Management: Housing and Circulating Materials

After processing, how are your library's audio and video programs made accessible to your patrons? Where are they located, how are they stored, and are any restrictions made for their use?

Housing the Collection

Once your materials have been processed, you need to consider access. Make the materials accessible while weighing issues such as durability and security. The media collection should be placed in a prominent area where it can be seen from the front door to encourage browsing and easy access. Both patrons and staff must be able to access material easily. As you select shelving, keep in mind that you should provide adequate space for five

Shelving

The placement of media has always been a controversy. It generally comes down to whether or not to intershelve books with audio, video, and other nonprint items. Most libraries now interfile all catalog records in one catalog. Separate printed lists are often developed for convenience such as a list of video games or audiobooks in the collection. However when it comes to shelving, practices vary widely.

A dynamic collection should be easily browsed and retrieved by patrons. Reasons for intershelving include providing all subject materials together saving time in only looking in one area for a single topic. It also eliminates the need for "special" areas. On the other hand, the size of objects can be a problem with intershelving and some people prefer browsing by media. For example, someone might come looking for a video to watch or an audiobook to play in the car. It often comes down to the history of your library. Is there a compelling reason to change from the practice currently being used?

Many libraries integrate their nonfiction audiobook and video titles with their print collection. Fiction videos are then housed together or by genre such as musical, comedy, and action/adventure.

Storage

A few tips for care of audio and video tapes and discs are in order. First, avoid the extremes of either hot or cold and moisture and dryness in their storage and shipping. Cold, freezing conditions can condense or freeze moisture onto the tape and cause damage to both the tape itself and playback machines if use is attempted. Allow tapes to warm-up if they arrive in a cold or frozen condition. Heat softens the tape base, leading to stretching and deterioration. Dryness leads to brittleness of the tape base and its coating, which in turn contributes to flaking and breaking. Do not leave videocassettes (audiocassettes too, for that matter), even in their cases, exposed in a closed car or near a window on a bright, sunny day. Keep videocassettes away from strong electromagnetic fields such as directly in front of a television screen, on an electric motor, underneath a telephone, near a microwave, or directly next to stereo speakers. CD and DVD materials are not affected by magnetic fields.

Avoid exposing the videocassettes to dust, dirt, smoke, and grime. Protect from water and especially salt-water exposure. If shooting video at the seashore or on an ocean, take added steps to protect the videocassettes and the recording equipment from saltwater corrosion.

Tapes and discs should be stored in an upright position on their edge or vertically. Do not store the collection in direct sunlight. Also, keep audios and videos in collection in a cool, dry location.

When handling videotapes, do not touch the oxide side of the tape. Recopy the tape when it shows signs of deterioration.

Many videocassettes come in poor quality cases. Use companies such as Brodart to purchase good quality replacement cases for videotape storage. For more sources, visit Vendors, Distributors, and Suppliers.

Security

With easy access and reduced costs, videotape security is no longer a huge problem in most libraries. On the other hand, DVDs are more likely to be a problem because of their small size. If theft is a problem, use a dummy or empty container. Store the actual item in a separate jacket at circulation desk. Check the off-site links page for Security Systems and Supplies from Moffitt Libraries, University of California, Berkeley.

Ask yourself the following questions:

• Where will the collection be placed?
• How will materials be stored, arranged, and displayed?
• Is security a problem? What are anti theft options?
• Is in-house viewing available? If yes, what are the copyright implications?

Circulating the Collection

Before circulating items, you need to review your procedures for handling audio and video items.

Read the Guidelines for the Interlibrary Loan of Audiovisual Formats from the American Library Association (ALA)

Explore circulation policies for audio and video:

• Media Services - East Brunswick Library, NJ
• Video / DVD Checkout Policy - Plough Library, Memphis, TN
• Video Recording Policy Rules - Van Buren Public Library, IN

Consider the following questions:

• Will you purchase or rent materials? For very expensive titles, you might wish to rent.
• Will materials be available through interlibrary loan? If so, who will pay the shipping?
• What is the circulation procedure?
• What are the guidelines for the loan period, rental fee, overdue and damaged fines?
• How will damaged items be identified? How will items be inspected and cleaned?
• Will borrowers sign a form related to use and copyright?
• Will you check out all audio and video items to children and teens?
• Will you loan equipment?

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