SSH Cluster Bibliographers Group
1 February 2006
1-2 p.m., Room 276

Present: Leslie Abrams, Ken Calkins, Jim Cheng, Victoria Chu, Harold Colson, Kathy Creely, Sam Dunlap (Convenor), Ryan Finnerty, Catherine Friedman, Tony Harvell, Rebecca Hyde, Sanae Isozumi, Elliot Kanter, Rob Melton, Arvid Nelsen, Stacy Nelson, Alice Perez

1. Announcements:

• New database trials, upgrades, and acquisitions
• Trials:
  Johns Hopkins Online Guide to Literary Theory and Criticism (Rob)
• World Shakespeare Bibliography Online (Rob)
• Acquisitions:
  Business Monitor Online is up and running (Harold)
• ChoiceReviews online was recently approved by CMG (Sam for Tammy)
• Patrologiae Gracae was recently approved by CMG (Arvid)
• DigiZeitschriften (DZ or Digital Journals) is in the works, pending CRL negotiations (Sam).

2. Upgrades:

• Tony announced that the Book Review Index will soon have the feature when CDL activates is with Gale
• Jim announced that he is Chair of the UC East Asian Bibliographers Group and that they are working with CDC to obtain the China Academic Journals (CAJ) database with backfiles.
• Elliot polled the Group and we agreed that he should delete old records for PCI in Sage.
• Other announcements:
  • Kathy announced an upcoming lecture on 2/6 and the two Melanesian exhibits that are currently on view.
  • Tony announced that the first Shelf Ready books arrived from YBP. They will be staged for review for one week, at which time they will come down and be sent to locations within the Geisel building. We may flag these for special locations such as “Reference” and change fund codes as we do with other books.
  • Sam distributed a document (copied below) received from Kymberly Goodson pertaining to an ILL one-year loan period for SSHL materials to other UCs only. This resulted in considerable discussion. Music scores are included in the proposal, of which neither the Arts Libraries nor the Cluster at large were aware. Catherine will follow up with Kymberly in an effort to foster improved communication between Access Services and the collection managers.
  • Sam distributed a document from Lisa Clark “SSH Stacks Maintenance Issues” (copied below). This will assist collection managers with their review of their subject areas to identify materials to transfer to SRLF.
  • Sam asked for a volunteer to convene the April 12 meeting because he will be returning to work on April 11 after a five-week vacation. Instead of waiting until the next scheduled meeting on June 14, the Group decided to reschedule the meeting on May 10. Sam will find a meeting location.
• Sam distributed copies of the titles moving in and out of the Blackwell and Elsevier ScienceDirect packages.
• Everyone is reviewing the lists of inactive serials for potential transfer to SRLF. Some of the lists for subject areas such as PQ (French, Italian, Spanish literature) and PT (Germanic literatures) may go to Ryan immediately. All other lists will be dated when placed in the box in the Approval Room. Lists will remain available for general review by everyone for one month from the date they are placed in the box. At that time they will go to Ryan for action. Sam reminded the Group that a “keep” annotation will always override an “SRLF” annotation.

3. Discussion:

• Sam distributed two spreadsheets of OCLC Collection Analysis Tool data supplied by CDL. These show the number and percentage of “unique” titles within UC, as well as titles held by two through ten campuses, by rough subject breakdown, and imprint date 1995-2004 and 2001-2005.
• Rob asked if the embargo on ordering new Taylor & Francis titles is still in place. Sam replied in the affirmative and has a template letter that may be adapted and sent to faculty, as needed. After this meeting we heard from Phyllis at the Collection Coordinators Group meeting that CDL met with representatives from Taylor & Francis on January 25, 2006. They plan to meet again.

4. Available background documentation:

Follow-Up to ILL One-Year Loans

January 18, 2006

Effective 1/17/06, SSHL (no other UCSD branches) has implemented aone-year loan policy for ILL loans to other UCs. Items eligible for this new loan period are those that previously circulated for 90 days and include the following:

• Monographs
• Annuals
• Music scores
• Micro materials
• Media such as CDs that accompany monographs

And exclude the following:

• Controlled circ items
• Journals not classified as annuals
• Independent media (film and videos)
• Government documents
• Maps and atlases

No renewals will now be permitted, and once recalled, the due date for an item will automatically be shortened to 21 days from the recall notice, with a minimum loan period of 90 days for the original patron. Please let me know if you have other questions or concerns.

Best wishes,
Kymberly

Soliciting Feedback on One Year ILL Loan Period

January 6, 2006

Following the November 2005 statewide IAG (Interlibrary Loan Advisory Group) meeting, each institution was asked to consider, or reconsider if discussed in the past, changing its loan period to one year for interlibrary loans to other UCs.  Many UCs and the RLFs have been doing this for some time and none report any adverse effects or an increase in lost materials or billing activity as a result.  Overall, those who spoke at the meeting were VERY HAPPY with their decision to make this change. Campuses that have one year loans to other UC’s: Merced, Santa Barbara, Santa Cruz, Riverside, SRLF, and NRLF. Campuses that do not: Berkeley, Davis, Irvine, UCLA, San Diego, and San Francisco. Some did report receiving negative feedback from limited faculty at the idea of the campus' materials being off the shelf for so long.  However, when reminded that this would mean that those faculty would be allowed to keep materials from other UCs for a year as well, they realized the benefit and were pleased.  As always, materials could be recalled when necessary.

The DDS-ILL Committee has indeed considered this in the past and did so again at its December meeting.  After discussion within the committee, and between staff and DDS-ILL representatives within the branches, all of the libraries except SSHL have decided to keep their ILL policies the same and not to adopt the one-year loan.  Some indicated that they did not want ILL materials to be loaned longer than their own materials, while others felt, particularly in the fields of science, medicine, and engineering, that loaning newer books for a year could make them out of date by the time they return to UCSD. 

Nonetheless, SSHL ILL staff are interested in moving to one-year loan periods for ILL materials (again, only to other UCs) and are prepared to do so.  In addition to allowing patrons to have the materials for longer, doing so will also save a great deal of staff time in processing renewals. Please feel free to forward this to any other individuals who might have comments. If you have questions or concerns about this proposal, please email them to me by Thursday, January 12.

Best,
Kymberly

SSH Stacks Maintenance Issues

January 25, 2006

1. 8 th Floor

• Regular Stacks – This are was recently shifted and should be in good shape for some time.
• Oversize – There is crowding within the G’s through the GN’s. This can be alleviated by shifting into the empty shelves located at the end of the Oversize area. Also, several of the stacks throughout this collection have had extra shelves inserted into their sections. Due to the size of the materials in this collection, no section should have more than four shelves. Sections that have five or more shelves need to have the extras shelves removed. There are also several damaged shelves throughout the oversize collection that need to be replaced. A small amount of extra shelves are located in the 8 th Floor sorting room and used to replace these damaged shelves.

2. 7 th Floor - This entire floor is severely crowded. The worst of the crowding is in the following areas:

• P 1 – 250
• PJ
• PM
• PN 1990 – end of PN
• PQ 900 - 2600
• PR

There are currently three empty sections in the area of PL 850. Some space may be gained by compacting books between the ranges PQ 155 T48 and PQ 2605 L2. Weeding in these ranges has left many shelves partially full and space could be regained by redistributing the remaining books. The current space cannot accommodate the growth and overcrowding on this floor. Weeding is especially needed in the PN’s (which I believe is currently happening, contact Rob Melton), PR’s and PS’s were there is a lot of growth. Currently the overflow for this floor is being housed outside the staff elevator on. I would approximate that there are at least 500 books in this area, possibly more.

6 th Floor - Although several ranges of this floor are crowded, there appears to be sufficient space to accommodate the crowding. The areas of greatest concern are:

• E 800 -900
• HF 90 -1300
• HG 4500
• HM
• HQ 70 & 1100
• HV 600

There are also some crowded areas in the F’s, HC’s, HD’s, JL’s, JN’s and JV’s. The main issue with this floor is that the empty space is located on the opposite side of the floor (at least eight open sections in the middle of the F’s) from where the majority of the growth and crowding occurs. Therefore a lot of time will need to be spent shifting this space through the floor to the areas that need it. There are probably between 200- 400 books in the overflow area, just outside of the staff elevator on the 6 th floor.

• 5 th Floor - This floor is currently in good shape. There are about twelve books that need to be shifted into the floor in various areas and two encyclopedia sets that need to be shifted into the AP’s. These are also located in area outside the staff elevator on the 5 th floor.
• 4 th Floor – This floor was recently shifted and is good shape. Space is limited, though there are several empty sections on the floor. These empty sections are to be used for the growth of the East Asia IP and Reference collections. However, growth (especially with the purchase of any more large volume sets) on this floor may necessitate the use of the empty sections for growth. If there are any new issues, contact Shi Deng.
• 1 st Floor – Priority for shifting should be given to this floor.
• Music – The majority of the crowding on this floor is in the ML’s, specifically ML 1500 through to the beginning of Due to the removal of journals (M 1) to be sent to SRLF, space for shifting can be made. Once compacted, the stacks should be shifted forward into the space. Weeding is planned for the collection within the next few months (contact: Ken Calkins)
• AAL – The entire collection is crowded, but the following sections have the most crowding:
  • N 6000
  • NA 700 -2500 & 6000
  • PN
  • TR
• Oversize
  Currently there are nine empty sections in the NK’s. These sections are being shifted backwards towards the PN’s and TR’s to alleviate crowding in those areas. If any space is left, it should be shifted forward to assist with impacted areas in the beginning of the collection. There are a large number of empty shelves just behind the Oversize collection, so these materials can be easily shifted into this area. Weeding is planned for the collection within the next few months (contact: Leslie Abrams).
• There are currently 4-5 booktrucks of materials to be shifted into the AAL and Music Collections. I would estimate that there is around 200 items that need to be added into the collections. They are kept in the southwestern corner of the 1 st floor.