Minutes of April 18, 2013 Meeting

Bonnie Fong, Tom Izbicki, Barry Lipinski, Rhonda Marker (scribe), Kevin Mulcahy (chair), Vincent Pelote (remote), Janice Pilch, Elizabeth Sosnowska (UMD), Julie Still (remote), Ann Watkins, Mary Beth Weber, Tao Yang
Grace Agnew, Michael Joseph, Janice Pilch, Gracemary Smulewitz, Gene Springs

1. Approval of Agenda

The agenda was approved as distributed.

2. Approval of Minutes from March 21, 2013 (posted in Sakai)

Draft and revised versions of the minutes were distributed prior to the meeting. K. Mulcahy accepted additional minor edits and will distribute a second revision of the minutes via the Council's Sakai site.

3. Chair's Report-K. Mulcahy

K. Mulcahy congratulated Council members M.B. Weber, J. Pilch, and T. Yao upon their recently announced promotions.

K. Mulcahy distributed a spreadsheet detailing RUL funds in FY13. He called attention to the overall state and non-state report by format, noting that the total amount budgeted had shrunk in the past month, possibly due to an accounting transaction. The state funds by format shows that the deficit has grown in the past month. T. Izbicki, with the assistance of Distributed Technical Services, is looking at ways to save money. K. Mulcahy pointed out that the free balance for non-state monographs fund is reduced, meaning that selectors and Central Technical Services are making progress to submit orders and process them.

4. AUL Report-T. Izbicki

T. Izbicki is looking at the collections impact of joining the CIC (Committee on Institutional Cooperation). He will be the RUL representative to their collections group beginning July 1. RUL will likely join HathiTrust through the CIC.

The University Librarian sent out a new digitization policy for the Libraries. T. Izbicki will consult further with J. Boyle and G. Golden about potential training of digitization project managers, including how to propose a digital project. The topics will include the importance of digitization project proposers understanding the workload implications of their projects. J. Pilch and R. Marker will work as quickly as possible to review the 48 pending projects. In a follow up to this policy, Cabinet is discussing research data archiving policies and a policy for proposing and initiating new e-journal titles hosted by RUL. T. Izbicki is discussing the shift from requests to photocopy to requests to digitize resources with the digital archivist. They are looking at its effects on items with artifactual value.

We are in the process of planning the post-Chemistry Library. There is an ongoing problem with mold in the Physics Library.

The Seidell gift of history materials is onsite and being appraised. Related to this, we are working on managing space in the BB in general, and organizing received gift collections. T. Corlis has doing a planning-preservation review of the X Room in the Art Library, including a review of climate controls and other tasks. We are considering a central file of gift documentation for all gifts to RUL.

An Excel training program for selectors was held in March.

Last call for comments on the revised collection development policy. T. Izbicki will take it to Cabinet next.

In the discussion that followed, T. Izbicki promised to investigate whether there is a HathiTrust standard, and whether we are expected to contribute a minimum number of items. There is a Memorandum of Agreement between the CIC and member institutions concerning their participation in HathiTrust. CIC staff will be here in early May and will attend the Cabinet meeting.

5. AUL Report-G. Agnew (no report)

6. Central Technical Services Report-M. B. Weber

M.B. Weber reported that the backlog of newly purchased items and gifts is at an all-time low.

CTS has found someone to catalog Belarusian materials.

End of the year orders have been submitted, and CTS is in a heavy order receipt cycle.

Ingram has released the new Oasis system. There have been some problems using it. Ingram representatives are coming to provide training later this month.

M.B. Weber also reported problems with e-books purchased through Ingram's MyiLibrary. Errors include tables of contents foreign languages for English language books, blurry cover pages, and so on. CTS is reporting these problems to Ingram. A suggestion was made to track these errors and see if they are related to a specific publisher.

7. Distributed Technical Services Report-G. Smulewitz (no report)

8. RU/UMDNJ Integration Update & Discussion-T. Izbicki, et al.

Letters were sent out to publishers regarding the integration. G. Smulewitz has a file of responses. T. Izbicki and G. Smulewitz are talking to publishers as needed regarding early renewals; J. Cohen is also being kept informed. We will need to pull funds early on. Principles of subscription integration have been agreed to, and are the basis for creating a fund structure. We are trying to keep it simple. We anticipate having it in place at the beginning of the second year of integration.

E. Sosnowska reported that the webscale discovery team is progressing very quickly. Some deadlines were pushed up. They are evaluating products from four vendors. Soon they will start trials open to staff at both libraries. Based on the vendor selected, we will have a massive data load. Tests will be on our own data, not vendor-supplied data. Currently, UMD records were loaded into the RUL library catalog but "shadowed" so that they do not display to the public.

The webscale discovery work is tied closely with link resolvers.

The integration teams are also working on borrowing of journal articles. About a third of borrowed journal articles are related to medicine or health sciences. After integration, there will be journals that are only available to UMD for the next six months. We are giving special handling to a small number of journals due to their prohibitive pricing.

M.B. Weber clarified that as of April 26, the RUL Library Catalog will be the catalog of record for the integrated university. Until UMD catalogers are fully trained, they will continue to add records on their system and we will add (migrate) them to the RUL Library Catalog.

9. Announcements-All

There were no announcements.

10. Schedule and agenda for next meeting; meeting in Camden and Newark-All

The chair will poll the group about scheduling the May meeting.

11. Adjournment

The meeting was adjourned at 10:33 a.m.

Submitted by Rhonda Marker

URL: http://www.libraries.rutgers.edu/rul/staff/groups/lrc/minutes/lrc_13_04_18.shtml
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