Minutes of December 16, 2010 Meeting

Present:

G. Agnew, K. Hartman (Chair), T. Izbicki, M. Joseph, L. Mullen, C. Pecoraro (Recorder), V. Pelote (videoconferencing), G. Springs, J. Still (videoconferencing), G. Smulewitz, A. Watkins (videoconferencing), M.B. Weber, R. Womack, T. Yang, J. Sloan (guest), J. Otto (guest)

Excused:

Q. Hu, A. Martinez

Agenda

1. Approval of Agenda
2. Approval of November Minutes
3. Streaming Video- Jane Sloan, Jane Otto, Grace Agnew
4. Final review and approval of Collection Development-Course Reserves Policy and the Deaccessioning Policy- Karen Hartman, Tom Izbicki
5. Update Central Technical Services - Mary Beth Weber
6. AUL Report and Information Sharing - Tom Izbicki
7. AUL Report and Information Sharing, Grace Agnew
8. Update Distributed Technical Services - Gracemary Smulewitz
9. Announcements

1. Approval of Agenda

Motion to approve December 2010 agenda approved.

2. Approval of October Minutes

Minutes for November 2010 meeting approved after submitted revisions.

3. Streaming Video- Jane Sloan, Jane Otto, Grace Agnew

A presentation was primarily given by J. Sloan regarding the funding, selecting, acquiring and accessibility of streaming video. J. Otto briefly discussed the background and technical side of the service. J. Sloan discussed collection development, funding and licensing issues (including Reserves).

J. Sloan reviewed previous acquisitions and their funding process as well as the challenges presented when the data is licensed to us but not hosted on a commercial platform. Very few vendors currently provide the streaming capability but they allow us to obtain the raw data.

Examples of these scenarios are:

• A set of videos from FMG (Film Media Group) which was grant funded and a raw data purchase, but at the time of the purchase there were no definitive procedures to make the content accessible in IRIS.
• Another purchase for a BBC Shakespeare collection was similar where Rutgers purchased the content, but it was hosted by NJVid. It was unclear how Rutgers would provide access.
• Another collection, purchased by SAS (School of Arts & Sciences) 'Journey to Planet Earth' had server and authentication specifications that needed to be addressed.

A number of other collections were purchased through commercial vendors like Alexander Street Press. Since the content is licensed, and the vendors provide sets of records with the content hosted on their site, these purchases have a different workflow.

J. Sloan noted we now have a workflow for these various orders using a "Streaming Video Request Form" which will be implemented after the "Streaming Video Team" is set up.

J. Sloan presented licensing and purchasing options to determine priority (of our users) and then to discuss moving ahead. (G. Agnew's slides were used in the presentations, one slide listed proposed members of the Team: J.Otto (chair), J.Sloan, G. Smulewitz, T. Purger, and I. Beard with G. Agnew and T. Izbicki as Cabinet Sponsors)

The options are:

• Consortia licenses content (VALE) and hosts it (NJVid); Rutgers pays the consortia and catalogs links (in IRIS) to a non-Rutgers server (ex. FMG, BBC Shakespeare)
• Commercially licensed (individually purchased or purchased with physical media); Rutgers licenses directly with third party provider and catalogs and links to the content on the provider's server (ex. Alexander Street Press)
• RU core content- RU hosted open access content; Rutgers catalogs in WMS and sometimes in IRIS (ex. Ways of Water)
• Workflow-specific (Course Reserves)- Rights are commercial or unknown (restricted access); content on IIS Rutgers Streaming Server with term restrictions
• Tutorials, information tools, etc; content on IIS Rutgers Streaming Server, University YouTube Page

• It was determined that workflow for Course Reserves and the server needs should be prioritized. G. Agnew proposed work to begin in January 2011 and will follow up with meetings to determine a more definitive timetable.
• Licensing for streaming video allows content to be purchased on individual title level from the vendors, however there are no established tracking systems in place for what is purchased. Ideally, there would be an alert of availability and a manifest of content ordered.
• Instructional video issues were also discussed regarding server space for hosting.

K. Hartman summarized: 1) the proposed Streaming Video Team will meet in early 2011 2) the focus will be on addressing the issues of streaming commercial video to make content available to students on all campuses; and 3) a timetable for specific content (probably no longer than a semester) will be determined.

G. Agnew will send an email to the Selector Team Leaders to let faculty know when to expect the ability to stream their own video.

4. Final review and approval of Collection Development-Course Reserves Policy and the Deaccessioning Policy

T. Izbicki will send out revisions to be approved by email.

• M. Joseph questioned whether the content being discarded was reviewed for signatures, illustrations, book plates, possible letters or personal notes of value that may be in a book to be discarded. Some of our automatic withdrawal procedures will need to be reviewed, and students working on these projects should be sensitized to pay attention to these possible components when pulling material to discard.

• L. Mullen noted Indexes may be obsolete, but valuable for research.

• T. Izbicki mentioned Rutgers' consideration on "Utility" is permissive regarding judgments in particular fields (such as the "History of Science") to allow outdated material to be held for research purposes. T. Izbicki suggested a discussion is necessary in particular disciplines.

• Digitizing is an option that is more cost effective than moving content to the Annex. Options were discussed regarding possibly setting up routines with Copy Services digitizing "out of copyright" material which would be cost effective if students were trained and could also help with Preservation.

• G. Agnew would like to readdress the value of the physical object as well as revisit the Preservation Policy.

• Special Collections, Access Services and DTS should meet to develop a checklist of what to identify of "valuable" in books to be discarded.

5. Update Central Technical Services Update - M. B. Weber

• M. Belinsky is retiring in May and M. B. Weber will be working with her and creating documentation in the New Year
• Positions will be filled
• CTS is working on the backlog
• Business as usual

6. AUL Report - T. Izbicki

T. Izbicki reported that M. Gaunt assigned funds out of savings for one-time purchases and there may be some continuing funds available. There will be a Collection Analysis Task Force and Humanities Group meeting next month to address these issues.

T. Izbicki, A. Watkins and M. Oswell met with Princeton Librarians regarding possible collaboration on Collections; there was some focus on our Music Collection; there are some possible collaborations with Princeton regarding children's literature. M. Joseph reported on plans for hosting a conference on children's literature that will be a joint collaboration between Rutgers and Princeton.

7. AUL Report - G. Agnew

The new Data Portal will hopefully go live next week. The website is: data.rutgers.edu R. Womack is working on the documentation. Ryan will work with faculty on data plans and with RUCore. G. Agnew will visit Mark Winston in Newark in January to discuss data. A Project Coordinator will also be hired.

Work has begun on OLE (Open Library Environment)
-VOSC: VALE OLE Steering Committee
-VOIT: VALE OLE IT Group
There is a contest for a name.
They are looking very closely at discovery layers and asked for specifications for the server.
There are five alpha-Implementing institutions (committed to implement as soon as OLE is live): William Patterson, TCNJ, NJIT, Rutgers and Drew.
A visit will be scheduled late in January.

8. Distributed Technical Services Update - G. Smulewitz

• There were some issues that were negotiated to coordinate package invoicing between one of our vendors and consortia; the vendor has valuable tools for managing packages and we needed that interoperability.
• The ScienceDirect invoice was loaded.
• The café is moving slowly ahead. The new date scheduled for starting construction is Feb 7, 2011. The periodicals shelving is being taken down and current periodicals are being moved to a new location. Cancelled resources are being held to finish processing. APS, Eighteenth Century and EEBO microform has been moved to the Annex. The ERIC microform is being weeded (from 28 cabinets to about 2 or 3)
• S. Graham joined DTS from TAS and is working on the Internet Archive Mass Digitization project and creating brief records for Marcive processing with P. Cabelli (about 220 books and government documents)

There were no announcements.

Next Meeting:

Thursday, January 20, 2010
9:30am - 11:30am
University Conference Room, Alexander Library, CAC