Collections Management Working Group

Minutes

Wednesday 3/18/2009

9:30am Adcon Room

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

1.       Updates/announcements

a.       Annex /Facilities –Mogelinski reported that Facilities was working with MSCL to ramp up processing of materials being sent to the Annex. In a general discussion on budgets, Mogelinski reported that funds intended to support collection related projects are expected to be stable.

b.      SRLF/Annex Transfers: It was reported that a higher percentage than expected of SSHL monos selected for transfer to SRLF are duplicated there. Ideally the gap that this may develop between what we have to send this FY and our quota will be made up with IRPS transfers.

c.       Weeding

                                                               i.       IRPS weeding: the meeting provided an opportunity for Ryan and Harold to discuss the initial steps taken for IRPS weeding. It was agreed that initial lists for material at the Annex would focus on non CJK monos. In the following week IRPS bibliographers would begin the walk through process to select “low hanging fruit” at IRPS, primarily serials. Overall Mike Mogelinski was of the opinion that if the volume of material coming out of IRPS is such that is exceeds the immediate ability to integrate with IRPS material at the Annex, it may need to be “staged” in alternate location at the Annex and integrated after IRPS materials are weeded at the Annex itself. The hope is that simultaneous attention to both IRPS collections [at the library and at the Annex] will minimize the need to do this and the exchange of materials will be parallel.

                                                             ii.       Sam Dunlap reported on SSHL weeding. They have completed list 1, monos at the Annex eligible for SRLF. At the end of May 5^th floor weeding will begin at the same time that the tower maintenance plan will be in effect for floors 6 and 7. In early July lists will be run that detail material added to the collection by subject area and reviews/withdrawals will be “due” by the end of summer.

                                                            iii.       SSHL field trip to the Annex: Bibliographers from SSHL travelled to the Annex to review collections there. They reported being impressed with the neat and organized nature of the Annex. Some decisions were made quickly and others brought “homework” back to the library with plans to continue weeding SSHL materials at the Annex. Thank you to Dennis for driving and for the tour.

d.      Wiki update: group members are urged to continue to review their project documentation on the Wiki and update as necessary, letting Roger know of the updates.  As an alternative requests for edits can be emailed to Roger.

e.      GIS stacks representation: The group discussed the software demonstrated at Mary Linn Bergstrom’s presentation for BML director, which provided a visual representation of stack arrangements, density of materials, and frequency of use by color code. It was agreed that the data presented at such a granular level was a bit overwhelming, but that the premise had merit. Roger agreed to review the incorporation of this functionality into the visual representation of the Annex stacks, with the potential to expand in the future to provide visualization of our circulating collections.

2.       Ken Calkins provided an update on the Arts Library renovation. Work is continuing with scheduled move in still expected for the fall. Staff are reviewing stacks arrangements and considering the digitization of some tapes that will negate the need to plan for their accommodation in new space.

3.       Collection Priority List. A copy of the DRT Collection Priority List was distributed and reviewed. Collection Coordinators were asked to share this document with bibliographers for review, and to send edited copies back to Roger for compilation. The document was last reviewed in 2005 and we want to review it about every three years going forward. It is a confidential document and will be held by the DRT leaders and other emergency response staff in order to coordinate emergency responders if possible and to help DRT team members prioritize in the event of limited resources/personnel during a large scale collection disaster.

Next meeting Wednesday April 18^th 2009, 9:30AM Adcon Room