CAG Minutes, 1/21/98

Collections Advisory Group
January 21, 1998

Present:  P. Bischof, S. Calpestri, D. Fortner (recorder), B. Glendenning, J. Roberts, 
A. Urbanic (Chair), B. Weil

Guests:  K. Frohmberg, L. Jones, B. Ogden

1. Announcements

P. Bischof encouraged CAG and selectors to review the new Library Web
homepage from a collections point-of-view and to send comments to the PSAG
Chair.  This might be a suitable agenda topic for a future CAG meeting,
possibly in the Bioscience Library tea ching room. 

A. Urbanic mentioned two future agenda items:

1) M. Rancer is monitoring this fiscal year's "burn-rate" on the
collections budget, with special concern toward serials spending.  Rancer
will let CAG know if he thinks action must be considered. 

2) M. Rancer has received the consultant's report, an analysis of
acquisitions and the accounting systems, frequently referred to as the
Booz-Allen report.  When he has studied it, Rancer will be in contact with
CAG. 

2. The minutes of December 17, 1997, were approved as amended, with a
request to extend thanks in one section to additional library groups, and
with naming the broad areas in paragraph 2 as two instead of three. 

3. Replacements/ -x fund Expenditures
With the approaching -x fund deadline of 1 March 1998, selectors have told
CAG representatives that they are not placing certain categories of
orders, e.g., O.P., as monies are not encumbered for these kind of
replacement orders. 

B. Ogden and L. Jones spoke concerning Conservation's role in related
procedures and processes.  With the departure of A. Swartzell, Ogden and
Jones are assuming her duties.  And, photoduplication orders came to
Conservation with the transfer of X. Phillips.

	Conservation procedures are:
1) If commercially available, an order is placed and the price is liened.
2) If not commercially available and a selector wants a photocopy,
estimates are made and monies expended (transferred to photoduplication
account from named fund). 
3) If a microcopy is wanted, Conservation works with LBO to expend monies.
4) For missing pages, Conservation will, for now, streamline process and
absorb costs. K. Frohmberg announced that the AUL's had agreed that the -x
funds free-balances could be carried forward into next fiscal year, as
some selectors had not been able to expend their replacement monies.
Further discussion followed, about various procedures, e.g., methods of
O.P. searches and under what circumstances orders were forwarded from
Order Division to Conservation.  Actions will be taken as follows:  A.
Urbanic will send out an announcement to selectors shortly regarding the
carry-over of -x funds;  B. Ogden will review Conservation's part of work
and send this to A. Urbanic;  Conservation will contact L. Leighton about
O.P. procedures and report back to CAG; the replacement ordering loop
involving main selectors, Order Division, circulation, and possibly
Conservation will be reviewed to see if it is functioning as efficiently
as possible.  Separately, at a later date, serials claiming and ordering
procedures may also be reviewed. 
4.	Omega Numbers and Other Statistics
Omega numbers for departments were e-mailed earlier to CAG members, as
part of an effort to gather statistical information that might be helpful
in analyzing the current collections situation.  It was decided it might
be useful to request information rega rding the current situation
regarding faculty and regarding recruitment, for comparison purposes.  It
was stated that it would be useful for CAG to plot a strategy for any new
monies that might come to the collection, such as the capital campaign. 
The chair invited CAG members to consider these materials toward the
future. 
5.	CD ROM statistics were distributed for sharing with resource groups.
6.	ISI Web of Science Publicity
B. Weil has contacted ISI regarding Web tutorials and 1-page handouts for
the Web of Science.  These are not yet available.  ISI is willing to offer
training for both librarians and researchers.  B. Weil is making
arrangements for training for librarians and library staff near the
beginning of March.  It was agreed that Web of Science should be covered
on the new Library Web page. It is important to remind users to log-off
the system when done, as there is presently a 15-minute "time-out" feature
which might, with the 5-simultaneous-users ceiling, prevent another person
from using the system.  Presently users must go back to the beginning to
log-off;  B. Weil is asking that ISI facilitate log-off across the system. 

---

---

Copyright (C) 1998 by the Library, University of California,Berkeley. All rights reserved.
Document maintained on server: http://www.lib.berkeley.edu/ by dfortner@library.berkeley.edu

Last update Fri Feb 27 8:44:34 1998 .
Server manager: webman@library.berkeley.edu