STAFF RESOURCES

Minutes of December 15, 2011 Meeting

Present:
G. Agnew, K. Hartman (co-chair), T. Izbicki, M. Joseph, B. Lipinski, K. Mulcahy (recorder) L. Mullen (co-chair), J. Pilch. G. Smulewitz, J. Still (via teleconference), A. Watkins (via teleconference), M. B. Weber.
Excused:
V. Pelote, G. Springs, T. Yang

1. The agenda was approved with two minor changes-adding an item on scheduling the next meeting and noting that M. De Fino would not be here for item 4.

2. AUL Report-T. Izbicki

Met on RWJ merger with a committee comprising T. Izbicki, J. Mardikian, G. Smulewitz and two members from UMDNJ. This will be the sole committee dealing with collections issues, reporting to M. Gaunt and J. Cohn. Anticipated that the process will be complex and time consuming, and will likely not be completed by 7/1/12. Basic premise is to maintain access to all that libraries currently enjoy.

Will talk with N. Hendrickson about soft money part of state funds. Noted that even with the soft money, the state side of the collections budget would be even tighter than at present. Currently we have just a little more than in FY 2006 without taking into account the impact of inflation.

Plans to invest more in media; working to finalize PDA pilot; working on vendor contact policy. Selectors are reminded to request trials through the proper form and channels, which will allow for appropriate feedback.

Looking at how to deal with brittle books, in the absence of an extensive preservation program which RUL cannot afford. Possibilities include withdrawal of brittle books when there are other copies in acceptable shape elsewhere in the system and scanning of public domains titles. Selectors are reminded to review the preservation shelves. RUL should work to develop routines so that damaged items can in most cases be addressed without needing selector input. A policy for de-duplicating monographs is needed and will be on the agenda for a future meeting.

Communication has been a key topic at recent Cabinet meetings. While the AULs already bring topics to the council from Cabinet and from the council to Cabinet, council members are strongly encouraged to request the AULs to clarify information or bring issues to Cabinet. Council members are encouraged to read Cabinet minutes and agendas-in part to help formulate our own agendas.

Discussion ensued about how visions for collections, system-wide and within particular buildings, are formed and communicated. The value of two-way communication was stressed.

Selectors involved in talks with departments or schools should consider including the AUL for Collection Development and Management and other administrators, especially in delicate situations where the selector might need additional support.

3. AUL Report-G. Agnew

Presented on RUL's research metadata at CNI (Coalition on Networked Information). Other libraries quite interested in RUL metadata, and we will consider submitting ours as standards. Elsevier approached Grace regarding an initiative to have faculty include research data-providing links from published articles to data. RUL is one of the libraries capable of providing access for the data to which Elsevier could link. This will require RUL to transition from handles to DOIs, a process already being investigated by a group led by R. Jantz. There appear to be at least two affordable options, and it is likely that RUL will choose one, which will allow participation in a pilot project to allow links from articles to the data.

4. Merged Format Records Policy-M. B. Weber

While VALE has requested that RUL abandon our current merged formats records, there seems no reason to do so. RUL has by far the largest number of records of any VALE member, and it is neither practical nor desirable to abandon current practice. Council members agreed and endorsed continuing current practice.

5A. Finalize Consolidation and Retention Policy for Print Journal Policy-K. Hartman & L. Mullen.

The draft policy distributed prior to the meeting was endorsed with the addition of a concluding sentence stipulating that any exceptions will be based on careful consultation.

5B. Changes to Last Policy Copy-K. Harman & L. Mullen

Council endorsed the policy, which had been slightly revised to indicate that all materials, not merely monographs, were governed by the policy.

6. Prioritization Process for Weeding-All

DTS has a master list of all print duplicate journals, which serves as a basis for weeding projects. A key question is what criteria should govern the order of projects. Current categories include crises, building specific projects, and desired (but not emergency) projects.

NBCG has agreed to give priority, in the New Brunswick libraries, to journal projects before tackling monograph projects (judging that there will be a greater immediate return on journal weeding). Currently three projects are proceeding-Douglass, LSM reference, and the overall A to Z consolidation (system-wide). G. Smulewitz will forward an address for a weeding team, chaired by Jamie Maguire and Eddie Suarez. Selectors can propose weeding projects to this team, and are advised to share their proposals with other selectors in their buildings. All council members agree that urgent projects must be prioritized; otherwise projects should be coordinated system-wide with essential input from Collection Management team.

7. DTS Update-G. Smulewitz

Instituting a formal structure for database trials, beginning with existing form, but with more complete procedures. Selectors are reminded that trials are not proxied and thus are not available to off-campus users.

The switch from Serial Solutions to EBSCO did not involve immediately implementing the EBSCO ERMS. Now beginning to implement and will distribute a general log-in so that librarians and staff will have access to key licensing information.

Establishing a new protocol for link resolver problems. Will include analysis of the nature of the problem. Selectors reminded of the urgency of reporting specific problems-in the absence of such reports, the ability to diagnose and solve problems is severely impaired. Report all link resolver problems, as specifically and promptly as possible, to the Serials Team. The team will see if there is any possible way of facilitating reporting for librarians encountering problems while involved in reference or instruction.

Gracemary attended a presentation on IOTA, a system for dealing with link resolver issues (apparently a problem well beyond RUL). IOTA allows entering problems into database for large scale analysis. J. Deodato has developed a local project, KBART, which will allow similar analysis and problem solving.

Wilson databases will retain separate identity from EBSCO until at least February 2, 2012, rather than January 1, 2012, as originally planned.

8. CTS Update-M. B. Weber

So far this month, 433 orders submitted through OASIS and 77 (?) through Amazon. Mary Lynn Kingston from Ingram Coutts visited RUL for OASIS refresher and to assist with science PDA profiles. Mary Beth and Chris Sterback are part of UMDNJ merger committee looking at catalog records merge. Springer has agreed to participate in the RUL PDA pilot.

9. Date of next LRC meeting-K. Hartman

While LRC has a very full agenda, the scheduled January meeting coincides with some members' travel dates for ALA Midwinter and also faces a potential conflict with NBLF personnel actions (January 19 is a snow date for NBLF). It was decided, however, to retain the original schedule and plan to meet on January 19, 2012.

10. Future Agenda Items-All

Report on Hathitrust for January; session on ILL data and data farm with J. Gardner in February. Other future items include:

11. Announcements

J. Still reported on concerns in Camden regarding the proposed merger.

G. Smulewitz reported on the recent webinar of NISO metrics,--encouraging in that we are already engaged in the recommended practices.

The meeting was adjourned at 12:05 PM

Respectfully submitted
Kevin Mulcahy



 
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