Collection Services Advisory Group Meeting Minutes
February 6, 2012
Attendees: L. German (Chair), B. Alan, B. Albitz, D. Brennan, D. Childress, G. Crawford, C. Giardina (minute taker), J. Hughes, H. Pisciotta, T. Pyatt, N. Schlotzhauer, A. Snowman, G. White,
- Deaccession for sale of materials policy (T. Pyatt)
Supplied draft of the PSU, Special Collections Library, Deaccession Policy for the Sale of Duplicate and/or Out of Scope Materials.
Over the years Special Collections has received gifts that duplicate material in the collection, are out of scope, or have little research value. The purpose of the policy is to provide a means to properly review and dispose of the duplicative or out-of-scope material. Items to focus on first are the duplicate art work and three dimensional objects because they take up so much space. There is also print material to review.
Discussion of deaccessioning of materials in general collections. Issues included amount of labor and time involved in deaccessioning material and coordinating library procedures with Purchasing requirements.
- Collection Strategies (L. German )
CIC cooperative purchases added to this agenda item
a. Discussion of Strategies for going forward. Hope that CIC will work toward being more transparent and consultative. One idea is for CIC to share wants lists which might lead to collection strategies. Comment was made that sharing wants list with CIC was tried before, but was unsuccessful. There was very little common material on the wants lists. With new members in the CIC purchasing group, sharing the wants lists might be worth another try. Streaming media is also important and L. German wants PSU to help with that initiative.
b.Discussion of licensing issues with consortia. Some vendors such as Elsevier will not do licensing agreements for journals with consortia. Discussion of Elsevier boycott started by mathematician who was concerned about pricing and other issues. About three thousand signatories to date, including eleven from PSU. Questions: what impact will this have on Elsevier? Is the boycott the right approach or should we be encouraging open access venues?
c.Questions about CIC: Can CIC put aside money for long-term initiatives or is the money to be spent every year? What is the program potential for on-going use of funds rather than one-time purchases? L. German stated that one of the strategies this year was to relieve some of the libraries in terms of on-going purchases. Unclear whether that was successful. B. Albitz stated that CIC reluctant to commit to any kind of long term commitment because of the dollar amount involved.
Original intent of creating CIC deposit account was the issue of quick turnaround and the need to make quick decision on products where majority of the people wanted to participate, but didn’t have cash on hand to do it at that moment. Initial purchases were those things that everyone agreed on. There was definite cost benefit, CIC discounts are tremendous.
d. Another project is coming related to periodical archives online. L. German requests that we start investigation of that product and assign it to RCR to review. Periodical archives product not ready for an offer to be made. RCR will look at stats on existing periodical archives online products that we currently have.
PROCESS FOR DATA GATHERING
N. Schlotzhauer, D. Childress, J. Hughes working collaboratively with D. Brennan, D. Van de Streek, & C. Giardina to coordinate data gathering. Take whatever packages are up for review and contact RCR and appropriate subject librarian(s) for input and then report back to group. In the case of broad packages all selectors would be contacted for their input.
- Use of one time monies [$600,000] (L. German)
Dean Dewey expects collections budget to be spent this year, including endowments as much as they can be spent. $200,000-250,000 will be carried over in collections. There will be no request for an exception this year. Any time the amount to carry over is more than 8% of the entire budget, an exception must be requested. $650,000 will come into the collections budget and of the whole collections budget we can carry over $250,000. Must have close out strategy to get carryover down to $250,000. In prior years have closed out the year by paying forward on DDA deposit account and copyright clearance deposit account. Concern – don’t want to buy something else and then not be able to pay for the things that we already have.
Discussion of things we subscribe to now that can be purchased this year. It takes about six weeks for license to go through purchasing. Strategy should be if it is a new license purchase soon with one-time money. If it is something that can be added to an existing license then save for the last minute purchases. Drop dead date for purchases that need a license is April 1.
L. German requests that there be a backup plan in case license doesn’t get through purchasing in time.
L. German requests that we think about other products that are coming out that are not specific subject based or very broad-based products, but they support the research activities. Questions to consider: Where do these products fall and should they be included in the collections budget? Discussion of examples of these types of products such as Research Analytics and Harvard Profiles. Other issues: Does product then require library expertise to support? How does product link to digital measures?
- CSAG forum of 2/7/12 updates – presenters ready
- Planning team for forum on Wednesday, April 18, 2012, 10:00-11:30 a.m. – no discussion
- Review Wants list in March.
Discussion of Wants list - Need to have additional Wants list items to H. Benner by March 1, 2012. Should include items on Wants list even if it is possible that item can be paid for in the current year with other funds. Wants list serves as a central place to keep product information and pricing.
- CRL webinar - covers print archives, preservation registry system. 2/8/12 3:00 p.m.
Minutes prepared by C. Giardina
