Minutes of October 19, 2006

R. Becker, V. Calderhead, S. Harrington (recorder), K. Hartman, K. Mulcahy, L. Mullen, J. Nettleman, M. Page, F. Puniello, R. Sewell, J. Shepard, G. Smulewitz, F. Tehrani

AUL Report

B. Sewell announced the Roebling exhibition now on view in Special Collections and University archives, and R. Becker shared information about the exhibition, the Roebling family papers held in Special Collections, and the catalog of the show. R. Becker also announced the reopening of the newly refurbished Case Room.

RUL is actively looking at a variety of strategies for the upcoming capital campaign, and is currently gathering case statements for fundraising for the acquisitions and preservation of collections. The University wants to increase overall endowments. In principal the Libraries would like to hold endowments in the range of 8-9 million dollars, although not necessarily all of these endowments would be earmarked for collections. While we would like to have flexible endowments, donors often designate funds for particular subjects or library locations. RUL is also considering applying for a NEH challenge grant for matching funds.

N. Hendrickson is now working on distributing non state funds for collections.

Acquisitions Update-M. Page

Acquisitions has been engaged in a close monitoring of the approval plan-it is currently on target in terms of monthly spending. Acquisitions is also working on the transfer to the serial vendor Harrasowitz, which is proceeding smoothly.

Federated Searching (and Review of Database Organization on Webpage)-L. Mullen

The Electronic Resource Access and Integration Task Force, chaired by Ann Montanaro, has been charged with implementing a suite of products, including Federated Search. The team has been trying to figure out the best use of Federated Search at RUL. They have decided to adopt a conservative approach: the RUL website will be kept 'as is,' and the product, deemed "Search Light", will be served as an extra function that can be used with a two pronged search, basic or advanced. The user will be searching 10 or so databases in particular subject areas, chosen according to a variety of criteria. The team wishes to include selectors in the identification of the most useful subject-based indexes and databases. Federated search will be rolled out to RUL in a test phase in November, and will be introduced to the public early in the second semester. A discussion on the subtleties of federated searching ensued, including a preliminary discussion on how best to identify indexes and databases. CDC may wish to examine the issue as it relates to indexes and databases again at a later time.

Wrap Up of 2007 Cancellation Process--CDC

It was widely agreed that the cancellation process was a complicated, time-consuming, and difficult one. It was noted as a point of information that at the same time that we were canceling journal titles we were transferring from print to electronic subscriptions, and links to the online subscriptions are still being added. R. Sewell will be preparing and distributing a public announcement detailing the results of the cancellation process.

CDC members discussed some of the recurring issues in the process, which included but are not limited to: the absence of target dollar amount for campuses or subject areas, the removal of money from fund codes, the roles of the campus and electronic resource team leaders, the wide-ranging responsibilities of the serials team, the role of communication in the process, print-only titles and where final copies would reside, the role of aggregators, and fairly balancing the cancellations at the various campuses. It was agreed in the future that RUL would have to continue to look at such projects in a holistic manner, and that CDC should and will work with a set of clearly stated principles and policies. Another potential round of cancellations looms for next year. As such, it would be useful to begin to clarify and articulate such policies now, and perhaps even begin to lay the groundwork for future cancellation projects. CDC can rely on previous CDC and other meeting minutes, existing policies, and email that CDC members have exchanged during the process as points of departure. An early start to such sensitive projects is always useful, but it was underscored that any codified policies will require continual review since the environment is changing so rapidly.

Finally, it was noted that NJKI advocacy will be crucial in the coming year.

Looking Ahead: Reorganization and Collection Development-CDC

R. Sewell stated that the overarching question is, "What is the best way to get work done for collections?" CDC will continue to discuss the issue, and as a preliminary step, will review the CDC charge and begin to consider not only how we work now, but how we will work in the rapidly changing scholarly environment.

The meeting was adjourned at 11:45 a.m.

Respectfully submitted,
Sara Harrington

URL: http://www.libraries.rutgers.edu/rul/staff/groups/cdc/minutes/cdc_06_10_19.shtml
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