Minutes for April 1, 2009 meeting

Present:

Iliana Bernal (via video), Paul Cabelli, Ellen Calhoun, Yuhwei Ling, Jamie Maguire, Andy Martinez, Rebecca Martinez, Gracemary Smulewitz (Chair), Chris Sterback, Steve Zahorbinski. Fay Austin, Recorder. Via teleconference:
Camden: Terri McNally
Newark: Illiana Bernal, Andrea Lakios

Absent:

Ellen Calhoun

Agenda

1. Review of holdings projects in the works and in the queue
2. Practices for weeding
3. Future issues for TSCWG

1. Review of holdings projects in the works and in the queue

• Due to various concerns around the libraries, there has recently been an influx of transfer/moves and weeding projects.
  1. Some of the reasons include space concerns, cleanup of the database, accommodations for building renovations, and eventual OLE project concerns (clean records, etc.)
• It was suggested that there should be a master database to help keep track of these projects and the approaches to handling them.
• Jamie distributed an example of a master spreadsheet that DTS is using to track projects and their statuses.
• ISAWG charged TSCWG with developing a request form for holding project requests such as weeding and transfers.
• A SWAT (System Wide Action Team) was set up to help discuss and centralize holding projects in DTS.
  1. They are considering a similar setup like the Serials Team with a group email address
  2. Other options include a request form to be filled out by selectors for project consideration.
  3. The task of the SWAT team is to analyze potential and on-going projects for volume, impact on other areas, skills needed for analysis, and other implications.
• It was brought up that decisions made in other groups can affect holdings work.
  1. The example of the last copy policy for Rutgers/VALE was discussed.
• It was also announced that the Annex policy will be reviewed by Library Resources Council (LRC).
• After discussion, the group liked the idea of having a centralized place for project requests. The SWAT team along with contributions from Camden and Newark representatives will develop and bring back standards to TSCWG.
• Jamie updated the group on the digitization projects group that she is participating in.
  • John Brennan is the Digital Projects Coordinator
    • A current project is underway to digitize the Peter Still papers.
    • Scanning is done at the SCC from materials that were housed at Special Collections.
• The digitized images will eventually get metadata added and become a collection that will be added to RU-CORE.

2. Practices for weeding

• Weeding projects mentioned at the meeting (in no particular order):
  • Alex REF
  • Kilmer Weeding
  • Alex Buisness weeding transfer to Kilmer
  • Camden Weeding
• Practices for future weeding projects were discussed during the first agenda item regarding project tracking and establishing standard practices and skills.

3. Future issues for TSCWG

• The group discussed the future of the TSCWG Holdings group and agreed that it should continue on.
  • It provides a forum for standards to be set for system-wide holdings work.
• TSCWG should explore tools that will help with projects such as use of a bug-tracker system similar to the one used in WMS testing and using Google products such as Google Docs and Desktop.
• It was also mentioned that training on the reporting functions of SirsiDynix would be helpful in gathering information and statistics for projects.

Next Meeting: Wednesday, June 3, 2009
Recorder: Jamie Maguire