December 18, 2004
To: Claire Bellanti (Chair, SRLF), Julia Kochi (UCSF), Nancy Kushigian (SLP), Gail McClenney (UCSB), Scott Miller (NRLF), Phyllis Mirsky (UCSD), Sara Shatford Layne (UCLA)
From: Bernie Hurley, SOPAG Chair
Re: Charge to the RLF Persistence Task Force
The University Librarians have adopted a new policy entitled, “Persistent Deposits in the UC Regional Library Facilities,” which can be found at: RLF Persistence Policy [PDF]. This policy creates a new class of persistent deposits that will “give all UC campus libraries the assurance that they can withdraw duplicates of deposited items from their campus collections and rely with confidence on access to the copies deposited in the RLFs, and to provide public documentation of the relevant policies and procedures.”
SOPAG is creating the RLF Persistence Task Force to develop an implementation plan for this policy. It is especially important that any implementation be efficient for the staff that must identify duplicates and mark records for partner libraries. Your task force charge has been developed in two parts. The first is an overall planning process to develop a framework that addresses the general workflow and impact on bibliographers, technical service, RLF staff, etc. SOPAG will review this framework and when approved, launch the second phase of your charge – to develop more detailed policies, procedures, costs, etc.
The charge for Phase 1 is to:
Identify general workflow and responsibilities to: check for duplication with an existing RLF deposit; determine the conditions under which the owning library is willing to partner; identify what system(s) will be used to mark the RLF deposit for a partner library; develop an overview of who will do the marking and how; ensure a physical copy in adequate condition is retained; etc.
Identify policies that may need to be developed, as opposed to developing the policy at this point. For example, a policy to determine the RLF deposit is in adequate condition may be required.
These may include missing systems support, costs, provisions of the ULs policies that are difficult to implement, etc.
SOPAG will meet with the Chair of your Task Force to discuss and if needed, amend the plan. Other UC groups that need to be consulted will also be identified at this time.
The second phase of your charge will begin once the plan is approved.
In Phase 2 you will be charged to:
- Create a framework for implementation;
- Recommend additional policies that support the procedures;
- Identify major barriers to efficient implementation, if any; and
- Prepare a status report for SOPAG
- Develop detailed procedures, including workflows;
- Provide more detail to the additional policies approved in Phase 1;
- Create specifications for systems developments or enhancements, if any;
- Itemize any additional fiscal resources that are required; and
- Prepare a final report for SOPAG.
Implementation of the procedures will begin once SOPAG accepts the final report. SOPAG would like your Phase 1 report no later than April 1st and your final report by June 1st, 2005.
For all of SOPAG, let me thank you in advance for your willingness to serve on the RLF Persistence Task Force.