Guest: Tom Leonard. Attended by: Phyllis Bischof, Gail Ford (recorder), Jim
Gordon, Rebecca Green, Patricia Iannuzzi (chair), Phoebe Janes, Allan
Urbanic for Shayee Khanaka, Norma Kobzina, Linda McLane, Barclay Ogden,
Margaret Phillips, Mike Rancer, John Roberts, Camille Wanat. Absent: Jean
McKenzie.
Action items:
* Patty will raise these issues with CDC: 1) Cleaning up and creating
accurate holdings records for serial runs held in the RLFs. 2) Are current
4-month ILL loan periods too long, and how do other UCs control their new
books? UC faculty have less circulation of some campus collections than is
given on ILL.
* Patty will revise the "Building Shared Collections" document to add a
statement about Berkeley's support of and reliance on shared cataloging.
* CC council reps will take these two questions to their councils:
1) under what conditions would you be willing to give up your local print
run assuming that one central print copy would be available?
a) Only if UCB had a local duplicate print run?
b) If both central print and ubiquitous electronic exist?
c) 1 print copy in system is sufficient (no duplicate, no electronic),
assuming assurances were made that users would always have access to the
centralized print.
2) with regard to proposals to create a shared government document
collection, what are the prerequisites for us to say, "yes?"
* Technical Services will implement Iannuzzi's decision (condoned by CC) to
pay for all shelf-ready costs from YBP "off the top" of the collections budget.
* Patty will ask more about possible efficiencies and the obstacles to
ordering online with some of the foreign-language publishers.
* Patty will talk further with Jim Gordon about possible efficiencies that
might be realized in binding new materials (a future CC agenda topic.)
* Technical Services will implement Iannuzzi's decision (supported by CC)
to pay for all shelf-ready costs from YBP "off the top" of the collections
budget.
* Patty will ask more about possible efficiencies and the obstacles to
ordering online with some of the foreign-language publishers.
* Patty will talk further with Jim Gordon about possible efficiencies that
might be realized in binding new materials (a future CC agenda topic.)
Agenda
I. Visit with UL Tom Leonard, including "Building Shared Collections"
II. Announcements
III. DiLib issues
IV. Centralizing payment for shelf-ready fees from YBP
V. Next Meeting: Tuesday April 20, 2004, 10am - noon.
Meeting Content
I. Visit with UL Tom Leonard
>> Improved collections budget outlook? Tom said that he doesn't expect
the collection budget to be supplemented for inflationary increases as long
as the state economy is in trouble. He did say that Cabinet and Admin will
begin discussing a new program for non-19900 fund-raising, to correspond to
the completion of Bancroft fund-raising (January 2005), and the probable
emergence of a new campus campaign.
>>New Chancellor? Tom believes that the campus will make an announcement
about our new chancellor in May.
>>"Building Shared Collections - The Berkeley Perspective" (Patty had
distributed the document with this name to both CC and to attendees at
yesterdays Early Bird.)
Tom gave a brief overview of the time, energy, and migration that
discussions on this topic have consumed over the last year or so in various
systemwide venues. He named several possible motivators for the persistence
of this discussion:
* some believe that efficiencies might result if we were to centralize some
functions that are currently performed via a federated, locally-based model
for collection development and governance
* the shared digital collection model seems to work well for CDL-negotiated
licenses; some wonder if this model could somehow be scaled to include
types of print
* withdrawal in lieu of storage policies raise issues of trust between
campuses -- can the withdrawing campus feel secure that material in storage
will persist?
Patty and Tom stressed anew that there are four kinds of shared collections
being discussed in various systemwide venues:
1) shared digital collections - the CDL-licensed packages are examples of this.
2) shared prospective print collections where electronic also exists - the
Elsevier and ACM print archive is an example of this (now under review by
systemwide Collection Development Committee,CDC, and the ULs)
3) shared prospective print where no electronic exists nor is expected - no
current examples of this, but could arise if CDC establishes principles and
practices for identifying items that should be "at least one place in the
system."
4) shared retrospective print (also known as "heritage") collections -
possible voluntary merging of existing print runs for journals, government
documents collections, and other possible subset collections.
Generally UC Berkeley is open to each of these kinds of shared collections;
Berkeley will not, however, participate in programs that require that we
give up governance of Berkeley collections without appraisal and voluntary
action on our part.
CC members raised these points:
* Berkeley would like to feel confident about withdrawing serials now
shelved at NRLF; we hesitate to do so, however, because experience has
proven that the holdings actually at NRLF do not reliably match what the
catalog record implies. Berkeley would feel much better if this matter
could be redressed and soon. (related questions: how do our "withdrawn in
lieu of storage" figures compare to other UC's?)
* The Sciences, especially, are very anxious to see one good print run of
serials be created and preserved somewhere in the system.
* Serials and government documents holdings now are nigh on impossible for
users to understand -- holdings are fragmented among many different records
or even if in a single record, often hard to interpret. Might CDL put some
energy into creating "virtual records" for serial holdings?
* Berkeley pays for the preservation and bibliographic maintenance for many
volumes that comprise "heritage" collections. If we were to volunteer any
portion of these to be "shared collections," jointly owned and governed,
would funding also be forthcoming to support these two functions?
* Might UC-ILL lending policies be rethought? We now are obligated to loan
to other UC users some items for a 4-month period that we are only willing
to loan to our own users for 1 month. How do we and other UCs manage
eligibility for off-campus load of "new books"?
* The issue of shared governance of heritage collections doesn't seem to be
at all important to our users.
* Journals are appearing and disappearing from electronic form in various
publisher bundles. It's important that campuses be reassured that at least
one print copy is retained as a hedge against this transience.
II. Announcements
* The "Counting e-journals" working group submitted their report to Lee and
Patty earlier in the year. Patty commended the group (Jody Bussell; Rebecca
Green, chair; Jim Gordon; Gail Ford; Carole McEwan; Camille Wanat) for
their fine work. The report seemed well thought through, and the suggestons
workable. Patty reminded CC that she, Bernie Hurley, Lee Leighton, and
Margaret Phillips has recently attended a systemwide meeting to discuss
electronic resource management systems (ERMS). Some of the discussion at
this meeting overlapped with issues addressed locally by the "counting
e-journals" report. A systemwide group, to be chaired by Bernie Hurley,
will continue the discussion of ERMS. Berkeley has decided to defer
implementing the counting e-journal recommendations until the ERMS working
group reports.
* Doe/Moffitt Approval Plan Pilot Project. Patty mentioned that a working
group is developing some pilot projects to test whether we can reduce
selector time and Technical Services time by increasing the number of books
we receive automatically from YBP. Three projects are being articulated
now: how well can a single profile for auto-books match the selectors
expectations? can USA/Comm profiles be coordinated to ensure better
coverage with less confusion among selectors? can we switch some orders
from Western European publishers to YBP, leveraging our budget dollars by
taking advantage of YBP discounts?
III. DiLib issues
No action.
IV. Centralizing payment for shelf-ready fees from YBP
Patty asked for comment from CC about whether she could pay all
"shelf-ready" costs for YBP books off the top (estimated at under
$55,000/year), rather than having these charges fall to individual funds.
CC concurred.