Proposed Guidelines for Packaging and Shipping of Magnetic Media

["Robin Dale" <Robin_Dale@xxxxxxxxxxxxx>]

Last June, ALCTS asked the PARS Photographic and Recording Media Committee
(PRMC) to create a set of guidelines for the packaging and shipping of
magnetic media to complement the existing guidelines ALCTS has for the
packaging/shipping of microforms.

Over the past 6 months, committee members have worked to create the
guidelines.  An early draft received an "external" review from format
experts in the Association for Recorded Sound Collections and the Audio
Engineering Society.  The PRMC is now ready to share the most recent draft
with PARS members, in hopes of eliciting comments and feedback that would
help us strengthen the document.

The committee's goal is to "fast-track" this document and hopefully submit
a "PARS-approved" version to the ALCTS Publications Committee by the end of
the Midwinter meeting.  To obtain the general PARS awareness and input, we
are offering two opportunities for discussion and comment on the draft:

 * First opportunity:  We are asking PADG readers to review the document
contained in this message below.  Please respond to me
(Robin_Dale@xxxxxxxxxxxxx) with any comments you have by Monday, January
25, 1999.  If changes are suggested and approved by the committee, they
will be incorporated and a new draft will be brought to the Saturday,
January 30 PADG meeting.

 * Second opportunity: A short timeslot has been placed on the PADG meeting
agenda to discuss the proposed guidelines.  At the end of discussion, we
would like to have a brief show of hands from attendees to gauge general
support of the document. If the guidelines are deemed appropriate as is,
the committee will submit them to PARS Program Planning and Publications.
If further re-tooling is needed, the document will go back to PRMC and PARS
members will have a chance to see it again at ALA Annual in New Orleans!

The document appears below and is not an attachment.  If for some reason
your mail system cannot process and display the guidelines in a readable
manner, please let me know.  I'd be happy to fax a formatted copy to any
interested readers.

Thanks in advance,

Robin Dale
Chair, PARS Photographic and Recording Media Committee
_______________________________________
**Draft *** Draft *** Draft***
_______________________________________
Guidelines for Packaging and Shipping
Magnetic Tape Recording and Optical Discs (CD-ROM and CD-R)
Carrying  Audio, Video, and/or Data


Brief Guidelines


Association for Library Collections & Technical Services
a division of the
American Library Association


     These brief guidelines are intended to provide advice to those in
libraries and elsewhere who have occasion to ship magnetic tape and/or
optical disk (CD-ROM or CD-R) recordings.

A.   General

- It is the responsibility of the lending library to specify the method of
shipment for return of materials.

- The lending library may place a limit on the amount of such materials to
be lent at one time.

- The lending library should spell out conditions of use, whether copying
is permitted and what restrictions on copying are to be observed, e.g.,
only by library staff is a supervised copy service.  These stipulations
should include any special handling, cleaning, or winding/rewinding
requirements they place on loan of the materials.

- If problems should occur, such as tape breakage or damaged optical disc
surfaces, the borrowing library should not attempt repairs.  The nature of
the damage should be explained clearly in a note which accompanies return
shipment.  The library in which damage occurred should expect to be charged
if the cost of repair or replacement is substantial.

B. Magnetic tape:

1. Open reel magnetic tape

- The lending library should pack open reel magnetic tape, regardless of
content, in their individual boxes, in rigid containers such as corrugated
board, with bubble wrap.  The tape reels should be packed snugly into the
outer containers to avoid damage in transit.  End-of-tape retainers
acceptable to the lending institution should be used on all reels.

- The borrowing library should return open reel magnetic tape in the same
type container and packing used when shipped to them.  Tape should be
rewound and secured with end-of-tape retainers supplied.

2. Cassette magnetic tape

- Cassette shells should be used --or cassettes should be placed in a
cassette box-- which have a hub-locking device to prevent the tape in the
cassette shell from becoming loose while in transit.  If the cassette
housing has an adequate hub-locking mechanism, it should be placed in a
solid cassette box or housing for shipping. Cardboard containers should not
be used as the primary cassette box.  The cassette in its cassette box
should be packed into rigid containers, such as corrugated board, with
bubble wrap assuring that they fit snugly into the outer containers to
avoid damage in transit.  The outer container may be a padded envelope, or
a rigid box.

- The borrowing library should return cassette magnetic tapes in the same
type container in which they were received.

C. Optical disks

- Optical disks --whether CD-ROM or CD-R recordings-- should be securely
placed over the fingers of the hub of a good quality CD jewel case.  The
optical disk in its jewel case should be packed into a rigid container,
such as corrugated board, with bubble wrap assuring that the jewel case
fits snugly in the outer container to minimize damage in transit.  The
outer container may be a padded envelope or a rigid box.

- The borrowing library should return optical disks in the same type
container in which they were received.


D. Shipping

- All shipping of either magnetic tapes or optical discs should be by
overnight, signed-receipt delivery to allow for tracking of materials, and
to minimize the likelihood that the recordings will be exposed to extremes
of temperature or humidity.

_________________End of Draft document_____________________________

Robin Dale
PRESERV Program Officer
The Research Libraries Group
1200 Villa Street
Mountain View, CA  94041-1100

Ph: 650-691-2238
Fax: 650.964.0943
Email: Robin_Dale@xxxxxxxxxxxxx