Procedures for "rolling over" Electronic Reserve Files

I. Unit Staff

• Receives a request from a faculty member to retain an electronic reserve file. Unit staff should note whether there are changes to the course, title, course number, or faculty member utilizing the .PDF file next semester.

• Unit staff then copies the file from the current semester directory (i.e. fallXX working) on the U:\ drive (either their own, or another unit) to the semester working directory for the next semester the file is needed. File name can be changed at this point to reflect changes in professor/course number. If the file is coming from a branch that has no U:\ drive location, then you can contact the Imaging Services at ereserve@rci.rutgers.edu with the information about the file(s), and the destination U:\ working directory you want the file saved to.

• New brief records and control records should then be created for the appropriate semester. Control records should be set to prepare until Imaging Services notifies you that the next semester's directory on the web server is active.

• At that point, files should be FTP'd to the new web server directory (if you have FTP privileges) or send an email to ereserve@rci.rutgers.edu with a request to FTP the files.

II. Imaging Services Staff

• Imaging Services staff will FTP the file to the next semester's directory on the web server, and notify unit staff that files are ready.

• Old copy of file on web server will be deleted when that semester's files are purged.

III. Unit Staff

• After files are FTP'd to active web server directory, control records can be set to active, and the links tested. Local copies of the file may then be moved from "working" to "semester" directory on the U:\ drive, i.e. LSM sprXX.

• Reports will then remove the old semester's control records and bib records.