SOPAG meeting, December 12, 2002, Action Minutes

See also http://libraries.universityofcalifornia.edu/sopag/

Present: T. Dearie (LAUC), B. Hurley UCB), J. Kochi (UCSF), P. Mirsky (UCSD), M. Moody (UCSB), J. Ober (CDL, recorder), L. Tanji (UCI), J. Tanno (UCD, Chair), S. Wittenbach (UCR).
Absent:  A. Bunting (UCLA), K. McGirr (UCSF), B. Miller (UCM)

Tanno reported on a conversation with UL chair Munoff regarding the  communication/coordination between SOPAG and ULs/SLASIAC/SIP/CMPG.  SOPAG detects some difficulty in concurrent discussions in those groups and the coordination of “hand-offs” to SOPAG. SOPAG noted that having a UL or interim UL as a SOPAG member has been very useful.
 
ACTION:  A recently compiled summary of SOPAG activities has already proven valuable and will be maintained on the SOPAG web site.

2.1 HOTS

2.1.1 Brief Record Standard. SOPAG is waiting for reply from HOTS regarding the language on voluntary compliance and encouragement to use additional fields necessary for merging.

ACTION: Tanno will inquire with HOTS Chair regarding status

2.1.2 Print and Electronic Records for Monographs--Separate vs. Single  Records. Members report some concern about SCP records being undelivered to campuses while this issue is addressed.  HOTS was requested to do further work and consultation on the consequences for Melvyl and local practices if separate records are produced by SCP. HOTS will put merging algorithm(s) on their next agenda; they are preparing to survey campuses about the impact of implementing a standard of separate records.

ACTION: SOPAG will undertake a three-step process: 1. Ask CDL to report about the possibility of merging separate records; what are the implications for CDL if CDL receives separate records; can we merge them? 2. With that information in hand, SOPAG members agree to discuss the issue jointly with HOPS, HOTS, and RSC reps. starting from HOTS recommendation in current form. 3. SOPAG will revisit in January.

2.2 LPL
LPL will meet 12/20/02; ARL sponsored Patriot Act Teleconference of 12/11/02 is receiving good reports.

2.3 LTAG
Report on technology privacy issues has been forwarded to LPL.

ACTION: Hurley will ask LTAG chair Terry Toy when LTAG will begin planning for the next DL Developer’s Forum

2.4 CDC
The Working Group for Shared Print Journal Archive has been formed to analyze processing needs for shared collection of ACM and Elsevier print copies.  They plan to submit a report in February.

3.1 Government Information Task Force. Liaison Mirsky reports that the Task Force met on 12/11/02; UC Government Information Librarians have been surveying themselves and are sharing results with the Task Force  One result is explicit evidence that print receipts are dropping dramatically. An interim report will be available for SOPAG’s January meeting.

3.2 Visual Resources Task Force. Ober reports that the Task Force will soon issue an interim report on survey results.

Continued the discussion and possible implications for modeling access integration. Actions, if any, will be informed by conversation at the ULs/SOPAG joint meeting 12/13/02.

A letter dated 11/02/02 has been forwarded to the ULs citing SOPAG’s charge to CDC (see 2.4 above) and SOPAG’s willingness to contribute to addressing the concept of a shared print collection/archive.

6.1 General.  On 1/15/03 CDL plans to launch a web site dedicated to UC library digital resources that are available to the public. An internal review has been completed which will result in a revised mission statement for the CDL that stresses building shared infrastructure for digital collections and services. CDL is working with UCOP’s IR&C to forward information about unauthorized downloads of licensed material through unofficial proxy servers to the systemwide group of Chief Information Officers, JOG (the Joint Operations Group).  The problem has been brought to light by JSTOR director K. Guthrie.

6.2 Melvyl Transition
Merging of records and some last critical indexing jobs must still be run, in part because Ex Libris methods and programs have not previously been used to build a database of Melvyl’s size and complexity. CDL has had to recover from indexing errors introduced as a result. However, a staged roll out is being planned for January, first to library staff and then the wider community. Legacy Melvyl will continue to be available until July 1, 2003.

A compilation of principles that SOPAG has endorsed for non-UC contributions to Melvyl has been placed on the Melvyl transition policies page.

There was discussion of background information about the costs and benefits of adding California State Library records to Melvyl-T.
 
ACTION: SOPAG recommends that CDL proceed with loading CSL records into Melvyl-T. It is understood that the CSL records will be added as soon as possible and no later than by July 2003.

6.3 REQUEST/CBS Update
New programs from FDI have been added to VDX to allow multiple ILL units on one campus to share an ILL symbol. Campuses must complete testing before phase one implementation is complete (UCLA, UCSD, and UCSB) The go live date can be early January if testing proceeds immediately.

6.4 eScholarship
Liaisons “boot camp” will be held on 12/16/02.
Following encouragement from SLASIAC, ULs, and the Standing Committee on Copyright, CDL and SLP spoke to Academic Council about exploring ways to involve faculty in identifying obstacles to adopting alternative means of scholarly communication. At their 11/20/02 meeting Academic Council endorsed a proposal to hold regional seminars to discuss the issues with/among faculty.

6.5 Digital Preservation
Ober summarized a report from CDL UL Greenstein outlining three components of an emerging UC libraries preservation program. The components include establishing a digital preservation repository for library managed content, participating in the next phase of Stanford’s LOCKSS project for e-journals, and a CDL Mellon grant to address capture, curation, and preservation of government web sites. It was pointed out that the funds available for the preservation repository include the accrual of repurposed preservation funds over the last 2 years.

6.6 Key Indicators of Collections and Use. SOPAG members encouraged continued production and refinement of such statistics.

6.7 Appointment of Resource Liaisons. After discussion about confusion and inefficiencies in the process to date, SOPAG outlined a process.

ACTION: SOPAG recommends the following steps for identifying and appointing Resource Liaisons:

1. CDL issues a call to identify interest and willingness to serve. The call is distributed to bibliographer groups and copied to CDC, campus Collection Development Officers, and SOPAG for awareness and further distribution. Nominations can be by bibliographer group, and by campus, and by self-nomination. Replies are sent to CDL.
2. CDL compiles the nominations and forwards the list to CDC
3. CDC discusses and adds, removes, or prioritizes nominees and returns vetted list to CDL
4. CDL forwards a request for appointment to the appropriate UL(s)