Minutes 8/07/2008This is a featured page

HSS Selectors Meeting August 7, 2007
Minutes

Present: Dan Reboussin, Richard Saltzburg, Matthew Loving, Ben Walker, Merrie Davidson, Peter Malanchuk, Michael Dietz, Colleen Seale, Chelsea Dinsmore, Paul Lightcap, Peter McKay, Michelle Foss, Alena Aissing

  • Paul Lightcap and Michelle Foss discussed procedures for handling Course Reserves (CR) material. The current process by which selectors, in response to a faculty request, tag CR books via Blackwell or the electronic request form is inefficient and may lead to duplicates, which Paul said is unlikely, or delay time. Instead, Michelle and Paul recommended that faculty initiate their CR requests through Ares and be directed by selectors to do so. This will allow for better tracking. A faculty request in Ares will trigger from Acquisitions an email notification to the selector copied to Blake. The selector should respond ASAP and the item(s) will be rushed through. Paul mentioned that the library is considering setting up a CR fund analogous to the Books on Demand program in ILL, which would entail safeguards and parameters for how the money will be spent. The discussion concluded with selectors agreeing the CR procedure currently spelled out on the wiki no longer applies and the description will be taken down. Selectors will now only be brought into the process after the faculty member submits an Ares request form. The schedule for Ares training in August was passed around and is on the wiki calendar.·
  • Paul then took a few questions about Blackwell ordering. He said that the revised version of Collection Manager is scheduled to be beta tested on August 20. UF is a beta test site. The new system will be integrated with Endeca. In response to a question, Paul said that the new system is supposed to indicate the discount prices of the items purchased. Paul went on to explain that there are three levels of pricing: books that receive an 18.5% discount, books that are sold at the list price, and books that are sold at the list price + a $6 fee. So far UF has not been charged a $6 fee for any books; about 80% of the books we have ordered with the new plan have received the 18.5% discount. (This figure will be reviewed later in light of more comprehensive data.) In response to another question, Paul indicated the need for selectors actively to manage our profiles so that the number of approval books being purchased fits the size of our budgets.
  • Ben discussed recommendations by the Shared Statewide Storage Taskforce. As part of their planning process the committee looked at how similar facilities around the country are set up. . The project has already received partial funding through 2010, and the prospects for full funding are favorable. The Storage Taskforce is requesting comments on their recommendations. The recommendations are as follows:
  1. The storage facility will accept the following formats: paper-based, microforms, maps, blueprints, photographs, manuscript & archival materials, video & audio recordings; specifically excludes motion picture film, textiles, works of art, items that won't fit into trays
  2. The storage facility will have an onsite reading room, but certain materials will be inaccessible (to be determined at the time of transfer to the storage facility by the home location). Further policies regarding the reading room will be a topic of future discussion.
  3. The storage facility's initial capacity will be approximately 3 million volumes.
  4. The storage facility will have a conservation unit attached. Further policies regarding this service will be a topic of future discussion.
  5. Periodical use is allowed, with the following limitations: a) bound journal will be loaned only if document delivery is not available; b) document delivery will be utilized following ALA ILL guidelines; and c) limited onsite use for most materials.
  6. The OCLC holdings/display will be a topic for future phone calls; this may be influenced by additional information from Generation Fifth.
  7. Multiple copies will be limited based on the following guidelines: no print serial duplicate copies; no more than 2 monograph copies, and no nonprint duplicates (same format); some exceptions may be necessary for government documents.
  8. Ownership is transferred to the storage facility but libraries which discard their copy b/c a shared copy is in the storage facility may continue to count ownership of material duplicated in the shared collection. There is no guarantee of continuation, therefore decisions regarding the maintenance of current local subscriptions will remain the decision of those institutions. However, material that is donated to the facility is expected to remain in the facility.
  9. Uncataloged items will not be sent to the statewide storage facility. Facility staff should be able to process and shelve items upon arrival, without additional cataloging required. Cataloging is the responsibility of the depositing institution. Each library has a liaison who coordinates transfers/updates with the storage facility. Items will be cataloged using MARC format and AACR2, along with any specific policies that are adopted by the consortium. Government documents may require slightly different policies; further clarification is required and may be impacted by the choice of inventory control software.
  10. The contributing library will supply volume holdings data prior to transferring items to the storage facility. Further details regarding the transfer of this information will be developed once Aleph and systems-related decisions are clarified.
  11. Tabled until more information is gathered regarding the inventory control software. Call number search functions for each location are ideal, but further discussion is needed.
  12. Circulation barcodes must be attached. On items with existing barcodes, those barcodes should be left in place, and it is the responsibility of the sending location to change item information to reflect that of the storage facility location.
  13. Bibliographic records must conform to guidelines developed by the Statewide Storage Task Force.
  14. See draft purpose statement.
  15. Responsibilities of the Statewide Storage Facility include inventory control, access, and preservation of the stored collection. Additional information will be added as it becomes available.
  16. The storage module will feature a high quality preservation environment with desiccant dehumidification, set points of 35% relative humidity and 50º F, air filtration, and low lighting levels.
  17. Items sent to the storage facility are considered permanent transfers; these items are retained for use by the state university libraries and will be scanned electronically or loaned. Exceptions will be made only through a written request and after review by the Collection Planning Committee.
  18. Items are loaned to the individual library and that library has responsibility for the item, notices, fines, etc. Monographs will be loaned for two months and journals will be loaned for two weeks. Items not picked up by patrons within one week after arrival at the borrowing library will be returned to the storage facility.
  19. All material selected for storage must be inspected and deemed clean and pest-free BEFORE shipment to the storage facility. Each book or each item in a periodical run must be barcoded and have its record updated to reflect that it is held at the storage facility. The home library must take responsibility for the appropriate preservation of items sent to the storage facility. The storage facility retains the right to return contaminated material to the home library if that material poses a threat to items currently shelved in the facility.
  • The last 15 minutes of the meeting involved discussing the HSS wiki. No suggestions were made for new additions, but the understanding was expressed that content development will be a group effort.



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