SSH Cluster Bibliographers Group
14 June 2006
1-2:30 p.m., Room 276

Present: Leslie Abrams, Ken Calkins, Jim Cheng, Harold Colson, Kathy Creely, Tammy Dearie, Sam Dunlap (convenor), Ryan Finnerty, Tony Harvell, Rebecca Hyde, Sanae Isozumi, Elliot Kanter, Rob Melton, Alanna Aiko Moore, Arvid Nelsen, Alice Perez, Dan Suchy.

Announcements:

Tammy introduced Alanna Aiko Moore, SSHL’s new Sociology, Ethnic and Gender Studies Librarian. Welcome, Alanna!

New database trials, upgrades, and acquisitions:

• Sam will discuss two of Rebecca’s requests with Catherine: The CQ Researcher Archive, 1923-1990 (content is currently available during our trial period) and the California Political Almanac.
• We have a trial through July 15 of a K.G. Saur database, the International Bibliography of Book Reviews. Sam will forward the URL to the Cluster so people can try it out.
• Tammy announced that we now have access to ChoiceReviews.online.
• Harold announced that we now have access to the UN Commodity Trade Statistics Database that contains data back to 1962.
• Rob announced that we still have trial access to Wilson’s online Play Index.
• Elliot announced that we still have trial access to RLG’s ArchiveGrid.
• Ken announced that he, along with Kathy and Elliot, is submitting a proposal to acquire Smithsonian Global Sound.

Request forms for cataloging

• Sam distributed a handout “Requesting Cataloging for Internet Resources” for UCSD only and those for UC-wide cataloging through the Shared Cataloging Program.

New fund codes

• Tony announced that the subject fund codes ending in -1 (direct order) and -2 (approval) will be collapsed into one code ending in -2.

Future fund activity reports

• Tony described these reports that provide detailed title and pricing information serve as audit control. He demonstrated how this information appears online via from the Acquisitions page http://orpheus.ucsd.edu/acq/fundactivity.htm He polled the group and we agreed that Acquisitions may discontinue distribution of paper copies in favor of online access.

Acquisitions Department information

• Katie Grimm is retiring on June 29, and will return part-time for three months. Michele Peters-Coville has accepted the position of Library Collections Fiscal Manager and will begin work on July 5.
• The Nancy Nguy position is in recruitment and Brian Pierini is filling in temporarily.
• Fiscal close will occur on June 28, and carry-forward balances will be available in early July. New appropriations will be added later and we are anticipating the same amount as last year.
• Recarpeting will begin on August 7 and is expected to be complete by September 8. The Review Room will not be recarpeted, but it will be inaccessible for part of that time.
• Distribution of publisher blurbs will be suspended for these five weeks. After that time, subject librarians should monitor their blurbs and contact publishers to be added to the mailing list. At some point in the future, distribution of publisher blurbs will be suspended.
• Casalini, Harrassowitz and Touzot slips will be distributed as usual.
• E-mail questions may be sent to Katie, with a cc: to Tony.

Summer moratorium on gift pick-up

• With the move of BML and recarpeting in the Acquisitions and MDS Departments, Facilities is unable to pick up gifts until September 18.

Updates:

Highlights of Collection Coordinator Group meetings

• From the Feb.1 meeting: Sam distributed an updated and revised version of the document Linda Barnhart discussed, “SCP Cataloging Priorities.”
• UC Libraries are members of Portico, http://www.portico.org a new, not-for-profit electronic archiving service that was established in response to the library community’s need for a robust, reliable means to preserve electronic scholarly journals.
• During the June 7 meeting we heard that CDL is close to an agreement with Taylor & Francis.
• Sam summarized and distributed a draft working document, “Summary of CDC discussions on print archives and licensed content.” Comments and concerts should be sent to him by June 30. He will compile any responses and send to Phyllis for her to convey to CDC.
• Sam described the concept of persistence and distributed a copy of the “Persistence Policy FAQ.” The persistence clock is ticking and stops on January 6, 2006. At that time, all new deposits to the RLFs will be persistent by definition.
• Sam summarized the Abby Smith Report on the UC Shared Print Program.

Highlights of meetings with SSHL MDS Liaison

• From the Feb.15 meeting: the Metadata Services Department began adding death dates for LC’s “Top 300” list, and Ryan announced that there are quarterly updates with more than 1000 death dates.
• From the April 19 meeting: Inactive serials pulling is in the works
• The CD-ROM reunification had just begun. Ryan announced that all but a few stragglers are now complete
• UCSD has sent 16,000 to SRLF by the end of March. Ryan announced that we will meet our exceptional deposit request of 40,000 volumes this month. Congratulations and thanks, Ryan and crew!

Demonstrations:

• The new Acquisitions Department page http://orpheus.ucsd.edu/acq/ has a section “For Bibliographers and Library Staff” that has much useful information.

• The Collection Development Toolkit is now linked from our Cluster Bibs page, or you may bookmark it at http://sshl.ucsd.edu/sshbibs/toolkit/ The content was created with the assistance of Karen, Kathy, Ken, Tony, and Victoria, and Dan created the webified version. Note the contents bar on the left. If there is a “+” symbol, click on it to expand to the more detailed contents. Click the “-“ symbol to collapse the contents back down. Please send Sam your suggestions for additions and revisions as you think of them. This Toolkit is a work in progress and we will update it frequently.

Discussion:

Space problems in the Tower and next steps:

Tammy described the dire situation in the SSHL Stacks where many subject areas have moved into permanent overflow. Floors 6 and 7 are particularly impacted, and trucks of books sit waiting to be reshelved, but there is no room. There are approximately 900,000 volumes in the Tower, and we should reduce this number by 10%.

Sam proposed three ideas for moving out large numbers of volumes:

1) Move all JSTOR titles;

2) Identify sets split between the Tower and the Annex during a project many years ago where our records read “1977-present in SSH Stacks, xxxx-1976 in Annex.” We could update the retention date to “1990-present” and move prior holdings to SRLF. We can exclude records with analytics and the “Melanesian Collection” note. Ryan will generate this list for us to review;

3) Move 83,209 single-volume monographs with 0 circulation and with the catalog date of 11-01-1988, meaning that these were the tape loaded records that made up the original Roger many years ago. Of these 83,209 volumes, over 7000 have been marked as “keep” by the subject collection managers and these should remain.

The group also discussed serial titles that may have begun in 1977 through 1990. Ryan will generate this list for review of on-site retention.

Alice noted that PsycArticles is adding backfiles and one this is completed, we can transfer serial runs to SRLF.