The Ohio State University

Present: Mel Ankeny, Mary Jo Arnold, Nancy Courtney, Carol Diedrichs, Maureen Donovan, Lynda Hartel, Bruce Leach, Predrag Matejic, Penny Pearson, Mary Rider, and Susan Wyngaard

1. Discussion of OhioLINK "Cost per Search" Document - This document takes the cost paid for the resource and divides it by the number of searches to arrive at a cost per search. OhioLINK will need to reduce its costs again in FY04, especially operating budget costs. The probable amount is in the $440,000 range.
   1. 8 databases are being considered.

   2. OhioLINK costs can be reduced by this amount in one of three ways:
      1. Shift the cost to us (the libraries, "pay-to-play")

      2. Eliminate some of the databases and shift cost of some to libraries

      3. Eliminate all 8 databases

   Carol Diedrichs has already anticipated the possible need for OSUL to absorb these costs if necessary, but wishes more discussion on whether all are still needed. On the other hand, it is difficult to come to firm decisions in the absence of hard data, including budgets, amounts of cuts, etc.

   Penny Pearson pointed out that our new EBSCO databases offer much wider coverage than before, and may, in fact, be covering much of what the Wilson databases offers. She will try and get firm information. However, it was also pointed out that EBSCO decisions to change publishers, drop publishers, and similar decisions bring up the problems of consistency, reliability, actual coverage of the new (other) databases.

   
   

2. Discussion of One-Time money being released - While such money now exists, the recommendation of CAC was to support Carol’s inclination not to make such money available until more information is known about future budget cuts.
   1. CAC supports the idea of using the same format and structure to make one-time money available as last time (even though the amount/s available will be considerably smaller than last time).

   2. This will be further discussed as more information becomes available.

   
   

3. Draft #2 of "Remote Storage Guidelines" briefly discussed - The selection principles in this draft are broader and are more philosophical in nature.
   1. CAC approved the "Guidelines".

   2. Carol Diedrichs noted that new procedures for processing material into STX, from libraries are needed, followed by training for all involved.

   3. Preservation concerns were discussed (especially, "brittle paper") and it was noted that the Depository takes brittle pieces, but only if they are "whole" (not in pieces, falling apart), or, for example, if they are shrink-wrapped.

   4. Discussion of retention policy viz-a-viz items with bookplates (in particular, formerly owned or donated by person of note, esp. OSU-related). While there is no policy, it is the general sense of CAC that collection managers only reluctantly remove such items from the OSUL collection.

   
   

4. There is a brown bag on Monday, October 28, 12:00 – 1:00 p.m. in Room 122 Main Library.

   
   

5. The next meeting is November 14, 1:30 – 3:00 p.m. in Room 102 Main Library.