URL: gopher://tpot.ucsd.edu/ACQUISITIONS/STATISTICS/VOLUME COUNT
STATISTICS
Title: UCSD Instructions
Prepared by: John Archer
Date: March 1, 1995
UCSD Libraries
General Information for Reporting Collection Size Statistics
This information is intended for use with the Data Entry
Form for Library Materials Added to the collections,
AQ 306 (Rev. 7/92).
TYPE - Indicate whether the material type is monograph (M),
serial (S), or all types (A).
ADDED - The total count of material added to the collections
during the quarter for each category as explained below
should be entered in this column.
TRANSFERRED IN/OUT - Material which is transferred among the
Library's units should be entered in these columns. It
is intended that this material will remain somewhere in
the Library's collections in contrast to "withdrawn"
material which is discarded and records removed.
WITHDRAWN - Material for which records are withdrawn and the
material discarded should be entered in this column.
Category
VOLUMES (Bound and Unbound) - A volume is defined as a physical
unit of any printed, typewritten, handwritten,
mimeographed, or processed work contained in one
binding or portfolio, hardbound, or paperbound, which
is intended to be cataloged, classified, and/or made
ready for use, including brief-cataloged volumes.
Count separate items treated as volumes if they are
formally organized, integrated into the collections,
and available for use, e.g. bound serials, manuscripts,
government documents, maps, pamphlets, theses, scores,
and supplements, indices, and appendices if bound
separately. Do not count these items again in other
categories, which should include only items not counted
under "VOLUMES". Do not include Library "tools".
In general, do not count material until it is decided
to retain it in a permanent collection. If your unit
regularly binds serials, do not count unbound serials.
If unbound serials will be retained unbound
permanently, count the volume equivalents and include
with "Volumes".
Purchased Volumes - Count all purchased bound volumes
at the time of receipt and checked-in for payment,
usually in acquisitions units. Also count unbound
monographs and serials in this category if they are to
be retained unbound permanently. Note that if any of
this material is ever bound, it should not be counted
again as a volume added to the collection.
Gifts and Exchange - Count bound gifts and exchange
volumes after they have been selected for permanent
retention in the collections. Also count unbound
monographs and serials in this category if they are to
be retained unbound permanently. Note that if any of
this material is ever bound, it should not be counted
again as a volume added to the collection.
Bindery - Count materials being bound for the first
time if not already counted as unbound volumes when
received. (See note above under Purchased Volumes.)
Do not include rebinds, recases, etc. The material to
be counted here will usually be journal binds and
theses.
In-House Binding - Count all material bound in-house to
be retained permanently in this format, e.g. pambinds,
Therm-a-binds, cover-ups, etc., if not already counted
as an unbound volume when received (as above).
Non-Book Items
35mm SLIDES
Single transparent photographic images usually encased
in cardboard or metal mountings and intended for
projection. Count by slide.
AUDIOCASSETTES
Permanently encased audiotapes that wind and rewind
from reel to reel. Count by cassette.
AUDIODISCS
Discs, usually of vinyl, on which a continuous, fine
spiral groove is impressed. As the audiodisc revolves,
it causes a stylus on the playback device to vibrate.
The mechanical energy thus produced is transferred to
electric currents that are then converted to sound.
Also called phonodisc, phonograph record, recording,
and variants of these forms. Count by disc.
AUDIOREELS
Audiotapes mounted on open reels and designed to play
from reel to reel. Count by reel.
CD-ROMs - 12 centimeter (4.75 inch) plastic discs with
reflective polymer coatings digitally encoded and read
by a laser beam, and used to store textual, numeric,
graphic, or program information. CD-ROMs typically
hold approximately 540 megabytes of data and provide
"read-only" access to the information encoded on them.
This is a count of the number of physical discs or CD-
ROM's for both monographic and serial titles; e.g.
PsychLit on two CD-ROM's is counted as two discs of the
same title. Not included in this category are video
and audio-only recordings which are counted separately.
Count by disc in one of two categories:
a. Monographic CD-ROMs are complete works
contained on a disc or discs which are generally
not updated or are updated infrequently (examples:
Oxford English Dictionary, The Grolier
Encyclopedia, Granger's Index to Poetry)
b. Serial CD ROMs are updated at regular
intervals. They are usually licensed rather than
sold outright to the library (examples: Wilson
Indexes, PsychLit, PAIS)
COMPACT DISCS, DIGITAL AUDIO
Discs employing digital pulse modulation; audio
material is encoded in binary form and designed to be
read by a laser beam for playback. Count by disc.
COMPUTER FILES - OTHER (Specify)
Databases owned or maintained by the library which are
not counted elsewhere are counted here by physical
unit. Count by unit, such as reel, cartridge,
cassette, etc. Data maintained only "online", however,
and not preserved on a countable physical medium such
as a tape, floppy disk, or CD-ROM is counted by title.
COMPUTER TAPES
Magnetically encoded tapes used to store computer
programs, data, or other digital, machine-readable
information. Computer tapes are usually 9 track, range
in width from 4 mm to .50 inches, and may be stored on
open reels, cassettes, or in cartridges of various
sizes and shapes. This is a count of number of
physical units of magnetic tape. The count includes
duplicate copies. The count also includes tapes which
are on long term lease, loan, license for use, or
otherwise not owned outright by the library. Count by
unit, such as reel, cartridge or cassette.
FILMSTRIPS
Rolls of film, usually 35 millimeters wide, on which
there is a succession of still pictures, intended for
projection one at a time. Count by title.
FLOPPY DISKS - 3.5 inch or 5.25 inch magnetically
encoded disks encased in plastic or mylar, used to
store computer programs, data, and other digital,
machine-readable data. This is a count of the number
of physical units of removable magnetic media for
personal computers. It includes only numeric and
textual data, cartographic and image data, software,
and other machine readable information acquired as
additions to the library collections and does not
include disks used for administrative purposes. Some
of these disks may be licensed for use, leased, or on
long-term loan to the library and are not owned
outright by the library. Floppy disks received as part
of subscriptions to journals or as supplements to books
are counted here. Duplicate disks made for backup
purposes are counted. Count by disk, even if the data
on the disk has subsequently been transferred to a
fixed (hard) disk and is primarily used in that format.
GOVERNMENT DOCUMENTS NOT COUNTED AS "VOLUMES"
Count government documents which are being kept for use
indefinitely and which are not counted in other
categories that ordinarily include some government
documents, e.g. serials, volumes, pamphlets,
microforms, maps, etc. The material counted in this
category should be government documents which:
A. Are not counted in the general collection of
counted volumes.
B. Are not in organized pamphlet collections.
C. Are not unbound issues of serials intended to be
bound as such.
D. Are essentially monographic in character, although
they may bear serial designations or be multi-
volume.
The material may include bound or unbound, large and
small, current or retrospective, but it must be
available for use by some arrangement.
MAPS (HARD COPY)
Maps are sheets portraying a surface area of the earth,
the moon, a planet, etc., or portraying schematically
the solar system, the universe, the stars, etc. Count
under "MAPS" both charts (sheets portraying features
on the floor of a body of water or portraying the
geographical features such as climatic regions,
magnetic variations, etc.) and cross sections (sheets
portraying the contours or layers of the earth's crust
as if seen from right angles to the surface.) Count
each processed bibliographic unit. Bound sheets of
maps, charts, or cross sections should be counted under
"VOLUMES". Maps in microform or other media should be
counted with the appropriate format.
MICROCOPY
Count each physical unit: microcard by card,
microfiche by fiche, microfilm by reel, microprint by
print.
MOTION PICTURES
Lengths of film, with or without recorded sound,
bearing sequences of images that create the illusion of
movement when projected in rapid succession (usually
18-24 frames per second.) The terms "motion picture"
and "film" are often used interchangeably. Motion
pictures are produced in a variety of sizes (8, super
8, 16, 35, 55 and 70 mm) and a variety of formats
(cartridge, cassette, loop and reel.) Count by title.
MULTI-MEDIA KITS
Collections of resources including more than one type
of medium, intended for use as units in which no medium
is clearly dominant. Multimedia kits consist of two or
more of the following in one unit: slides, audio
cassettes or tapes, computer discs (excluding
operational materials such as word processing systems),
audiodiscs, videotapes, microforms, and printed
materials. Count as kits.
MUSIC SCORES
Include appropriate items in this category. As an
exception, these are also counted as "Volumes (Bound &
Unbound)". Count by volume.
OTHER ARCHIVAL MATERIALS
The preserved documentary records of a corporate body,
governmental agency or office, or any organization or
group, which are the direct result of administrative or
organizational activity of the originating body and
which are maintained according to their original
provenance. Count by manuscript unit.
OTHER PICTORIAL MATERIALS
1) Drawings and paintings in all media, or 2) printed
pictures produced by relief, planographic, intaglio, or
mixed techniques, or 3) still photographic images
produced by any technique, excluding 35mm slides.
Count by item.
PAMPHLETS
Count pamphlets under this category only if part of an
organized pamphlet collection. "Organized" may refer
to some minimal filing device, such as the numbering
system of the issuing body. Though pieces in pamphlet
collections are usually unbound and slight in size,
other items in the collection should be counted, e.g.
stray bound volumes, individual numbers of a serial
publications and serial documents. Do not count
unbound issues of serials intended to be bound as such.
Do not count unbound government documents not in
organized pamphlet collections (see the next category),
but count an organized pamphlet collection even if
composed exclusively of government documents. Examples
of organized pamphlet collections to be counted here
might include: telephone directories, college and
school catalogs, art exhibition catalogs, corporation
annual reports, and reprint collections. Quandaries
arising from difficulty in assigning pamphlet
collections to "Volumes" or "Pamphlets" should be
resolved by deciding whether or not they have received
adequate permanent treatment, e.g. cataloging and
incorporation into the general collections.
PERSONAL MANUSCRIPTS
Any text in handwriting or typescript (including
printed forms completed by hand or typewriter) which
may not be part of a collection of such texts.
Examples may include letters, diaries, ledgers,
minutes, speeches, marked or corrected galley and page
proofs, manuscript books, and legal papers; in the
aggregate they may include correspondence, memoranda,
maps, drawings, near-print materials, and such printed
items as pamphlets, periodical tear-sheets, broadsides,
and newspaper clippings. Count by manuscript unit.
SCULPTURE, ART OBJECTS, ARTIFACTS
Include appropriate items in this category. Count by
item.
UNIVERSITY OF CALIFORNIA ARCHIVAL MATERIALS
The preserved documentary records of the University of
California. Count by manuscript unit.
VIDEODISCS
Discs, usually plastic, on which are recorded video or
audio signals, or both. Some videodiscs are digitally
recorded and used for listening or viewing or in
computer recording and playback systems. Others are
non-digital and are used for listening and viewing.
Count by disc.
VIDEOTAPES
Magnetic tapes upon which audio or video signals, or
both, are recorded for television use. Videotapes may
be on open reels or in cartridges or cassettes. Count
by reel, cartridge, or cassette.
OTHER NON-BOOK MATERIALS (SPECIFY)
Include materials such as kits, scrapbooks, laserdiscs,
broadsides, etc. for which there is no specific
category.
SERIALS RECEIVED CURRENTLY
Only CUL Acquisitions reports for all units in these two
categories:
Purchased.
Gift
November 16, 1993
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