Resource Sharing Committee
M eeting Minutes
July 15, 2004

 Present: Charlo tte Rubens, UCB; Gail Nichols, UCD; Collette Ford, UCI; Claire Bellanti, UCLA; Donald Barclay, UCM; David Rios, UCR; Keir Reavie, UCSF; Eric Forte, UCSB; Kerry Sco tt, UCSC and RSC-LAUC and Recorder; Tammy Dearie, UCSD; Sco tt Miller, NRLF; Gary Lawrence, UCOP; Mary Heath, CDL

Announcements:

Deborah Turner is leaving UCSC, Kerry Scott is now the UCSC RSC representative.

1. Steering Team on Shared Collections of Government Information

This commi ttee’s work is on hold because ARL and LC are both looking at digitizing government information. Additionally, there is discussion about the possibility of the California State Library being the best place for a government publications depository. When the ULs/SOPAG have had an opportunity to review the ARL report this commi ttee’s work may resume.

2. Advanced Delivery Mechanisms:

SOPAG expanded the original charge to include examining how the 1% of materials not dealt with in the original Advanced Delivery Mechanisms report would be handled. The commi ttee was also asked to look at procedural issues not covered in the original report.

The subcommi ttee has expanded the list of possible types of equipment to use and has added a column detailing possible uses for the equipment to its spreadsheet.

There has been some confusion around whether the commi ttee should be addressing issues such as reforma tting materials (i.e., microform to digital) or not.

Scott will send the spreadsheet to RSC, RSC will review and comment and Tammy Dearie will liaison with the commi ttee and help to determine if more information or a context statement will be needed for SOPAG’s 7/23 meeting.

3. VDX Task Force Proposal

For the past 6 months IAG, Mary Heath and Claire Bellanti, have all been struggling with how to make the communication around the implementation be tter. The VDX list serve has not ne tted the kind of results Mary needs to see.

Since 1995 the PIR Team, comprised of a few campus representatives and CDL staff, has set/overseen the se tting of the basic policies and procedures for Request. The overlay of CBS on Request has changed the kind of communication that needs to take place. VDX issues are more heavily focused on day-to-day operational discussions.

IAG/Mary/Claire had a conference call to discuss next steps. The suggestion was made to replace the PIR Team with a VDX Task Force. RSC would assume responsibility for the policy level decisions for Request and the Task Force would manage the day-to-day operational decisions needed for VDX implementation.

Concerns were raised about the size of the group. The CDL liaison role, currently held by Jenny Lee of UCLA, was discussed and its relationship to the commi ttee was determined to be as a representative from CDL. Mary is asking for this position to be extended to continue to help with training.

Concerns were raised about ge tting the Medical Libraries involved in preparation for when Docline will work with VDX, although some Docline issues are currently being dealt with by CDL.

RSC determined that the Task Force should officially report to it but that the commi ttee should provide progress reports to both IAG and RSC during their conference calls.

RSC supported the Task Force. Kerry Sco tt will take the feedback and send it out to both IAG and RSC, solicit edits, and Tammy Dearie will take the draft to SOPAG in time for their 7/23 meeting.

4. Serials Alert in Melvyl Request

The report from IAG was commended for its representation of all sides of the issue. RSC determined that there was confusion regarding whether or not the issue was to allow the requesting of full bound volumes or if the issue was to allow requesting of articles in Melvyl. The 4/29/04 RSC minutes indicate that the issue came from HOPS representation being concerned about the dead end patrons encounter when they try to request an article in Melvyl. The 4/29 minutes indicate that the suggestion was made to order titles. It was determined that IAG should discuss this issue again and resend its recommendation to RSC.

5. Report from IAG on Quality of Scanned Materials

RSC made the following suggestions for the document:

a)  remove the last sentence under "Standards and Best Practices for Scanning," which refers to IAG finalizing on 7/22.

b)  under the section "Some campuses would like to receive more scanned articles," indicate there are two major reasons for not scanning:  1)  there are restrictions on delivering some material via the web (e.g. licensing or other explicit agreements) and 2) the number of locations and lack of scanners in enough places on some campuses.

c) Add an "Equipment Assessment Section," which would include a statement about the need to replace equipment (i.e. average life) and a suggested schedule for evaluating equipment and (possibly) software.

6. Update on ILL of Special Collections

HOSC is writing a charge for the RSC/HOSC group that will work to address the issues raised in John Tanno’s December 03 email. Charlo tte Rubens and Gail Nichols will represent RSC when this commi ttee is charged.

7. Review of 2003-2004 Goals and Objectives

RSC agreed to review the goals and objectives and to send feedback to the list. Claire Bellanti, Eric Forte and Kerry Scott will work on drafting revised goals based on the feedback received from RSC. The finalized goals are due 10/22, Claire Bellanti would like them ready to go by 10/1.

C. Bellanti asked the CAG and IAG liaisons, Gail Nichols and Charlo tte Rubens, respectively, to speak to CAG and IAG about beginning their goal review/writing process.

8. Report from CDL and UCOP

CDL/UCOP is wrapping up the consolidation of system wide strategic directions for libraries. The information is available on the website.

9. Report from CAG – Gail Nichols will send out via email

10. Report from IAG – see agenda items 3, 4 and 5, above