LATEST UPDATES
NGTS POT7 LT2 Report: Responding to the Changing Collection Development & Management Landscape in UC Libraries
One of the outstanding NGTS items assigned to the UC Libraries Advisory Structure’s Strategic Action Group 3: Collection Building & Management (SAG3), was the final report from POT 7 LT2, “Responding to the Changing Collection Development and Management Landscape in the UC Libraries: The Role of the Collections Librarian”.
SAG 3 has received this final report and, and with endorsement of the Council of University Librarians, formally accepted the POT7 LT2 report, thanked and concluded the appointment of the POT7 LT2 Team. The POT7 LT2 report is now report available on the NGTS website at:http://libraries.universityofcalifornia.edu/groups/files/ngts/docs/pots/POT7_LT2_Report_Sept_17_2013.pdf
Additionally, upon reviewing the report, SAG3 has identified two priority actions that we aim to address by July 2014:
1. Refresh bibliographer group structure, membership, and charges
SAG3 studied the report and identified the role, structure, and engagement of bibliographer groups as a critical issue for the vitality of our cross-campus collaborations and future roles. In the transition to the new UC Libraries Advisory Structure, our lack of communication about this issue may have inadvertently led many of our librarian colleagues to believe that we feel these groups are no longer important. In truth, we feel the networks for communication across campuses deserves even greater attention. In spring 2014, we envision a process that involves librarians who are members of the current bibliographer groups and results in refreshed charges and a revised organizational model to facilitate cooperation in new ways. We aim to implement a new model in July 2014.
2. Develop orientation materials for UC consortia-based collection development processes (e.g. Tier 1 and Tier 2 requests)
SAG3 believes that shared orientation materials can be developed around consortia-based collection development activities, helping provide consistency across campuses and effectively relieving each campus from duplicative work.
SAG3 members are cognizant of the many priority projects assigned to SAG3 and already underway, as well as the new issues suggested by the UC Libraries’ System-Wide Priorities for 2014-2017. As such we have identified this short list of actions for this academic year. We anticipate further discussion and use of this report in identifying additional critical issues or initiatives.
With this report now available, SAG 3 encourages each UC library to discuss the report and adopt any approaches that are useful to their library organization and priorities.
Additional Background
In October 2012, CoUL and SOPAG set out to address one of UC Libraries’ goals: “Play a leadership role in generating discussion of the evolving information workforce in order to build and share expertise.” (Seehttp://libraries.universityofcalifornia.edu/groups/files/coul/docs/UC_libraries_vision-mission-goals_2014_final.pdf)
The Power of Three Group 7, Lightning Team 2 (POT7 LT2) was charged to contribute to the transformation of collection development practices by considering the desired duties and qualifications for future campus and multi-campus subject selectors/curators in the UCs.
The POT7 LT2 team submitted their report to SOPAG in April 2013. With the transition to the new UC Libraries Advisory Structure, the report was not acted upon at that time; Strategic Action Group 3 inherited this issue in fall 2013. In the period since the team completed their work, many UC libraries have undertaken significant transformations and transitions -- including new leadership, restructuring, and reframing of librarian roles. While the extensive work of the POT7 LT2 team is important and signals many deeper issues that still need to be considered, our libraries are likely to have slightly different perspectives from each other as well as from our own thinking last year.
Through their process, the team revealed varied visions of librarian roles on each of our campuses, and complex relationships between workload, skill sets, and priorities. Their work was valuable in posing new questions, which many peer libraries are asking of themselves (as evidenced in the ARL initiative “New Roles for New Times”, as well as the LAUC 21st Century Librarian initiative). While no single system-wide vision emerged clearly from the POT7 LT2 report, there are many threads that could be followed by interested UC libraries that wish to pilot a new approach in particular areas.
Thank you,
Diane Bisom
Chair, Strategic Action Group 3: Collection Building & Management (SAG3)
UC Libraries Advisory Structure
Diane Bisom
Associate University Librarian
Information Technology and Systems
University of California, Riverside Libraries
P.O. Box 5900
Riverside, CA 92517-5900
diane.bisom@ucr.edu
951-827-2080
Common Knowledge Groups Call for Members
This memo serves as call for members interested in two new Common Knowledge Groups (CKGs):
· Reference CKG
· Scholarly Publishing Group CKG
Membership is open to all levels of staff interested in and responsible for reference services and/or scholarly publishing. Their Common Knowledge Group Charters containing more detail, and general information about CKGs, are available online at: http://libraries.universityofcalifornia.edu/ckg
To participate in the Reference CKG, contact interim chair, Lynn Jones, UCB, ljones@library.berkeley.edu
To participate in the Scholarly Publishing Group CKG, contact either of its co-chairs, Mitchell Brown, UCI, mcbrown@uci.edu or Nancy Stimson, UCSD, nstimson@ucsd.edu
Please obtain your supervisor’s approval prior to CKG participation. As with all CKGs, membership is limited to staff who are directly engaged in and/or responsible for work that is under the purview of the CKG.
Call for Members: Cataloging & Metadata Common Knowledge Group
This memo serves as call for members interested in the Cataloging and Metadata Common Knowledge Group (CKG). Membership is open to all levels of staff interested in and responsible for cataloging and metadata services.
The focus of the Cataloging and Metadata Common Knowledge Group is on issues related to the common practices and effective outcomes for cataloging and metadata operations. Its CKG Charter with more detail is online at: http://libraries.universityofcalifornia.edu/groups/files/ckg/docs/CMCKG%20Charter.pdf
To participate in this CKG, please contact the Cataloging and Metadata Common Knowledge Group Chair, John Riemer (UCLA) at: jriemer@library.ucla
As with all CKGs, membership is limited to staff who are directly engaged in and/or responsible for work that is under the purview of the CKG. Please obtain your supervisor’s approval prior to CKG participation.
More information on CKGs can be found online:
Call for UC Born Digital Planning Group Common Knowledge Group (CKG)
This memo serves as call for members interested in the UC Born Digital Planning Group (UCBDPG) Common Knowledge Group (CKG). Membership is open to all levels of staff interested in and responsible for digital materials and services.
The focus of the UCBDPG Common Knowledge Group is on issues related to the management of born-digital content in Special Collections and Archives. Its CKG Charter with more detail is online at:http://libraries.universityofcalifornia.edu/groups/files/ckg/docs/UCBDPG_CKG_Charter.pdf
To participate in this CKG, please contact the UCBDPG Common Knowledge Group Chair, Audra Eagle Yun (UCI) at: audra.yun@uci.edu
More information on CKGs can be found in the Guidelines for Common Knowledge Groups at:http://libraries.universityofcalifornia.edu/groups/files/ckg/docs/ckg-guidelines.pdf
Call for Interlibrary Lending CKG Members
This memo serves as call for members interested in the Interlibrary Lending Common Knowledge Group (CKG). Membership is open to all levels of staff interested in interlibrary lending services.
The focus of the Interlibrary Lending CKG is on interlibrary loan services between the UC libraries as well as UC's interlibrary lending and borrowing partners. Its CKG Charter with more detail is online at:http://libraries.universityofcalifornia.edu/groups/files/ckg/docs/InterlibraryLending_CKG_Charter.pdf
To participate in this CKG, please contact the Interlibrary Lending Common Knowledge Group Chair, Alison Ray (CDL) at: Alison.Ray@ucop.edu
More information on CKGs, including Guidelines for Common Knowledge Groups, can be found at:http://libraries.universityofcalifornia.edu/ckg
UC Libraries Advisory Structure Report
The UC Libraries Advisory Structure (UCLAS) Coordinating Committee (CC) and Strategic Action Groups (SAGs) are pleased to be able to provide an inaugural report designed to update our colleagues throughout the UC Libraries on noteworthy activities and developments within the advisory structure.
Detailed information about UCLAS, its Strategic Action Groups, Coordinating Committee, UC Libraries Systemwide Plans & Priorities, as well as an UCLAS organization chart can be found on the UC Libraries Advisory Structure homepage:http://libraries.universityofcalifornia.edu/about/advisory-structure
Specific questions about anything contained in the UC Libraries Advisory Structure reports can be directed to the chair of each Strategic Action Group, your campus representatives on those groups, or directly to the Coordinating Committee at CCC-L [at] UCOP [dot] edu.
The CC consists of members from each of the Strategic Action Groups, a representative from the Council of University Librarians (CoUL) and the California Digital Library (CDL), and a Communications Manager. CoUL endorsed Rosalie Lack (CDL) to serve as the chair of the CC. The CC chair serves on the CoUL Steering Committee on behalf of the UC Libraries Advisory Structure.
Noteworthy activities within the CC include the following:
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Launched Common Knowledge Group (CKG) Guidelines and a CKG registration process.
- See http://libraries.universityofcalifornia.edu/ckg
- CKGs approved by the CC thus far: Born Digital Planning Group CKG, InterLibrary Services CKG
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Coordinated input from Strategic Action Group 1: Scholarly Research & Communication on a proposal to establish a systemwide Office of Scholarly Communication (OSC) under the aegis of SLASIAC.
- The OSC has been established. Please visit its website with more information, including Open Access resources that UC Libraries can integrate into local websites http://osc.universityofcalifornia.edu/
- Discussed with LAUC Executive Board Members communication processes for the advisory structure and considerations to ensure that UCLAS opportunities and involvement extend to all UC librarians when appropriate. LAUC and the CC are committed to maintaining open lines of communication between the two structures.
- Launched the Persistence Policy Revision Project Team to review shared print policies. More detail at:http://libraries.universityofcalifornia.edu/content/persistence-policy-revision-project-team-launched
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Received a proposal to recruit for a Digital Reference Ask a Librarian Service Manager (.25 FTE) endorsed by CoUL, the Systemwide Operations and Planning Group and its Heads of Public Services, and the UC Libraries Human Resources Group.
- Strategic Action Group 2: Access, Discovery & Infrastructure established Selection Committee (consisting of members with SAG2 and beyond), recruited applicants, and will make a candidate recommendation for the CC and CoUL consideration by November 21, 2013.
Strategic Action Groups
The UC Libraries Advisory Structure contains three Strategic Action Groups (SAGs) and a Collection Licensing Subgroup. All of these groups have conducted face-to-face meetings upon launching in order to organize and synchronize with the systemwide services and projects identified in each of their portfolios. Cross-functionality is an inherent part of the new advisory structure and its SAGs, and the groups have begun to identify cross-functional areas and processes.
Strategic Action Group 1: Scholarly Research & Communication (SAG1)
SAG1’s portfolio includes systemwide activities pertaining to scholarly research and communication that include data curation, open access, and eResearch. This group has reviewed a wide assortment of systemwide reports and services. SAG1 provided critical input on the Office of Scholarly Communication proposal and most recently discussed and coordinated Open Access Week events along with the implementation of the UC Open Access Policy implementation at UC Irvine, UC Los Angeles, and UC San Francisco on November 1st.
Strategic Action Group 2: Access, Discovery & Infrastructure (SAG2)
SAG2’s portfolio includes systemwide activities pertaining to access and discovery that include digital reference, UC Libraries Digital Collections, the WEST Regional Storage Trust, and ILL management software and courier management. This group has facilitated the recruitment of a new systemwide Ask a Librarian Service Manager, mapped and prioritized systemwide activities within its portfolio, and participated in a webinar designed to familiarize SAG2 members with the UC Libraries Digital Collections and its Project Team.
Strategic Action Group 3: Collection Building & Management (SAG3)
SAG3’s portfolio includes systemwide activities pertaining to shared collection building and management that include the coordination of digitization projects, shared collections and cataloging, a shared ILS, and bibliographic standards for cooperative cataloging. SAG3 has begun work on a systemwide ILS investigation (with SAG2 involvement), and coordinating work processes and work flows between the UCLAS Collection Licensing Subgroup.
Collection Licensing Subgroup (CLS)
The Collection Licensing Subgroup is charged to make decisions for the University of California Libraries in the areas of shared acquisitions and the licensing of e-resources. The CLS reports to SAG3 within the UC Libraries Advisory Structure to ensure coordination and input from SAG3. The CLS has provided advisement on current negotiations with SAGE and Elsevier. CLS is also in the process of notifying all Tier 1, 2, and 3 publishers about UC’s new Open Access Policy. Additionally, CLS members are collecting information from selectors at each campus to decide on whether or not to do title swap exercises with select publishers this year, and it will work on an assessment of the recent Journal Evaluation Project.
For more information on the UC Libraries Advisory Structure’s Coordinating Committee and its Strategic Action Groups, including meeting schedules and minutes, please visit http://libraries.universityofcalifornia.edu/about/advisory-structure
A PDF of this report, and future UCLAS Reports, can be found online at http://libraries.universityofcalifornia.edu/cc/documents
Introducing Zephir, HathiTrust’s New Metadata Management System
The California Digital Library (CDL), in collaboration with staff from the University of Michigan, has developed and implemented a new bibliographic metadata management system, Zephir, for the HathiTrust Digital Library. HathiTrust is a large-scale collaborative repository of digital content from research libraries including content digitized via the Google Books project and Internet Archive digitization initiatives, and content digitized locally by libraries. The University of California is a founding partner in HathiTrust. The University of Michigan has managed HathiTrust bibliographic metadata since HathiTrust’s inception until the present, and now, after working closely with University of Michigan staff to transition to Zephir, CDL is taking on this role.
Bibliographic metadata, typically stored as the records that describe resources in a collection and help users find and access those resources, is critically important to HathiTrust. Most significantly, bibliographic metadata submitted to and processed by Zephir is used to populate the HathiTrust online catalog, inform rights determinations that facilitate access to digitized resources, and trigger the ingest of digitized resources to the HathiTrust repository.
The work of designing and implementing Zephir has highlighted the modularity of the HathiTrust repository and the capacity for distributed development of repository infrastructure in addition to the core systems and services provided by the University of Michigan. This system will provide flexibility as HathiTrust services evolve, including the potential to coordinate with the HathiTrust Research Center, and to incorporate new technical developments that improve and extend how metadata is updated, used, and shared.
This project is also significant because it is the first core infrastructure hosted by a HathiTrust partner outside of the University of Michigan Library. It is particularly appropriate that this system was developed by CDL, an established leader in large-scale bibliographic systems, beginning with the original version of the Melvyl Catalog in the early 1980’s.
While the move to Zephir will be transparent to end users, the back end features a new submission process for contributors, providing them with feedback including error reports and histograms detailing MARC tag usage in their records. The system selects a representative record to describe multiple digital copies of a given title when these exist in the repository, employing a flexible, extensible set of scoring rules to choose the representative records.
The underlying technology for the new system was named for Babar the Elephant’s monkey copain, Zephir, in the French children’s stories by Jean de Brunhoff. Hathi is the Hindi word for elephant, an animal highly regarded for its memory, wisdom, and strength.
In hosting Zephir, CDL is pleased to support our 10 UC campus libraries and the entire HathiTrust partnership of 89 research libraries.
See HathiTrust’s announcement of Zephir’s release at http://www.hathitrust.org/zephir_announcement and learn much more about how Zephir works at http://www.hathitrust.org/zephir .
By Kathryn Stine, Zephir Project Manager and Metadata Analyst
UC Open Access Policy implementation is live!
The Academic Senate of the University of California adopted an Open Access Policy on July 24, 2013, ensuring that future scholarly articles authored by faculty at all 10 UC campuses will be made available to the public at no charge.
The Open Access Policy Implementation team at the California Digital Library is pleased to announce the November 1st launch of a set of tools and resources designed to support the UC OA Policy and help campuses spread the word to faculty who are ready to deposit their scholarly articles in eScholarship (UC’s open access repository), looking for more information about the policy, or seeking a waiver or embargo confirmation.
New eScholarship Deposit Workflow
The new eScholarship deposit workflow offers an efficient and intuitive submission process, making it easy for UC faculty to deposit their work in accordance with the policy.
- View a quick-start guide to learn more about the deposit process.
Faculty from UC Irvine, UCLA, and UCSF should now begin depositing articles with a publication agreement signed after July 24, 2013 in eScholarship. Deposit of articles by faculty on the remaining UC campuses is expected to be formalized by the Academic Senate in Fall 2014, although faculty throughout the UC System are welcome to begin depositing immediately if they wish.
Office of Scholarly Communication Site
The new Office of Scholarly Communication website offers resources to help faculty sort through the details of the policy and fulfill its requirements.
- Visit the UC Open Access Policy page, which connects to the FAQ, deposit workflow, waiver/embargo generator, and more. For easy access, use the URL: uc-oa.info
The OSC site is also intended as a more general resource about current issues in scholarly communication for UC faculty, researchers, students, and staff.
Get the Word Out!
The “Get the Word Out” page on the OSC site offers tools for alerting faculty to the policy and efficiently directing them to the deposit and waiver/embargo workflows, including:
- A 90-second video introducing UC faculty to the policy and motivating them to deposit their work in eScholarship.
- Transferable “ads” that point to the resources available on the OSC site – and can be included on university and library sites, departmental pages, and other locations that will be visible to UC faculty.
- A slide deck that can be used or adapted for presentations about the UC Open Access Policy.
Finally, this work has truly been a collaborative effort, strongly informed by colleagues across the UC campuses, who have provided information, feedback, testing, and other assistance and input as we developed the new deposit workflow and the accompanying materials. We look forward to continuing this important work with all of you!
Please contact osc@ucop.edu with any questions, feedback, or suggestions.
Persistence Policy Revision Project Team Launched
Marlo Young (UCSD), UC Libraries Advisory Structure Communications Manager
The Council of University of University Librarians (CoUL) charged a small project team to revise the existing persistence policy and related documents.
PROJECT TEAM
Persistence Policy Revision Project Team Membership
* Emily Stambaugh, Shared Print Manager, CDL (Convener)
* Colleen Carlton, SRLF Director, UCLA
* Jim Dooley, AUL for Collections, UCM
* Erik Mitchell, Director of Digital Initiatives & Collaborative Services, UCB
* Charlotte Rubens, Operations Manager NRLF, UCB
* Brian Schottlaender, University Librarian, UCSD
Target Completion Date: Spring 2014
Deliverables
* Revised policy(ies) and related documents
* Recommendations for change to and/or creation of new practices, tools, allocation methods and resources to implement the modified policy(ies).
BACKGROUND
When UC Libraries originally developed the concept of "persistence," the goal was to establish a permanent, trustworthy, shared general collection such that depositing libraries could make local decisions about duplicate copies.
Given the expansion of policy documents and changes in the environment, particularly around the development of shared print collections, CoUL has established the following goals for revision of the persistence policy:
* Make it possible for UC libraries to deselect and/or contribute stored holdings to extramural partnerships while ensuring access to UC users.
* Make it possible for non-UC libraries to deselect and contribute holdings to UC storage as part of a formal extramural partnership for distributed print archiving.
* Address other policy aspects that affect or enhance UCs ability to participate in shared print partnerships, with a goal of accelerating shared collection development.
* Create options for retention periods for shared collections to allow for future collection review and deselection. Define the relationship between finite retention periods and persistence, particularly when applied to the same material. Recommend when to apply one or the other.
* Provide guidance on how to reconcile different collection management behaviors when the same material is contributed to multiple network-level shared print programs.
* Combine, extend and harmonize the persistence policy, shared print in place policies, replacement guidelines and other documents that define persistence and its behaviors. Consider aspects in the RLFs Standard Operating Procedures and other documents that may be elevated to and incorporated in the new policy.
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Common Knowledge Group Guidelines Now Available
Marlo Young, UCSD, UCLAS Communications Manager
The new UC Libraries Advisory Structure, its Coordinating Committee and Strategic Action Groups are beginning to operate as a cohesive structure pursuing systemwide plans and priorities established by the Council of University Librarians.
As part of the transition process to the new advisory structure, the UC Libraries Systemwide Operations and Planning Group (SOPAG) charged the Coordinating Committee (CC) to review Common Knowledge Group (CKG) Guidelines, make revisions as needed, and then define and implement a submission process. We can now report that the CC has completed this task, and announce the launching of systemwide Common Knowledge Groups.
What are Common Knowledge Groups?
CKGs are self-organizing groups of experts or pioneers in areas of interest to the University of California Libraries. The intention of CKGs is to foster innovation by providing a venue for staff across campuses and from various levels to exchange ideas and collaborate on systemwide initiatives at the “Service Envisioning” stage. It is at this stage that new ideas for new services or improvements to existing services are generated and shared. Detailed information on CKGs, including their creation and responsibilities, is available online. See Guidelines for Common Knowledge Groups:
http://libraries.universityofcalifornia.edu/groups/files/ckg/docs/ckg-guidelines.pdf
How to Form a CKG
Any group of experts or pioneers wishing to investigate or pursue areas of interest to the UC Libraries may propose the creation the creation of a CKG. In order to create and register a CKG, a Charter Template contained in Appendix 1 of the Guidelines for Common Knowledge Groups is submitted to the UC Libraries Advisory Structure’s Coordinating Committee at: CCC-L[at]UCOP[dot]edu. All submissions are reviewed within one month of submission.
Questions?
The Coordinating Committee welcomes any questions you may have about the creation of CKGs. As CKGs are established, we will report this news in UC Libraries Advisory Structure bi-monthly reports to keep all apprised systemwide. You can contact the Coordinating Committee at: CCC-L[at]UCOP[dot]edu.
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