Continuing Resources Policy Committee

Minutes from June 26, 2002 Meeting

Smathers Library Conference Room, 2:00 p.m.

Present: Shelley Arlen, Rich Bennett, Jean Bostwick, Pam Cenzer, Robena Cornwell, Michele Crump, LeiLani Freund, Doug Kiker, Cathy Mook, Jan Swanbeck, and Naomi Young

Announcements

Cathy – The operational committee transfer is complete. The two groups are 1) the Periodical Improvement Group (PIG) dealing with the Library West building concerns and 2) the A-Team which is a combination of the serials and binding groups. It will become more active with ALEPH development.

Michele – We will not meet in July.

Library West Collection Preparation Steering Committee

Naomi reported for Bob that the committee would meet with the Directors next week to discuss the preliminary report. Briefly, the committee dealt with

1) the reclassing and relabeling of all current and former (at MSL and LAD) Library West Deweys (not branches or microtext). The committee reached consensus that the first important service to patrons should be reclassing the currently received Deweys in West. Deweys not currently received have been moved to storage, so this reclassing project should not cause space problems before the construction of the new building. Processing and relabeling details have not been worked out, so the project has not started. Rich asked if the processing method will be compatible with the ALEPH system and Cathy expressed concerns over the labeling process. Michele pointed out that Phek is currently working with Winston on a labeling project, so they might have useful information. There are over a half million volumes in Dewey. If additional staff is hired, the reclassing could be competed by the time the building is completed. With existing staff, the collection will remain split at the time of building completion.

2) integration of monographs and periodicals into one call number sequence.

In general the committee recommended against this because of problems with compact shelving shifting and balancing. They felt the safety issues and shelving problems would be less of a problem if the periodicals were kept separate, concentrating the issues in one area rather than throughout the entire building’s shelving areas.

3) integrating the special collections (area studies) into the building.

Electronic Resources Cancellations and Withdrawals

Marie Kennedy discovered problems with some e-resources, specifically CDs, which had been canceled and withdrawn. Licensing agreements must be followed regarding the disposition of withdrawn materials. All agreements and correspondence is available online via the order record (may be instructed to go to a URL on bib. record). After discussion, it was agreed that cancellations should be centralized through serials acquisitions. Following a meeting of people involved from Resource Services and various collections, Marie, Doug, and Michele will draft a policy and procedures document that will be presented to the A-Team and this group (in August) for discussion. In the meantime, questions should be addressed to Doug.

CONSER Meeting

Naomi attended the meeting in May. Some of the highlights of the work carried on at the meeting were a) new rules for electronic resources cataloging, including title changes are now scheduled to be effective December 1. b) a working group is reviewing electronic serials having only electronic records and other issues related to electronic serials. This group is called the Working Group on Criteria for Assessing Access Methods for Electronic Serials. Because the group is made up primarily of technical services people, they are asking for input from public services people (Denise Bennett is on this committee). c) a committee, the PCC Standing Committee on Automation, is looking at linking relationships and the OPAC – how and what should display in indexes? Rich suggested having two indexes, one for staff and one for the public. Pam suggested including the publication date. There was concern that title level notes (rrp and rrl) will not migrate to our new system. Rich assured the group that these would migrate. d) if anyone is interested in more of the meeting’s activities including the PURL (persistent URL) Project in which UF participated, see Naomi.

ExLibris

Rich announced that the 15.2 client (that we will be using) is on the test server and ready for downloading. The ExLibris University database was taken from McGill University’s system. Remember that this is a no frames environment and should be used for viewing, not for editing and inputting records. It is a test server so may sometimes be unavailable. The Web OPAC is not the one we will see, ours will be the result of a statewide decision group made up of university and community colleges. Rich is co-chairing this committee and Denise Bennett is co-chairing the statewide indexing committee. The ALEPH steering committee is meeting tomorrow (June 27). Other libraries on 15.2 are at Harvard, Minnesota, and Maryland.

Other

New Electronic Resource form – LeiLani pointed out knowing that accessibility and compatibility of the product with our equipment before it is purchased is essential and the “consulted systems” section of the form should be more descriptive and at the top of the form. It was suggested that a drop box of specific names be added on an online version of the form. And, perhaps add a question regarding method of access for a web product. Michele, LeiLani, Doug, and Rich will revise the form and present it to the group in August.

CD Security Case – Michele and LeiLani are working out final details. LeiLani has lists of items that will go to the stacks. They will report further in August.

Meeting adjourned at 3:45 p.m.

Respectively submitted,

Robena Cornwell, 06/28/02