1. Approval of June 23, 2008 minutes – Group

2. Development report – Sam Huang
Sam circulated two documents: 1) a brief description of the Libraries’ fundraising goals as part of the University’s capital campaign, “Florida Tomorrow” 2) a announcement re. the formation of a Friends of George A. Smathers Libraries group.

3. Policy & Procedure for Acceptance of Collections by the Special & Area Studies Collections Department – tabled at last meeting
Library Council approved the policy http://www.uflib.ufl.edu/committees/libcouncil/agenda/collection_policy.pdf with a couple of additions: 1) a statement about involving collection managers in deliberations as needed and 2) reiterating the necessity of copyright compliance

3. Proposals for funds from the Student Technology Fee – Bill Covey
The library is developing a list of ideas to share with the Student Government Association re. the ways technology fee funds might be used at the library. Examples discussed include a 3-yr refresh cycle for public workstations, expanded software complement on public workstations, more wireless laptops, camera/microphones for a public videoconferencing area, 3-D scanner/CCF for “Santa Claus” machine, student network lab (isolated multi-station mini-Net, for experiments in networking and networked information), Ref Works add-ons, GIS lab, and cell phone booths. The library will also solicit ideas from SGA. (If you have ideas forward them to Jason)

4. Supporting the HCSL renovation – Ben Walker and Judy Russell

In March the first floor of HSCL will be completely renovated to remove asbestos. A task force is being established. Smathers will provide support during the renovation (e.g., book retrieval and delivery)

5. Lost book replacement policy – Lori Driscoll
Lori couldn’t attend the meeting, but Judy said there was no “push-back” from SGA re. the new lost book policy http://blogs.uflib.ufl.edu/news/2008/06/20/libraries-introduce-new-lost-book-replacement-policy/. Policy was cleared up regarding items that cannot be replaced by ACQ- Selector will be notified and default value will be charged. Selector will order book of similar value.

6. Requesting books for delivery/checkout at HCSL, LIC or Branches – Lori Driscoll
Work is progressing on creating a workflow for retrieving and delivering material to the user’s branch of choice.

7. Complimentary Travel – Brian Keith
Library Council confirmed its earlier decision to have complimentary travel (i.e., unfunded travel) outside of Alachua County entered into PeopleSoft. Travel inputters have been given instructions. This affect Gifts retrievals outside of the county. Using the Library Van does not exempt us from this policy.

8. Employee Education Program Update – Brian Keith
The University has decided not to continue funding non-UF classes for employees. Earlier, MLS degree candidates had been designated one of two exemptions to this policy, but that is no longer the case. Those employees enrolled as of spring 2008 are grandfathered, but with a 2 year graduation window.

9. T&P Changes – Brian Keith
Brian outlined recent changes to the tenure and promotion guidelines. The Career Development Handbook http://www.uflib.ufl.edu/pers/cdh/ has been updated.

Judy commented that she discussed the following action items with the Library Faculty Assembly:

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developing a faculty market equity plan
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determining new tenure homes in light of the reorganization
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revising promotion procedures to accommodate changes re. faculty “In” lines
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providing input into possible faculty merit pay (the possibility exists that there will be faculty merit pay and across the board staff salary raises – but there are no guarantees)

10. Budget status – Judy Russell
Judy distributed a detailed 2007-2008 budget summary. If you would like to see the printout, please let me know.

11. HR report – Brian Keith
Brian reviewed the status of various positions along the lines of the presentation he gave at the July Cross-Divisional Meeting. Chris Poehlmann’s arrival was noted and Travis’s leaving was included.

12. Facilities report – Bill Covey
The Library West escalator will be worked on during the upcoming intercession. The MSL construction project is starting this week and is projected to be completed by late November. Patrons can continue to use the main entrance to MLS during the leak repairs. He stated that it was reported at the construction meeting that there will be no more water intrusion than before (so why did we move the map collection I am wondering…..) Demolition will begin on Thursday

The photocopy contract is in the hands of University contracts. Stay tuned. Xerox has promised they will not leave us in the lurch if nothing has been decided when the contract with them expires.

13. Effective communication
No comments were made about this agenda item.

Thanks to Betsy for the type up of this report. I have made a few addtions where ACQ was involved.

1799 – Rosetta Stone is found in the Egyptian village of Rosetta, by French Captain Pierre-François Bouchard.

Don’t forget the meeting is in Room 1a

We will be celebrating the release of the Blackwell System and the start of ordering

We will discuss the impacts of the cuts made by Selectors

Announcements are welcome.

Lights refreshments will be provided

Betsy took great notes from our meeting today. If you have any specific questions let me know -thanks!

—
info from 7/8/08 Tech Services Management Group meeting:

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Within the next week or so, Jason’s going to organize a meeting with Winston and CatMet managers re. submitting programming requests.
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The RS stats database remains in the queue to be revamped, but it has been moved to Systems with the recent reorg. The goal is to develop a better system for recording and archiving ARL stats by the end of the summer and to develop a Web app for recording cataloging and other statistics by next year.
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Cathy will coordinate with others to develop a draft copyright policy for the retrospective dissertation scanning project to address cases where the author is unreachable to give permission.
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Jason announced that he’s at the stage of flipping the call numbers from Dewey to LC in Aleph for the AFA reclass.
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AcqLic will be meeting with selectors on 7/9/08 to walk through the new workflow for ordering through Blackwell.
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AcqLic completed a project to set up a system where objects codes are automatically added to invoices. This will support paper and EDI invoicing.
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CatMet is initiating a UF Catablog (we’ll touch on this at the department meeting).
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AcqLic has decided to purchase the Serials Solutions 360 link service. This means the library will only have to manage links in Serials Solutions and not Serials Solutions and SFX.
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Chris Poehlmann starts as head of the AcqLic E-Resources Unit on Monday, July 21.
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Jason’s going to attend the ELUNA (Ex Libris Users of North America) meeting in late July. He’s doing a poster session re. our system for keeping cataloging statistics.
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Michele’s going to attend a RUSA (Reference User Services Association) conference called Reference Renaissance in August with Leilani. http://www.bcr.org/referencerenaissance/
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AcqLic has finished a standing order cleanup project. As a result, it should be possible to get a report of all standing orders.
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A meeting’s coming up on 7/10/08 to finalize the fy09 materials budget.
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Cathy and I spoke a little about programs at ALA Annual. Michele and Jason didn’t attend.

Betsy

Hello fellow Acquisitives,

As the subject suggests, we can start ordering/invoicing non-Pcard stuff Friday, July 11, 2008.

As for the exception, that is of course Pcard stuff. Please do not order/invoice Pcard stuff until Friday, July 18, 2008.

Thanks and happy Monday,

Jack

Hi everybody, hope the summer is going well. I just returned from the Annual Conference in Anaheim and thought I’d share my notes. I welcome any comments or questions. I did attend other programs but mostly they didn’t offer much. One program I will mention was “Top Technology Trends”. It was really bad despite having so-called big names on the panel (e.g. Clifford Lynch). The speakers were mostly uninteresting and the format unimaginative (why would panelists talking about trends in technology not provide examples? Not one, not even a web site was used in this loong program). Also, the only technology they did incorporate was including two panelists on remote hook-ups (how cutting edge is that?); and even that wasn’t done well – the remote feeds either crashed or feedback drowned out their voices. All in all, if this is the current “trend in technology,” I’m embarrassed for librarians everywhere..

Program: TS Workflow for E-Content (6/29/08):

moderator Ruth Fischer (Consultant, R2)
Fischer attended a program (NASIG, i.e. from a serials viewpoint) that discussed E-Books and asked the question “when did E-Books become serials?
- E-Books are acquired via subscriptions, like serials, and are accessed by platforms and loaded into ILS like online serials; yet, they are individual titles and individually accessed and cataloged like monographs. In some libraries the E-Book workflow is split between serials and monographs units.

panelist Marty Jenkins (Wright St.)
- Wright St. Library is trying to mainstream E-Book selection.
- Jenkins’ believes the following issues with E-Books need to be addressed:
* E-Books have delayed publication — too often, acquisitions or selectors want to purchase an E-Book title but the only format available is print; bottom line, there is too much of a lag and Acquisitions folks want E-Book providers to work on this problem.
* With E-Books library staff have licenses and subscriptions to deal with — very much like online serial packages.
- Wright St. is part of a consortia that acquired a new licensed for over 14,000 E-Books (publisher=Springer), but the libraries want to load the bib records into their catalogs and not just have links to Springer site. (my note: UF has the same problem and this loading would help to avoid duplication – selectors/Acq. staff would find the record in Aleph and avoid ordering another copy – and just as importantly, it would make searching possible for patrons – an issue MSL librarians have raised time and time again).

panelist Rebecca Culbertson (Shared Cataloging Program, Calif. Digital Library —consortia cataloger):
- One problem with cataloging E-Books is there are more bib records than titles (showed an example of an E-Book title with several records on OCLC). One idea going forward is to have bib records that all follow the same procedure of using 300, 538, and 500 fields, also called the Provider-Neutral Model. (my note: I have a printed example of what Culbertson is doing at the CDL and will show it to Betsy Simpson)

panelist Alison Morin (EBL rep):
- Current E-Book initiatives at EBL:
* Demand-Driven is the new EBL sales program and basically here’s how it works: library patrons select the titles they want to read as E-Books and those selections are then purchased by the libraries. (my note: an intriguing idea that makes a lot of sense, since E-Books would only be ordered when patrons request them)
* Chapter linking/partial sales (my note: another good idea that makes sense; why should a library pay for an entire E-Book if the patron only wants a chapter or reference within it?)
* Future shift to centralized catalog record (my note: see Culbertson’s initiative at CDL)

panelist Chris Warnock (eBrary CEO/CTO?)
- Both Blackwell and YBP are taking steps that are improving E-Book selection and the cataloging aspects. (my note: didn’t elaborate on this and I will ask Robin at Blackwell’s if she knows what he is referring to..)
- Some libraries (e.g. Stanford Engineering Library) are ordering only E-Books and not print if print is all that is available; other libraries are ordering E-Books first and print only if E-Book is unavailable. (my note: this makes sense as well, perhaps the ordering process could be made simpler by ordering a title as an E-Book whether it is available or not, then wait until the E-Book is available; problem here would be if the title is never made into an E-Book, or if there is a long delay)

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(more “my notes”: UF Libraries need to order more E-Books – perhaps starting next FY when the budget might improve – but not always through large packages. Ordering bulk packages is simple but the library is paying for titles that won’t be used, much like our bundled Big Deal online journal packages. In addition to packages, E-Books should be ordered increasingly in the future by the individual selection of titles. Thus, the E-Books initiative should include the following steps:
* Acquire E-Books on approval – we need to look into this again with Blackwell’s
* Acquire E-Books on forms – see above
* Push CM into individual title selection more often – esp. if E-Book providers can speed up the publication of the E-Book format
* Push Reference to order more E-Books – see above
* Promote E-Books and bump funding if possible
* E-Book version must be seen at time of selection by selectors – if the E-Book is available it must be made obvious to selectors and ready for ordering, with price and so on.

Other Questions/Ideas: Why couldn’t a vendor load all the E-Books they offer into a library catalog for patron searching; once the patrons find a book they want a connection is set and the book is purchased; or, a link from the library web site automatically searches the vendor site when a patron does a search, and if the book title is a match the title is purchased and downloaded; or, a series of questions regarding books (and serials for that matter) is given the patron. Let’s say the patron wanted a chapter, the system would connect to the vendor site and if the title is available the chapter would be downloaded for the patron – the library is then billed for the chapter.

Program: Removing the Fence: Merging Print and Electronic Serials Workflows (6/28/08)

panelist Clint Chamberlin (E-Resources Librarian, University of Texas)
- Chamberlin described the parallel processes between workflows for E-Books and print, and how UT uses one online request form (SMEAR) and one form for problems. Every area, whether serials – monographs – E-Resources, use a shared form and the email requests or problems are routed to the appropriate area after tickets are created and assigned. E-Mail message relies are always sent in response to the person who started the ticket request or problem description. ( my note: good idea, makes it easier for selectors and others to find one web page with one form to use; we should talk about this in a future Unit Manager meeting)
- Notes how UGA (Georgia) uses a system – SEESAU – which is a claiming method set up similar to serial check-in; every quarter, staff check the database title and links for access. (my note: we need to look into SEESAU and see if it’s efficient use of staff time, but supposedly they find many problems and broken links during this quarterly process)
- UT is expanding their E-Resources staff and decreasing the print serials staff; they are doing more cross-training between the two teams (print & E); Chamberlin advocates ‘lumping’ workflows together as much as possible (the majority of the time spent on tasks should be what dictates workflows and staffing)and follow the 80/20 rule whenever possible.
- CM still makes the selections and checks the budgets; all selections are supposedly routed through the heads of the research division for approval.

panelist Angie Ohler (Acquisitions Head, Univ. of Maryland)
Ohler makes the following recommendations:
- Each area or unit must work together, much as each dept in the library must work together.
- Set up workflows as much as possible to avoid special handling. The 80/20 rule should be followed in TS workflow and decision-making. (my note: 2nd straight panelist to quote the 80/20 rule, it must be true!)
- Like UT, Maryland checks its E-Resources links in a systematic method (Ohler, “we spend too much on E-Resources not to”). They’ve found that online journals (not the ones in databases) have either broken links or other link problems around 25% of the time. (my note: we should be doing more link checking, this is a high percentage)
- #1 rule is ‘don’t duplicate workflows’.
(my note: this was a pretty good program; the other panelists, Oliver Pesch from EBSCO and Georgia Fujikawa from Innovative, did not bring much to the discussion and made pitches for their products more than anything)