Minutes of January 15, 1998 Meeting

Ron Becker; Veronica Calderhead; Howard Dess; Tessa Evans; Kevin Mulcahy; Ann Montanaro, recorder; Robert Sewell, conducting; Jane Sloan.

1. Kevin was welcomed as a new member replacing Joe Consoli. Kevin is Acting Head of Collection Development at Alexander.

2. The minutes for all Standing Advisory Committee meetings are archived on the Libraries website.

3. Acquisitions Update.

The first phase of the GTI (Get Them In) Project has been completed and over 10,000 Faxon and Ebsco serial order records have been entered in Unicorn. Between 2-4,000 titles remain to be done and those are either for standing orders or they are from serial vendors with few titles. Standing orders will be entered after the Cabinet determines how will be handled following input for local and central technical services.

Tessa will be on leave from early February and will be out for several months. Peter Graham will be responsible for the Acquisitions Department and will attend SACCDM meetings. Questions about workflow or procedures should be directed to Janet Howard and questions about funds or payments to Nancy Hendrickson.

A record number of gifts have been coming to Acquisitions and they cannot be processed right now. There is no room to store the books and Acquisitions is focusing on firm orders and completing the serial order project. Call Peter before sending any gift books.

There is no automated way for Acquisitions to notify selectors that on-order books might not be received in a timely manner. Until the vendor notifies Acquisitions, we do not know a title is not available. In the sciences, orders generated from a Blackwell slip which is more than three months old should be directed to a vendor other than Blackwell (usually Logan) as they usually do not have science books three months after publication. That is generally not the case in the social sciences or humanities.

All expenditures for approvals for this fiscal year are in Innopac and all firm orders will be in Unicorn once all payment information is entered.

4. Systems Update.

The Unicorn database is being reindexed and that process will be completed before second semester begins. The initial search of the catalog will be changed from keyword to browse. Systems has installed Windows95 in Technical and Automated Services and is waiting for the receipt of the new Corel, Lotus, and Microsoft before continuing. The upgrade process is slow. The Ovid statistics were distributed. Environmental Science and Life Science will be available as Ovid files for second semester. Ovid still has not sent Agricola. Project Muse and Ideal are both ready as are the web versions of Ovid and Eureka. The URL for the testing of Ovid web is http://www.libraries.rutgers.edu / ovidweb / ovidweb.cgi. The Table of Contents file (from Blackwells) is available from RLIN. To access it, from the first screen use the command "choose" and two choices are presented, the bibliographic files and the Table of Contents BTC.

5. AUL Report.

Bob distributed the "FY1998 State Materials Budget Allocations." This spreadsheet identifies all state funds that have been received so far (including diversity funds and a special allocation from the School of Social Work) and all expenditures as of 1/12/98 according to University Accounting. Invoices continue to be paid by the university but these payments have not yet been entered into SIRSI because of the Business Office's huge backlog of invoices that have accumulated due to the transition to SIRSI (creation of serials order records and the like). Furthermore, several of the fund allocations have not yet been input because of delays in receiving them. The spreadsheet shows only expenditures by campus: Camden has 48% of this state allocations remaining; Newark, 21%; and New Brunswick and Systemwide have together 31% remaining, and the overall budget has 29% remaining to be spent. Most serials and approval invoices received to date have been paid and firm orders are only slightly behind.

Bob reported on the ARL Big Heads Collection Development meeting. He presented a report on his annual materials budget survey for the group and will post the results on his website. He also mentioned the Big Heads discussions on area studies and special collections -- how they are budgeted, organized, and how they relate to the rest of the library. The "ARL ILL/DD Performance Measures Study", discussed at Big Heads, was distributed (This along with the local implication will be discussed at the next meeting with our guest, Judy Gardner.) Columbia, Yale, and Penn are developing through RLG simultaneous searching of their catalogs with patron- initiated interlibrary loan. That project is CoPY.

The "Guide to Collection Development and Management Administration, Organization and Staffing" prepared by two ARL committees, Administration of Collection Development (of which Bob is a member) and the Collection Development for Practitioners Committee, was distributed. It is an excellent generic statement of the elements of collection development and management, and contains descriptions of various organizational patterns with statements of the advantages and disadvantages of each. There will be a hearing on the Guide at the Annual ALA meeting this summer, and it will then become an official ALA publication thereafter.

The VALE project was discussed. SACCDM members expressed support for continuing to maintain the Ovid files and interface.

Steve Sutton from Blackwells will be on campus in February and will demonstrate their Collection Manager.

Books in Print, Ulrichs, and Agricola are available from Ovid (gateway.ovid.com). The ID is DEMOAS and the password is RUT007.

6. Retention of subscriptions and back issues of journals and indexes.

The committee agreed that print subscriptions of indexes could be dropped if the electronic version is networked and is an exact copy of the paper and the price of the electronic version is not linked the continuation of the paper subscription.

The committee further agreed that back runs of journals should not be discarded except on a title-by-title basis when space becomes a problem. At this time the only location where space is a major, immediate problem is in the Annex. A weeding project based on principles development in the SACCDM should begin there as soon a feasible. There is also a need to consolidate incomplete runs of duplicate journal titles into a complete run at a single location.

Principles for retention of back runs of serials which are duplicated in electronic full-text will be developed. These principles will become critical as space for print resources becomes scarce and as the university community becomes more familiar and comfortable with electronic full-texts.

7. Preservation.

A full discussion of preservation was postponed. Currently there is some repair and mending being done in various locations and journals are being bound. A disaster plan has been developed and many librarians have been trained in disaster preparedness. Future topics to be discussed: What should RUL be doing? How should preservation be administered? The organization of preservation at other academic libraries will be investigate.

The next meeting is February 19.

URL: http://www.libraries.rutgers.edu/rul/staff/groups/cdc/minutes/cdc_98_01.shtml
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