Collections Management Working Group

Minutes

Wednesday 4/15/2009

9:30am Adcon Room

Present:  K Calkins, H Colson, S Dunlap, R Finnerty, M Hruska, D Kegel, M Mogelinski, R Smith

Absent: J Williams [sick]

1.       Annex /Facilities –Mike Mogelinski

a.       Mike’s update developed into a round robin on current collection weeding/transfer priorities and plans. This discussion saw everyone present update the group on current or planned weeding work, giving Mike and Ryan the opportunity to record the scope and scale of the work and comment on their department’s ability to support each project. The process was crucial for Mike to plan Facilities’ summer hiring. Ryan mentioned that for his staff, the most time consuming portion of any weeding project was the item by item check for duplication at SRLF.

b.      Harold Colson further developed IRPS weeding plans with Mike and Ryan. The first step will be to move out 9-10K of material, principally serial runs, from IRPS. This will be staged at the Annex until more space opens in the IRPS “area” and the material can be interfiled there. This step may start as soon as the third week of April.  Subsequently, totals for the weeding goals are 20K items to be pulled from the Annex, and 25 from IRPS stacks. A target date of May 15^th was set for the first list approved by bibliographers for material to come out of the Annex with that process completed by about June 15^th. After that, June 15^th was the target to have lists ready detailing material to come out of IRPS with a completion target of August 1^st for that process. IRPS staff would do the shifting of the collection to distribute gained space, to be completed by the start of the fall term.

c.       Sam Dunlap updated SSHL weeding plans, confirming that 5^th floor weeding would start this summer after completion of the assessment process with a target of getting the collection down to 75% capacity. 6^th and 7^th floor “steady state” Tower Maintenance Plan will go into effect.  SSHL is also weeding Annex materials to SRLF or Surplus Sales.  We have reviewed the list of single-volume monographs eligible for transfer to SRLF and are now reviewing lists of titles already deposited at SRLF.  For the latter list, we will identify a few titles to retain at the Annex and the rest will be sent to Surplus Sales.

d.      Ken Calkins reported for the Arts Library that they are looking to assure that extremely oversize material have appropriate shelving and may require a separate area from other general oversized items. They certainly will not be in compact shelving. The location code for these items is expected to remain the same. Next year the Arts Library may look to do a maintenance plan similar to SSHL.  Renovation work continues and Facilities confirms contactors are on or slightly ahead of schedule and intentions are to be finished by the fall term.

e.      Deborah Kegel reported that the S&E library is working on some weeding from journals which are very crowded in their stacks, along with weeding from S&E material at the Annex. Deborah will share any scope/scale of weeding planned from S&E stacks with Mike in order for Facilities to plan staffing accordingly.

2.       Collection Priority List –the group was reminded that the collection recovery priority list was distributed via email for review by bibliographers. Sam Dunlap presented and reviewed the document with librarians at the SSHL Cluster Meeting. Collection Managers should identify changes and inform their Library's Collection Coordinator. While no deadline was specified, Roger may set one in about a month’s time, depending on progress. Martha reminded the group that the Annex will need to be included in the document in order to reflect collections of value there, including both permanent (Special Collections) and temporary (Arts).

3.       Stacks Cleaning: the group discussed stacks cleaning projects and their potential timetable. SSHL, S&E, IRPS and Arts indicated a desire to do stacks cleaning. In each case, the process will be a fitting cap to significant stacks maintenance/weeding/renovation projects. These projects will begin in the summer, and continue into the fall in the cases of IRPS and the Arts Library as their projects are concluded. Preservation will fund and help coordinate the work as needed.

4.       “Off Site Storage Document”: the reviewed offsite storage document draft has been posted to the wiki for final review/comment by the CMWG members. http://ucsdweeds.pbwiki.com/Remote+Storage+Policy

5.       As a general discussion item, it came out that SRLF has been a little off lately with not having empty carts prepared for us to return to campus with. It was shared that their processing supervisor had recently retired, which may offer some explanation. Roger will follow up with Dennis so that we are “in synch” with SRLF as a busy shipment/processing time will round out the fiscal year.

Next meeting Wednesday May 20^th 2009, 9:30AM Adcon Room