U.S. Copyright Office
Library of Congress
Annual Report 2002: Security Tagging, Asset Marking, Item Bar Code Labeling

Reassignment of the security tagging process from Library Services Collections Management Division to the Copyright Receipt Analysis and Control Center (RACC) has been delayed until the Office receives security tags that meet the new performance and material specifications for book materials. The reassignment is expected in 2003.

The Library of Congress Preservation Directorate developed security tag specifications for video cassette formats. Tags will be purchased after the Library’s Motion Picture, Broadcasting, and Recorded Sound Division determines placement on the various cassette sizes.

The Library Services/Copyright Office Joint Issues Group on Labeling, under PricewaterhouseCoopers (PwC) facilitation of the business process reengineering effort, issued a report in July 2002. The report recommended that management streamline the marking and labeling of formats received by the Acquisitions Directorate and the Copyright Office to reduce the proliferation of labels that obscure important information, and eliminate hand transcription of labeling information. The affected formats include bound and unbound books, documents on sheets, digital discs, film, magnetic tape, mixed media, and copyrighted objects. Recommendations that will affect the Copyright Office include:
  • Create a new label that combines the current barcode label and the Copyright Office accession stamp to identify an item as Library of Congress property, track the item through the Copyright Office, document the time and place of receipt, and allow retrieval of related pieces that become separated.
  • Include the Piece Identification Number on the current laser mark for CDs, CD-ROMs, DVDs, and other materials, to facilitate retrieval of an item record if the item becomes separated from its container.
  • Use an "edge" or property stamp at the beginning of processing, replacing the Library of Congress Seal, which will alert security officers that an item is Library property and provide greater protection for in-process materials.
  • Apply a perforation mark on microfilm, with the Library’s name and the date of perforation punched out on the film leader.
The labeling concept was accepted by the Register and Associate Librarian for Library Services Winston Tabb. A labeling implementation team will be formed in fy 2003 as part of the Copyright Office reengineering implementation effort.

The RACC temporarily suspended laser marking of unpublished audio cassettes in April to focus its attention on processing mail held during the anthrax situation. The RACC will resume laser marking of this category of materials when it has processed the mail backlog. RACC staff continued to apply Library accession stamps to the audio cassette containers, thus identifying the materials as Library property.

Item Level Tracking and Inventory Control

The reengineering group charged with reviewing the management of information technology in the Copyright Office developed principles for change and outlined an action plan that includes item level tracking. Item level tracking will make it possible to track all copyright registration and deposit requirement materials through all processes, including custodial transfer to Library of Congress collections.

Site Assistance Visits (SAVs) to Monitor Adherence to Security Practices in Processing and Curatorial Divisions

Members of the Library of Congress Collections Security Oversight Committee, assisted by the Office of Security, created a system and protocol for authorized staff visits to curatorial and processing divisions, insuring adherence to established standards and security practices. The Site Assistance Visits Program has four objectives: (1) strengthen the Library’s security; (2) enhance staff’s security awareness; (3) provide independent follow-up addressing control weaknesses identified in risk assessments identified by the contractor KPMG in select divisions; and (4) address control weaknesses identified by the Office of Inspector General March 29, 2002, audit of collections security. Inspections, begun in May, are to be conducted for every division in the Library of Congress within 24 months to ensure compliance with all collections security regulations and policies.

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