University Librarian's Cabinet: Minutes of the July 22, 2003 Meeting

Record Retention - Sewell, Dalina, Frusciano

Sewell distributed handouts from records retention meeting with Leslie Fehrenbach, Associate Vice President for Administration and Public Safety, which included a draft university records management policy and a sample record retention schedule. Dalina and Frusciano are members of a working group that will work with individual units on developing records plans and creating a record retention schedule. They discussed with Cabinet what types of records should be maintained by units within the Libraries. Dalina explained that the key is to focus on records that are unique to the Libraries. The procedure is to be in place by November. Frusciano will oversee materials that are of historic value, and Dalina will oversee records that are essential to the operation of the University. They will meet with Cabinet members and designated staff to assist the units in developing records plans and creating record retention schedules and will coordinate the Libraries submission.

Reported that Dr. Philip Furmanski, one of the nation's leading researchers in cancer cell biology and an accomplished administrator, has been appointed executive vice president for academic affairs, effective September 1. Gaunt will invite him to attend a Cabinet meeting in the fall.
Discussed "A White Paper Issued by the System-wide Finance and Funding Issues Working Group of the Review, Planning, and Implementation Steering Committee," the report prepared by the Pappas Group. Gaunt would like general comments on the report from Cabinet by the end of next week and specific comments by August 10.
Discussed memo sent from John Colaizzi on the changes in the University commencement ceremony, which are planned for the May 2004 commencement. Ph.D. students will be hooded and presented with diplomas at the main University ceremony, but the units in a separate ceremony will present master's degree and professional doctoral diplomas. There will be a commencement speaker and the length of the ceremony will be reduced.
Cabinet should let Gaunt know if they would like copies of President McCormick's 2003 commencement speech.

Sewell distributed the following handouts: 2004 Preliminary Collections Allocations, 2003 RUL Indexes and Abstracts by Subject Category, and Total Book Funds as of July 7, 2003. Cabinet discussed consequences of cuts and looked at most expensive electronic resources. Sewell and Gaunt will work on a developing a proposal for ICR money.

Following a discussion at a previous Cabinet meeting on moving up in the ARL rankings to the top 15 and in conjunction with the need for an updated long-range plan, Gaunt opened the discussion with Cabinet for developing a process. Much work on phase II of the DLI has already begun. The plan should document where we want to be at the end of the next five years and how we want to do it. Discussed themes such as assessment, user centered, leadership within the state, and seamless interoperability. Need to incorporate key concepts and redefine space needs. Will bring before Coordinating Committee for discussion. May move forward with a steering committee model. A Cabinet member would participate on the proposed committee with Gaunt serving as ex officio.

Puniello

Kayo Denda has published "Fugitive Literature in the Cross Hairs: an Examination of Bibliographic Control and Access, Collection Management 27 (2): 75-86 (2002).

Boyle

All those responsible for filling out absence record cards need to be authorized in the system and attend training. Library workshops will be August 5 (employee relations time accrual workshop) and 6 (online system).
ACRL environmental scan is available at: http://www.acrl.org, click on Publications and then White Papers and Reports. Must set up password so can login since in members only area. Fultz will distribute copies to Cabinet.
Have reviewed implications of CIPA decision, and CIPA does not apply to academic libraries. Also, NCIPA applies only to those receiving e-rate discounts. IMLS CIPA guidelines will be issued in early August.

Sewell

The Binding Working Group has selected a binder; an official notice will go out soon.