Collections Management Working Group

Minutes, September Meeting, 2008

Adcon Room

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

We reviewed the charge and action item proposals from August Meeting, wiki will be updated.

The group discussed the process for benchmarking statistics from collections being scanned for Mass Digitization. East Asian and IRPS circulation history and current year circulation data are being gathered by Ryan and set aside for future comparison to deduce the effect that the heightened profile of mass dig scanned material results in. Indications in other institutions point to higher demand for print copies when digital copies offer only excerpts.

Circa demo: the demonstration of the iii Circa software produced further questions. We reviewed the pros and cons of the software as demonstrated, and cited disappointment that the software did not readily produce a report of missing items from a scanned section of the collection. This was in fact in the works and Marjorie McLaughlin, the rep, was going to look into its status. Some interest was generated for mass dig purposes, as the device/software could be used to inventory shipments and automatically update record with mass dig scanned note. More to follow…

Updates:

Annex: Space continues to be prepared for shipments of MSCL material. Security has been increased with the additional of folding metal gates across areas with MSCL boxes.  The new video surveillance and swipe card entry system are being installed. Roger Smith and Dennis Aldridge will work on a Microsoft Visio chart of used/free space in the Annex that hopefully will service as a quick look at the status of collections and free space available in the facility.

Remote storage policy/procedure document –under review, to be updated when complete.

Weeding -1/3 of identified BML journals have been sent to SRLF. Weeding on the 6^th floor of the tower continues. Mike asks that boxes from weeding projects be labeled with a bit more detail, such as collection/subject they are from.  Surplus sales have been holding back a bit on pick up, room on the loading dock for holding materials has become an issue.

Google –prep work for East Asian collection on the 4^th floor of Geisel is under way as shipments are wrapping up for IRPS. IRPS should be fully ready for the fall term and disruption of services and collections was kept to a minimum. The “Mass Digitization Inventory Database” was demonstrated in a webinar by CDL staff. UC San Diego material was noticeably absent but set to be incorporated. MDID will serve as database to track collections scanned for mass dig along with the status of the resulting digital collections. There should be no loss of seating in the 4^th floor public area of Geisel when processing begins for East Asian material. Discussions have begun for extending scanning to Melanesian materials.

SRLF statistics –Ryan Finnerty provided us some updated statistics on YTD transfers, and the link to the SRLF maintained YTD summary statement on the Wiki hopefully will be updated shortly.

October meeting schedule conflict, we will cancel the October Meeting, next meeting to be held Wednesday November 19^th at 9:30am in the Adcon Room