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Minutes: November 10, 2008: All Libraries Meeting
Meeting called to order by Jennifer Davis. Thank you to Mary Jane Campbell for the refreshments.
LAB update – Jennifer Davis
Both Jennifer Davis and Tim Carpenter are ending their staff terms. Stephanie Alexander and Jennifer Knievel are ending their faculty terms. Sue Williams and Lisa Gould will continue to serve on LAB for another year.
Administrative Services Update – John Culshaw
Construction Update
Research Floor
The copy center has moved and the demolition, framing, drywall, and ceiling grid and tile have been installed. Also, some of the shelving has been installed. The light fixtures have been delivered and will be installed this week.
There will be 60 Macintosh laptops supported by ITS with 20 of these laptops available for checkout. The five historic tables have been refinished and they are beautiful. We are still negotiating the move in date, but it is anticipated to be sometime in December.
Commons (vestibule)
The concrete walls have been poured; the steel is here for the roof. The construction company is waiting for three consecutive days of good weather to construct the stone mockups for the walls. Phil Simpson, the campus architect, is reviewing the work as it takes place to ensure that the construction blends with the rest of the campus.
Fourth Floor (Administrative Services area)
An open house will be taking place soon. The area has been painted and the orange carpeting is gone.
Installation of the lifts between the 4th and 4 ½ floors is progressing. The walls have been demolished (they were 16 ½ inches thick), and the steel support has been installed. The lifts should ship on November 21st.
1st Floor
There should be a preliminary construction schedule soon. The security office and writing center will be moving over Thanksgiving week. There are currently 27 different conflicts between sprinkler pipes and air ducts in current coordination drawings. Security will be moving to S205 (next to David Fagerstrom’s office – semi-permanently)
We are still on budget for the construction project, and we haven’t used the contingency funds.
Norlin opening time is 7:15 am. The west doors automatically opened at this time (Security staff unlock fire doors prior to this time). There have been discussions with the Campus Fire Marshall regarding installation of cameras at the 11 fire doors which would provide security for the collections while leaving those doors unlocked permanently. Once cameras have been installed, Cabinet will discuss changes to the Norlin opening time.
There was a question from Jane Zumwalt requesting the cost per year of each workstation within the libraries. In the private sector, Jane read that it costs approximately $12,000 per year. There are many factors that aid in reducing our costs, including educational software discounts, free campus virus protection provided by the campus, campus funding for faculty, and the network staff provided by the campus. After consideration of these factors, John was able to come up with the amount of about $1300 per year per workstation.
Authentication on public computers – an implementation date has not been set per Rani Machoi. All will have Office Suite, and there will be limited public access for Chinook and Government Publications.
The Governor’s Day has been awarded for use on either December 24, 2008 or January 2, 2009. There will be limited service, but everyone still needs to check with their supervisor on which date is ok.
Technical Services Update—Janet Swan Hill
Much has been accomplished in the past year within Technical Services, proving that the whole is greater than the sum.
Acquisitions
We have begun receiving the first books on the virtual approval / shelf-ready plan for all of the fields not on the science and business virtual approval plan that was implemented last year. The last shipments of approval books that must be reviewed on shelves have arrived and will be processed soon.
In collaboration with Collection Development, we have been using one fund for all the Blackwell approval books and we will continue monitoring the process throughout the fiscal year. It has already simplified the processing of approval books.
Gift processing has been added to the daily workflow, and we have been able to catch up on the routine material. We have also begun sorting and processing the named gifts, beginning with the Nilon gift, currently located in the basement.
The Serials Receiving Unit completed the holdings conversion for all of the serial titles from the Periodicals Room that we are sending to Pascal, a total of 4,903. In conjunction with this, they also converted the holdings statements into MARC21 format to contribute our holdings to OCLC.
The department was able to complete the Fiscal year 2007-2008 accounting and close the books on July 10, 2008. This was the earliest ever, and was due to the new process of daily balancing of the Peoplesoft and Millennium accounting, developed by Pam Stanfield.
Electronic Resources and Serials Access
There have been a lot of projects. The integration of Serial Acquisitions (Linda and Erin) has gone well. They should be moving into the ERSA area tomorrow (11/6).
Serial Acquisitions is working through renewal lists. This includes verifying subscriptions, moving selected titles from EBSCO to Swets or Harrassowitz, moving from print to online, and moving some purchases to the CU System level.
The Dewey to LC reclass project of PER materials is finished.
The non-MARC to MARC holdings conversion continues. Over 73,000 non-MARC holdings statements have been converted to full MARC. There are another 16,000+ non-MARC statements remaining to be done, and Helene anticipates that she and her student assistant can complete this conversion throughout the winter.
The cataloging of the serials in the Stan Brakhage Collection is nearly complete.
Special Collections and Archives Cataloging
SPC Monographs
The cataloging of two collections is near completion:
- Emily Wood Epsteen Collection – 2392 items as of 11/1/08
- Mountaineering Collection – 8114 items as of 11/1/08
210 of uncataloged Publishers Binding titles are being cataloged by an intern working on her MLS at the University of Wisconsin. She will also work on digitizing the covers and input the images into our digital library.
Cataloging & Metadata Services
Outsourcing Authority Control
Backstage Library Works has been selected as the vendor. The profile has been completed, sample records sent to and received from Backstage along with reports. Locally edited authority records were scrutinized for retention. Refinements will be made to our profiles before we send the entire database. Projected time line = export our bibliographic database for authority processing on Dec. 5. At that time, INN-View will be disabled, new cataloging procedures will be effective, and we will stop editing bib records. We project that we will receive our records back by the end of December and that we will load them back before the start of the spring semester on January 12.
Genre headings and genre authority control in Chinook
Jina initiated a discussion at the All Catalogers meeting and it will be discussed with PSDH at its division meeting on 11/11.
We will also be participating in the OCLC-ONIX pilot project.Monographic Cataloging
Three sessions of NACO training were conducted by Windy Lundy for original catalogers.
Our contributions to BIBCO have increased significantly in the past year. Our 1350 bib records will be included in the PCC annual report for LC’s FY 2008 (ending Oct. 2008).
Copy catalogers are continuing to catalog government publications, maps and SPC– Archives materials.
Original catalogers are current with the “w” backlog of original work. The “o” backlog is consistent with that of the recent past years.
East Asian cataloging is going well with the hire of a half-time LT II and 2 students. We are now handling Chinese, Japanese and Korean language materials in-house. Arabic, Hindi and Indonesian materials are being sent to OCLC TechPro for cataloging.
Archival Collections
As of 11/6/08, there are 11 published finding aids available in RMOA and 5 more in process from the Archives Dept. (SPC currently has 131 published finding aids and 31 in process).
Preservation has offered one of their staff, Shannon Delay, to cross-train on the inputting of finding aids in EAD format into the RMOA database. She will be trained by Elizabeth Newsom in SPC and will join Josie Fania and Candy Gobrecht on the RMOA cataloging team.
Archives, Systems and CMS met to discuss strategies for digitizing certain photographs and manuscript collections that are deteriorating in the Archives Dept.
Preservation
Completed its massive conservation needs assessment survey to determine the preservation needs of the entire collection. The survey took about 2 ½ years, and the reports should be complete before the end of 2008. The information is going to be used to develop preservation strategies to meet the needs of the Libraries’ physical collections.
We are working with partners across the country to develop the Image Permanence Institute’s new web service to help libraries, museums, and archives analyze their environmental data in meaningful ways.
Carl has completed facility surveys for all the branches, and his reports will factor into the Department’s long range preservation plans.
Christine De Vries is reorganizing the work flow in Book Repair, since Megan Lambert and Shannon DeLay have been hired. Megan and Kay Moeller attended two weeks of training in the conservation lab in Utah, and they are introducing new treatments into the book repair program.
Shannon is directing more circulating books into the book repair operation by scanning the returned books behind the Circ Desk daily. A collection management module is sorting materials for the appropriate treatment option.
We are working with Special Collections and Reference to box vulnerable materials being sent to PASCAL.
We will be installing a video conference link with the Bindery Service before the end of 2008 to expedite materials.
Public Services Update – Susan Anthes
With the construction there has obviously been lots of planning, moving, and sorting. She would like to acknowledge Research and Instruction for all of its hard work.
All the Collection Development furniture has been moved to the fifth floor.
She would like to thank John for keeping everyone informed of changes.
There will be discussion at the cabinet meeting about where to move the East Asian materials.
There has been a tremendous service improvement with the implementation of WILLA – desktop electronic delivery. We are still working out the 1 desk concept.
There are a lot of searches still taking place: Associate Director of Administrative Services, Head of Reference, East Asian Librarian, and Music Archivist.
Dean Williams
He thanked everyone for all their hard work and patience. We have had interesting accomplishments with five million dollars. He has had no complaints from anyone about this project. We will continue to get through this with hopefully lots of continued support.
We have three new regents: a 25 year old black, a 31 year old, and 1 East Indian. It has been a long time since we had youth on our Board of Regents, and it is good to have new blood on the Board.
In 2010, Referendum C goes away, which stopped the financial shortfall stemming from the Bruce Amendment from affecting us. It affects the support for Higher Education and the group of institutions.
The CU enterprise status, university hospital – authority relationship with the State, is based on a contract. CU is moving toward a performance contract with the state.
The governor is predicting a $100 million shortfall in state revenues for this fiscal year. The campus has no new construction, and has stopped all construction planning.
There is a new layer of campus review regarding hiring. The Colorado economy is forward-looking, tech-based, and green-based, which is encouraging and will help our economy.
PASCAL II is up, the shelves are in, but a new partner is needed. We lost CSU as a partner, since it decided to move in a different direction regarding its storage needs. We have a 1.3 million dollar loan, and the Dean has gone to the Provost regarding our PASCAL debts. We are unable to pay off the loan in 5 years, and he has requested a change of terms on the loan. We need to make it known that we need a partner, either to rent or permanently.
We do have approval from the Provost to bring in a space planner for the five million dollar Phase 2 of the Norlin retrofit (west side of the building). Once we have a permanent Associate Director of Administrative Services in place, we will consult with that individual on how we should move forward with the organization.
In regard to the Budget Hearing, Dean Williams was the first up. We had over 50,000 contact hours with students, with only a staff of 280. Dean Williams tried to connect all of our budget requests with Flagship 2030. He has been working to tell the campus why all positions are critical in relation to workflow and also Flagship 2030. The hearing will be over before Christmas, and then the recommendations will be given to the Provost in January 2009.
Dean Williams is chairing the committee for the search for the Campus Chief Information Officer, at the request of the Chancellor.
The Social Functions Committee will be hosting the Holiday party on December 16th from 1 pm to 3pm.
The meeting was adjourned at 10:54 am.
