Attachment J5 - NLS Network Library Manual Section 08-2024.pdf

NLS Network Library Manual

Full NLS Network Library Manual can be found at URL:

https://www.loc.gov/nls/network/library-manual/table-of-contents/

8. NLS Services

8.1 Network Consultant Services

Purpose NLS network consultants are assigned special liaison responsibilities to individual network libraries to facilitate communication between NLS and each library, to ensure transmittal of ideas and program strengths from one library to another, and to monitor effective use of NLS resources at each site.

Consultant Assignments A Patron and Network Engagement Division network consultant and alternates are designated for each network library on a regional basis. NLS maintains a list of current consultant assignments in Section

10.2. In addition to full-time consultants, other Patron and Network Engagement Division staff members perform consultant services. These staff members have specific program responsibilities within NLS that entail considerable interaction with the network libraries as well as supervisory functions.

Consultant Responsibilities Network consultants serve as an initial NLS contact if the regional or subregional librarian is uncertain about the appropriate NLS person or office to call. Network librarians should contact the appropriate NLS section staff persons for questions related to their specific areas. Consultant responsibilities include:

• serving as liaisons to resolve questions with other NLS units.

• responding to requests for general professional advice concerning various aspects of library service, especially library service to disabled persons using special-format materials, and about NLS program and network service patterns specifically.

• gathering information about specific problems with general impact and about emerging patterns, and they convey this knowledge to appropriate NLS staff. Consultants also share information they have gathered with others in the network so that network librarians can take advantage of the experience of others.

Consultant services are extended to all libraries in the network through telephone and written correspondence, personal interaction at meetings, and visits to network agencies.

Contacting Consultants Contact consultants by direct dial to their desk phone, by calling the toll-free telephone number for NLS, by sending an email, or by sending a postal letter to the consultant at the NLS address.

Consultant Evaluation Visits to Network Libraries https://www.loc.gov/nls/network/library-manual/table-of-contents/

Consultants visit regional libraries on a regular basis to conduct in-depth evaluations of regional library programs. The goal is to visit each regional library once every two years. A regional library may request that a visit be scheduled to coincide with an event of local significance, and this request will be accommodated whenever possible. There are multiple purposes of the evaluation visit.

The primary purpose is to assess the services offered by the library to patrons according to the Revised Standards and Guidelines of Service for the Library of Congress Network of Libraries for the Blind and Physically Handicapped (2017), published by the Association of Specialized and Cooperative Library Agencies (ASCLA) Division of the American Library Association. In addition, on-site visits instruct consultants in methods developed by the library which might be helpful to other libraries. Visits afford consultants the opportunity to offer practical suggestions for improving services, to inquire about the services received from the multistate center (MSC) for the region, to answer questions of the library staff, and to follow up on problems and questions with appropriate NLS and MSC staff. Consultants aim to visit a regional library with a new director within the first three to six months of the director’s appointment.

Subregional libraries may request a consultant visit and will be accommodated to the extent feasible within budgetary and time constraints. When possible, visits to nearby subregional libraries will be combined with trips by consultants to meetings or scheduled visits to a regional library.

Each year, in the third quarter of the federal fiscal year, the Patron and Network Engagement Division chief issues an Operations Alert requesting network agencies to list visits they would like from NLS staff in the next fiscal year. Based on these requests and the NLS intention of conducting a consultant visit every second year, consultants arrange specific dates for a regional library visit. When the dates have been set, the regional librarian makes an appointment, preferably at or near the end of the visit, for the consultant to visit with the head of the regional library’s administering agency. The consultant sends a letter confirming the dates and purpose of the consultant visit two to three weeks in advance of the visit. Likewise, the consultant notifies NLS staff members in advance of the visit so that they may refer to the consultant matters concerning the network library which would benefit from personal interaction by the consultant.

Consultant Follow-up to Visit Following each visit, the consultant prepares a detailed written report for the network library, citing strengths of the network library program and recommending areas for improvement in relation to the Revised Standards and Guidelines of Service for the Library of Congress Network of Libraries for the Blind and Physically Handicapped (2017). When appropriate, the report will contain an attachment of NLS answers to questions raised by the network library staff during the visit. This report and all attachments are sent to the network librarian with a copy to the head of the administering agency. The network librarian should prepare a written response to all recommendations, as required by the ALA Standards, and return this to the NLS consultant.

Network Services Section Last updated 2021 For more information, network librarians should contact their network consultant.

8.2 Circulation Systems

Automated Circulation Systems The workload of activities involved in reserving, selecting, checking-out, mailing, and checking-in large numbers of books and of maintaining statistics supports the need for automation. Computers assist network libraries in providing improved circulation services to patrons without proportional increases in cost.

The senior advisor for planning and innovation consults with libraries interested in automated circulation systems. The wide variety of computer hardware and software available to network libraries for operating their automated systems makes complete standardization impractical. The senior advisor for planning and innovation attempts to match the interests of libraries developing new systems with existing systems that feature functions closest to those they need. Depending on available funds, the senior advisor for planning and innovation may be able to visit the automating library to discuss appropriate aspects of the project with librarians and other interested persons.

There are currently three separate automated circulation systems being utilized in the NLS network of cooperating libraries. Contact your network consultant for a breakdown of which libraries are using which of the automated circulation systems by region.

Circulation Mail Cards Reversible mailing cards used to circulate materials should have a punched hole to allow the patron to determine which side shows library’s return address. Network-wide consistency in card format is important because patrons can receive books from different sources within the network. NLS recommends that all card stock for reversible mailing cards have a hole punched in the upper-right corner of the side addressed to the patron. Clipping the upper-right corner at an angle is also an acceptable alternative. The free-matter indicia should remain intact. In a library using an automated system, it is recommended that the exact placement of the hole or clip be discussed with the systems developer to ensure that the hole does not interfere with the printing.

For libraries utilizing or transitioning to the Duplication-on-Demand circulation model, the mailing card is a one-way card to get the books to the patron. To return the books, the patron removes the address card and puts the book back into the mail stream. DoD libraries receive a quantity of belly labels for their DoD containers. These labels have the library name and address, so a return mailing card is not necessary.

8.3 Patron Information and Machine Management System (PIMMS)

In 2014, the Comprehensive Mailing List System (CMLS) became the Patron Information Machine Management System (PIMMS). PIMMS is the NLS system that reflects patron information in the circulation systems, on a real-time basis for each network library, and interfaces with the Magazines on Cartridge (MOC) system so that each patron receives their proper audio magazine subscription(s).

Content PIMMS contains the names and addresses of individuals and organizations receiving NLS publications as well as the serial numbers of playback equipment assigned to individual patrons. The system also includes demographic data about individual patrons such as birth year, type of disability, languages used, and machines assigned. Each subscriber record includes the publication code and quantity for each publication received.

Procedures While CMLS was the recipient of a weekly batch update, PIMMS is updated on a real-time basis by the actions taken at network libraries to add patrons, delete patrons, change addresses, and add or delete magazines or equipment. In the background, each library reconciles its entire database against PIMMS in each thirty-day period.

Even though the old CMLS system no longer exists, PIMMS maintains the CMLS ID for each patron and institution.

The library is responsible for entering the CMLS ID for each BARD account and for ensuring it is accurate prior to approving BARD applications. BARD uses the CMLS ID as a key identifier to track downloads. NLS provides download information to libraries on a monthly basis to keep has-had records in library circulation systems up to date. Therefore, it is critical that the CMLS ID is not altered by network library staff.

Questions or problems concerning PIMMS procedures should be directed to the appropriate network consultant at NLS.

Information Services Section Last updated 2024

8.4 Multistate Center Services

MSC Services

Logistics and Facilities Management Section, who acts as contract monitor for the MSCs. Historical

Multistate Centers. Contact information for MSC East and MSC West can be found on the Network Library Services website, under the Contact Us tab.

• General Services, Section 8.4.1

• MSC Quality Assurance Program for Local Recordings, Section 8.4.2

Logistics and Facilities Management Section

For more information, network libraries should contact their network consultant.

8.4 Multistate Services

8.4.1 General Services

Summary of Services the MSCs provide NLS publications, equipment, supplies, and interlibrary loan service for all NLS books and magazines to network agencies in their geographic areas and to each other. At the greatest extent possible, each MSC uniquely handles some limited items for the entire network.

MSCs receive, store, shelve, duplicate, and distribute copies of all NLS-issued books; selected special

The following entries in section 8.4 describe various multistate center (MSC) services that are available to network agencies. Questions or concerns relating to MSC services should be addressed to the Head of

Multistate centers (MSCs) are regional service centers that function as materials support units for network agencies in specified geographical areas of the country. Working for NLS on a contractual basis, background on the MSCs can be found in Section 2 History and Section 5.3 Overview of Service Network, and some volunteer-produced material, including cartridge and braille books selected for limited collections, including previous year issues of NLS magazines as outlined in 6.12 Magazine Issues at MSC;

distribution. They store and ship sound reproducers and related equipment, supplies, forms, and exhibits, if required.

Collections Formats Stored at MSCs Each MSC stores and loans the following NLS nationally produced books and magazines:

Special Collections Collection Location Contents BRJs MSCW Jewish Guild Braille BRXs MSCW Miscellaneous press and hand-copied braille BRFs, RCFs MSCE Foreign-library braille, disc, and cartridge books TB 1-4815 MSCW Talking Book 16 2/3 RD 6000 and up MSCW Rigid Disk Pre-13,000 BRAs MSCW Single copies of older press and hand-copied braille BRA 13,000+ Both MSCs Two thermoform copies BRJs MSCW Jewish Guild Braille BRXs MSCW Miscellaneous press and hand-copied braille BRFs, RDFs, RCFs MSCE Foreign-library braille, disc, and cartridge books QAP Back Issues MSCE Network-produced magazines in the Quality Assurance Program RCNs MSCE Network-produced books in the Quality Assurance Program

Services provided by MSCs for Network Agencies Interlibrary Loan of DB, DBC, DBN and BR Books. Available stocks of NLS-produced braille, cartridge, and books are loaned directly to patrons or libraries by each MSC upon receipt of ILL requests from network libraries. Established interlibrary loan procedures are outlined in section 8.5 Interlibrary Loan.

Interlibrary Loan of DBF, RCF, and BRF Books. Materials in the Special Foreign-Library Collection are loaned by MSCE to patrons. Interlibrary loan procedures for this special collection are outlined in section

8.5 Interlibrary loan.

Interlibrary Loan of BRAs 13,000 and Higher. One copy of each BRA braille book numbered 13,000 and higher is stored and circulated directly to patrons by each MSC. To borrow these books, network libraries should use online interlibrary loan form is located on the PICS website.

Interlibrary Loan of Pre-13,000 BRAs, BRJs and BRXs. These collections are held by the MSCW and contain limited copies, often hand copied, of braille books. To borrow them, network libraries should use online interlibrary loan form is located on the PICS website.

Interlibrary Loan of Digital, Braille, BRAs, BRJs, BRXs and Special Collections Books. An online interlibrary loan form is located on the PICS website to request digital copies of books, including audio and BRAs, BRJs, BRXs, and special collections.

Cartridge Duplication. Both MSCs have duplication equipment to produce a digital copy of books on demand. NLS reserves the right to review quantities requested and may ask for a justification if the amount is excessive.

Equipment. MSCs stock NLS sound reproducers and related accessories. The MSCs supplies digital players and related accessories to machine-lending agencies on request. Network agencies may request equipment by submitting request using WOW2. Sound-reproducing equipment and accessories are shipped within two working days of receipt of the lending-agency request.

Please note that requests for 200 or more sound reproducers at one time must be authorized in advance by the NLS Equipment Control Officer (ECO). Also, if NLS needs to control the availability of machines in limited supply, it notifies the network to submit requests for those limited items directly to the ECO for approval. The ECO approves request in the Web-Based Ordering Warehouse (WOW2) system which flow to the multistate centers.

Publications. MSCs store bulk quantities of NLS produced large-print publications, including brochures, catalogs, bibliographies, posters, and reference circulars, and lesser quantities of the related braille versions. A complete listing of all available publications is contained in the MSC Supplies Catalog, within Knowledge Section of Web-Based Ordering Warehouse (WOW2) System. MSCs supply multiple copies of most NLS publications. If the items are in stock, the publications are shipped within two working days of receipt of the order.

Supplies and Forms. MSCs store bulk quantities of certain book-related supplies including certain forms, mailing containers; machine-related supplies including machine cartons, Styrofoam fillers, and operating instructions; and various forms needed by network agencies. A complete listing of all available supplies are contained in the WOW2 system. If the items are in stock, they are shipped within two working days of receipt of the order.

Procedures for Ordering Materials Network agencies have access to the Web-based Ordering Warehouse (WOW2) system on the Network Library Services website. Website maintain listing of all materials and parts available to network agencies from MSCs. WOW2 is to be used by network agencies when ordering from the MSC.

Notification of Shipments Made by MSCs. The MSC may supply the nearest standard unit pack that most closely matches the actual quantity ordered, e.g., one box or one shrink-wrapped package. The Web-Based Ordering Warehouse (WOW2) provides individual agency dashboards of all action taken on orders. WOW2 Ordering system is housed behind NLS Signal Sign-on system. Single Sign-on and WOW2 systems require individual log-on and password.

Partial Shipments. In some cases, the MSC makes partial shipments when the order is for a large quantity that would deplete the MSC inventory, preventing other agencies from having access to materials. If the full amount of an order is needed immediately, the MSC should be notified of this fact, and the MSC will try to identify other sources for backup supplies. Reference publications are frequently updated and therefore are printed in limited quantities. MSCs fill orders on a first-request, first-filled basis.

Back Orders. A back-order file is maintained by WOW2 system. MSC will automatically fill the back order when stock becomes available.

Shipping Arrangements All materials eligible for free-matter mailing will be so sent. General office mailing costs for materials ineligible for free-matter mailing are borne by the MSC, unless otherwise specified. Freight and extraordinary mailing/shipping costs are facilitated by NLS.

MSC Services to Subregional Libraries With the advanced approval of the appropriate regional library, MSCs provide service directly to subregional libraries in their service area for publications, forms, and supplies without having the requests processed by the regional library first. Subregional libraries may not request interlibrary loans or equipment directly from MSCs except in the following cases.

Interlibrary Loan of Books. Interlibrary loans for BR, RC, RD, FD, TB, and BRA books numbered above 13,000 from subregional libraries must be processed by regional libraries before they will be handled by MSCs. For student or other special rush requests, the subregional library may ask the MSC directly if the regional library verifies that it does not have the title(s) available for immediate loan. Subregional libraries should send requests for books from special collections, such as foreign-library books, pre- 13,000 BRAs, and BRJs directly to the MSC that maintains that collection.

Equipment Requests. All requests for equipment must be processed and submitted by the machine-lending agencies (MLAs). An MLA may authorize the MSC to ship a portion of the equipment and supplies directly to the sublending agencies (SLAs).

For more information, network libraries should contact their network consultant.

8.4 Multistate Services

8.4.2 MSCE Quality Assurance Program for Local Recordings

Background A wide variety of library materials is currently recorded by more than 75 network and local recording

The MSC Quality Assurance program exists to encourage production of high audio quality materials by network libraries and local recording groups by evaluating them according to NLS standards and at the Multistate Center East (MSCE). Those that meet NLS standards and specifications are accepted for national distribution on BARD, and, in the case of magazines, distributed through the Magazine on Cartridge (MOC) program to subscribers.

• MSCE Technical Assistance: The MSCE quality assurance specialist provides technical and artistic consultation to assist local recording groups in attaining and maintaining the level of quality required by NLS standards and specifications for all locally produced magazines circulated by NLS. The MSCE quality assurance specialist also provides technical and artistic consultation to assist local recording groups in attaining a high level of quality standards for talking books.

• Recorded Magazines: Network libraries interested in submitting a magazine for review should contact the quality assurance specialist at MSCE. All locally produced magazines that meet national standards are available for download on BARD and are distributed to subscribers nationally through the MOC program.

• Recorded Books: The MSCE quality assurance specialist provides assistance to network libraries and local recording groups with the development of locally produced books through the Network-produced Audiobooks on Bard program. Network libraries interested in participating in the program should contact the Network Services Section.

For more information, network librarians should contact their network consultant.

specifications. The program establishes a system for local recording groups to submit recorded materials, including magazines and books, for review and evaluation by the quality assurance specialist groups are staffed by volunteers and work in conjunction with a regional or subregional library.

groups to supplement the books and magazines produced by NLS in the national program. Many of the

8.5 Interlibrary Loan

Interlibrary loan (ILL) provides network libraries with access to additional titles and copies of materials from other sources to meet patron needs. ILL services include:

• loan of NLS special collections from MSCs

• loan or exchange of locally produced materials from another network library

• assistance from NLS in locating materials not currently in the NLS collection

Overview of ILL Procedures The first step in borrowing material through ILL is to identify the holding source. The collections available on interlibrary loan are searchable through an Internet search of the NLS Catalog. The catalog also lists material available from network libraries.

Requests for material are sent within a hierarchy. Subregional libraries (SRLs) and Advisory and Outreach Centers (AOCs) request NLS general-collection materials from their regional library, which will forward any unfilled requests to the MSC, or another network library A regional library may authorize its SRLs and AOCs to submit requests for special collections (e.g., BRAs, Special Foreign-Library Collections, braille magazine back issues) directly to the appropriate MSC responsible for its storage and loans.

Requests for locally produced materials shall be sent directly to the holding library unless they have been posted on BARD. Materials are mailed directly to the patron; if the material is to be retained as permanent copy for the library, the fulfilling library shall use the requesting library’s address as the return address on the mailing label.

Within five working days, the MSC notifies the requesting library of the materials shipped or their non-availability via the ILL2 system.

Requests for NLS-produced materials are submitted to the MSC electronically through the ILL2 System.

ILL Policies of Network Libraries Each regional library documents its interlibrary loan policies to ensure consistency among staff and any subregional libraries or Advisory and Outreach Centers. The policies shall include guidelines for the circumstances in which ILLs are submitted and the requirements for lending locally produced materials to another library.

NLS Special Collections

The ILL2 system provides an electronic means for libraries to submit and receive ILL requests.

Requests made using ILL2 will be delivered to the lending agency automatically. Requests for tactile maps, Moon braille, and braille in grades 1-1/2 and 3 are submitted to the NLS Logistics and Facilities

Management Section. All other NLS books can be requested from the appropriate Multistate Center

(MSC).

Note the following conditions and practices in submission and fulfillment of ILL requests:

• NLS National Collection. MSCs provide ILL service for RDs and BRs, but not primary circulation of braille to patrons. All ILL requests for TBs, RDs, and BRs are filled immediately if the materials are available. If they are not available, the request is placed on reserve. Reserves are sent between the MSCs weekly. If neither MSC can fill a request for a TB, RD or BR, the requesting library is notified.

• Special Foreign-Library Collection. Foreign-language materials that are available in limited quantities or were acquired from abroad are maintained by the MSCE for interlibrary loan.

Libraries can submit MSCE up to 25 requests for a reader, and the center sends up to five titles at one time. Additional books from this collection are sent on a turnaround basis, i.e., one is sent as one is returned.

• Tactile Maps. Tactile maps available on loan are listed in the NLS Catalog searchable in the online catalog. Each map is assigned a TM prefix. To request maps, libraries can contact the NLS Logistics and Facilities Management Section. The loan period is six weeks, and maps must be returned to NLS.

BRAs, BRJs, and BRXs Libraries shall use the ILL2 system to request BRAs (both pre- and post-13,000), BRJs, and BRXs.

Standard requests submitted for patrons are entered as requests, unless the requesting library notes in the comment block a student or professional rush request.

The loan period for these special braille collections is four weeks from the date of patron receipt; a six-week turn-around time is estimated to account for mailing time. MSCs generate overdue lists and forward them to each braille-lending library for follow-up with patrons. Libraries are asked to contact the patrons and report to the MSC the status of each overdue book.

The limit of BRA titles to each reader at any one time is two, unless the requesting library specifically requests an exception. The limit keeps the collection in active circulation, makes more titles available to all borrowers, and helps individual patrons avoid postal delivery and storage problems with these multi-volume books.

BRA 13,000 and Higher One copy of each BRA 13,000+ braille book is stored and circulated to patrons by each MSC. These braille books are listed in the NLS Catalog available through the Internet on the NLS public website.

There is also a catalog of BRA books purchased in 1991-1992 that can be downloaded and searched using the “find” function of a web browser. These BRA titles are available from both MSCs and should be requested from the braille-lending library’s own MSC.

Pre-13,000 BRAs, BRJs, and BRXs The pre-13,000 BRA, BRJ, and BRX collections contain mostly hand-copied braille, usually only one copy of each title. BRJs were formerly held by the Jewish Guild for the Blind, and the BRXs were donated by network libraries and other agencies. The pre-13,000 BRAs are older braille titles, sometimes in thermoform. All three collections are housed exclusively at the MSCW.

Back Issues of Magazines Contact the holding library directly to inquire about back issues of locally produced magazines other than those in the MSCE Quality Assurance Program.

Other Network Libraries’ Locally Produced Books Network libraries with recording programs are encouraged to provide the NLS Bibliographic Control Section with cooperative cataloging to make the materials available to others. These books may be borrowed directly from the producing library. Books accepted into the MSCE Quality Assurance Program with DBN prefix or those with a DBC prefix are posted on BARD; however, libraries can request a loan or permanent copy from the MSCE, using ILL2.

A list of holding codes of agencies contributing to the catalog includes information about the lending conditions. Many libraries welcome requests from other states. Requests to another library can be sent as an email or a form letter unless otherwise stated.

Patron and Network Engagement Division Last updated 2023

8.6 Music Services

Overview The NLS Music Section provides braille and large-print scores and books about music and musicians, instructional and music appreciation recordings, and music reference assistance to approximately 2,000 NLS program participants a year. Additionally, 3000-4000 individuals annually subscribe to three music magazines compiled by section staff. All NLS registered patrons are able to download music materials from BARD, but in order to receive hard copy music materials, a registration with the Music Section is needed and can initiated by calling the NLS Music Section at 1-800-424-8567 ext. 2 or by sending an email to nlsm@loc.gov.

Individual Service Only https://www.loc.gov/nls/network/welcome/resources/catalog-holding-codes/ mailto:nlsm@loc.gov

The NLS Music Section loans materials directly to individual borrowers only, even when they are in the context of an institution.

Registration Procedures Persons receiving service from cooperating libraries need not submit new applications for music services. The music staff confirms patron eligibility through the Patron Inventory and Machine Management System (PIMMS) or by calling cooperating libraries.

Obtaining Services and Materials Music patrons can call the Music Section using the toll-free telephone number, 1-800-424-8567 ext. 2, or they may email the Music Section directly at nlsm@loc.gov. They may also ask their network librarian or other person to request music materials on their behalf.

The Music Section provides “request only” service, because musicians often need specific compositions and sometimes even particular print or publisher editions. Materials are shipped directly to individual patrons.

The music materials loan period is ninety days, with the possibility of two renewals of ninety days each when the materials are still being used. Patrons are requested to promptly return materials they are no longer using.

Music materials should generally be ordered by the book (BRM, DBM, LPM, or BRT) numbers, wherever those numbers are found—online, in catalogs, or in circulars. Many music catalogs and circulars are available on the music page of the NLS website. When lacking book numbers, patrons should request by composer and title (including key and opus numbers, as appropriate) and should specify any additional requirements, such as braille music format, language, vocal or instrumental part.

Music Magazines See paragraph on “Music Magazines” in Section 6.5 for more information on magazines published by the NLS Music Section.

Music Reference Services Music reference assistance on accessible format music scores, instruction, and music appreciation materials is provided to individuals who are blind and print disabled. Information relating to music and blind and print disabled persons is provided to teachers, students, librarians, and other members of the general public. The Music Section also provides information about accessible music materials that may be available for purchase from other entities.

Braille Music Transcribing NLS does not transcribe music as a service to individuals. A log of patron requests is maintained, however, and these are reviewed when considering which music scores to add to the collection.

mailto:nlsm@loc.gov

Music Circular No. 4 (“Braille Music Transcribers”) can be provided in print and braille and is available on the NLS public website, under Music Materials in the Braille and Audio Materials tab. This circular is updated frequently. Persons and organizations requiring music transcription services may contact the list of transcribers for assistance.

Music Publications Reference copies of all music publications are available to cooperating libraries upon request from the NLS Music Section. Several publications are available for download from the NLS public website, under Music Materials in the Braille and Audio Materials tab. For Music Magazines, please review Section 6.5.

Network libraries may also order any music publication from multistate centers, using the order number in parentheses. These publications are also sent by the Music Section directly to patrons upon request submitted via the online order form available on the NLS public website, or via email to nlsm@loc.gov.

Catalogs A current listing of music catalogs is available digitally on the NLS public website, under Music Materials in the Braille and Audio Materials tab. These catalogs can also be sent in physical formats per request, and include:

• Instructional Recordings catalog (available in audio and large print) o From the website: https://www.loc.gov/nls/braille-audio-reading-materials/music-materials/catalogs-circulars-available-music-section/instructional-music-recordings-catalog/ o From BARD: DBM03978 o Print version per request/online order form, email, or phone

• Music Appreciation catalog (available in audio and large print) o From the website: https://www.loc.gov/nls/braille-audio-reading-materials/music-materials/music-appreciation/ o From BARD: DBM03864 o Print version per request/online order form, email, or phone

• Instructional Recordings catalog for Guitars (available in audio) o From BARD: DBM03689

• Large Print Scores catalog (available in large print) o From the website: https://www.loc.gov/nls/braille-audio-reading-materials/music-materials/large-print-scores-books-catalog/ o As a downloadable PDF: https://www.loc.gov/nls/wp-content/uploads/2016/03/LPScoresBooksCatalog.pdf o Print version per request/online order form, email, or phone

• Braille Piano Scores catalog (available in braille) o From the website: https://www.loc.gov/nls/braille-audio-reading-materials/music-materials/piano-scores-braille/ o Embossed version per request/online order form, email, or phone

Reading Braille Music https://www.loc.gov/nls/braille-audio-reading-materials/music-materials/circular-no-4-braille-music-transcribers/ https://www.loc.gov/nls/braille-audio-reading-materials/music-materials/ https://www.loc.gov/nls/braille-audio-reading-materials/music-materials/catalogs-circulars-available-music-section/ mailto:nlsm@loc.gov https://www.loc.gov/nls/braille-audio-reading-materials/music-materials/ https://www.loc.gov/nls/braille-audio-reading-materials/music-materials/catalogs-circulars-available-music-section/instructional-music-recordings-catalog/ https://www.loc.gov/nls/braille-audio-reading-materials/music-materials/catalogs-circulars-available-music-section/instructional-music-recordings-catalog/ https://www.loc.gov/nls/braille-audio-reading-materials/music-materials/catalogs-circulars-available-music-section/instructional-music-recordings-catalog/ http://hdl.loc.gov/loc.nls/dbm.03978 https://www.loc.gov/nls/braille-audio-reading-materials/music-materials/music-appreciation/ https://www.loc.gov/nls/braille-audio-reading-materials/music-materials/music-appreciation/ http://hdl.loc.gov/loc.nls/dbm.03864 http://hdl.loc.gov/loc.nls/dbm.03689 https://www.loc.gov/nls/braille-audio-reading-materials/music-materials/large-print-scores-books-catalog/ https://www.loc.gov/nls/braille-audio-reading-materials/music-materials/large-print-scores-books-catalog/ https://www.loc.gov/nls/wp-content/uploads/2016/03/LPScoresBooksCatalog.pdf https://www.loc.gov/nls/wp-content/uploads/2016/03/LPScoresBooksCatalog.pdf https://www.loc.gov/nls/braille-audio-reading-materials/music-materials/piano-scores-braille/ https://www.loc.gov/nls/braille-audio-reading-materials/music-materials/piano-scores-braille/

Books for learning to read braille music notation are listed on the webpage:

https://www.loc.gov/nls/braille-audio-reading-materials/music-materials/ Braille editions of all listed books are loaned to patrons; print editions are also provided for titles specifically designed to aid reading. The brochure, Do You Know This Tune?, which includes an excerpt of the tune “Yankee Doodle Dandy,” is a simple braille music excerpt which may be used with all ages of print music readers interested in learning how to read braille music.

Music Section

8.7 Reference Services

Overview of Services The NLS Reference Section researches, compiles, and disseminates information about the NLS program and about various aspects of disabilities. The Reference Section’s information resources are strong in the areas of providing library services to people with disabilities; non-network sources of reading materials in special formats; assistive technology for reading and writing; national organizations serving people with disabilities; and periodical literature relating to the concerns of individuals with disabilities and of service providers. A wide range of reference services (with the exception of medical and legal assistance) is available to agencies, libraries, organizations, and the general public. Inquiries are accepted by email, Ask a Librarian/LibChat online reference services, telephone, and mail. The Reference Section staff comprises subject librarians who are knowledgeable about services and resources available to patrons and skilled in providing library services to people with disabilities.

Reference Resources The Reference Section maintains the following non-circulating information resources to provide effective reference services:

• A collection of print books and periodicals about blindness, visual impairments, and other disabilities such as reading, perceptual, and physical disabilities; providing library services to people with disabilities; and disability studies.

• An electronic subject file containing information on blindness, disabilities, and related topics.

Content includes articles from various current digital sources as well as digitized material from a legacy vertical file dating back to the 1950s, such as news clippings, article reprints, and brochures.

• Information files on national organizations, producers of assistive devices, and sources of reading materials in audio, braille, large-print, and computer-readable formats.

https://www.loc.gov/nls/braille-audio-reading-materials/music-materials/ https://ask.loc.gov/national-library-service

• The NLS Archives, including historical program information, annual and statistical reports, research studies, current and out-of-print NLS publications, and network surveys and studies.

Reference Publications The Reference Section produces reference guides and other publications on topics of interest and relevance to NLS patrons and service providers. Publications are produced in large-print and braille and are available by distribution through the multistate centers and upon request from the Reference Section. Publications are also available in digital format (HTML, PDF, ebraille) on the NLS website.

Among the Reference Section’s most frequently updated publications are:

• Directory of Producers of Accessible Reading Materials, a biennial directory containing a geographical listing of organizations that produce reading materials otherwise unavailable in audio, braille, and large-print formats by request.

• Magazines in Special Media, a biennial directory providing a descriptive listing of periodicals in audio, braille, large-print, and computer-readable formats available through the NLS program or by subscription from other sources.

See our full list of reference publications to find information about BARD, braille, reading devices, disability resources, the NLS program, and other topics on the NLS public website.

Contact Information:

Please contact the Reference Section for additional information about reference services and available resources:

Telephone: 202-707-9275 (Toll Free: 800-424-8567, option 4) Email: nlsref@loc.gov Ask a Librarian/Lib Chat: https://ask.loc.gov/national-library-service

*For assistance with Spanish language materials, please contact Cecilia Penaloza, cpenaloza@loc.gov.

Reference Section

8.8 Bibliographic Services

Background The Bibliographic Control Section provides intellectual access to the books of NLS and associated libraries by creating and maintaining bibliographic records for their general book collections in tactile, https://www.loc.gov/nls/about/services/reference-publications/guides/ mailto:nlsref@loc.gov https://ask.loc.gov/national-library-service mailto:cpenaloza@loc.gov electronic, and audio formats accessible to blind and print disabled readers, and managing the catalog that the records collectively comprise. Today, the NLS Catalog lists books produced by NLS and by the network of cooperating libraries. The catalog contains over 235,000 records and is available for online searching on multiple systems.

Standards Catalog records created prior to mid-2016 adhere to the Anglo-American Cataloging Rules, second edition. More recent records are cataloged according to Resource Description and Access. Most name headings are consistent with the Library of Congress Name Authority file. Library of Congress Subject Headings and Library of Congress Genre and Form Terms are used for standard subject and genre access. A local system of very broad subject terms is also used to support BARD. NLS uses the Dewey Decimal System for subject classification. Records are encoded and disseminated in the UTF-8 format.

Cooperative Cataloging Network libraries that are willing and able to make their locally produced books available for interlibrary loan or available for download from BARD are encouraged to list them in the NLS Catalog. Network libraries can list their books by using forms available on the NLS Network Library Services website, under Forms in the Resources tab. The form labeled “Submit data for adding an intention notice to the Union Catalog” is used when a library decides to produce a title. It will alert other libraries to this fact and help prevent duplication of effort. Of course, libraries should check the NLS Catalog before deciding to produce a book to see if NLS or another library has a record for the same title. Intention records that are not updated after two years are removed to avoid cluttering the catalog with unfinished works.

Network libraries may add records for their completed audio and braille books to the NLS Catalog by completing the form labeled “Submit data for adding a completed book to the Union Catalog” The form can be used for digital talking books available for loan on cartridge or for download from BARD and for braille books available for loan or available for download from BARD.

Two short forms are available for use if a library is converting an audiobook to a digital talking book.

Network libraries converting older cassette books to digital talking books that will be available for download through BARD can use the form labeled “Submit Data for converting an existing cassette or DTB bibliographic record to BARD.” Libraries converting a cassette book to a digital talking book on cartridge can use the form labeled “Submit Data for converting an existing cassette bibliographic record to a DTB bibliographic record.” To use these two forms, there must be an existing record for the locally produced book being converted in the NLS catalog. Network librarians are encouraged to contact the Bibliographic Control Section with questions about submitting bibliographic records.

Searching The NLS Catalog is available for online searching on multiple systems. The full featured Voyager Web OPAC is available from the NLS public website. It supports a variety of search types, including basic and complex keyword searches as well as browse searches by author, subject, and book number producing structured lists with cross references. The Quick search page, also available from the NLS public website, supports a simpler and more accessible version of the OPAC at Quick Search. The BARD search system also draws upon Voyager records for bibliographic information about downloadable braille and talking books. Users should contact the NLS Bibliographic Control Section with questions about using the NLS Catalog online.

MARC Distribution To allow libraries to load records for NLS book titles into their local systems automatically, the Bibliographic Control Section distributes sets of MARC records to network libraries. Full MARC record sets (the bibliographic records as they exist in the NLS catalog minus some internal processing notes) can be downloaded from the Download Bibliographic Records section of the PICS website. The new MARC records sets are issued twice a month and contain records for the titles included in the copy allotment batch for the same period. The completed MARC records sets are issued monthly and contain records for current NLS books that have been completed in the preceding month. The new MARC record sets are updated with playing time, number of volumes, narrator names, and some other information added or modified since the titles appeared in copy allotment. Retrospective MARC records sets are issued monthly and contain records for all converted RC titles that have appeared in BARD in the preceding month. The Network BARD MARC record sets are also issued monthly and contain records for locally produced network books that have been cataloged in the preceding month; as needed, this set may also contain MARC records for other special collection titles that have appeared in BARD in the preceding month. The Bibliographic Control Section also distributes “brief” MARC record sets which have substantially less content than the full MARC sets. These records can be used in the Print/Braille label maker software (PBL). The brief record sets for titles in copy allotment are issued twice a month.

The most recent set is always called PICSCUR.TEX and can be downloaded from the Download Current Bibliographic Records link of the Download Bibliographic Records section. Older brief MARC sets for titles in copy allotment can be found in the Download Previous Bibliographic Records section (as can the PICSCUR.TEX file) with file names in the pattern: PICYYMMA or PICYYMMB (where A and B indicate the first or second batch of the year and month specified). Finally, brief MARC sets for Retrospective conversion titles can be found in the Download Previous Bibliographic Records section with file names in the pattern: RETRYYMM. Users should contact the NLS Bibliographic Control Section with questions regarding the MARC distribution program.

Bibliographic Control Section

8.8 Bibliographic Services

8.8.1 Bibliographies and Minibibliographies

Bibliographies Lists of selected books from the NLS national collection provide guides to a variety of subjects. The primary audience for these lists is library users themselves. Generally, numerous minibibliographies are produced each fiscal year and published online on the NLS website.

Bibliographies contain author, title, NLS book number, annotation, narrator (if recorded), and the date of publication or copyright. Indexes are provided.

Minibibliographies The minibibliography series is compiled by the bibliographer in the Collection Development Section for publication on the NLS website. Each minibibliography either lists titles in a popular series, presenting them in the logical order for reading; or lists books on a subject that is too limited in scope to be treated in NLS-published bibliographies or is difficult to search in the NLS online catalog. Minibibliographies are intended to serve as selection aids for network library staff and the public. Network libraries may reproduce them in special formats for readers.

Minibibliographies are published online on the NLS website regularly and are updated reflecting new additions to the series or topic.

Collection Development Section

8.9 Volunteers—Training and Use

Network libraries are urged to recruit and train volunteers to participate and assist in a variety of activities that supplement basic services, such as production of braille, large-print, and recorded materials; repair of playback equipment; circulation and maintenance of collections; reader services;

book inspection; outreach; and clerical assistance.

NLS Consultant Assistance NLS recognizes and supports the important role library volunteer programs play in helping meet local needs and in complementing the work of the staff. As part of this support, NLS has developed materials to assist network libraries in training and working with volunteers.

• Volunteer Braille Transcription. The NLS Braille Development Officer oversees a Braille Transcription Course via an NLS contract. The program distributes guidelines and teaching manuals on several braille codes and reviews specifications for braille production. The program also offers correspondence courses in braille transcription and proofreading for music and mathematics.

• Volunteer Playback Equipment Repair. The NLS Equipment Repair Officer oversees the nationwide repair of playback equipment. This program includes recruiting and training Telephone Pioneers of America, Elfuns, and other volunteers who repair machines; provides technical assistance and information; maintains an inventory of parts necessary for repairs; and acts as liaison between the machine-lending agencies and the volunteers who repair machines.

The coordinator also prepares reports on machines and accessories.

• On-site Volunteer Program Assessment. Full-time NLS network consultants visit each regional library every two years and review and make recommendations on volunteer programs as part of their evaluation of library services.

• Volunteers and Consumer Advisory Committees. The NLS Consumer Relations Officer assists network libraries with individual patron problems and library-consumer relations activities, including consumer advisory committees that often include volunteers.

Evaluation of Volunteer-Produced Materials The MSCE Quality Assurance program assists network-affiliated volunteer recording programs in developing and maintaining high quality materials according to NLS standards and…