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Summary of Project Team Meeting, January 3, 2012

Maine Shared Collections Strategy Project Team Meeting
January 3, 2012
2-3:30, Fogler Library Conference Room

Attending: Sara Amato (via phone), Valerie Glenn, Clem Guthro, James Jackson Sanborn, Barbara McDade, Deb Rollins

Updates:

a. Reclamation
Sara provided an update for the group. We did not get the reclamation finished prior to the December deadline for the next WCA snapshot. On the bright side, this gives us a chance to go through the various reports, etc., more methodically so that any errors, etc., can be caught.

Status of each partners’ reclamation:

  • Colby: scan/delete is currently being performed
  • Bowdoin: Karl is on vacation; scan/delete should be performed once he returns
  • Bates: no update
  • URSUS: scan/delete should occur late this week/early next

After the scan/deletes have been performed, we will begin reviewing the error reports generated by OCLC.

b. Collection Analysis System

Information about WCA, including logins and passwords, has been sent to all partner representatives. [Note: Valerie should send this information to Project Team members as well.] A collection representatives meeting is schedule for January 10th. What do we want to accomplish as a result of this meeting?

Items for discussion:

    • What percentage of the collective collection is unique?
    • What do we want to do about unique items (amongst partners vs. OCLC)
    • Responsibility for Maine materials (ex. if an item is unique according to OCLC, but 4+ partners own it, what do we want to do?)
    • The optimal copy question – CRL webinar will address this somewhat, but should also be brought to the Advisory Board.
    • It was suggested that examples be brought to the meeting in order to facilitate discussion/decision-making. Valerie and Deb will work on this.
    • It was also suggested that each partner representative be asked to log in to WCA prior to the meeting so that all were at least minimally familiar with the interface.

c. Print-on-Demand – no developments since the last Project Team meeting

d. Website

The website was launched prior to the Christmas holiday. Changes that were requested by Project Team members have mostly been incorporated into the site. Valerie will create an administrator account for James.

Talk shifted to the project’s communication strategy, and how to ensure that the project’s website was high in search results. James will ask Alicia to link from the Maine InfoNet site to the project site. Valerie will draft a message to send to various discussion lists. Lists identified were: PAN, ACRL New England, MELIBS, Colldev-L, AcqNet, PUBLIB, Lyrasis, ICOLC, COSLA. It was also suggested that a blurb be submitted to ALDirect and to Lizanne Payne for linking from the CRL list of shared print initiatives. [Note: upon further investigation, CRL does not have a list of shared print initiatives. The site links to Print Archiving Service Agreements/Memoranda of Understanding (http://www.crl.edu/archiving-preservation/print-archives/service-agreements); the PAPR database includes information about print archiving projects (http://archivereg.crl.edu/), and the MSCS project is listed: http://archivereg.crl.edu/project/show/project_id/27?symfony=d34fbc1c5548d1688d8410df7827c62f].

e. Budget

Because the cost of the collection analysis system was not as high as anticipated, and due to the decision not to purchase the Espresso Book Machine, we will need to decide how the remaining funds should be spent – and submit a revised budget, with explanation, to IMLS. James and Valerie will set up a time to meet and review the budget/determine what needs to be revised.

Upcoming events:

a. January 10th, 10-12: Collection Management meeting, Colby’s Miller Library Conference Room; followed by CRL webinar at 12: “”Preservation and Access: Light vs Dark Archives, Optimal Copies, and Impact on Shared Print Decisions”

b. January 20-23: ALA Midwinter Meeting, Dallas, TX (Barbara, Clem, and Valerie are attending)

c. January 26th, 1-2:30: Technical Services/Systems Subcommittee meeting, Colby’s Miller Library Conference Room

d. February 7, 2-3:30: Project Team meeting, Fogler Library Conference Room

Miscellaneous discussion items:

a. HathiTrust membership – Deb is looking into membership for UMaine, as a test case.

b. Adding a 583 in a LHR to a record in a local catalog. Is this possible? Will it display in URSUS? In MaineCat? If there are multiple 583s? Valerie will ask Sharon F. to try and attach a 583 to a record owned by multiple libraries to try and answer these questions.

c. The URSUS group has requested a trial of WorldCat Local.

d. We need to begin thinking about the implementation of eod – particularly digitization. How to implement? Sustain? (See also: books2ebooks.eu)