Collections Management Working Group
Minutes, July Meeting
7/16/08 Adcon Room
Present: K Calkins, H Colson, S Dunlap, R Finnerty, D Kegel, M Mogelinski, R Smith
Annex Procedure Document: The group reviewed a proposed draft of a potential expansion of the Remote Storage Policy [or separate document entirely] that seeks to define the process for planning transfer of collections to and from the Annex. There were some edits suggested and incorporated into the document. The draft has been forwarded to Martha for further review with Admin group. We will revisit and confirm hopefully next meeting, and remind CMWG members to review with bibliographers in their area.
Sam Dunlap led a discussion of SSHL’s 6th floor weeding project. The goal is to reach 75% capacity this year, followed by an annual removal of volumes equal to the number of volumes added to the collections in order to achieve a steady-state collection. The majority of volumes removed from the stacks will be withdrawn. Collection managers will identify volumes to be removed by the end of summer, before Fall Quarter begins on September 22. Facilities will be kept apprised of progress in order to schedule the pulling of volumes to be withdrawn. Further information on the project and the spreadsheet detailing shelf space by call number and collection manager can be found here. Special thanks to Rachel Pritchard for her work in assessing current space use.
Circa Inventory Tool: Roger discussed his interest in exploring iii’s Circa inventory software, which is utilized with hand held PDA’s to conduct on site inventory and shelf reading functions. The iii vendor is working on scheduling a demo date for UC San Diego, and Roger will notify group so interested parties can attend. The hope is that the software’s live link to the database will allow for real time corrections of checked out material, instant notification of out of order items, and pick lists per-session for items missing. The group discussed how to define a collection for inventory, and noted that collections scheduled for heavy weeding should be left until after those projects are concluded. More to follow….
The issue of transportation of gift material was raised, and the answer from Mike was that donors will need to arrange for the transportation of gifts to the library themselves, but that facilities will assist when circumstances require. Facilities will need to know where the material is to be delivered, since no standard gift staging area is currently available. This could include the bibliographer’s workspace if no other option is determined!
This raised the ongoing issue of Annex reorganization and the need to pull material in order to complete the funded shift of Annex collections. This will create room to designate a gift handling section there. Individual collection managers will be contacted to help designate and determine action on collections currently housed at the Annex in the coming months. Tracked on a designated section of the Wiki?
Updates included discussion of Google scanning. Work continues and is ahead of schedule. It is possible that the work at IRPS may be finished ahead of time, allowing for more time to arrange the library appropriately for students returning to the fall term. Material discovered damaged and ineligible for Google scanning is being directed to Preservation for assessment and repair.
Deborah reported that some issues with students finding material have cropped up after the S&E journal/mono split. Color coded end panels and clear labeling along with informed staff will hopefully reduce the instances of patrons expressing difficulty locating items.
Preservation, as part of their office relocation, is seeking to address a number of S&E and SSH brittle books that we have on hand. BC Thompson will be in contact with Sam and Deborah to review the books in question.
The Arts Library reports that the slide collection has been completely removed from the library. Service desks are in flux as remodeling continues.
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