Attended by: Gail Ford (recorder), Jim Gordon, Rebecca Green, Marlene Harmon, Susana Hinojosa, Bernie Hurley (chair), Jean McKenzie (for Norma Kobzina and Camille Wanat), Barclay Ogden, Margaret Phillips, Gary Peete, John Roberts, David Sullivan
I. Announcements
II. Circulation Policy at NRLF
III. Persistence Policy at NRLF
IV. Sage Journal - pricing
V. High-use Materials Preservation Project
VI. Chuck Eckman’s orientation
VII. Updates (CC Access projects; OCLC Collections Analysis Tool; E-Book Working Group & Net Library)
VIII. Items for May (Referrals – Sheila Wekselbaum; PL 480 – Norma Kobzina)
• Council representatives will discuss the proposed change in RLF circulation policies with Councils
• Council representatives will discuss the newly approved persistence policy at the RLF’s with Councils
• Jim Gordon will send an email to selectors who will co-pay for the new Sage Tier 1 package
• Barclay will draft a project description and procedures for the High-Use Materials Preservation project; Gary Peete and David Sullivan agreed to review this (and Jean will arrange for a representative from sciences) Barclay will send it thereafter to the Circulation Supervisors Group for comment.
• Bernie will ask Council Chairs to provide the names of new CC members by June 1.
I. Announcements
Preservation is offering two 3-hour orientations to staff, these sessions being sparked by the success of the related sessions held for selectors. The sessions will concentrate on the procedures staff should be following for best results. Staff particularly invited to attend are curatorial assistants, circulation supervisors, technical services staff and anyone involved in binding preparation.
II. Circulation Policy at NRLF
Bernie asked that Council representatives share the following information with their Councils.
The governing boards for NRLF and SRLF have been merged into one, the Shared Library Facility Board (SLFB).
Coming before the SLFB in June is a proposal to standardize circulation codes at the NRLF and SRLF. This proposal will recommend replacing the NRLF’s “limited circulation” code with the SRLF’s “building use only” code. It will be suggested that northern campuses have one year to review their NRLF “limited circulation” holdings to change any special collections materials to “restricted circulation” before the remaining are programmatically changed to “building use only.
• restricted circulation: will continue to mean the item may not be used at the RLF, and can only be circulated back to the owning library (special collections)
• regular circulation: will continue to mean the item will circulate per RLF circulation periods
• building use only: means that an item may be used at the RLF, or may be sent to a borrowing campus for in-building use only
• limited circulation: this designation, now only used in the North, will be discontinued if the recommendation is accepted by the SLFB.
There are a number of good reasons why an item might be reassigned to restricted circulation, including format, fragility, archival nature, etc.
Actual procedures for how the review will take place and what information selectors will need to make this determination will be addressed in the near future.
III. Persistence Policy at NRLF
Bernie was happy to report that a revised persistence policy has been agreed to by the UC ULs. The text of the final policy can be found at: http://libraries.universityofcalifornia.edu/planning/RLF_Persistence_Policy_rev_final.pdf
This policy solves a problem that has been unresolved for a very long time: in order to get funding for the NRLF, UC agreed to not store duplicate copies of the same item. Selectors, however, were reticent to clear their on-campus copy of an item already in storage, for fear that the depositing library would at some point decide to dispose of their stored copy.
The new policy states that after a 9-month window to review items, items stored at an RLF will automatically be considered “persistent” unless its record has been tagged otherwise. (Note: special collections and items temporarily located at an RLF are not subject to this policy.) An owning campus may recall a persistent item back to campus, even for an indefinite amount of time, as long as they agree to loan the item when requested per RLF circulation rules. This would result in one change in our thinking: now Berkeley generally does not loan single volumes of serial runs; this would change for items marked “persistent”. Note: if an item is on reserve on campus, it would not circulate to a requesting partner.
If a selector opts that some items be tagged as non-persistent, and a second campus decides to store their copy, the non-persistent item will be returned to its home campus, and the persistent copy will be stored.
Interestingly enough, this new policy addresses both the “secure in perpetuity” issue, as well as the “last copy in the system” issue. A persistent item may eventually be withdrawn, but it could only be withdrawn with agreement of all the UC’s.
Bernie believes that this policy is good for the system, and good for Berkeley. More information about procedures for review and tagging select items will be forthcoming.
IV. Sage Journal – pricing
CDL, with Berkeley selector interest and approval, have contracted a Tier 1 agreement for Sage publications. Jim Gordon has received the final terms and amounts owed by each campus. There was initial concern that canceling the Sage print would not generate enough funding to pay for the electronic license. [Since this CC meeting, Jim Gordon confirmed that print cancellation would be able to fund the Sage electronic access license]. Jim will send an email out to selectors with a list of the sage journals and procedures for canceling (or not) print.
V. High-use Materials Preservation Project
Barclay has an endowment fund to be used for preservation of print items in the collection. Part of this considerable endowment will be used to fund two new staff positions. Happily this still leaves $200-250K of one-time money that can be used for repair and/or binding of items. Barclay proposed a project in which subject specialty libraries could review all items that return from circulation and send them to binding if the item
a) is a paperback
b) is in need of repair.
CC agreed to this proposal. Barclay will draft a description and procedures for the project, which David Sullivan, Gary Peete, and one science rep (Jean will send us a name) will review. Then Barclay will send this to circulation supervisors for comment.
VI. Chuck Eckman’s orientation
CC recommended that we have a transition meeting in June or July to include Bernie, Chuck, outgoing members and incoming members. Our agenda to include: what was accomplished in 2005/2006, and how these might inform goals for 2006/2007. Bernie will contact Council Chairs asking them for the names of new CC representatives by June 1.
VII. Updates
• CC Access projects: Gail reported that two of the funded projects are completed; all first round projects have begun; and a few 2nd round projects have begun as well. The scanning projects with MarkNow to catalog Slavic and Arabic materials is moving forward quite well, with many thanks to the hard work of Sheila Wekselbaum and Tonette Mendoza.
• OCLC Collections Analysis Tool: Gail reported that a small group of selectors have seen a demo of this tool, and are carrying out some tests within their subject areas in order for us to understand the information that this tool returns. Thanks to Paul Hamburg, Susana Hinojosa, Mary Ann Mahoney, Jean McKenzie, Nick Robinson and Allan Urbanic for agreeing to participate in this review.
• E-Book Working Group & Net Library: Margaret reported on work that she is doing reevaluating our netLibrary collection, and developing criteria for adding more netLibrary titles to our collection.
For future agendas:
• Referrals – Sheila Wekselbaum
• PL 480 – Norma Kobzina
• Review of materials now coded “limited circ” at NRLF (12 month clock from June mtg; ends June 30, 2007)
• Review of materials at NRLF vis a vis “persistent” or not (9 month clock from April adoption, ends January 30 2007)
Go to Collections Council minutes
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