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Accession information on the Web and elsewhere -- summary review



        About two weeks ago, I posted to the list, questioning the wisdom of
publicizing both donor information as well as location/accession numbers in
OPACs, OCLC, and webpages.  I received a great deal of response and a
number of calls to share this data with the list.  Thank you _very_ much to
everyone who responded as well as everyone who expressed interest in the
responses.

        In short, though, I think the responses are very much as expected; most
people were of a like mind on these issues.  Of nearly fifty responses
regarding the inclusion of patron information, near 40% indicated the
"masked" or otherwise manipulated use of donor data (whether their names
only or more personal notes) in OPACs and OCLC (RLIN, etc.) That is, donor
information is available to staff or via special access, but not to the
casual browser.  The 541 field seems usable for this type of entry.  Of
these respondents, a number placed the donor's name in a note field with
more personal data "hidden" in 541.
        About twenty percent included only the name in the records, preferring to
maintain records at the repository.
        Another twenty percent placed information (again, whether only the donor's
name or additional donor data) _only_ on library- and archives-related
databases, but not on the OPAC or webpage.
        About ten percent opted to not include any donor information whatsoever,
preferring to act as the sole intermediary between the patron and the
donor, should the need arise.

        A number of respondents thought that there shouldn't be too many problems
with posting any donor information; but I have heard of cases (most
probably apocryphal, though they might be directing us towards some
potential problems...) where overzealous patrons have begun telephoning
people who share the donors' surname (or, in one instance I've heard of,
names that "looked kind of the same -- just in case").
        In any case, one respondent pointed out that a change to our accession
agreement form is in order:  After all, while some donors may not want
their names (or, especially, other data) published, some people are
_thrilled_ to have their contributions broadcast.  It can never hurt to
have a proud and happy donor, eh?


        Regarding the publishing of accession/call numbers for security reasons,
almost all respondents find that there has been little or no problem with
listing the collections' location numbers.  After all, some said, the
RG/SubGroup/Accession number -- or the myriad other accession schemes
employed -- are fairly oblique on their own; with appropriate security
measures, the benefits of quick retrieval outweigh easily-handled security
concerns.  One or two respondents noted that their institution employs
"cues" in the published accession number which do not reveal location, but
do indicate to the staff where material can be located.


        Finally, in my original post, I made mention that with inadequate (!)
space comes a system of housing material that would baffle any potential
theif.  I was wildly excoriated for promoting any potential benefits (as
if...!) of inadequate space. _Mea culpa_...!


        Again, thank you, everyone, for your help with this.  Hopefully, armed
with this data, I can show the Powers where we ought to be going with our
digital updates and all.

        Thanks again!


        Dan

                       # # #

                Dan  Di Landro
                Visiting Assistant Librarian
                University Archives
                420 Capen Hall
                University at Buffalo
                Buffalo, NY  14260
                716/645-2916

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