XI. Community Resources Record Standards

A.  Authority to Enter and Alter Records in Community Resources (CR)

1.  Community Service Organizations Database

a.  Any member library may enter data in this file if the following conditions are met:

i.   Libraries must conform to the approved data entry procedures as described in the Community Service Organizations Procedures.  Anyone working on data entry must participate in VLC approved training.

ii.  Libraries must use the current edition of the Horizon Community Resources User’s and Administrator’s Guide.

iii. Libraries must use the current edition of the Taxonomy of Human Services and the most recent supplements.

iv. Libraries must use the Library of Congress format for geographical subject headings.

v.  Each member library is responsible for adding, changing and deleting its own  records.  A member library may not edit or delete any record input by another member.  Requests or changes must be sent to the library, which originally input the data.

b.  Database Maintenance of the Community Service Organizations File

i.  Each member institution is responsible for soliciting, inputting and updating information about local clubs and service organizations.  In cases where these overlap service areas, the libraries must check the Horizon database for existing records.

ii. Each member institution must update information at least every year.

iii. If information is not updated within two (2) years, the record for that   organization will be deleted by the VLC.

c.  Enforcement

i.  Each institution is responsible for designating one individual to monitor and enforce the standards at her or his institution.  If an individual notes an error in the CR record that originated at another institution, that individual may not edit or correct it.  Contact the originating institution about the error.

ii. The designated staff member at the originating institution will then edit/correct the error within two weeks of the initial complaint.

iii. If the institution continues to deviate from the standards the CR Committee will discuss the issue and, if necessary, vote whether to submit a formal recommendation to the Database Committee.  If the problem persists, it will then be brought to the attention of the Administrative Council.


2.  Newspaper Indexing Standards

a.  Any member library may enter data in this file if the following conditions are met:

i.  Libraries must conform to the approved data entry procedures as described in the Newspaper Index procedures.  Staff must attend a VLC approved training class.

ii.  Each library is responsible for making its own written policy governing what is and is not indexed from its local paper.  Each library will be responsible for providing a copy to VLC for distribution to the members.

iii. Libraries must use the current edition of the Library of Congress Subject Headings.

iv. Libraries must use the current edition of the Anglo-American Cataloging Rules.

b.  Enforcement

i.  Each institution is responsible for designating one individual to monitor and enforce the standards at her or his institution.  If an individual notes an error in the CR record that originated at another institution, that individual may not edit or correct it.  Contact the originating institution about the error.

ii. The designated staff member at the originating institution will then edit/correct the error within two weeks of the initial complaint.

iii. If the institution continues to deviate from the standards the CR Committee will discuss the issue and, if necessary, vote whether to submit a formal recommendation to the Database Committee.  If the problem persists, it will then be brought to the attention of the Administrative Council.