SOPAG Meeting, 1/21/00, Action Minutes

Present: B. Hurley, P. Mirsky, S. Lessick, C. Johns, M. Heath (recorder), L. Kennedy, J. Tanno, K. Butter, B. French, A. Bunting, A. Ritch.

A. CDL Related Items:

B. French report:

The links to Elsevier articles are now in place. Next week French will work with CDL-T to plan for implementing links for the other signed contracts, as well as for contacting society publishers where there are a number of local, campus subscriptions. She will include linking plans in the weekly collection updates on the Shared Collection web page. She reminded us that CDL Request will block a request if it is for an article that is available online through a CDL subscription.

French has met with the Shared Cataloging of Digital Resources Team, and is working on developing a communications plan and putting together a list of systems and shared cataloging liaisons, as well as a discussion list. The team will consult with the HOTS subcommittee on electronic catalogingon issues of theory and standards, and there will be a web site. Initial efforts will be focused on legacy electronic subscriptions.

Request:

K. Butter reported that Phase II is going well. There has been a lot of help from campus ILL staff, and the problems seem to be relatively small. Article requesting is bringing more attention to PE file holdings statements conflicts and inaccuracies. She distributed statistics for CDL Request use during 1999.

ACTION: Bunting will try to determine what percent of use is by UCLA ILL staff.

ACTION: Butter will bring the proposals for the next steps and for Phase III to the next SOPAG meeting.

ACTION: The PIR Project Team will define the minimum level of ILL system features required in a local ILL system to aid those campuses that are currently considering purchase; the Team will also issue the finalized needs assessment report. The issue of when to open Request to undergraduates needs to be taken to both the University Librarians and to SLASIAC.

ACTION: Create a proposal to be submitted to the April joint meeting with the UL's; the net-lender model needs to inform this discussion, so,

ACTION: A. Bunting will obtain the final net-lender report from RSC.

RFP Update:

J. Tanno and B. Hurley reported that the committee is still in the process of gathering input from the campuses through meetings and an online survey. The timeline has been extended a few weeks.

Draft charge for a Digital Preservation and Archiving Committee from B. Hurley: SOPAG members agreed that this is a progressive, innovative, and timely document. The charge and the outputs from the committee, once formed, can be used to educate in addition to forming standards for archiving and perpetual access. Composition of the committee should include mostly technical, but also archival and preservation staff, and, possibly, a records manager.

ACTION: Hurley will revise the document based on SOPAG comments, and the charge will be placed on the agenda for the April 28^th meeting with the UL's.

ACTION: SOPAG members will discuss this charge with their other senior managers and bring back comments to the February meeting.

SLASIAC draft resolution on print archiving: The resolution endorses a prototype experiment. The resolution will go to UCOL for information.

Collaborative Strategies Task Force: C. Johns reported that the draft is now fairly complete, including a detailed plan for a prototype based on JSTOR titles. Text to describe philosophy is being added, and the final report should be ready for our February meeting.

B. French reported that licensing work plans for the next six months are now posted on the Shared Collections web site, and another bibliographers meeting on licensing is being planned. She reminded us that a key ongoing policy for licensing has been the assumption that co-investments commitments will be renewed by all participants. The initial approach to licensing was to negotiate only for titles subscribed by a UC campus, but the JSC has adopted a new principle that it is reasonable to consider proposals that include all of a publisher's titles. The administrative and collection development overhead of handling individual titles, especially when the publisher’s content is volatile, has proved formidable.

UCLA's Chemistry Department is hosting SciFinder Scholar (accessible by IP address-limiting) software downloading; this is the first CDLlicense with proprietary client software and some restrictions on walk-in use.

At least two journal vendors (Academic and JSTOR) are returning good use data. Since International Coalition of Library Consortia (ICOLC) is pressing publishers on this issue, CDL has not pressed this issue in licensing as hard as others.

ACTION: French will investigate with CDL-T the effort required to install a program to obtain use statistics from the article-linking interim page; this would be incomplete data but might be better than none at all.

CDL has been involved in the CLIR effort to create model license agreements, CDL has forwarded a CDL model to Springer; the model will soon be added to the Licensing Toolkit.

UC Press electronic books are linked in the new CDL system release.

Resource Sharing Committee: SOPAG reviewed the draft charges for the ILL and Circulation common-interest groups, which are viewed as parallel groups. The needs of RSC may sometimes necessitate more frequent meetings for these groups (as CDL Request has done for the ILL group), but, in general, the number of annual meetings should be the same for both. The draft charges are approved with suggested modifications. RSC has an ILL Workshop Committee that is developing a proposal for a workshop to be tailored for UC by Mary Jackson; the workshop has been approved in concept by both the UL's and R. Lucier. A similar subgroup is being convened to develop a desktop delivery proposal for ILL photocopies.

Heads of Special Collections: SOPAG discussed where common-interest group minutes should be posted. Common-interest groups are encouraged to have their own web sites, and link these into the SOPAG web page. It seems that most groups have followed this procedure.

Library Technology Advisory Group and Heads of Technical Services: M. Heath submitted a proposed charge to a Metadata Workshop Coordinating Task Group, as well as a budget for a series of two workshop presented multiple times north and south. SOPAG approved the proposal.

ACTION: Mirsky will forward the proposal, along with suggested membership for the Task Group, to the UL's for approval.

SOPAG has expressed an interest in a cost recovery, Berkeley based, EAD creation service.

ACTION: B. Hurley and B. French will work together to determine options that might facilitate this service and/or campus production of EAD finding aids. French will soon distribute an "OAC transition" document.