
media/8.png [new file with mode: 0644]
media/9.png [new file with mode: 0644]
media/caution.png [new file with mode: 0644]
media/note.png [new file with mode: 0644]
media/pdf_icon.gif [new file with mode: 0644]
media/tip.png [new file with mode: 0644]
policy/media/policy-1-back.png [new file with mode: 0644]
policy/media/policy-1.png [new file with mode: 0644]
policy/media/policy-2-back.png [new file with mode: 0644]
policy/media/policy-2.png [new file with mode: 0644]
policy/media/policy-3.jpg [new file with mode: 0644]
policy/media/policy-4.jpg [new file with mode: 0644]
policy/policy-cat.xml [new file with mode: 0644]
policy/policy-circ-bcone.xml [new file with mode: 0644]
policy/policy-circulation.xml [new file with mode: 0644]
policy/policy-hold-search.xml [new file with mode: 0644]
policy/policy-privacy.xml [new file with mode: 0644]
practice/media/PLSB_Sitka_compiled_report_(sample).xls [new file with mode: 0644]
practice/media/practice-1.png [new file with mode: 0644]
practice/media/practice-2.png [new file with mode: 0644]
practice/practice-circ.xml [new file with mode: 0644]
practice/practice-ill.xml [new file with mode: 0644]
practice/practice-plsb-reports.xml [new file with mode: 0644]
root.xml [new file with mode: 0644]
sitka.css [new file with mode: 0644]
sitka.jpg [new file with mode: 0644]

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diff --git a/intro/intro.xml b/intro/intro.xml
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+<?xml version="1.0" encoding="utf-8"?>\r
+<chapter xml:id="policy-intro" xmlns="http://docbook.org/ns/docbook" version="5.0" xml:lang="EN"\r
+    xmlns:xi="http://www.w3.org/2001/XInclude" xmlns:xlink="http://www.w3.org/1999/xlink">\r
+    <title>About Policy and Best-Practice Documents</title>\r
+\r
+    <para>Sitka is a group of libraries in British Columbia using the award-winning open-source\r
+        Evergreen software as its shared Integrated Library System (ILS). Sitka is governed by the\r
+        non-profit, member-driven <link xlink:href="http://cooperative.bclibraries.ca/"\r
+            xlink:title="http://cooperative.bclibraries.ca/">BC Libraries Cooperative</link>. Policy\r
+        pertaining to the operation of Sitka's Evergreen instance is developed and ratified by the\r
+        Sitka Business Function Group (BFG), consisting of those libraries currently using Sitka's\r
+        Evergreen (or those with a signed <emphasis>Expression fo Interest</emphasis> to join). </para>\r
+\r
+\r
+\r
+\r
+\r
+\r
+    <para>There are two parts to this manual:</para>\r
+\r
+    <formalpara>\r
+        <title><link linkend="policy">Approved Policy</link></title>\r
+        <para>Operational policy documents formally approved by the Business Functions Group (BFG)\r
+            and applicable to all libraries using Sitka's implementation of Evergreen. These\r
+            policies establish the 'ground rules' required to maintain an efficient shared Evergreen\r
+            database. Additional Federation and local policy must be consistent with approved Sitka\r
+            policy.</para>\r
+    </formalpara>\r
+    <formalpara>\r
+        <title><link linkend="practice">Best Practices</link></title>\r
+        <para>Operational recommendations from the BFG, Working Groups, and Sitka Support team.\r
+            These are not binding policies but provide guidance for common Evergreen functions,\r
+            encouraging consistency across the consortium.  Some best practice documents may eventually be approved as policy.</para>\r
+    </formalpara>\r
+\r
+</chapter>\r
diff --git a/intro/revisions.xml b/intro/revisions.xml
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+<?xml version="1.0" encoding="utf-8"?>\r
+<chapter xml:id="revisions" xmlns="http://docbook.org/ns/docbook" version="5.0" xml:lang="EN"\r
+    xmlns:xi="http://www.w3.org/2001/XInclude" xmlns:xlink="http://www.w3.org/1999/xlink">\r
+    <info>\r
+        \r
+        <title>Revisions</title>\r
+        \r
+    </info>\r
+    \r
+    <para>The <emphasis>Sitka Evergreen Policy Manual</emphasis> was first published in July 2010. Below are subsequent content\r
+        changes in reverse chronological order. Minor changes including spelling corrections and\r
+        formatting changes are excluded.</para>\r
+    \r
+    <informaltable>\r
+        \r
+        <tgroup cols="3" align="left" colsep="1" rowsep="1">\r
+            <colspec colnum="1" colname="date" colwidth="1*"/>\r
+            <colspec colnum="2" colname="editor" colwidth="1*"/>\r
+            <colspec colnum="3" colname="description" colwidth="3*"/>\r
+            \r
+            \r
+            <thead>\r
+                <row>\r
+                    <entry>Revision date</entry>\r
+                    <entry>Editor(s)</entry>\r
+                    <entry>Description</entry>\r
+                </row>\r
+            </thead>\r
+            \r
+            \r
+            \r
+            <tbody>      \r
+\r
+                <row>\r
+                    <entry>Aug 26, 2010</entry>\r
+                    <entry>TJ, JB</entry>\r
+                    <entry>New chapter on <link linkend="plsb-reports">PLSB annual reports</link></entry>\r
+                </row>\r
+                <row>\r
+                <entry>July 20, 2010</entry>\r
+                <entry>SD, TJ, JB</entry>\r
+                <entry>Initial publication</entry>\r
+            </row>\r
+            </tbody>\r
+        </tgroup>\r
+    </informaltable>\r
+    </chapter>\r
+    \r
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+<?xml version="1.0" encoding="utf-8"?>\r
+<chapter xml:id="policy-cat" xmlns="http://docbook.org/ns/docbook" version="5.0" xml:lang="EN"\r
+    xmlns:xi="http://www.w3.org/2001/XInclude" xmlns:xlink="http://www.w3.org/1999/xlink">\r
+\r
+    <info>\r
+        <title>Cataloguing Policy</title>\r
+    </info>\r
+\r
+    <para><emphasis role="bold">Approved by the Interim Board of Directors, BC Libraries Cooperative <?linebreak?>July 23, 2009</emphasis></para>\r
+   \r
+    <section>\r
+        <info>\r
+            <title>Cataloguing Working Group Policy Document Cover Letter</title>\r
+        </info>\r
+\r
+        <para>July 24, 2009 <?linebreak?>Edel Toner-Rogala, Chair, <?linebreak?>BC Libraries Cooperative Board of Directors</para>\r
+\r
+        <para>Hello Edel,</para>\r
+        <para>As Chair of the Sitka Cataloguing Working Group I am pleased to submit our Sitka\r
+            Cataloguing Policy document to you. At our July 23, 2009 meeting the Cataloguing Working\r
+            Group recommended unanimously that this document was ready to be submitted to the\r
+            Board.</para>\r
+\r
+        <para>The purpose of this document is to support Sitka consortia libraries in their\r
+            commitment to creating a database of high-quality bibliographic records for collective\r
+            use. These bibliographic records are the shared property of the BC Libraries Cooperative\r
+            regardless of the holdings attached. Maintaining the quality and integrity of each\r
+            bibliographic record is an interest and a responsibility we all share. Our\r
+            recommendation to the Board is that this Sitka Cataloguing Policy document be used by\r
+            Sitka consortia libraries as their working document for cataloguing in the Sitka\r
+            database.</para>\r
+\r
+        <para>I also want to bring to your attention that the Cataloguing Working Group is currently\r
+            exploring options for a mentoring program. We would like to include the Board’s input in\r
+            this discussion of a mentoring program for Evergreen cataloguers with a dual nature of\r
+            support needed:</para>\r
+\r
+        <itemizedlist>\r
+            <listitem>\r
+                <para>informal access to cataloguing expertise which would be voluntary by consortia\r
+                    members;</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>more formal on-site support for retrospective clean-up of sub-standard records\r
+                    (i.e. by secondment and/or travel reimbursement).</para>\r
+            </listitem>\r
+        </itemizedlist>\r
+\r
+        <para>Points of discussions include:</para>\r
+\r
+        <itemizedlist>\r
+            <listitem>\r
+                <para>It would be helpful to survey existing Sitka libraries to see if there are\r
+                    staff willing to fill a mentoring role</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>the need to cover travel and/or reduction in Evergreen/Sitka recurring annual\r
+                    fee.</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>PLSB consultants may have a role?</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>Could we include the Federations in this?</para>\r
+            </listitem>\r
+        </itemizedlist>\r
+\r
+        <para>I understand that the next meeting of the BC Libraries Cooperative Board is being held\r
+            on Tuesday July 28, 2009. I am available to participate via telephone if needed.</para>\r
+\r
+        <para>Sincerely,</para>\r
+\r
+        <para>\r
+            <emphasis>Maureen</emphasis>\r
+        </para>\r
+\r
+\r
+        <para>Maureen Davidson <?linebreak?>Chair, Cataloguing Working Group <?linebreak?>College of the Rockies Library <?linebreak?>Email: <link xlink:href="mailto:davidson@cotr.bc.ca" xlink:title="davidson@cotr.bc.ca">davidson@cotr.bc.ca</link> <?linebreak?>Telephone: 250-489-8288</para>\r
+\r
+        <para>Tracey Therrien , Smithers Public Library; Samuel Richmond , Vancouver Public Library;\r
+            Lauren Stara, Whistler Public Library; Kevin Kierans, Thomson Nicola Regional District\r
+            Library; Valerie McKeen , Powell River Public Library; Sharon Herbert, Project Manager\r
+            Sitka</para>\r
+\r
+\r
+\r
+\r
+    </section>\r
+\r
+    <section>\r
+        <info>\r
+            <title>Purpose</title>\r
+        </info>\r
+\r
+        <para>Sitka consortia libraries are committed to creating a database of high-quality\r
+            bibliographic records for collective use. These bibliographic records are the shared\r
+            property of the British Columbia Libraries Cooperative regardless of the holdings\r
+            attached. It does not matter which library “created” the record, who transferred it into\r
+            the database, or who has edited it since. Maintaining the quality and integrity of each\r
+            bibliographic record is an interest and a responsibility we all share.</para>\r
+\r
+        <para>With recommendations from the Sitka Cataloguing Working Group, the BC Libraries\r
+            Cooperative sets standards for these records. This Cataloguing Policy is reflected in\r
+            the training provided by the Sitka Support Team and supplemented by Sitka Evergreen User\r
+            Documentation located at <link\r
+                xlink:href="http://coconut.pines.bclibrary.ca:21080/docbook/Sitka/current/html/index.html"\r
+                xlink:title="http://coconut.pines.bclibrary.ca:21080/docbook/Sitka/current/html/index.html"\r
+                >http://coconut.pines.bclibrary.ca:21080/docbook/Sitka/current/html/index.html</link>.</para>\r
+\r
+        <para>Member libraries that repeatedly struggle to comply with established policies and\r
+            procedures may be required to undertake further training and/or a mentoring period.\r
+            Cataloguing privileges may be suspended during this process. If a library continues to\r
+            fail to meet cataloguing standards, cataloguing rights may be revoked.</para>\r
+\r
+    </section>\r
+\r
+    <section>\r
+        <info>\r
+            <title>Administration</title>\r
+        </info>\r
+\r
+        <para>The goal within the Sitka database is to create one master MARC record for each\r
+            discrete bibliographic title to which all member libraries will add their respective\r
+            holdings. In this shared environment, it is essential that library staff or volunteers\r
+            who perform cataloguing work have the skills and training required to ensure adherence\r
+            to cataloguing standards.</para>\r
+\r
+        <para>As errors in cataloguing have the potential to affect staff and public access across\r
+            the consortium, four skill levels have been designated so that only staff with\r
+            sufficient skills and training may perform specific tasks. Once a member library has\r
+            received cataloguing training as part of their migration to Evergreen, the Sitka Support\r
+            Team, in consultation with the Chief Librarian at each member library, will identify\r
+            staff members who are authorized to perform tasks at each level.</para>\r
+\r
+        <section>\r
+            <title>Who Does What?</title>\r
+\r
+            <para>Generally, tasks performed by staff or volunteers designated at the Basic or\r
+                Intermediate levels have fewer implications for errors across the consortium. Tasks\r
+                performed by staff or volunteers at the Advanced and Expert level have more\r
+                significant potential impact for errors and require a more in-depth knowledge of\r
+                cataloguing standards and policies.</para>\r
+\r
+\r
+            <table xml:id="policy-cat-skill-level">\r
+                <title>Sitka Cataloguing Skill Levels</title>\r
+\r
+                <tgroup cols="2" align="left" colsep="1" rowsep="1">\r
+                    <colspec colnum="1" colname="skill" colwidth="1*"/>\r
+                    <colspec colnum="2" colname="tasks" colwidth="3*"/>\r
+                    \r
+                    \r
+                    <thead>\r
+                        \r
+                        <row>\r
+                            <entry>Skill level</entry>\r
+                            <entry>Tasks that may be performed</entry>\r
+\r
+                        </row>\r
+                    </thead>\r
+\r
+                    <tbody>\r
+                        <row>\r
+                            <entry>\r
+                                <para><emphasis role="bold">Basic</emphasis></para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>Searching for exact matches and attaching holdings in Sitka\r
+                                    database and Z39.50</para>\r
+                            </entry>\r
+                        </row>\r
+                        <row>\r
+                            <entry>\r
+                                <para><emphasis role="bold">Intermediate</emphasis></para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>All Basic level tasks <emphasis>plus</emphasis>: <itemizedlist>\r
+                                        <listitem>\r
+                                            <para>correcting typos (text only)</para>\r
+                                        </listitem>\r
+                                        <listitem>\r
+                                            <para>updating 245b and 245c of a pre-publication\r
+                                                record</para>\r
+                                        </listitem>\r
+                                        <listitem>\r
+                                            <para>adding 020</para>\r
+                                        </listitem>\r
+                                        <listitem>\r
+                                            <para>adding approved subject headings 65X, adding local\r
+                                                subject headings 69X</para>\r
+                                        </listitem>\r
+                                        <listitem>\r
+                                            <para>adding series statements in 490</para>\r
+                                        </listitem>\r
+                                        <listitem>\r
+                                            <para>add notes 5XX</para>\r
+                                        </listitem>\r
+                                        <listitem>\r
+                                            <para>basic original cataloguing with template\r
+                                                only</para>\r
+                                        </listitem>\r
+                                        <listitem>\r
+                                            <para>if desired, only the following tags may be deleted\r
+                                                from records obtained in Z39.50 searches: 59X, 69X,\r
+                                                852, 99X</para>\r
+                                        </listitem>\r
+\r
+                                    </itemizedlist></para>\r
+                            </entry>\r
+                        </row>\r
+\r
+                        <row>\r
+                            <entry>\r
+                                <para><emphasis role="bold">Advanced</emphasis></para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>All Intermediate level tasks <emphasis>plus</emphasis>: <itemizedlist>\r
+                                        <listitem>\r
+                                            <para>any changes to a record within Evergreen beyond\r
+                                                what is designated intermediate</para>\r
+                                        </listitem>\r
+                                        <listitem>\r
+                                            <para>overlay</para>\r
+                                        </listitem>\r
+                                        <listitem>\r
+                                            <para>merge</para>\r
+                                        </listitem>\r
+                                        <listitem>\r
+                                            <para>delete</para>\r
+                                        </listitem>\r
+                                    </itemizedlist></para>\r
+                            </entry>\r
+                        </row>\r
+\r
+                        <row>\r
+                            <entry>\r
+                                <para><emphasis role="bold">Expert</emphasis></para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>All Advanced level tasks <emphasis>plus</emphasis>: <itemizedlist>\r
+                                        <listitem>\r
+                                            <para>authorities</para>\r
+                                        </listitem>\r
+                                        <listitem>\r
+                                            <para>adding 8XX series uniform titles</para>\r
+                                        </listitem>\r
+                                        <listitem>\r
+                                            <para>advanced original cataloguing</para>\r
+                                        </listitem>\r
+                                    </itemizedlist></para>\r
+                            </entry>\r
+                        </row>\r
+                    </tbody>\r
+\r
+                </tgroup>\r
+\r
+            </table>\r
+\r
+        </section>\r
+\r
+    </section>\r
+\r
+    <section>\r
+        <info>\r
+            <title>Cataloguing Procedures</title>\r
+        </info>\r
+\r
+        <para>For member libraries, there are many benefits to sharing a database of high-quality\r
+            bibliographic records for collective use. Staff will learn to think consortially, with\r
+            the resources of several libraries at their disposal instead of relying on the local\r
+            technical services staff alone. Cataloguing workflows will change, with Sitka being the\r
+            primary source of copy cataloguing for many libraries.</para>\r
+\r
+        <para>Staff should always check the Sitka database first before searching Z39.50 targets for\r
+            bibliographic records.</para>\r
+\r
+        <para>In order to ensure the integrity of this shared database, the procedures outlined in\r
+            this section must be followed by all staff and volunteers who perform cataloguing tasks\r
+            in Evergreen. The Chief Librarian at each member library is responsible for ensuring\r
+            that staff and volunteers follow these procedures as they apply to their designated\r
+            Skill Level.</para>\r
+\r
+        <note>\r
+            <para>Refer to the <link linkend="policy-cat-glossary">Glossary of Terms</link> for\r
+                definitions</para>\r
+        </note>\r
+\r
+        <section>\r
+            <info>\r
+                <title>Cataloguing Flowchart</title>\r
+            </info>\r
+            <figure>\r
+<title>Cataloguing Flowchart</title>\r
+                <mediaobject>\r
+                    <imageobject>\r
+                        <imagedata scalefit="0" fileref="media/policy-2.png"/>\r
+                    </imageobject>\r
+                </mediaobject>\r
+            </figure>\r
+        </section>\r
+\r
+        <section>\r
+            <title>Minimum Requirements For a Match in the Sitka Database or Z39.50 Targets</title>\r
+\r
+            <para>The minimum requirements for determining a match include Title, GMD, Author,\r
+                Edition, Imprint (Date, Publisher, Physical Description) and Format. Note that the\r
+                minimum criteria for an exact match for DVD and software need to be more detailed,\r
+                e.g. Blu-ray vs. regular DVD, aspect ratio (widescreen vs. full screen), PC versus\r
+                Mac, etc.</para>\r
+\r
+            <para>\r
+                <emphasis role="italic">In order to ensure the integrity of this shared database,\r
+                    please follow these steps carefully:</emphasis>\r
+            </para>\r
+\r
+            <procedure>\r
+                <step>\r
+                    <para><emphasis role="underline">Always search the Sitka database\r
+                            first</emphasis> to find a match conforming to the minimum\r
+                        requirements.</para>\r
+                </step>\r
+\r
+                <step>\r
+                    <para><emphasis role="underline">If no match is found after searching the Sitka\r
+                            database</emphasis>, search the approved Z39.50 targets. These same\r
+                        fields also represent the minimum requirement for a match when searching\r
+                        Z39.50 targets.</para>\r
+                </step>\r
+\r
+                <step>\r
+                    <para><emphasis role="underline">If more than one matching record is\r
+                            found,</emphasis> follow the instructions in <xref\r
+                            linkend="policy-cat-best"/> to choose the best record.</para>\r
+                </step>\r
+\r
+                <step>\r
+                    <para><emphasis role="underline">If an item has a different binding,</emphasis>\r
+                        but is nearly identical in content and pagination, and if copies originate\r
+                        from the same publisher, then the record may be considered a match. For each\r
+                        new binding, an additional 020 tag must be added consisting of the ISBN and\r
+                        an edition statement (e.g. paperback, library binding, etc. if different\r
+                        from the bibliographic record’s edition statement).</para>\r
+                </step>\r
+            </procedure>\r
+\r
+            <para>For more detailed information on determining a match, we recommend reviewing\r
+                OCLC’s <link\r
+                    xlink:href="http://www.oclc.org/ca/fr/bibformats/en/input/default.shtm#CHDJFJHA"\r
+                    xlink:title="http://www.oclc.org/ca/fr/bibformats/en/input/default.shtm#CHDJFJHA"\r
+                    >Field by Field Guidelines for New Records</link></para>\r
+\r
+        </section>\r
+\r
+        <section>\r
+            <title>"Near" Match When Searching the Sitka Database</title>\r
+            <para>When searching in Sitka, library staff may find a record that closely matches the\r
+                item in hand, but which may require varying levels of change/correction, addition or\r
+                in some cases merging with another record. The following chart should be used in\r
+                conjunction with the <link linkend="policy-cat-skill-level">Skills Level\r
+                    chart</link> to determine what actions may be taken with a “near” match.</para>\r
+\r
+            <table xml:id="policy-cat-searching-database">\r
+                <title>Searching the Sitka Database</title>\r
+\r
+                <tgroup cols="3" align="left" colsep="1" rowsep="1">\r
+                    <colspec colnum="1" colname="issues" colwidth="1*"/>\r
+                    <colspec colnum="2" colname="actions" colwidth="1*"/>\r
+                    <colspec colnum="3" colname="tasks" colwidth="2*"/>\r
+                    \r
+                    <thead>\r
+                        <row>\r
+                            <entry>Issues with Sitka Record</entry>\r
+                            <entry>Possible Actions</entry>\r
+                            <entry>Task/Action</entry>\r
+                        </row>\r
+                    </thead>\r
+\r
+                    <tbody>\r
+                        <row>\r
+                            <entry>\r
+                                <para>Obvious typo - text or coding</para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>Change</para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>Should be corrected by cataloguing staff with appropriate\r
+                                    qualifications</para>\r
+                            </entry>\r
+                        </row>\r
+                        <row>\r
+                            <entry>\r
+                                <para>Pre-publication record</para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>Add</para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>Should be updated by cataloguing staff with appropriate\r
+                                    qualifications</para>\r
+                            </entry>\r
+                        </row>\r
+                        <row>\r
+                            <entry>\r
+                                <para>Substandard or brief record</para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>Change, Add, or Merge</para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>Should be improved to best record standard by cataloguing\r
+                                    staff with appropriate qualifications</para>\r
+                            </entry>\r
+                        </row>\r
+                        <row>\r
+                            <entry>\r
+                                <para>Enhance an "exact" match record by adding 520, 650, 655,\r
+                                    etc.</para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>Change, Add, or Overlay</para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para><emphasis>Optional</emphasis> - by cataloguing staff with\r
+                                    appropriate qualifications</para>\r
+                            </entry>\r
+                        </row>\r
+                    </tbody>\r
+                </tgroup>\r
+            </table>\r
+\r
+        </section>\r
+\r
+        <section>\r
+            <title>"Near" Match When Searching Z39.50 Targets</title>\r
+            <para>When searching Z39.50 targets in Sitka, library staff may find a record that\r
+                closely matches the item in hand, but which may require varying levels of\r
+                change/correction or addition. The following chart should be used in conjunction\r
+                with the <link linkend="policy-cat-skill-level">Skills Level chart</link> to\r
+                determine what actions may be taken for a “near” match in the Z39.50 search.</para>\r
+\r
+            <table xml:id="policy-cat-searching-39.50">\r
+                <title>Searching Z39.50</title>\r
+\r
+                <tgroup cols="3" align="left" colsep="1" rowsep="1">\r
+                    <colspec colnum="1" colname="issue" colwidth="1*"/>\r
+                    <colspec colnum="2" colname="action" colwidth="1*"/>\r
+                    <colspec colnum="3" colname="task" colwidth="2*"/>\r
+                    \r
+                    <thead>\r
+                        <row>\r
+                            <entry>Issues with Z39.50 Record</entry>\r
+                            <entry>Possible Actions</entry>\r
+                            <entry>Task/Action</entry>\r
+                        </row>\r
+                    </thead>\r
+\r
+                    <tbody>\r
+                        <row>\r
+                            <entry>\r
+                                <para>Obvious typo - text or coding</para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>Change</para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>Should be corrected by cataloguing staff with appropriate\r
+                                    qualifications</para>\r
+                            </entry>\r
+                        </row>\r
+                        <row>\r
+                            <entry>\r
+                                <para>Pre-publication</para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>Add</para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>Should be updated by cataloguing staff with appropriate\r
+                                    qualifications</para>\r
+                            </entry>\r
+                        </row>\r
+                        <row>\r
+                            <entry>\r
+                                <para>Enhance an "exact" match record by adding 520, 650, 655,\r
+                                    etc.</para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>Change or Add</para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para><emphasis>Optional</emphasis> - by cataloguing staff with\r
+                                    appropriate qualifications</para>\r
+                            </entry>\r
+                        </row>\r
+                        <row>\r
+                            <entry>\r
+                                <para>Different formats, e.g. using a VHS record for a DVD,\r
+                                        <emphasis role="bold">must</emphasis> be edited to correct\r
+                                    changes</para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>Change or Add</para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>Should be corrected by cataloguing staff with appropriate\r
+                                    qualifications</para>\r
+                            </entry>\r
+                        </row>\r
+                    </tbody>\r
+                </tgroup>\r
+            </table>\r
+\r
+        </section>\r
+\r
+        <section>\r
+            <title>Original Cataloguing</title>\r
+\r
+            <para>Original cataloguing should constitute a very small percentage of records added to\r
+                the database. The majority of records (>95%) should be found either within the Sitka\r
+                database or approved Z39.50 targets. If a record cannot be found within these\r
+                sources, an original record may be created.</para>\r
+\r
+            <para>Sitka cataloguing templates are provided to assist library staff in complying with\r
+                this standard. These templates are based on <xref linkend="policy-cat-best"/></para>\r
+\r
+            <para>For instructions on original cataloguing and cataloguing templates, please refer\r
+                to the <link\r
+                    xlink:href="http://coconut.pines.bclibrary.ca:21080/docbook/Sitka/current/html/index.html"\r
+                    xlink:title="http://coconut.pines.bclibrary.ca:21080/docbook/Sitka/current/html/index.html"\r
+                    >Cataloguing training documents</link>.</para>\r
+\r
+        </section>\r
+\r
+        <section xml:id="policy-cat-best">\r
+            <title>Characteristics of a "Best" MARC Record in the Sitka Database</title>\r
+\r
+            <table xml:id="policy-cat-best-marc">\r
+                <title>Characteristics of a "Best" MARC Record</title>\r
+\r
+                <tgroup cols="3" align="left" colsep="1" rowsep="1">\r
+                    <colspec colnum="1" colname="col1" colwidth="1*"/>\r
+                    <colspec colnum="2" colname="col1" colwidth="1*"/>\r
+                    <colspec colnum="3" colname="col1" colwidth="2*"/>\r
+                    \r
+                    <thead>\r
+                        <row>\r
+                            <entry>Fields?</entry>\r
+                            <entry>MARC tags/subfields</entry>\r
+                            <entry>Instructions to Member Library Cataloguers</entry>\r
+                        </row>\r
+                    </thead>\r
+\r
+                    <tbody>\r
+                        <row>\r
+                            <entry>\r
+                                <para>\r
+                                    <emphasis role="bold">Standard Numbers</emphasis>\r
+                                </para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>\r
+                                    010 LCCN <?linebreak?>020 ISBN <?linebreak?>022 ISSN <?linebreak?>028 or 037 Publisher control numbers\r
+                                </para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>Include as many relevant standard numbers as possible</para>\r
+                            </entry>\r
+                        </row>\r
+                        <row>\r
+                            <entry>\r
+                                <para>\r
+                                    <emphasis role="bold">Classification Numbers</emphasis>\r
+                                </para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>\r
+                                    05X <?linebreak?>082 <?linebreak?>090 <?linebreak?>092\r
+                                </para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>When choosing between available records, add the record with\r
+                                    both LC and DDC classifiction numbers</para>\r
+                            </entry>\r
+                        </row>\r
+\r
+                        <row>\r
+                            <entry>\r
+                                <para>\r
+                                    <emphasis role="bold">Title/Statement of\r
+                                        responsibility</emphasis>\r
+                                </para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>\r
+                                    245 <?linebreak?>$a title <?linebreak?>$c statement of responsibility <?linebreak?>$h GMD\r
+                                </para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>When choosing between available records, add the record that\r
+                                    has added title fields, e.g. 246, 740, etc.</para>\r
+                                <para>Use GMD standard List Two from AACR2 Rule 1.1C1. For\r
+                                    non-standard terms such as DVD, MP3, etc. use 300 Physical\r
+                                    Description for more details</para>\r
+                            </entry>\r
+                        </row>\r
+\r
+                        <row>\r
+                            <entry>\r
+                                <para>\r
+                                    <emphasis role="bold">Edition Statement/Special\r
+                                        information</emphasis>\r
+                                </para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>25X</para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>When choosing between available records, add the record with\r
+                                    the fullest and most accurate 25X tag(s)</para>\r
+                            </entry>\r
+                        </row>\r
+\r
+                        <row>\r
+                            <entry>\r
+                                <para>\r
+                                    <emphasis role="bold">Publication information</emphasis>\r
+                                </para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>\r
+                                    260 <?linebreak?>$a place of publication <?linebreak?>$b publisher <?linebreak?>$c publication year\r
+                                </para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>When choosing between available records, add the record with\r
+                                    the fullest and most accurate 260 tag</para>\r
+                                <para>$c is not used in records for active serials</para>\r
+                            </entry>\r
+                        </row>\r
+\r
+                        <row>\r
+                            <entry>\r
+                                <para>\r
+                                    <emphasis role="bold">Physical description of item</emphasis>\r
+                                </para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>\r
+                                    300 <?linebreak?>$a extent <?linebreak?>$b illustrations <?linebreak?>$c dimensions <?linebreak?>$e accompanying material\r
+                                </para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>When choosing between available records, add the record with\r
+                                    the fullest and most accurate 300 tag</para>\r
+                                <para>$b $c $e to be added where applicable</para>\r
+                            </entry>\r
+                        </row>\r
+\r
+                        <row>\r
+                            <entry>\r
+                                <para>\r
+                                    <emphasis role="bold">Series information</emphasis>\r
+                                </para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>\r
+                                    440 <?linebreak?>490\r
+                                </para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>When choosing between available records, add the record\r
+                                    containing a 490 series statement with accompanying 800 or 830\r
+                                    (Current LC standard)</para>\r
+                            </entry>\r
+                        </row>\r
+\r
+                        <row>\r
+                            <entry>\r
+                                <para>\r
+                                    <emphasis role="bold">Notes area</emphasis>\r
+                                </para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>5XX</para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>When choosing between available records, add the record with\r
+                                    the most 5XX tags</para>\r
+                                <para>Local notes should be added in the 590 tag and must include\r
+                                    the Canadian Library Identifier Code in $5</para>\r
+                                <para>538 (System Requirements) should be included where relevant\r
+                                    for nonprint materials</para>\r
+                            </entry>\r
+                        </row>\r
+\r
+                        <row>\r
+                            <entry>\r
+                                <para>\r
+                                    <emphasis role="bold">Subject headings</emphasis>\r
+                                </para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>6XX</para>\r
+                            </entry>\r
+                            <entry>\r
+                                <para>When choosing between available records, add the record with\r
+                                    authoritative subject headings</para>\r
+                                <para>Local subject headings should be used only to designate\r
+                                    special collections and should be added in 69X tags</para>\r
+                            </entry>\r
+                        </row>\r
+\r
+                    </tbody>\r
+\r
+                </tgroup>\r
+\r
+            </table>\r
+\r
+        </section>\r
+\r
+        <section>\r
+            <title>Evergreen User Documentation</title>\r
+            <para>Refer to Sitka User Documentation on Cataloguing at <link\r
+                    xlink:href="http://coconut.pines.bclibrary.ca:21080/docbook/Sitka/current/html/index.html"\r
+                    xlink:title="http://coconut.pines.bclibrary.ca:21080/docbook/Sitka/current/html/index.html"\r
+                    >http://coconut.pines.bclibrary.ca:21080/docbook/Sitka/current/html/index.html</link>.</para>\r
+        </section>\r
+\r
+    </section>\r
+\r
+    <section>\r
+        <title>Frequently Asked Questions</title>\r
+        <qandaset>\r
+            <qandaentry>\r
+                <question>\r
+                    <para>What is the correct capitalization and punctuation used when entering\r
+                        subject and name authorities?</para>\r
+                </question>\r
+                <answer>\r
+                    <para>Enter the authority normally, using both upper and lower case, and no\r
+                        period at the end, unless the name authority ends with an initial</para>\r
+                    <para>\r
+                        <literallayout><emphasis role="bold">Examples:</emphasis>\r
+                        $aOlympics $xHistory $y20th Century\r
+                        $aAtwood, Margaret, $d1939-\r
+                        $aRoberts, Albert R.</literallayout>\r
+                    </para>\r
+                </answer>\r
+            </qandaentry>\r
+            <qandaentry>\r
+                <question>\r
+                    <para>How will serials/magazines be catalogued?</para>\r
+                </question>\r
+                <answer>\r
+                    <para>An Evergreen serials module is currently in development. Until it is\r
+                        implemented, each member library will maintain its own bibliographic records\r
+                        for serials. The recommended procedure for cataloguing serials is to give\r
+                        each magazine issue its own volume and copy record.</para>\r
+                </answer>\r
+            </qandaentry>\r
+\r
+            <qandaentry>\r
+                <question>\r
+                    <para>How do I request more Z39.50 targets to be added to Evergreen?</para>\r
+                </question>\r
+                <answer>\r
+                    <para>In order to ensure that Z39.50 targets meet the standards designated for a\r
+                        “best” record, the Cataloguing Working Group will review all requests before\r
+                        recommending addition to Sitka. Member libraries should submit their Z39.50\r
+                        target requests to Sitka Support, who will forward them to the Cataloguing\r
+                        Working Group for review.</para>\r
+                </answer>\r
+            </qandaentry>\r
+            <qandaentry>\r
+                <question>\r
+                    <para>What is the preferred method to enter TV Series on DVD?</para>\r
+                </question>\r
+                <answer>\r
+                    <para>As the packaging of and library circulation policies for this format both\r
+                        vary widely, member libraries may choose to catalogue these either by series\r
+                        or by individual title. If the title proper is based on the episode title,\r
+                        an 830 added entry should be created for the series name.</para>\r
+                </answer>\r
+            </qandaentry>\r
+            <qandaentry>\r
+                <question>\r
+                    <para>What is the best way to enter “on order” records?</para>\r
+                </question>\r
+                <answer>\r
+                    <para>The best method is to search the Sitka database for a match first and add\r
+                        a dummy barcode in the holdings of the existing record, and set the status\r
+                        to “on order”. If there is no match in the Sitka database, search for a\r
+                        record within Z39.50 targets, import it into Evergreen and add a dummy\r
+                        barcode in the holdings of the record, and set the status to “on\r
+                        order”.</para>\r
+                </answer>\r
+            </qandaentry>\r
+\r
+            <qandaentry>\r
+                <question>\r
+                    <para>Is a record considered a match if only the binding is different from the\r
+                        item in hand?</para>\r
+                </question>\r
+                <answer>\r
+                    <para>If an item has a different binding, but is nearly identical in content and\r
+                        pagination, and if copies originate from the same publisher, then the record\r
+                        may be considered a match. The only additional action besides adding ISBN is\r
+                        to add an edition statement in parentheses to the 020 -ISBN field, e.g.\r
+                        paperback, library binding, etc. if different from the bibliographic\r
+                        record’s edition statement.</para>\r
+                </answer>\r
+            </qandaentry>\r
+            <qandaentry>\r
+                <question>\r
+                    <para>Will we lose any local data in the bibliographic record when joining\r
+                        Sitka?</para>\r
+                </question>\r
+                <answer>\r
+                    <para>Where feasible, as a member library’s legacy system bibliographic records\r
+                        are added to the Sitka database, the Sitka Support Team may be able to run\r
+                        processes at the time of the migration in order to preserve specific local\r
+                        data. These processes may include some or all of the following:</para>\r
+\r
+                    <itemizedlist>\r
+                        <title>General Material Designation (GMD)</title>\r
+                        <listitem>\r
+                            <para>Incoming records with customized GMDs: move the 245$h from the\r
+                                incoming record and add to 590 $a, adding 590 $5 with Canadian\r
+                                Library Identifier Code. Add the appropriate GMD from AACR2 List Two\r
+                                in the 245$h where applicable.</para>\r
+                        </listitem>\r
+                        <listitem>\r
+                            <para>Incoming records will be run against AACR2 List Two GMDs. Anything\r
+                                that deviates will be moved to 300 tags, normalizing to reduce\r
+                                duplication, e.g. uppercase everything, remove leading and trailing\r
+                                punctuation. Add a vertical bar between 300 entries to provide a\r
+                                separator between repeat 300 tag descriptions displayed in the\r
+                                PAC.</para>\r
+                        </listitem>\r
+                    </itemizedlist>\r
+\r
+                    <itemizedlist>\r
+                        <title>Series Information</title>\r
+                        <listitem>\r
+                            <para>Nonstandard series information will be preserved in a 590 tag\r
+                                accompanied by the Canadian Library Identifier Code in $5.</para>\r
+                        </listitem>\r
+\r
+                    </itemizedlist>\r
+                    <itemizedlist>\r
+                        <title>Subject Headings</title>\r
+                        <listitem>\r
+                            <para>Local subject headings in a 690 tag will be appended to the\r
+                                existing master record. The Sitka team will strive to move local\r
+                                subject headings in other 6XX tags to an appropriate location during\r
+                                the migration process.</para>\r
+                        </listitem>\r
+                    </itemizedlist>\r
+                    <itemizedlist>\r
+                        <title>Notes</title>\r
+                        <listitem>\r
+                            <para>Use 590$a for local notes, with Canadian Library Identifier Code\r
+                                in 590 $5</para>\r
+                        </listitem>\r
+                    </itemizedlist>\r
+\r
+                </answer>\r
+            </qandaentry>\r
+\r
+        </qandaset>\r
+\r
+    </section>\r
+\r
+    <glossary xml:id="policy-cat-glossary">\r
+        <title>Glossary of Terms</title>\r
+        <glossentry xml:id="gloss-approved-targets">\r
+            <glossterm>Approved targets</glossterm>\r
+            <glossdef>\r
+                <para>These are Z39.50 target databases that have been approved for inclusion in\r
+                    Evergreen by the Cataloguing Working Group on the basis of meeting the “best”\r
+                    record standard.</para>\r
+            </glossdef>\r
+        </glossentry>\r
+        <glossentry xml:id="gloss-identifier-code">\r
+            <glossterm>Canadian Library Identifier Code</glossterm>\r
+            <glossdef>\r
+                <para>The MARC Code List for Organizations contains short alphabetic codes used to\r
+                    represent names of libraries and other kinds of organizations that need to be\r
+                    identified in the bibliographic environment. This code list is an essential\r
+                    reference tool for those dealing with MARC records, for systems reporting\r
+                    library holdings, for many interlibrary loan systems, and for those who may be\r
+                    organizing cooperative projects on a regional, national, or international scale.\r
+                    For further information: <link\r
+                        xlink:href="http://www.collectionscanada.gc.ca/illcandir-bin/illsear/l=0/c=1"\r
+                        xlink:title="http://www.collectionscanada.gc.ca/illcandir-bin/illsear/l=0/c=1"\r
+                        >http://www.collectionscanada.gc.ca/illcandir-bin/illsear/l=0/c=1</link></para>\r
+            </glossdef>\r
+        </glossentry>\r
+        <glossentry xml:id="gloss-merge">\r
+            <glossterm>Merge</glossterm>\r
+            <glossdef>\r
+                <para>The process within Evergreen of transferring the volume and copy records or\r
+                    holds associated with a lesser-quality bibliographic record to a more complete\r
+                    bibliographic record.</para>\r
+            </glossdef>\r
+        </glossentry>\r
+        <glossentry xml:id="gloss-near-match">\r
+            <glossterm>Near match</glossterm>\r
+            <glossdef>\r
+                <para>A record that closely matches the item in hand, but which may require varying\r
+                    levels of change/correction, addition or in some cases merging with another\r
+                    record.</para>\r
+            </glossdef>\r
+        </glossentry>\r
+        <glossentry xml:id="gloss-overlay">\r
+            <glossterm>Overlay</glossterm>\r
+            <glossdef>\r
+                <para>The process of replacing a lesser-quality bibliographic record in Sitka, with\r
+                    a more complete bibliographic record from a Z39.50 target search, while\r
+                    preserving existing volume and copy records or holds associated with the\r
+                    original Sitka bibliographic record.</para>\r
+            </glossdef>\r
+        </glossentry>\r
+\r
+    </glossary>\r
+\r
+\r
+</chapter>\r
diff --git a/policy/policy-circ-bcone.xml b/policy/policy-circ-bcone.xml
new file mode 100644 (file)
index 0000000..0311aa2
--- /dev/null
@@ -0,0 +1,148 @@
+<?xml version="1.0" encoding="utf-8"?>\r
+<section xml:id="policy-bcone" xmlns="http://docbook.org/ns/docbook" version="5.0" xml:lang="EN"\r
+    xmlns:xi="http://www.w3.org/2001/XInclude" xmlns:xlink="http://www.w3.org/1999/xlink">\r
+    <info>\r
+\r
+        <title>BC OneCard Policies &amp; Procedures</title>\r
+\r
+    </info>\r
+    \r
+    <para><emphasis role="bold">Approved by the Interim Board of Directors, BC Libraries Cooperative <?linebreak?>September 16, 2009</emphasis></para>\r
+    \r
+\r
+    <section>\r
+        <info>\r
+            <title>Covering Note</title>\r
+        </info>\r
+        <para>Covering note for Circulation policy documents approved 16 September, 2009</para>\r
+        \r
+        <itemizedlist>\r
+            <listitem><para>Sitka's Evergreen instance is intended to feature a shared patron database. From both a\r
+            database integrity and a service perspective, it is important that each Sitka patron be represented\r
+            in the shared database by only 1 patron record. As the number of Sitka sites grow, the\r
+            occurrences of cross-Sitka site traffic are going up; these occurrences are driving the need for\r
+            consortial policy and workflow to enable high levels of customer service while simultaneously\r
+            ensuring database integrity.</para></listitem>\r
+        \r
+            <listitem><para>Specifically, consortial policy and procedures for the handling of non-resident patrons\r
+                complement the existing "opt-in" functionality in Sitka's Evergreen. Since the very first Sitka sites\r
+                went live in late 2007, custom patron "opt-in" programming has been in place on Sitka's\r
+                Evergreen to satisfy the requirements of BC's FOIPPA legislation as it relates to a shared patron\r
+                database. The opt-in code fires the first time a Sitka patron visits any Sitka library other than their\r
+                home library. In doing so, it solicits informed patron consent for staff at the library to retrieve the\r
+                patron's information.</para></listitem>\r
+            \r
+            <listitem><para>The Circulation Working Group, with additional input from the North Coast Library Federation,\r
+                worked with the Sitka Team to develop the following interim Sitka BCOneCard policy. Along with\r
+                this interim policy comes the following operational approach: primarily from a service perspective\r
+                - all Sitka-site library staff are able to edit patron records as necessary, assuming that a patron\r
+                has "opted in" for service at their library.</para></listitem>\r
+        </itemizedlist>\r
+        \r
+    </section>\r
+    \r
+    <section><info><title>BC OneCard Policy/Procedure</title></info>\r
+    \r
+    <simplesect><title>Definitions</title>\r
+    \r
+        <formalpara><title>Sitka library</title><para>See list of Sitka member libraries at <link xlink:href="http://sitka.bclibraries.ca/implementations/current-sitka-libraries/" xlink:title="Sitka member libraries">http://sitka.bclibraries.ca/implementations/current-sitka-libraries/</link></para></formalpara>\r
+        <formalpara><title>Non-Sitka library</title><para>All other BC public libraries</para></formalpara>\r
+        <formalpara><title>Home library</title><para>Library from which the patron is entitled to a card by virtue of:</para>\r
+        </formalpara>\r
+        <itemizedlist><listitem><para>their residency (or)</para></listitem><listitem><para>their payment of a non-resident fee</para></listitem></itemizedlist>\r
+        <formalpara><title>Lending library</title><para>Library from which BC OneCard member obtains service.  Can be:</para>\r
+        </formalpara>\r
+        <itemizedlist><listitem><para>a Sitka library</para></listitem><listitem><para>a non-Sitka library</para></listitem></itemizedlist>\r
+        \r
+    </simplesect>\r
+        \r
+        <simplesect><info><title>Policy</title></info>\r
+        \r
+            <para>Sitka’s public libraries support the BCOneCard program. To be eligible to register for borrowing\r
+                privileges at Sitka libraries other than their home library, a borrower must present a valid library card\r
+                issued by their home library.</para>\r
+            <para>The integrity of Sitka’s shared patron database is crucial to service delivery; Sitka libraries will in all\r
+                cases endeavour to maintain a single patron record for each Sitka library member. Only one card\r
+                per patron will be issued.</para>\r
+    \r
+        </simplesect>\r
+        \r
+        <simplesect><info><title>Loan Limits</title></info>\r
+            <itemizedlist><listitem><para>At a minimum, Sitka libraries will allow BC OneCard customers to borrow five books.\r
+                (‘Books’ also refers to special format audiobooks normally loaned to registered print-disabled\r
+                customers).</para></listitem>\r
+                <listitem><para>Other limits – Determined by lending library/appropriate library federation policy (Many\r
+                    libraries/Federations treat BC OneCard patrons as regular patrons, with full borrower\r
+                    privileges).</para></listitem>\r
+                                \r
+            </itemizedlist>\r
+        </simplesect>\r
+        \r
+        <simplesect><info><title>Fines &amp; Overdues</title></info>\r
+            <itemizedlist><listitem><para>Fine rates are determined by lending library/appropriate library federation policy.</para></listitem>\r
+                <listitem><para>The BC OneCard borrower is responsible for any charges owing to the lending library.</para></listitem>\r
+                \r
+            </itemizedlist>\r
+        </simplesect>\r
+        \r
+        <simplesect><info><title>Procedure</title></info>\r
+            <itemizedlist><listitem><para>Patron presents home library card for scanning.</para></listitem>\r
+                <listitem><para>If the patron is in the Evergreen database, and if the patron agrees to “opt in” at the\r
+                        privacy prompt, their account can be accessed by their home library card. Do\r
+                            <emphasis role="bold">not </emphasis>issue a BC OneCard. Place a BC\r
+                        OneCard sticker on their home library card.</para></listitem>\r
+                <listitem><para>If the patron is in the Evergreen database, and if the patron does not agree to “opt in” at the\r
+                    privacy prompt, lending library policy will determine service options while endeavouring to\r
+                    maintain a single patron record for each Sitka library member.</para></listitem>\r
+                <listitem><para>If the patron is <emphasis role="bold">not</emphasis> in the Evergreen database, use the\r
+                        patron’s home library card as the barcode and complete the patron\r
+                        registration form as per your local policy. Do not issue a BC OneCard.\r
+                        Ensure the Home Library selected in Evergreen is the patron’s actual\r
+                        non-Sitka home library and add a BC OneCard sticker to the patron’s library\r
+                        card. From the Check Out screen, scan the patron’s card and opt him/her in.\r
+                        Inform the patron of applicable BC OneCard/lending library/library\r
+                        federation borrowing limits, fines, and loan policy</para></listitem>\r
+                \r
+                \r
+            </itemizedlist>\r
+            \r
+            <figure>\r
+                <title>Flowchart depicting BC OneCard policy/procedure</title>\r
+                <mediaobject>\r
+                    <imageobject>\r
+                        <imagedata scalefit="0" fileref="media/policy-1.png"/>\r
+                    </imageobject>\r
+                </mediaobject>\r
+            </figure>\r
+        </simplesect>\r
+        <simplesect>\r
+            <info><title>Procedure scenarios - Patron exists in Sitka already</title></info>\r
+                 \r
+            <itemizedlist><listitem><para>Patron presents a BC library card.</para></listitem>\r
+                <listitem><para>Scan into F1 (Circulation>Check Out Items)</para></listitem>\r
+                <listitem><para>Patron record is found, Sitka opt in screen presented.</para></listitem>\r
+                <listitem><para>Opt in? Yes or no.</para></listitem>\r
+                <listitem><para>If yes, patron can now use your library and your rules according to his existing profile are applied. i.e. if PL-Adult at existing Sitka library, is a PL-Adult at your library with your rules for PL-Adult applied. If you need to apply local BC One card rules to this patron, this must be done manually at point of circulation. </para></listitem>\r
+                <listitem><para>Affix BCOne Card sticker to existing card.</para></listitem>\r
+                <listitem><para>If patron does not agree to opt in, local decision and policy applies to how you will treat this patron</para></listitem>\r
+            </itemizedlist>\r
+        </simplesect>\r
+    \r
+\r
+        <simplesect>\r
+        <info> <title> Procedure scenarios -Patron does not exist in Sitka and you make him a BC One card patron</title></info>\r
+            \r
+            \r
+            <itemizedlist><listitem><para> Patron presents a BC library card.</para></listitem>\r
+                <listitem><para> Scan into F1 (Circulation>Check Out Items)</para></listitem>\r
+                <listitem><para> Patron is not found.</para></listitem>\r
+                <listitem><para> Use existing library card barcode to register patron in Sitka and apply patron’s actual home library to Sitka record, and make this patron a BC One Card patron profile. Save new patron record.</para></listitem>\r
+                <listitem><para> Apply a BC One card sticker to existing BC library card.</para></listitem>\r
+                <listitem><para>Scan barcode into F1 (Circulation>Check Out Items) and opt him in.</para></listitem>\r
+                <listitem><para>Patron now has a record in Sitka, has BC OneCard profile at your library, and any other Sitka library that opts him in in future,  and record accurately reflects his home library.</para></listitem>\r
+                <listitem><para> At checkout Evergreen will automatically apply locally configured BC One Card circulation rules.</para></listitem>\r
+            </itemizedlist>\r
+            <formalpara><title>Non Sitka library codes</title><para>See list of BC library codes at <link xlink:href="http://www.eln.bc.ca/view.php?id=1069" xlink:title="BC library codes ">http://www.eln.bc.ca/view.php?id=1069/</link></para></formalpara>\r
+        </simplesect>\r
+    </section>\r
+    </section>
\ No newline at end of file
diff --git a/policy/policy-circulation.xml b/policy/policy-circulation.xml
new file mode 100644 (file)
index 0000000..f9e9182
--- /dev/null
@@ -0,0 +1,98 @@
+<?xml version="1.0" encoding="utf-8"?>\r
+<chapter xml:id="circulation" xmlns="http://docbook.org/ns/docbook" version="5.0" xml:lang="EN"\r
+    xmlns:xi="http://www.w3.org/2001/XInclude" xmlns:xlink="http://www.w3.org/1999/xlink">\r
+\r
+    <info>\r
+        <title>Circulation Policies</title>\r
+    </info>\r
+\r
+    <xi:include href="policy-circ-bcone.xml"/>\r
+\r
+    <section>\r
+        <info>\r
+\r
+            <title>Hold/Search Policy (Interim)</title>\r
+\r
+        </info>\r
+\r
+        <para><emphasis role="bold">Approved by the Interim Board of Directors, BC Libraries\r
+                Cooperative <?linebreak?>Wednesday, April 15, 2009</emphasis></para>\r
+\r
+\r
+        <para>In the Interim, while Federation based policy is in development, patron opac searches\r
+            will scope only to their home library/library system by default, unless member libraries\r
+            specify otherwise. Patron-initiated holds will be filled first by the home\r
+            library/library system and then by other Sitka libraries, where agreements exist (e.g.\r
+            Federation, reciprocal borrowing or service agreements); By default, holds placed on\r
+            another library's material will be held at the owning library for pickup unless and\r
+            until a delivery mechanism exists under the relevant agreement. Where agreements do not\r
+            exist between Sitka libraries, and between Sitka libraries and non-Sitka libraries,\r
+            traditional ILL should be used (Outlook)</para>\r
+    </section>\r
+\r
+    <section>\r
+        <info>\r
+            <title>Fines Payment</title>\r
+\r
+        </info>\r
+\r
+        <para><emphasis role="bold">September 2008</emphasis></para>\r
+\r
+        <para>In the interim, Sitka sites do not accept payment of fines owed at other Sitka sites.\r
+            To be reviewed pending availability of online payment functionality and/or direction\r
+            from the BC Libraries Cooperative.</para>\r
+    </section>\r
+\r
+    <section>\r
+        <info>\r
+            <title>Return of Items</title>\r
+\r
+        </info>\r
+\r
+        <para><emphasis role="bold">September 2008</emphasis></para>\r
+\r
+        <para>In the interim, Sitka sites will check in items to show in transit for all items en\r
+            route to another Sitka site.</para>\r
+    </section>\r
+\r
+    <section>\r
+        <info>\r
+            <title>Patron de-duplication</title>\r
+\r
+        </info>\r
+\r
+        <para>Sitka's Evergreen instance is intended to feature a shared patron database both to\r
+            facilitate customer service across multiple libraries (a seamless library experience)\r
+            and to promote database integrity. To achieve this objective, it is important that each\r
+            Sitka patron be represented in the shared database by only one patron record - the\r
+            "Master Patron Record."</para>\r
+\r
+        <para>A "Master Patron Record" incorporates all active transactions on a patron record at\r
+            the time a library is migrating onto Sitka's database, and where possible, it also\r
+            defines any existing relationships a patron has with other Sitka libraries.</para>\r
+\r
+        <orderedlist>\r
+            <title>Operational Procedures:</title>\r
+            <listitem>\r
+                <para>During migration, the Sitka team will only de-duplicate those patron records\r
+                    that appear with an identical barcode at two or more libraries</para>\r
+            </listitem>\r
+\r
+            <listitem>\r
+                <para>In determining which of two or more duplicate records in (1.) should be the\r
+                    "Master Patron Record," the Team will use the record belonging to the library\r
+                    showing the most recent circulations to that patron.</para>\r
+            </listitem>\r
+\r
+            <listitem>\r
+                <para>For all other duplicate patron records (those with different barcodes\r
+                    appearing at two or more Sitka libraries), further refinement to a patron's\r
+                    record will be managed by library staff in the Evergreen client using the Merge\r
+                    Patrons function on the patron search screen, along with the Patron Deletion\r
+                    tool.</para>\r
+            </listitem>\r
+        </orderedlist>\r
+    </section>\r
+\r
+\r
+</chapter>\r
diff --git a/policy/policy-hold-search.xml b/policy/policy-hold-search.xml
new file mode 100644 (file)
index 0000000..40eba3b
--- /dev/null
@@ -0,0 +1,27 @@
+<?xml version="1.0" encoding="utf-8"?>\r
+<chapter xml:id="hold-search" xmlns="http://docbook.org/ns/docbook" version="5.0"\r
+    xml:lang="EN" xmlns:xi="http://www.w3.org/2001/XInclude"\r
+    xmlns:xlink="http://www.w3.org/1999/xlink">\r
+    <info>\r
+\r
+        <title>Hold/Search Policy (Interim)</title>\r
+\r
+    </info>\r
+    \r
+    <para><emphasis role="bold">Approved by the Interim Board of Directors, BC Libraries Cooperative <?linebreak?>Wednesday, April 15, 2009</emphasis></para>\r
+  \r
+\r
+    <para>In the Interim - while Federation based policy is in development, patron opac searches\r
+        will scope only to their home library/library system by default, unless member libraries\r
+        specify otherwise. Patron-initiated holds will be filled first by the home library/library\r
+        system and then by other Sitka libraries, where agreements exist (e.g. Federation,\r
+        reciprocal borrowing or service agreements); By default, holds placed on another library's\r
+        material will be held at the owning library for pickup unless and until a delivery mechanism\r
+        exists under the relevant agreement. Where agreements do not exist between Sitka libraries,\r
+        and between Sitka libraries and non-Sitka libraries, traditional ILL should be used\r
+        (Outlook)</para>\r
+    \r
+    \r
+\r
+\r
+</chapter>\r
diff --git a/policy/policy-privacy.xml b/policy/policy-privacy.xml
new file mode 100644 (file)
index 0000000..a8af0c7
--- /dev/null
@@ -0,0 +1,312 @@
+<?xml version="1.0" encoding="utf-8"?>\r
+<chapter xml:id="policy-privacy" xmlns="http://docbook.org/ns/docbook" version="5.0" xml:lang="EN"\r
+    xmlns:xi="http://www.w3.org/2001/XInclude" xmlns:xlink="http://www.w3.org/1999/xlink">\r
+    \r
+ <info><title>Privacy Policy</title></info> \r
+    \r
+    <para><emphasis role="bold">Approved by the Interim Board of Directors, BC Libraries Cooperative <?linebreak?>September 16, 2009</emphasis></para>\r
+   \r
+    \r
+    \r
+    <section xml:id="policy-privacy-short">    <info>\r
+        \r
+        <title>Short Version</title>\r
+        \r
+        \r
+    </info>\r
+        \r
+        <para>All library users have a right to privacy and confidentiality when using Member library public\r
+            access catalogues (PAC’s) or when interacting with Member library staff in their operation of\r
+            Sitka’s Integrated Library System (ILS).</para>\r
+        \r
+        \r
+        <para>Personal information is collected by Member libraries under the authority of the Library Act and\r
+            section 26 of the Freedom of Information and Protection of Privacy Act (FOIPPA). This includes\r
+            information related to registration, such as name, address, phone number, and circulation\r
+            records, including information that identifies materials checked out by a patron. It includes any\r
+            library record about an identifiable patron or individual.</para>\r
+        \r
+        \r
+        <para>When a library user visits the library's PAC, the IP address of the computer or internet\r
+            provider and related site visit information may be collected. This information is only used\r
+            in statistical (non-personal) form to help make improvements to the website.</para>\r
+        \r
+        \r
+        <para>Member libraries do not sell or rent personal information. Personal information is disclosed\r
+            only in accordance with FOIPPA.</para>\r
+        \r
+        \r
+        <para> The Member library will retain a link between the patron record and items returned for a\r
+            reasonable period of time to ensure returned items are complete and in good condition.\r
+            The library may store other personal information in the patron database but only where\r
+            required. This may include answers to patron questions and logs that monitor use and\r
+            possible abuse of the library borrowing policy or for related operational and statistical\r
+            needs.</para>\r
+        \r
+        <para>Member libraries will make all reasonable efforts to:</para>\r
+        \r
+        <itemizedlist><listitem><para>minimize the amount of personal information collected and stored,</para></listitem>\r
+            <listitem><para>render it anonymous where feasible,</para></listitem>\r
+            <listitem><para> retain it for the minimum time necessary,</para></listitem>\r
+            <listitem><para>protect it from unauthorized access, use or disclosure, and</para></listitem>\r
+            <listitem><para>destroy it securely when no longer needed.</para></listitem>\r
+        </itemizedlist>\r
+        \r
+        <para>Personal information relating to a library user may only be used by library employees\r
+            working within the scope of their duties on a need-to-know basis.</para>\r
+        \r
+        \r
+        <para>In accordance with the FIOPPA, Member libraries may disclose minimum relevant\r
+            information to companies acting on the library's behalf such as for the collection of library\r
+            property, unpaid fees, fines or other charges.</para>\r
+        \r
+        \r
+        <para>These same standards for protection of privacy apply to the staff as users of Member\r
+            libraries. For more information about the collection, use or disclosure of personal\r
+            information, see <link linkend="policy-privacy-detailed">Detailed Privacy Information</link> or contact your library’s FOI/Privacy Officer.</para>\r
+        \r
+        </section>\r
+    \r
+    <section xml:id="policy-privacy-detailed"><info>\r
+\r
+        <title>Detailed Version</title>\r
+\r
+    </info>\r
+\r
+    <simplesect>\r
+        <title>1. Our Commitment to Privacy</title>\r
+        <para>Sitka <link\r
+                xlink:href="http://sitka.bclibraries.ca/implementations/current-sitka-libraries/"\r
+                xlink:title="Sitka member libraries">Member libraries</link> are committed to\r
+            protecting your privacy. Any personal information collected, used or disclosed by Member\r
+            libraries is in accordance with the <emphasis>Freedom of Information and Protection of\r
+                Privacy Act</emphasis> (FOIPPA). This Privacy Policy is designed to assist you in\r
+            understanding how Member libraries collect, use and safeguard the information you\r
+            provide and to assist you in making informed decisions when using Member libraries and\r
+            their web sites.</para>\r
+    </simplesect>\r
+\r
+    <simplesect>\r
+        <title>2. What is Personal Information</title>\r
+        <para>Personal information is defined by FOIPPA as information about an identifiable person.\r
+            Examples include, but are not limited to: name, age, home address, phone number, email\r
+            address, IP address (a computer’s address), identification numbers, reading choices and\r
+            age. The definition does not include work contact information, which is information that\r
+            would allow a person to be contacted at a place of business, such as the person’s name,\r
+            title, business address, business phone number, and business email address.</para>\r
+    </simplesect>\r
+\r
+    <simplesect>\r
+        <title>3. Collection of personal information</title>\r
+        <para>When collecting personal information from you, Member libraries will advise you of the\r
+            purpose for collecting it and the legal authority for doing so. They will also provide\r
+            you with contact information of the library’s FOI/Privacy Officer, who can answer your\r
+            questions regarding the collection.</para>\r
+\r
+        <para>The following are some example of purposes for which the Library may collect your\r
+            personal information:</para>\r
+\r
+        <itemizedlist>\r
+            <listitem>\r
+                <para>issuing library cards;</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>identifying materials currently on loan;</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>placing and tracking interlibrary loans;</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>identifying and recording overdue materials;</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>placing and tracking materials on hold;</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>providing answers to reference questions;</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>faxing materials;</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>providing information about library programs and services;</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>providing Home Service for patrons with special needs;</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>recording book suggestions;</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>recording comments or suggestions;</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>general library operations, and</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>library fundraising</para>\r
+            </listitem>\r
+\r
+\r
+        </itemizedlist>\r
+\r
+        <para>Patrons who do not wish to be contacted about library services and programs or for\r
+            fundraising purposes may choose to opt-out.</para>\r
+\r
+    </simplesect>\r
+\r
+    <simplesect>\r
+        <title>7. How personal information is used</title>\r
+        <para>Member libraries will only use your personal information for the purposes for which it\r
+            was originally collected or in a manner that is consistent with those purposes. Member\r
+            libraries will only use your personal information for another purpose if you explicitly\r
+            consent to the new purpose, or use is authorized under FOIPPA or is otherwise required\r
+            by law.</para>\r
+    </simplesect>\r
+\r
+    <simplesect>\r
+        <title>8. Disclosure of personal information</title>\r
+        <para>Member libraries do not sell or rent personal information. Personal information is\r
+            disclosed only in accordance with FOIPPA or as otherwise required by law.</para>\r
+        <para>Where other organizations require personal information in order to provide services on\r
+            behalf of a Member library, care is taken to ensure that these organizations treat the\r
+            personal information in strict compliance with FOIPPA and the library’s privacy\r
+            policies.</para>\r
+        <para>Examples of where personal information may be disclosed include:</para>\r
+        <itemizedlist>\r
+            <listitem>\r
+                <para>when a patron explicitly consents to the disclosure;</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>to a collection agency for the purpose of collecting a debt owed to the\r
+                    Library;</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>for law enforcement purposes, such as where required by a subpoena, warrant or\r
+                    other order;</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>where there are compelling health and safety concerns, or</para>\r
+            </listitem>\r
+            <listitem>\r
+                <para>to contact a person’s next of kin if that person is injured, becomes ill or\r
+                    dies while visiting the library.</para>\r
+            </listitem>\r
+        </itemizedlist>\r
+\r
+    </simplesect>\r
+\r
+    <simplesect>\r
+        <title>9. Disclosure of personal information to another Member library</title>\r
+        <para>Member libraries offer many common or integrated programs and services, and provide\r
+            them on a collective basis. If your home library is a Member library, you can obtain\r
+            services at any Member library. When you present your library card at a Member library\r
+            other than your home library, you will be asked if you consent to the new library\r
+            obtaining your personal information from your home library for the purposes of providing\r
+            you with services. In order to obtain services at a library other than your home\r
+            library, you will need to provide your consent for this sharing of information. While\r
+            the FOIPPA provides that this information can be shared without your consent, Member\r
+            libraries are committed to the higher standard of informed consent.</para>\r
+    </simplesect>\r
+\r
+    <simplesect>\r
+        <title>10. How personal information is kept secure</title>\r
+        <para>Member libraries use reasonable security measures to protect personal information in\r
+            all forms against risks such as unauthorized collection, access, use, disclosure or\r
+            disposal.</para>\r
+        <para>Security measures include physical, technological and operational safeguards that are\r
+            appropriate to the nature and format of the personal information.</para>\r
+        <para>Technological security measures protect personal information once it reaches Member\r
+            computer hardware. However; security cannot protect information while it is in transit\r
+            over the internet unless the information is collected by a secure online web form.\r
+            Information sent in email messages is not secure. You are encouraged to consider this\r
+            when sending personal information via email.</para>\r
+    </simplesect>\r
+\r
+    <simplesect>\r
+        <title>12. Retention of personal information</title>\r
+        <para>The length of time Member libraries keep your personal information depends on the\r
+            purpose for which the information was collected.</para>\r
+        <para>If the library uses your personal information to make a decision that affects you,\r
+            they must keep that information for at least one year so that you have an opportunity to\r
+            access it. Otherwise, the library will keep personal information only for the length of\r
+            time necessary to fulfill the purposes for which it was collected. Personal information\r
+            is securely destroyed when it is no longer needed.</para>\r
+\r
+    </simplesect>\r
+\r
+    <simplesect>\r
+        <title>13. Accuracy of personal information</title>\r
+        <para>Member libraries endeavor to ensure personal information is as accurate, complete and\r
+            up-to-date as possible.</para>\r
+\r
+\r
+    </simplesect>\r
+\r
+    <simplesect>\r
+        <title>14. How to access or correct your personal information</title>\r
+        <para>You have a right to request access to your personal information held by Member\r
+            libraries. To do so, submit a written request to your library’s FOI/Privacy Officer\r
+            (contact information available at your Member library). Your request should provide\r
+            enough detail to enable a library employee to find your personal information such as the\r
+            personal information you provided with your library card application.</para>\r
+        <para>You also have a right to request that your personal information as recorded by the\r
+            Member library be corrected if you believe it is incorrect. You may do so by submitting\r
+            your request in writing to the FOI/Privacy Officer (contact information available at\r
+            your Member library).</para>\r
+    </simplesect>\r
+\r
+    <simplesect>\r
+        <title>15. Children's personal information</title>\r
+        <para>The FOIPPA does not distinguish between children’s and adults’ informational rights.\r
+            However, where a person is too young or otherwise incapable of exercising their rights\r
+            under the FOIPPA, the parent or guardian may do so on their behalf.</para>\r
+        <para>Member library policy provides that children 12 years and older are generally capable\r
+            of exercising their own informational rights under the FOIPPA. However, the library may\r
+            treat on a case-by-case basis a situation where a child or parent/guardian does not\r
+            believe the guideline age is appropriate in their circumstances.</para>\r
+    </simplesect>\r
+\r
+    <simplesect>\r
+        <title>16. Family members' personal information</title>\r
+        <para>Some libraries offer “group” notices to families. In such a case, information such as\r
+            items borrowed, fines owed, etc., for multiple family members are sent to a single\r
+            person in the household, or “head of the household. This constitutes a disclosure of the\r
+            other household members’ personal information and Member libraries will only provide\r
+            information in this way if the patrons whose information is to be disclosed provide\r
+            their written consent. This includes the consent of children 12 years of age and\r
+            older.</para>\r
+    </simplesect>\r
+\r
+    <simplesect>\r
+        <title>17. Changes to this Privacy Policy</title>\r
+        <para>Member libraries’ practices and policies are reviewed from time to time and this\r
+            policy may be updated to reflect necessary changes.</para>\r
+    </simplesect>\r
+\r
+    <simplesect>\r
+        <title>18. Who to contact about Member library privacy policies</title>\r
+        <para>If you have any questions or concerns about this policy or how Member libraries treat\r
+            your personal information, you may contact the FOI/Privacy Officer for your <link\r
+                xlink:href="http://sitka.bclibraries.ca/implementations/current-sitka-libraries/"\r
+                xlink:title="Sitka member libraries">Member library</link> or the <link\r
+                xlink:href="http://cooperative.bclibraries.ca/contact"\r
+                xlink:title="Contact BC Libraries Cooperative">Manager, Privacy &amp; Security,\r
+                BC Libraries Cooperative</link>.</para>\r
+        <para>If you are not satisfied with how your personal information is being handled by a Member\r
+        library, you have the right to complain to the Information and Privacy Commissioner.</para>\r
+        \r
+        <para>You may contact the Information and Privacy Commissioner at:</para>\r
+        <para>Office of the Information and Privacy Commissioner <?linebreak?>for British Columbia <?linebreak?>PO Box 9038, Stn. Prov. Govt. <?linebreak?>Victoria, B.C. V8W 9A4 <?linebreak?>Tel: 250.387.5629 (Victoria) <?linebreak?>Toll free: Call Enquiry B.C. at 604.660.2421 (Vancouver) or 1.800.663.7367 (elsewhere in B.C.) and request a transfer to 250.387.5629. <?linebreak?>Email: <link xlink:href="mailto:info@oipc.bc.ca" xlink:title="info@oipc.bc.ca">info@oipc.bc.ca</link> <?linebreak?>Website: <link xlink:href="http://www.oipc.bc.ca" xlink:title="www.oipc.bc.ca">www.oipc.bc.ca</link>\r
+</para>\r
+        \r
+      \r
+        \r
+        \r
+    </simplesect>\r
+\r
+    </section>\r
+    \r
+    \r
+\r
+</chapter>\r
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diff --git a/practice/practice-circ.xml b/practice/practice-circ.xml
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index 0000000..89935d5
--- /dev/null
@@ -0,0 +1,39 @@
+<?xml version="1.0" encoding="utf-8"?>
+<chapter xml:id="circ" xmlns="http://docbook.org/ns/docbook" version="5.0" xml:lang="EN"
+    xmlns:xi="http://www.w3.org/2001/XInclude" xmlns:xlink="http://www.w3.org/1999/xlink">
+    <info>
+
+        <title>Return of  multi-part items to non-home libraries</title>
+
+    </info>
+
+    <para>
+        <emphasis role="bold">Sitka Support Team <?linebreak?>Revised November 2011</emphasis>
+    </para>
+
+
+    <section xml:id="circ_multiparts">
+        <title>The Recommended Best Practice</title>
+        <para>When items with multiple parts are returned to a non-home library, the non-home library will determine whether or not any parts are missing. The non-home library will attach a note indicating how many parts were missing. Items with multiple parts need to be clearly labeled or a note added to the item record so staff know how many parts to look for.
+            
+             </para>
+
+
+       
+    </section>
+
+    
+                           
+                   
+                        
+                   
+                
+
+            
+                       
+
+
+
+
+
+</chapter>
diff --git a/practice/practice-ill.xml b/practice/practice-ill.xml
new file mode 100644 (file)
index 0000000..d7cc6d1
--- /dev/null
@@ -0,0 +1,254 @@
+<?xml version="1.0" encoding="utf-8"?>\r
+<chapter xml:id="ill" xmlns="http://docbook.org/ns/docbook" version="5.0" xml:lang="EN"\r
+    xmlns:xi="http://www.w3.org/2001/XInclude" xmlns:xlink="http://www.w3.org/1999/xlink">\r
+    <info>\r
+\r
+        <title>Using Brief MARC Records for Incoming ILL</title>\r
+\r
+    </info>\r
+\r
+    <para>\r
+        <emphasis role="bold">Sitka Support Team <?linebreak?>Revised June 2010</emphasis>\r
+    </para>\r
+\r
+\r
+    <section xml:id="ill-issue">\r
+        <title>The Issue</title>\r
+        <para>Pre-catalogued items (pre-cats), currently used for interlibrary loan (ILL) items at\r
+            most Sitka libraries, are created at the time of the loan to the patron, and thus cannot\r
+            be used to manage transit status when ILL items are received at a central location for a\r
+            patron at a branch location. Further, some Sitka libraries need to use brief records for\r
+            borrowed ILL items based on job descriptions and established workflows. Pre-cats do not\r
+            create catalogue records in the Sitka database, but brief MARC records do. In order to\r
+            facilitate workflow and maintain database integrity in a shared environment, it is\r
+            recognized that policy is required on brief record standards and recommended procedures. </para>\r
+\r
+\r
+        <simplesect>\r
+            <title>Possible Solutions</title>\r
+            <orderedlist>\r
+                <listitem>\r
+                    <para>Track incoming interlibrary loan items, including transits between the\r
+                        receiving location and branches, outside the Evergreen system. Circulate ILL\r
+                        items as Evergreen pre-catalogued items at each branch as per current\r
+                        practice within Sitka. </para>\r
+                </listitem>\r
+                <listitem>\r
+                    <para>Create a fixed set of brief bibliographic (MARC) records, with a single\r
+                        attached volume record, and single attached copy from a fixed set of\r
+                        barcodes from library’s range of barcodes. Library staff will manage which\r
+                        barcodes are associated with which MARC record and determine optimal\r
+                        workflow in order to do this. </para>\r
+                </listitem>\r
+            </orderedlist>\r
+        </simplesect>\r
+\r
+        <simplesect>\r
+            <title>Recommended Solution</title>\r
+            <para>Sitka support team recommends future sites, and possibly existing sites, consider\r
+                both solutions. Sitka support team will provide future libraries with information on\r
+                both options and request that they make a decision at the time of migration. </para>\r
+        </simplesect>\r
+    </section>\r
+\r
+    <section xml:id="ill-technical-note">\r
+        <title>Technical Note for Implementing Solution #2</title>\r
+        <para>This technical note will outline a proposal on how to use a fixed set of bibliographic\r
+            records and Sitka support’s proposed technical recommendations. The Circulation and\r
+            Cataloguing Working Group, and the Business Function Group, will all have input to the\r
+            proposal and recommendations, and it is expected that policy and recommended workflow\r
+            will be developed as a result. </para>\r
+\r
+        <simplesect>\r
+            <title>Record Requirements</title>\r
+\r
+            <para>We recommend the following as potential requirements for a fixed set of records to\r
+                be used for ILL. Some sites may use all fields, while some may not. Some sites may\r
+                input actual title and author data for each resource, while some sites may create\r
+                fixed records with fixed generic bibliographic data. For example, as actual\r
+                bibliographic data is retained in Outlook, a Sitka library may choose to create\r
+                their ILL brief records using a generic title such as BFN Interlibrary Loan Book,\r
+                where BFN is Fort Nelson’s LAC code. (See Appendix for information about LAC\r
+                codes)</para>\r
+\r
+            <itemizedlist>\r
+\r
+                <listitem>\r
+                    <para>Bibliographic records could include the following fields and text could be\r
+                        in upper case to further identify as a brief record:</para>\r
+                    <itemizedlist>\r
+                        <listitem>\r
+                            <para>100 $a for author's full name</para>\r
+                        </listitem>\r
+                        <listitem>\r
+                            <para>245 $a for title, and 245 $b for sub-title, and\r
+                                    <emphasis>ILL</emphasis> designation</para>\r
+                        </listitem>\r
+                        <listitem>\r
+                            <para>850 $a, or $590a, with representation of originating library,\r
+                                either the LAC library code (meets the MARC standard) or a full text\r
+                                representation of the library’s name. If using generic bibliographic\r
+                                data Sitka support recommends the 590 or 850 contain LAC code of\r
+                                library that created brief record</para>\r
+                            <mediaobject>\r
+                                <alt>MARC view of brief record</alt>\r
+                                <imageobject>\r
+                                    <imagedata scalefit="0" fileref="media/practice-1.png"/>\r
+                                </imageobject>\r
+                            </mediaobject>\r
+                            \r
+                        </listitem>\r
+\r
+                    </itemizedlist>\r
+                    <para>An ILL MARC record template will be created by Sitka support containing\r
+                        final, approved fields. This template will be available by selecting <menuchoice>\r
+                            <guimenu>Cataloguing</guimenu>\r
+                            <guimenuitem>Create New Marc Record</guimenuitem>\r
+                        </menuchoice> >and choosing appropriate template from drop down menu.</para>\r
+                </listitem>\r
+\r
+                <listitem>\r
+                    <para>Volume record can contain a dummy 'ILL' call number that does not need to\r
+                        be changed on a per-loan basis.</para>\r
+                    <itemizedlist>\r
+                        <listitem>\r
+                            <para>Owning library/call number will be the designated ILL branch at a\r
+                                library system.</para>\r
+                        </listitem>\r
+                    </itemizedlist>\r
+\r
+\r
+                </listitem>\r
+\r
+                <listitem>\r
+                    <para>Copy is assigned a shelving location 'ILL', which is holdable, but not\r
+                        OPAC visible. This will prevent patrons from discovering these brief\r
+                        records. Shelving location can be library system specific, or a Sitka wide\r
+                        shelving location meant to be used by all sites using brief records for\r
+                        ILL.</para>\r
+                    <itemizedlist>\r
+                        <listitem>\r
+                            <para>Sitka support team will create the Sitka - wide shelving location\r
+                                with required attributes upon final formalization of policy.</para>\r
+                        </listitem>\r
+                        <listitem>\r
+                            <para>o Copy is assigned a library system specific, or one agreed upon\r
+                                by Sitka consortia or library federation, circulation modifier that\r
+                                has correct circulation parameters associated with it. </para>\r
+                        </listitem>\r
+                        <listitem>\r
+                            <para>o Library staff can create a cataloguing item record template with\r
+                                all required attributes pre-loaded, thereby facilitating data entry\r
+                                and consistency when creating fixed set of records.</para>\r
+                        </listitem>\r
+                    </itemizedlist>\r
+                </listitem>\r
+            </itemizedlist>\r
+\r
+        </simplesect>\r
+\r
+        <simplesect>\r
+            <title>Workflow Proposal</title>\r
+            <procedure>\r
+                <step>\r
+                    <para>Create fixed set of brief bibliographic records, with attached volume and\r
+                        copy records.</para>\r
+                </step>\r
+                <step>\r
+                    <para>As ILL items are received at central branch, staff key in basic\r
+                        bibliographic data into MARC record in capital letters and flag as\r
+                            <emphasis>ILL</emphasis> in title statement. If using generic\r
+                        bibliographic data this is not required.</para>\r
+                </step>\r
+                <step>\r
+                    <para>Staff place a title level hold on MARC record for requesting\r
+                        patron.</para>\r
+                </step>\r
+                <step>\r
+                    <para>Staff check item in to put it in transit to branch, or to capture hold if\r
+                        patron is at central branch. </para>\r
+                </step>\r
+                <step>\r
+                    <para>Staff send item to branch or to holds/ILL shelf at main branch.</para>\r
+                </step>\r
+                <step>\r
+                    <para>Branch staff checks in item to capture hold and contact patron.</para>\r
+                </step>\r
+                <step>\r
+                    <para>Branch staff checks out item to patron.</para>\r
+                </step>\r
+                <step>\r
+                    <para>Patron returns item and staff check it in to either put it in transit back\r
+                        to main branch, or if returned at main branch to close transaction.</para>\r
+                </step>\r
+                <step>\r
+                    <para>Staff at main branch check item in to close transaction and return item to\r
+                        originating library.</para>\r
+                </step>\r
+                <step>\r
+                    <para> As new ILL items are received staff replace existing bibliographic\r
+                        data (title and author)with new bibliographic data and repeat cycle. If using generic bliographic data this step is not required.</para>\r
+                </step>\r
+\r
+\r
+            </procedure>\r
+\r
+\r
+        </simplesect>\r
+\r
+        <simplesect>\r
+            <title>Summary</title>\r
+            <para>When the ILL item is returned, none of these records are deleted. The\r
+                bibliographic record is edited with the title, author, and originating library of\r
+                the new item when the corresponding barcode is reused. If generic bibliographic data\r
+                is used, editing is not required.</para>\r
+            <para>Solution #2 allows the item to be tracked from receipt, through any transfers\r
+                between branches, and eliminates the need for circulation staff to key in any data\r
+                when the circulation occurs.</para>\r
+            <para>Solution #2 is best for multi-branch libraries, or at single branch sites where\r
+                circulation staff are not responsible for keying in item information.</para>\r
+            <para>Solution #2 allows for email notification to patron when hold is captured.</para>\r
+\r
+            <note>\r
+                <para>One issue with Solution #2 using actual bibliographic title and author data is\r
+                    that returned ILL items with outstanding fines will display on the patron record\r
+                    with the current title of the MARC record under which their ILL circulated. For\r
+                    example, if a barcode is re-used while a patron still has fines attached to that\r
+                    copy, patron’s record will be updated and contain the new title information, not\r
+                    the information for the item they originally borrowed. </para>\r
+                <para>Sitka support team recommends ILL and circulation staff be aware of this and\r
+                    adopt procedures to manage fines on ILLs at time of check-in if using actual\r
+                    bibliographic data in brief MARC records. This could include voiding the\r
+                    circulation fine and creating a “grocery” bill with all relevant details in\r
+                    note, or collecting payment at time of check-in when possible. </para>\r
+                <para>Sites using generic data will not have to manage this as fines on patron\r
+                    account would reflect title BFN Inter Library Loan Book, for example. </para>\r
+            </note>\r
+\r
+        </simplesect>\r
+        <simplesect>\r
+            <title>Appendix</title>\r
+            <formalpara>\r
+                <title>LAC Code</title>\r
+                <para>Library and Archives Canada <link\r
+                        xlink:href="http://www.collectionscanada.gc.ca/marc/040010-205-e.html"\r
+                        xlink:title="http://www.collectionscanada.gc.ca/marc/040010-205-e.html"\r
+                        >http://www.collectionscanada.gc.ca/marc/040010-205-e.html</link></para>\r
+            </formalpara>\r
+\r
+            <para>Quick and easy list for BC available at ELN here <link\r
+                    xlink:href="http://www.eln.bc.ca/view.php?id=1069"\r
+                    xlink:title="http://www.eln.bc.ca/view.php?id=1069"\r
+                    >http://www.eln.bc.ca/view.php?id=1069</link></para>\r
+        </simplesect>\r
+\r
+\r
+\r
+\r
+    </section>\r
+\r
+\r
+\r
+\r
+\r
+</chapter>\r
diff --git a/practice/practice-plsb-reports.xml b/practice/practice-plsb-reports.xml
new file mode 100644 (file)
index 0000000..7371f66
--- /dev/null
@@ -0,0 +1,83 @@
+<?xml version="1.0" encoding="utf-8"?>\r
+<chapter xml:id="plsb-reports" xmlns="http://docbook.org/ns/docbook" version="5.0" xml:lang="EN"\r
+    xmlns:xi="http://www.w3.org/2001/XInclude" xmlns:xlink="http://www.w3.org/1999/xlink">\r
+    <info>\r
+\r
+        <title>Annual Reports for PLSB</title>\r
+\r
+    </info>\r
+    <para>\r
+        <emphasis role="bold">Sitka support team <?linebreak?>August 2010</emphasis>\r
+    </para>\r
+    <para>The Sitka support team compiles holdings, circulation, and patron statistics for PLSB\r
+        annual reports on behalf of Sitka libraries as outlined below.</para>\r
+    <itemizedlist>\r
+        <listitem>\r
+            <para>The Sitka team generates reports where data from Evergreen is required to meet\r
+                current PLSB report requirements. Where reports require a combination of data from\r
+                Evergreen and other sources the Sitka team will generate the Evergreen part\r
+                only.</para>\r
+        </listitem>\r
+\r
+        <listitem>\r
+            <para>In late January the Sitka team submits the previous year's reports and methodology\r
+                to PLSB, which forwards them to individual libraries. This includes notes explaining\r
+                how the figures were compiled, especially where multiple reports are\r
+                required.</para>\r
+        </listitem>\r
+\r
+        <listitem>\r
+            <para>Libraries review, re-compile and correct, if necessary, the statistics and submit\r
+                the final reports to PLSB. Due to libraries' varied local practice and limitations\r
+                in the data and/or the Evergreen reporting interface, the Sitka team might not be\r
+                able to generate completely accurate statistics for certain reports. The Sitka team\r
+                will do its best to get the closest results and will explain its methodology.</para>\r
+        </listitem>\r
+\r
+        <listitem>\r
+            <para>The Sitka team shares the PLSB report templates under <menuchoice>\r
+                    <guimenu>SITKA_templates</guimenu>\r
+                    <guisubmenu>PLSB</guisubmenu>\r
+                    <guisubmenu>yyyy (year)</guisubmenu>\r
+                </menuchoice>. These templates are created based on PLSB's requirements and for\r
+                libraries' reference only, because PLSB has its own interpretation of some terms\r
+                used in the reports. For other reporting needs the Sitka team recommends using\r
+                templates under the main <guilabel>SITKA_templates</guilabel> folders\r
+                    (<guilabel>Circulation, Holdings, Patrons</guilabel> etc.) which are better\r
+                described and more flexible.</para>\r
+        </listitem>\r
+\r
+        <listitem>\r
+            <para>Some reports need data from the past few years. For libraries that have been on\r
+                Evergreen for less time, the Sitka team reports only on the Evergreen part.\r
+                Libraries are responsible for reporting relevant data from their legacy ILS. If more\r
+                data is required to combine the two parts, Sitka team will help provide the\r
+                data.</para>\r
+        </listitem>\r
+\r
+    </itemizedlist>\r
+    <formalpara xml:id="plsb-reports-resources">\r
+        <title>External resources</title>\r
+\r
+        <para>These external links provide more detail about reporting requirements and\r
+            methodology:</para>\r
+    </formalpara>\r
+    <itemizedlist>\r
+        <listitem>\r
+            <para>A <link xlink:href="../practice/media/PLSB_Sitka_compiled_report_(sample).xls"\r
+                    xlink:title="PLSB_Sitka_compiled_report_(sample).xls">sample file with compiled\r
+                    statistics</link> similar to what Sitka Evergreen libraries will receive for\r
+                review in January. The spreadsheet has several worksheets, each with notes\r
+                describing reporting methodology.  The sample is based on PLSB reporting requirments for 2009.</para>\r
+        </listitem>\r
+\r
+        <listitem>\r
+            <para>Past PLSB public library  <link\r
+                xlink:href="http://www.bced.gov.bc.ca/pls/reports.htm"\r
+                xlink:title="http://www.bced.gov.bc.ca/pls/reports.htm">statistics, survey questions, and instructions</link>.</para>\r
+        </listitem>\r
+    </itemizedlist>\r
+</chapter>\r
+\r
+\r
+\r
diff --git a/root.xml b/root.xml
new file mode 100644 (file)
index 0000000..25e46b4
--- /dev/null
+++ b/root.xml
@@ -0,0 +1,48 @@
+<?xml version="1.0" encoding="utf-8"?>\r
+<book xml:id="sitka-policy" xmlns="http://docbook.org/ns/docbook"\r
+      xmlns:xi="http://www.w3.org/2001/XInclude" version="5" xml:lang="EN"\r
+      xmlns:xlink="http://www.w3.org/1999/xlink">\r
+      <info>\r
+            <title>Sitka Evergreen Policy &amp; Best Practices  Manual</title>\r
+            <subtitle/>\r
+\r
+\r
+            <copyright>\r
+\r
+                  <year>2010</year>\r
+                  <holder>BC Libraries Cooperative</holder>\r
+            </copyright>\r
+            \r
+                        <legalnotice><para>Last updated <date>Aug 26, 2010</date></para></legalnotice>\r
+               \r
+      </info>\r
+\r
+      <part xml:id="intro">\r
+            <title>Introduction</title>\r
+            <xi:include href="intro/intro.xml"/>\r
+            <xi:include href="intro/revisions.xml"/>\r
+            \r
+      </part>\r
+\r
+\r
+      <part xml:id="policy">\r
+            <title>Approved Policy</title>\r
+            <xi:include href="policy/policy-privacy.xml"/>\r
+            <xi:include href="policy/policy-circulation.xml"/>\r
+            <xi:include href="policy/policy-cat.xml"/>\r
+      </part>\r
+\r
+      <part xml:id="practice">\r
+            <title>Best Practices</title>\r
+            <xi:include href="practice/practice-circ.xml"/>\r
+            <xi:include href="practice/practice-ill.xml"/>\r
+            <xi:include href="practice/practice-plsb-reports.xml"/>\r
+      </part>\r
+\r
+\r
+\r
+\r
+\r
+\r
+\r
+</book>\r
diff --git a/sitka.css b/sitka.css
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index 0000000..6f7e186
--- /dev/null
+++ b/sitka.css
@@ -0,0 +1,157 @@
+body {
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+color: #3d3a3a;
+line-height: 1.2;
+background-image: url(sitka.jpg);
+background-repeat: no-repeat;
+background-position: top left;
+background-color: white;
+}
+
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+
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+background-color: #ECE9D8;
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+
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+
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+
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+
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+
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+
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+margin-bottom: 35px;
+}
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