Collections Management Working Group

Minutes

Wednesday 2/17/2009

9:30am Adcon Room

Present: H Colson, S Dunlap, R Finnerty, D Kegel, R Smith, J Williams,

1.       Housekeeping/Announcements

a.       Updates/announcements

                                                               i.      Annex /Facilities

Annex: Only a couple things come to mind.  The Special Collections areas at the Annex are cleaned, adjusted and ready for move-in.  Once Mike returns, we’ll order locks for the security gates.  The remaining BML Annex volumes headed for SRLF are scheduled to be delivered by the end of February.

2.       SRLF/Annex Transfers –update.  We confirmed double allocation to 16K this year.  Upon request from SRLF, a “pause” in shipments will occur in February, with resumption of shipments scheduled for March. It will take some effort to complete our allocation in. Dennis Aldridge from the Annex discrepancy resolved, pause in shipment resumption in March. Ryan indicated that by April he will either be asking for more material to process from the units or balancing a surplus for the shipments.

3.       Weeding

a.       Tower weeding update, Sam’s Documents [SSHL Annex Weeding Plan and Tower Maintenance Plan].  The group reviewed the documents that Sam had distributed via email, and that now reside on the wiki under documents.  There will be a field trip to the Annex for SSH Cluster collection managers in March.

b.      IRPS weeding.  The initial stage of weeding at IRPS will begin with lists produced for IRPS bibliographers detailing the IRPS materials held at the Annex. They will review these lists, make selections, and pass on to MDS for processing. In addition, in mid March IRPS selectors will begin to “eyeball” stacks for material that is readily identifiable for weeding. It is anticipated that these will primarily be journal runs and perhaps some 5K volumes may be weeded in this first run. The project’s ultimate goal is the removal of some 25k volumes from IRPS.

4.       JSTOR Phase 3 –Martha submitted our support for participation.

a.       583 Field Discussion: Overall comments from the group indicate that the 583 proposal/detail as shared by Ryan via a forwarded email prior to the meeting was fine. It was noted that keeping the 583 succinct would be advantageous. It was confirmed that it will not be publicly viewable but rather accessed via connection. The question was raised of whether it would reside on the Bib or holdings record, and while it was felt this would ultimately be OCLC’s decision, most likely it would be the Bib record.  Once again the question of where resources will be found to conduct the level of validation that may be required to populate the 583 field. The question was raised of how this will be used on a broader level to help us make collection decisions on a campus level, at what point and by whom will the 583 be reviewed to help guide collection decisions?

5.       Shared print, final report available from OCLC:

http://www.oclc.org/programs/publications/reports/2009-03.pdf

6.       At risk journals – update? The group did not have more to add to this agenda topic other than to suggest that we had a small number of holdings from the list that was distributed. There was a call for a list that was tailored only for UC titles contrasted to overall holdings in the country for those titles.

7.       Google/Web Archiving updates –Roger. Processing of Google material continues from the SIO Library. Currently material is being assembled from pick lists, but it is anticipated that we will return to “bulk pulling” in May.  For Web Archiving, CDL conducted on line training, and some new tutorials are available online for new users. Roger encouraged those who are interested in engaging in web archiving to contact him.

8.       There was a questioned tabled regarding used book value, specifically using a dealer vs. going through surplus sales…to be looked into