Attended by: Gillian Boal (for Barclay Ogden), Chuck Eckman (incoming chair), Gail Ford (recorder), Rebecca Green, Jim Gordon, Marlene Harmon, Susana Hinojosa, Bernie Hurley (outgoing chair), Norma Kobzina, Mary Ann Mahoney, Gary Peete, Margaret Phillips, David Sullivan, Camille Wanat
Absent: John Roberts, Linda Vida, Kathryn Wayne
Agenda
1. Welcome and thanks
2. Announcements
3. Recap of Collections Council activities 2005/2006
4. Environmental Scan
5. Next Meeting
Action Items
• Bernie will talk with Mike about sending an allusers email re: requests to use Morrison Library for non-library events.
Meeting Content
1. Welcome and thanks
Bernie welcomed the new members to Collections Council including our new AUL for Collections Chuck Eckman. Bernie turned the meeting over to Chuck.
2. Announcements
• RLFs, Shared Library Facilities Board.
Bernie reminded members that the Shared Library Facilities Board is the result of consolidating the boards for NRLF and SRLF. The new Board is interested in updating and combining the operating principles in both facilities
§ Limited circulation -- an option historically allowed at NRLF but not at SRLF, will no longer be an option for newly stored materials sometime in the next few months. Discussions are still under way for what to do with items already at NRLF having “limited circulation” as their circ code. (More soon.)
§ Campus storage allocations: NRLF has had set annual allocations. SRLF has based each year’s allocations on an annual call for needs. The Board is discussion what method/principles should be used in the future. We expect that annual allocations will remain fixed for the next fiscal year.
Duplication at RLFs – it’s been true that storage of duplicate copies of an item is not allowed within NRLF, nor within SRLF. There is a desire on the part of our funding agencies that duplication between NRLF and SRLF also be reviewed and limited. This may affect funding for SRLF Phase 3 construction.
o For prospective deposits: The Board is now considering what a statewide non-duplication policy might look like, including criteria for allowable “planned” duplication.
o For retrospective deposits: The Directors of NRLF and SRLF are drafting a proposal to remove a pre-established number of duplicate volumes from the storage facilities.
NRLF has contributed space where a pod of scanners have been installed. These scanners are being used to scan select UC out-of-copyright volumes as part of UC’s participation in the Open Content Alliance.
3. Recap of Collections Council 2005/2006
Members talked through a list of CC accomplishments and agenda items that will likely carry forward into 2006/2007. (Revised list follows)
4. Environmental Scan
Chuck asked CC for advice on first steps in getting acclimated to The Library and the Campus. He suggested that over the next 2-3 months he wanted to meet with the subject councils and the area studies group, and that over the next year he wanted to meet with each individual selector. He mentioned that he is already scheduled for a tour of Technical Services. CC agreed that this would provide him a good base. They also suggested that he physically see the collections; that he tour both Preservation and NRLF; that he make contact with the Affiliated Libraries. Systemwide, Bernie suggested that he meet Ivy Anderson, Wendy and Curtis. He will meet with Camille to debrief on her term as a member of the Joint Steering Committee.
Collections Retreat
Members spoke highly of both the AHSS Colloquium held in December 2003, and the series sponsored by the Sciences Council held later that Spring – both events allowed selectors to hear from faculty and discuss issues related to current and future goals for collection building and management. Chuck and CC members agreed that a forum / retreat on “issues in collections” should be considered again, perhaps for next Spring. (Notes from the AHSS Colloquium can be found at http://www.lib.berkeley.edu/AboutLibrary/Staff/CDP/ahss_index.html)
5. Next Meeting: July 18, 2003. (No meeting July 4)
Collections Council
Issues & Actions 2005-2006 / Some Future Agenda Items
(ver. 6/21/06 after vetting with Collections Council)
• New faculty start-up funds (funds approved 8/30/05 ff)
ú Call sent in August 2005 with a proposal deadline of Sept 23, 2005. Part of proposal process is to discuss with new faculty
ú New policy developed November 2005 and posted to staff Collections web: http://www.lib.berkeley.edu/AboutLibrary/Staff/CDP/new_faculty_fund_policy.doc
ú Proponents notified December 9, 2005
• Morrison Library Inaugural Faculty Lecture Series (proposal to reinstate program approved September 20, 2005)
ú For more information see http://www.lib.berkeley.edu/AboutLibrary/Staff/CDP/faculty_lectures.html
• DiLib funding (cc 6/6/06)
The fund will continue to be used to manage the records for digital resources and the budget will be calculated based on the existing commitments at the start of the fiscal year plus an inflation
factor (the same as for print and digital serial funds). A proposed change in the budgeting method would require selector funds to provide 100% of the funding for new ongoing orders to be placed on DILIB as permanent adjustments to their monograph base budgets. One-time expenditures for
digital resources to be placed on DILIB can be funded by the AUL but new requests will still be subject to the existing principles for management of DILIB. Documented on staff Collections web: http://www.lib.berkeley.edu/AboutLibrary/Staff/CDP/dilib.html
• Devaluation of the dollar: adjust selector funds for effects of (cc 8/2/05) Monies were allocated for 2004/2005 and 2005/2006. Consider for 2006/2007.
• Beginning base budgets for 2005/06 (budget anatomy discussed 8/30/05 and beginning balances sent to selectors 8/30/05)
• Call for one-time funds for supplemental needs – funded 2005/2006 and 2006/2007. Call sent January 9, 2006 with a proposal deadline of January 31, 2006
• Call for one-time funds for special needs (costly collections) – funded 2005/2006. Call sent January 9, 2006 with a proposal deadline of January 31, 2006. Consider for 2006/2007.
• Spend-down 19900 carry forward funds
ú announced in CC on 8/30/05
ú models developed with CC, and presented at Early Bird on January 30, 2006
ú email sent as reminder to selectors June 2006
• Referrals Working Group recommendations approved by CC (cc 8/2/05). New procedures in effect 10/1/06.
http://www.lib.berkeley.edu/AboutLibrary/Staff/CDP/referrals_final_report_2005.doc
Follow up: Reviewed in June 2006 with a report of success.
Next follow up: Recommendations regarding government documents to be reviewed after TS Review completed. (cc 6/6/06)
• Collections statements. Proposed 8/30/05. Template vetted. Announced to selectors: Feb 3, 2006 with deadline of Spring Break.
Other Landmarks
• AUL Chuck Eckman successfully recruited – CC interview
Specific topics
• Equipment – invite Mike on these two topics: 1)copiers/scanners for paper and 2) digitize microforms
• PL 480 (Norma’s question from April 2006)
• Barclay on UC bindery (schedule for September 2006?)
• RLF process for reviewing “limited circulation” items for reassignment to “restricted” or “library use only” (Bernie)
• RLF persistence policy (Bernie)
• Custodial Collections Task Force
• Technical Services review (any AUL – CC actions needed as review results are issued?)
• Referrals – recommendation re government documents review (after TS review completed)
• Collections and/or selector Early Birds
• Data selectors would like to have for collection management purposes (including how we replace reports on Borrowing after VDX; use of web pages; etc.)
• Development & Stewardship
• Making collections accessible to users (including incorporating links from subject web pages into learning management systems)
• Possible Collections retreat/colloquium
Running Projects
• CC Access Projects (Gail)
• OCLC Collections Analysis Tool (Gail)
• e-Book Working Group (Margaret)
• Preservation project to bind high use items from subject specialty libraries (Barclay)
Ongoing updates and spin-offs
• CDC / SOPAG / UL updates
• RLF changes
• Scholarly Publishing – UC Scholarly Publishing Officers: Berkeley initiatives
• eScholarship updates
• Digital archiving: Portico
Go to Collections Council minutes
Copyright © 2008 The Regents of the University of California.
All rights reserved.
Server manager contact