Minutes of April 19, 2001 Meeting
- Beck, Becker, Boyle, Calderhead, Consoli, Dess, Montanaro,
Nettleman, Page, Sewell, Sloan, Soong (recorder), Tallau, Womack (for Vazquez).
- Mary Page reported that while Acquisitions has been focusing on state
fund orders, substantial non-state fund orders are backed up. The
department will immediately begin to work on state orders and non-state
orders at the same time.
- A list of "digital resources acquired 2001" was reviewed. HRAF Human
Resource Area Files is to be deleted. The price information on Medieval
Treasury of French Literature is clarified. We will go ahead and order
AP PhotoArchive which is $5,500 (instead of $2,640). Brian H. will be
asked to further verify the availability of Index Islamicus. Joe C.will
look into the issues related to Periodical Contents Index.
- Draft Procedures for Acquiring Digital Resources from Central Funds,
prepapred by Mary P., was reviewed and approved with the understanding
that we still need to discuss and develop retention policy for archival
print copies and related procedures.
- Mary also presented a proposal for deleting old orders from Sirsi and
initiating regular claim cycles. After discussion, it was agreed that a
project to delete from Sirsi all 1998 and 1999 orders that have not yet
been rec'd will be done. Beginning July 2001, the first and the only
claim will be issued for domestic orders after 3 months, foreign orders
after 9 months. Domestic orders will be cancelled after 9 months, and
foreign orders 18 months. Lists of cancelled items will be sent to
selectors for review and action (i.e. reorder from another source or in
another format). Not-yet-published items will be treated differently.
- Ann Montanaro shared with the Council the last database usage
figures. No comparable data is available from Dow Jones. A
7/00-3/01report on the number of times user access exceeded
concurrent-user limits was also shared. There were many exceeds for Web
of Science before its concurrent users increased from 10 to 15. Due to
instructional sessions held, some databases also showed unusual high
number of exceeds.
- Ann M. reported that there will be two scheduled "ready-only"catalog
times, May 23-24 to load the new software and 2 weeks after the summer
sessions during which to load authorities and to rebuild indexes.
- Bob Sewell presented a proposal for a new allocation procedures for
the collections budget in 2001/02. With the working assumption of a
fixed collections budget for new FY and available information on fixed
cost items and projected inflation figures for various subject areas, it
is possible to do initial allocation of state funds for fixed cost funds
(periodicals, series, etc.) during the summer.
Campuses will be able to complete the allocations, including
discretionary funds (monographs) and non-state funds allocations, much
sooner in the new fiscal year. (Six weeks after they receive their
allocations.) Adjustments can be made when the actual university
allocations for collections are known, usually in October. Supporting
the proposed changes, a number of council members however suggested that
early cancellation (before roll-over which usually takes place in
July), to go with these changes in procedures and to take advantage of
vendor discount, be considered. Bob will take this to Cabinet for
consideration and will develop a schedule for implementing these
- Bob reported that, as of 4/18, the RUL over free balance (uncommitted
funds) was $459,982and the total encumbrance was $764,565, with one
campus proportionally higher than the others. The free balance will go
down in the near future because orders are still being processed, and
there will be a number of expenditures for acquisitions that are not
encumbered such as ILL, Document Delivery, Binding, and the N.B.
approval plan (about $40,000 before the end of the fiscal year). But it
appears there will be money for big ticket purchases, around $250,000.
With a large number of possibilities, e.g. e-resources in the works or
not yet in works and large microform sets, the immediate question is how
best to spend the remaining funds before end of fiscal year. Bob asked
people to use the appropriate online form to recommend in the very near
future big-ticket items for consideration. They will be considered
along with other e-resources that are on various teams' "waiting
list". All request should be submitted to Bob by no later than May 4.
- Bob also reported that the VALE Executive Committee has recommended
that the State funds (pending approval by the legislature in June) be
used to purchase Ebsco's Academic Search Premier (ASP) database for all
VALE libraries at no charge to the members and to subsidize continued
access to Bell and Howell's ABI/Inform. Academic Universe (Lexis-Nexis)
will no longer be subsidized by VALE. The L-N subscription cost for
Rutgers would be about $64,000 if we wish to continue it. To ensure a
smooth transition, a number of people suggested that we keep Proquest
Research Library until we have had adequate time to present/catalog
Ebsco's ASP and work with it to determine the most appropriate action,
i.e. keep or drop Proquest Research Library, for coming years.
- After Ryan W. presented the coverage, implications, and potential
accessibility of SourceOECD, the Council approved its purchase.
- Veronica C. presented various options of NetLibrary which currently
includes several thousand 1997, 98, 99 (some 2000) e-books in the areas
of business & economics, computer science, history, language &
literature, medicine & allied health, sci & math, and others (e.g. educ,
fine arts, psychology, philosophy, music, religion, sociology, etc.). A
large number of questions related to price/fee, access, etc. were
raised. After discussion, it was agreed to use $30,000 in the central
funds this fiscal year on a NetLibrary package account. This will be
considered a pilot project until we have a better understanding of its
various implications, including costs/benefits. A small group will
discuss all relevant implementation issues with a goal of introducing
this new service in Fall 2001.