Collections Advisory Council
Meeting Summary
May 30, 2002
Present: C. Diedrichs, J. Bracken, N. Courtney, T. Davis, M. Donovan, K. Hall, M. Hamilton, B. Leach, P. Matejic, P. Pearson, M. Scott, S. Wyngaard
Review of FY2003 Budget
The 3% serial cuts have been posted on the W Drive for review by collection managers. Once reviewed, Serials/Electronic Resources will actually begin to cancel. Carol Diedrichs is working on the budget and will be discussing recommendations with the Executive Committee next week. Allocations will be distributed as soon as possible in the new fiscal year.
Renovation, Weeding and Collection Size
Jim Bracken presented information about the projected size of the collection in the renovated Main Library (general collections: 702,000 v.) and the current holdings of Main stacks as of May 2002 (1.5 million volumes). Marsha Hamilton supplemented that information by noting that approximately 57,000 volumes are added to Main annually.
Leaving some room for future growth, we should plan to leave 600,000 v. in Main as of July 2005, when the renovation is scheduled to begin. That means that approximately 1.1 million volumes need to be transferred to STX by then (within 36 months). To do that we would need to transfer more than 30,000 volumes per month. That translates into roughly 1,500 volumes per work day.
Based on the discussion, some major issues were identified:
- Need for a new definition of what is a reasonable rate of circulation for materials located in STX;
- Need for a more efficient review mechanism for what is being moved to STX;
- Need to alert collection managers that ordering materials for the location STX is permitted (and encouraged, when appropriate - ie, when low use is expected);
- Need to review staffing for all departments in the transfer process (Technical Services, Preservation, Depository) which includes cataloging, re-cataloging, creation of analytic records, binding and/or preservation work, various kinds of problem-solving, etc, in addition to the work being done by the STX staff and the CMT (which currently is staffed by two people, along with student assistants).
The section of the guidelines on locations other than Main Library will be revised with language that allows Department Libraries to designate that they do not want a particular item to be treated as a rare book. Materials will be treated as rare unless so designated. (final policy)
Dissertations Express Workflow
The revised workflow proposed by Marsha Hamilton and Magda El-Sherbini was approved.
Selection and Cataloging of Free Internet Resources on OSCAR
The revised policy was approved. It is expected that this policy will be reviewed and updated periodically as needed. (link to: former policy; link to: revised policy.)
Next Meeting:
June 27, 2002 1:30 to 3:00 in 102 Main Library
5/30/2002, M. Donovan