Collections Advisory Group Minutes February 17, 1999 Present: Armanda Barone, Suzanne Calpestri (recorder), Carlos Delgado, Diane Fortner, Katie Fromberg, Milt Ternberg, Camille Wanat, Kathryn Wayne, Beth Weil (chair) 1. Announcements: K. Fromberg reported that an administrative decision had been made to use one-time collection funds from the state to prepay Nijhoff ($500K), Blackwell ($650K) and to supplement the binding budget ($100K). As a result of these payments, there will be an additional $600K in the collections budget to be allocated FY99/00. 2. Minutes: Minutes for the 2/3 /99 CAG meeting were approved. Recorders were reminded that approved minutes are to be sent to allusers and posted on the web. 3. E-Journal Subscription Services A. Barone (for R. Green) reported that Tech. Services will set up demonstrations and trial use periods for electronic journal subscription services (Blackwell, EBSCO, and OCLC) so that selectors can evaluate each service and make recommendations for action. Recognizing that the addition of these services raises a number of issues, which need careful attention, CAG agreed to place this on the agenda for next meeting. In preparation for such a discussion B. Weil asked CAG members to poll selectors to determine which electronic journals are available only to those who are subscribers to the subscription service. 4. Elsevier Contract: K. Fromberg described the proposal for Science Direct (SD) and answered questions regarding contract details. The group unanimously recommended in favor of UCB participation in this arrangement. CAG is concerned about how Science Direct titles will be represented in Gladis, MELVYL and the web versions of each. K. Fromberg will inquire and report back to CAG. 5. Replacement Funds (X-funds) and OP Search Assistant: Last year $150K was allocated to individual book funds for replacement of missing titles. To date about one third of those allocated funds have been spent. Meanwhile the billing system is generating about $100K annually. CAG discussed the various aspects of library operations that need assistance if we are to be successful replacing those titles that are deemed essential to the collection. In some branches assistance is needed to search the stacks etc. so that materials can be declared missing and available for selector consideration for replacement. CAG recognized the need for technical services support for replacement and approved the hiring of an 11 month temp. hire who could assist with acquisitions work and focus on improving the fill rate for OP materials. It is estimated that $250K will be available to address collection losses. CAG discussed allocating these funds as follows: Allocation to individual funds $ 100K CAG to administer per special requests $ 50K by selectors Tech. Svcs. Asst. $ 35K GA for branch circ. @ 1K per unit $ 20K Total $ 205K 6. Cataloging Electronic Resources Barone requested CAG's preference for representing electronic resources in the catalogs. One option (multiple record approach) involves adding a separate record in the catalog for each version of a title. A second option (multiple versions) involves representing all the versions of a title on one record. CAG preferred option 2 - the multiple version approach. 7. Book Purchase Recommendation form After discussion it was agreed that there is still reason to have a print version of the (Book) Purchase Recommendation form. The current form was revised and will be issued as a library form and will also be available on the web.
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