Collections Management Working Group

Minutes

Wednesday 7/15/2009

9:30am Adcon Room

Present: Ken Calkins, Harold Colson, Sam Dunlap, Deborah Kegel, Ryan Finnerty, Mike Mogelinski, Roger Smith, Jeff Williams

·         Review FY 08/09 goals, set 09/10 goals

The group reviewed the past year’s goals and decided on updates/additions for the coming 09/10 fiscal year. They have been posted to

http://ucsdweeds.pbworks.com/Action-Items-FY-09_10

A number of goals were determined to be “standing” goals for the group. However, the good discussion we had developed some refinements to goals from the past year as well as worthwhile targets for the coming fiscal year. 

·         Stack cleaning.

Stack cleaning is progressing in SSHL and S&E. SSHL will conclude their summer work mid August after completing the 6^th and 8^th floors, representing 1/3-1/2 of the collection. 

S&E has begun stacks cleaning and expects to complete their monographs and journals by the fall term.

IRPS will begin stacks cleaning as a follow up to weeding/shifting of their collection in mid August.

·         Annex /Facilities/Weeding

IRPS Weeding is drawing to a close at the library with some 11K monos identified for transfer to the Annex. Together with earlier journal weeding, this meets the project goal of approximately 25% space freed up at IRPS. At the unit, these efforts are to be followed up with a shift of the collection and cleaning of the remaining materials and shelves. The second phase of this effort will be a review of IRPS material at the Annex.

SSHL Weeding continues on the 5^th floor. Material cataloged prior to 1999 that have never circulated or never circulated in the past ten years is being withdrawn. Lists are lengthy, with 2500 pages of material in Sam’s subject areas listing about 7 or so items a page.  Sam expects most of the material to go, hope to have the review process completed by the end of summer.

SRLF/Annex Transfers: Mike mentioned that he is being cautious about the number of students he is scheduling to work in support of collection related projects during the year given budget reductions. This heightens the need to develop a sound priority list for weeding/collection moves so facilities can plan accordingly. It also drives the need to implement the off campus storage policy document’s stipulation of filtering collection projects through the CMWG so that all affected staff/departments are informed and can plan accordingly.

S&E is weeding some diskettes from their collection and looking to weed microfiche. They are keeping diskettes that have circulated in the past three years. S&E is also looking to weed some journals, will need to coordinate with space/material in the Annex.

BML is half way finished weeding their reference collection. Most material is being added to the stacks or withdrawn directly.

SRLF –it was noted that we need to continue our efforts at prioritizing and planning SRLF shipments throughout the year, to avoid a “crush” to fill the quota at year’s end and to better manage our resources. This is reflected in the group’s goals.

·         West Wing Renovation

Work continues at an accelerated pace with a goal of completing the West Wing remodel phase I by the fall term.  Shelving is being assembled for moving “very” oversize scores that will provide for appropriate storage. A global location change will edit this material’s location in the catalog.

·         Binding

Roger reviewed the situation with binding, indicating that while the initial allocation for binding continues to keep pace with recent past expenditures, additional cuts are possible and Preservation will be looking to assess binding selection at all library units and see how efficiency and savings can be realized with standardized choices and practices.

·         Reminder on Collection Priority Lists

Roger asked that all units still working on their collection priority lists for DRT please look to complete them as soon as possible and forward them on to him.

Roger also gave an update on SILDRN, which is coming together as a mutual aid organization after formal agreements had expired. 13 of 16 former members have resigned for three years, the Balboa Park institutions have confirmed they will be joining, supplies are being inventoried, and a membership meeting/training session is being planned.

·         Google/Collection Integrity Survey/Web Archiving updates

Ran out of time for these agenda items but will have more to report in August.

o   Next meeting Wednesday August 19^th 2009, 9:30AM Adcon Room