Dear Colleagues,

Here at Exeter we have a sizeable collection of DVDs (approx. 4700 items), and we are currently reviewing how we manage DVDs in terms of loan periods, fines and circulation arrangements.

At present DVDs are held in a closed collection, requiring staffed intervention to manage circulation (issue and return).  The collection includes both commercial DVDs and off-air recordings.  The DVD cases are available for browsing on dedicated shelves in our Ready Text (very short loan) collection, and the DVDs themselves are held in a locked cabinet.  The vast majority of DVDs are loanable.

Undergraduates may borrow up to 4 items at a time, and keep them for up to 5 hours.  They may be returned at 10am the next weekday if borrowed when there are less than 5 hours before the library desk closes.  Loan lengths are different for Postgraduates and University Staff, who can borrow DVDs for 48 hours and 72 hours respectively.  University Staff can also book DVDs for class screenings, by arrangement.  Fines for late return are levied at £2 for the first hour, and £1 per hour thereafter.

Although the collection is carefully designed to provide an excellent educational and research resource, and is heavily used as such, it cannot be denied that it is also very attractive as a source of entertainment - our borrowing figures rise considerably towards the weekend.

We are rapidly moving through a period of radical transformation and, following the imminent refurbishment of our Main Library, there will be no central circulation desk.  Instead, staff will offer wide-ranging roving assistance in an almost entirely 'supported self service' environment.  We are, therefore, having to rethink how we manage our DVD collection.  Our ambition would be to enhance accessibility by making it largely self-service, supported by longer loan periods and more appropriate fine levels.  We are, however, currently meeting resistance from certain of our teaching and postgraduate research colleagues who are concerned that this might have a detrimental effect on this prized collection.  Their concerns include the potential for damage (through inappropriate handling), the likelihood of loss (through theft) and the possibility of diminished availability for their own teaching and research purposes, and the effect of any sort of additional processing (EM tags/barcodes, or RFID) on playability, particularly in some of the newer, ultra thin DVD players.  We must obviously address their apprehensions alongside the other considerations.

We are looking at a range of models which might help us move forward quickly and effectively.  It would be very useful indeed if colleagues in other University Libraries could illustrate how you manage your DVD collections, especially in terms of circulation and storage.  I would be particularly interested to know how your loan / fine arrangements compare to ours, whether you've encountered any playability issues due to additional processing, and whether you have encountered any resistance (or support) from your academic community?

I'd be very grateful for any advice and assistance you can offer, and will be happy to summarise responses for the List.

Regards

Stephen



Stephen Mossop BA(Hons); MSc; MBA
Head of Library Customer Services
Library and Research Support
Academic Services
University of Exeter Library
Stocker Rd
Exeter EX4 4PT

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Tel (01392) 725670
Fax (01392) 263871