Minutes of February 17, 2005 Meeting

R. Sewell (chair), G. Agnew (recorder), , K. Denda, H. Dess, T. Glynn, B. Grant/R. Becker, J. Mardikian, A. Montanaro, J. Nettleman, M. Page
M.B. Weber

Gifts Policies and Procedures: Mary Beth Weber (guest) and Bob Sewell.

Currently there exist two gifts policies-the NBCG guidelines and guidelines developed by Bob Sewell/CDC in 2002. A gifts policy group needs to be established by CDC to create a single systemwide gifts collection policy.

Mary Beth Weber explained that the work priorities in the Cataloging Department are new purchases, retrospective conversion, and digital projects. A substantial gifts acquisition may take six months to a year to catalog. She would like to integrate gift books into regular workflow. Currently, gift books are treated in the following manner: a part-time staff member searches IRIS. If a catalog record is available, the staff member creates copy cataloging and sends the gift book forward. If not, a brief record is created and the book goes into the backlog.

Jim noted that Camden searches gifts in IRIS. If the book is already there, Camden may decide to keep another copy and add a holdings record. Otherwise, the book is offered to other Rutgers libraries. Gary has offered to do copy cataloging. Mary Beth stated that searching IRIS and creating holdings records is a great help but that copy cataloging needs to remain in the Cataloging Department for consistency and quality control.

Mary Beth provided a document that lists the critical issues for evaluating gifts prior to sending them to Cataloging to be added to the RUL collection. Condition is particularly critical. The proposed processes state that any books in poor condition must be treated to provide stability and safe handling before sending to Cataloging. Any books in poor condition will be returned unprocessed to the relevant selector. Books with mold will be immediately discarded and the selector notified. Bob noted that Tim Corliss and Ian Boggus will at some point provide training on book handling. Books in poor condition can be made stable for cataloging and processing in a number of ways, including binding or rehousing in an archival container.

Another important issue is that of editions. Generally, except for particularly distinguished books, the library will not want to accept an earlier edition of a work already in the collection. Subsequent editions need to reflect substantive changes or additions to the information included.

Foreign language translations of works that originally appeared in English should also not be routinely accepted as gifts, particularly if the libraries own the English originals.

Large gift collections (2 or more large boxes) must be negotiated with Cataloging. Cataloging will need to determine storage, workload and scheduling for large gift collections. Large gift collections may also need funding for cataloging, if RUL wishes to add the materials in a timely fashion.

Finally, Mary Beth proposed cataloging large gift collections as "virtual collections" to add them to RUL's collection with author and title access in a timely fashion. These virtual collections would be identifiable via a special field in IRIS so that over time, these virtual collections might be cataloged as individual titles as workflow permits.

Mary Beth proposed that New Brunswick collection services provide IRIS searching and holdings creation for added copy books for all libraries, except Camden, since that library already has a successful routine established.


AUL's Report: Bob Sewell

The Fund Codes Review Task Force (Mary Page, Jim Nettleman, Howard Dess and Bob Sewell) has been looking at changes to fund codes to provide better management of the materials budget. Some of the major changes:

Nancy Hendrickson also participated in the Fund Codes Review Task Force. The fund code changes will be implemented in the next FY. Documentation will be presented at a future CDC meeting.

Acquisitions Report: Mary Page

Steve Hindman of YBP visited Alexander and will be visiting LSM on February 17. The turnout among selectors for GOBI training was low-five selectors attended. Steve will be visiting Camden and Newark in March. The training will be well-publicized. All selectors are encouraged to attend to learn to use the sophisticated features that GOBI offers.

Some of the GOBI features that are really useful include:

Mary noted that our return rate with YBP is 3% and our spending is on target Profiles with higher return rates are being examined. Mary stressed the importance of selecting a reason from the check list for the return. She noted that most returns include no reason, which makes it very difficult to analyze problems.

Given the low return rate, Acquisitions will move to shelf-ready for approval books very quickly- probably at the start of the next fiscal year.

A question was raised about examining books if they are drop shipped to library buildings via shelf ready. Mary answered that she is investigating "dummy fund codes" with YBP so that everything in a subject area, such as "Women's studies" could be shelved together on a New Books shelf.

Mary was asked if a new books list could be generated. Ann Montanaro responded that this is a standard report in IRIS. Mary responded that this is also a standard GOBI report.

A concern was raised about the New Books shelf. Since the location code is "stacks," this can cause confusion for patrons. Ann Montanaro suggested checking the books out to a "new book shelf" user and suggested working with Judy Gardner on a strategy. Tom Glynn will talk to Judy about this.

Acquisitions is up to date with ordering. Mary strongly urged selectors to spend out their non- state funds so that Acquisitions could be prepared when state money was released, hopefully the following week.

Cut off Date for Ordering: Mary stated that the cut off date for orders that must be paid for by end of the fiscal year is April 1, 2005.

CDC discussed the importance of spending out non-state funds. It is very difficult for Marianne and Bob to make a case that more state funds are needed when non-state funds are not spent out annually. CDC discussed how to convey the importance and increase responsiveness among selectors. It was agreed that a selectors' email list would simply add to the email fatigue that everyone already feels and that CDC representatives need to increase their face-to-face communications with selectors in their libraries and departments.

Jackie Mardikian asked of it was possible to give E-Books more presence-list them separately on a website as some peer institutions do. In particular, she would like to see more prominence for electronic reference books. Since these are full-text materials that are readily available 24/7 to anyone, she felt it was important to call attention to their presence rather than have discovery based solely on an IRIS search.

Database Request - All

Bob Sewell distributed a state of funds report. Money is very tight. The overall unencumbered balance is $220,000. Ron Becker commented that there are a lot of encumbrances.

Mary Page responded that every July, any encumbrance older than the previous July is cancelled. Ron recommended canceling every six months for domestic publications, in order to unencumber funds more quickly. The only exception might be books for Special Collections

Decision: It was decided that Acquisitions will continue to cancel books that have been encumbered for a calendar year, but that this cancellation will occur twice annually. Every January, domestic materials ordered and encumbered prior to January 1 of the previous year will be cancelled and funds unencumbered. Every July, domestic materials ordered prior to July 1 of the previous year will be cancelled and the funds unencumbered. Mary will work with Bonita Grant about procedures specific to Special Collections. Acquisitions will proceed to cancel and unencumber any materials ordered before January 1, 2004.

Bob noted that the Knowledge Initiative will not be available until the next fiscal year. Bob also expected that Marianne would provide some additional funding after the Cabinet meeting the following week. It was decided not to discuss database purchases in depth until after final funding for the fiscal year was known. The list provided was approved although it would need further prioritization for actual purchase, except that Tom Glynn dropped Literature Online and replaced it with Early American Newspapers. Two databases were discussed in depth.

Mary was not certain that the savings expected from cancellations to enable subscription to Wilson OmniFile would be possible this year. She believed that some subscriptions were already committed. Mary agreed to investigate and report to the list.

A discussion of SCOPUS ensued. Mary noted that ISI is shaky financially and therefore Web of Science might not exist in a few years. RUL has been offered an opportunity to subscribe advantageously to SCOPUS, with the financial benefits continuing for several years to come. Jackie felt that we have adequate indexing coverage and need more full-text journals and recommended against pursuing SCOPUS. Howard felt that Web of Science's coverage greatly exceeds that of SCOPUS. In particular, citations are only provided back to 1995, which would not adequately support faculty needing proof of impact for tenure, promotion and teaching load negotiation. Howard stated that the presentation of SCOPUS was superior to Web of Science, but that the faculty were now sold on Web of Science. He and Jackie noted that both science selectors and academic faculty would need to be sold on the value of SCOPUS.

Mary acknowledged the very real concerns with SCOPUS but noted that this might represent a strategic opportunity for RUL. Elsevier's modus operandi for new products is to persuade some high profile institutions to serve as early adopters. These early adopters usually get very advantageous terms that continue after Elsevier has grown its product to be very competitive in terms of content and service. Given the shaky status of Web of Science, it might be possible to obtain a very advantageous deal that provides continuity of coverage at very good terms for an important research and teaching area at Rutgers.

Decision: CDC authorized Mary to convey "cautious interest" to Elsevier and to report back to CDC on the terms she is able to negotiate for further review. In particular, CDC wants an "escape clause" to cancel SCOPUS if areas of concern, such as lack of coverage and lack of citation support, don't improve.

RUL Restructuring: Implications for Collection Development

This topic was tabled until a future meeting due to lack of time.

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