Minutes of February 16, 2006 Meeting

Veronica Calderhead; Howard Dess; Peter Graham (for Tessa Evans); Bonita Grant (for Ron Becker); Ann Montanaro, recorder; Kevin Mulcahy; Jim Nettleman; Bob Sewell, chair; Jane Sloan; Addie Tallau.
Judy Gardner, Jan Reimer

Handouts: ARL ILL/DD Performance Measures Study FY1995/96 Final Report; ILL/DD Performance Measures Study; Cornell University Library's The Department of Preservation and Conservation Outline of Development (2/4/97); Proposal for Preservation Laboratory Rutgers University Libraries (August 1987); Acquisitions Statistics 1997-98; Cataloging Statistics; Database Use, 1997-98.

1. Judy Gardner reviewed the results of the ARL ILL/DD Performance Measures Study noting that in most categories Rutgers is in the average range among participating institutions. There are two notable areas which need to be addressed: borrowing fill rate and turnaround time for non-returnables (photocopies). The average cost of ILL (borrowing and lending combined) for ARL libraries was about $27.00 in 1996. The next step in this review process for ARL is to have workshops on "best practices" from libraries where the performance was outstanding.

Two changes in RUL ILL have been made to address these concerns: 1) Rutgers has joined the Copyright Clearance Center and is now paying royalties for requests which exceed free limits. ILL will let selectors know on which journal titles royalty fees are paid; 2) Rutgers is again using SHARES partners for ILL in New Brunswick. Using OCLC has resulted in a cost savings but a time delay. Both of these changes will add costs to ILL which is paid for from the materials budget. FY1997 ILL expenditures were $61,000.

The New Brunswick ILL Working Group is developing an online ILL form that will be part of Unicorn Requests. The selectors requested users be involved in the development of the form and that they receive information about specific journal titles being requested and recent monographs being borrowed.

2. Jan Reimer attended the meeting and participated in a discussion of preservation work currently being done in the libraries and offered suggestions of what could be done. With the exception of grant-funded projects in Special Collections, the only preservation work currently being done is the binding of journals and rebinding of monographs in the circulating collections and some local repairs. In-house book repairs are more cost-effective than rebinding and leave the book in useable condition.

The discussions currently underway in the Long Range Planning Committee on the future of the library may contribute to the decision of how much preservation is done.

Each library has a disaster plan which should be reviewed for accuracy and currency. Someone needs to be designated to keep updated information on vendors with disaster supplies and services.

The following suggestions were made to continue the preservation efforts: 1) look at the budget now spent on binding and convert some of the funds to repair. 2) Review reference collections and repair volumes. 3) Review the number of circulating items needing repair. 4) Develop strategies for implementing a long-term preservation plan, probably including a systemwide preservation/reformatting officer and New Brunswick preservation laboratory. Bob Sewell and Jan Reimer will begin this effort. As soon as the New Brunswick Access Services and Collection Support Groups are in place, they will be brought into these activities.

3. Peter distributed and reviewed the Acquisitions and Cataloging Department statistics. Both will soon be available online. Peter answered inquiries about Cataloging and Acquisitions. He said that, since dissertations go out to University Microfilms within a month of being received and are cataloged very quickly after coming back and, as a result, there appears to be no need to create a brief record for them. Gifts will not be added to Unicorn as brief records. Gifts requiring priority treatment should be so indicated by the selector. Acquisitions staff is entering order records for standing orders and the payment records will be entered soon after the order record is in. Orders from state funds take priority over orders from non-state funds. In the cases where there are no state funds for monographs, as with many science funds, a small number of Priority 1 orders charged against non-state funds can be sent to Acquisitions.

4. Bob Sewell noted that payment records for the Faxon serials invoices have been input into Unicorn. Other vendors' serials invoices will be entered shortly. The process should be completed within the next several weeks. Until this effort is completed Sewell and Nancy Hendrickson will be monitoring the university accounting reports for the materials budget. Non-states funds will be allocated within the next few weeks. Allocations for state funds have been received and entered into Unicorn for all libraries except for Alexander.

Sewell noted that by next fiscal year orders for serials and standing orders will already be entered into Unicorn, so the problem of not having a balance (allocations, encumbrances, and expenditures) on fund codes late in the year will not reoccur, as long as allocations are done quickly.

5. Ann Montanaro distributed the latest database user statistics.

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