SSH Cluster Bibliographers Meeting
Price Center Berkeley Room
12 September 2001, 9-10 a.m.

Present: S. Dunlap (convener), E. Kanter, J. Hanson, A. Perez, K. Lindvall-Larson, K. Creely, R. Melton, K. Calkins, V. Williamson (recorder), E. Cowell, J. Church, L. Cruse

1. Williamson volunteered to record minutes for today's meeting.

2. Announcements

Dunlap noted, per Katie Grimm, that the FY 2001/2002 funds have still not been posted yet and that is why the bibliographers' fund activity reports are not accurate.

Hanson distributed a new brochure called the UCSD Faculty Guide on Instructional Materials Services. She explained how it came about and who its intended audience is. The informational brochure will be available at all public service points in the libraries and have been sent to faculty and MSOs.

3. Website update

Kanter has moved our website from the SSHL server to Libnet since some of the SSH Cluster Bibliographers don't have IP addresses that allow them to view the SSHL intranet. The link can be found under "groups and minutes".

4. Featured Lists

Kanter distributed a mock-up page showing what the featured list page of subjects would look like in Roger. The bibliographers need to be sure NOW that all the subjects we want are on that list, because changing it later will put other things out of numerical order. ACTION: if anyone thinks of a subject to add to the list, tell Elliot by the end of the week. Once this feature is operating, bibliographers can decide on the criteria to use for the boolean searches which will bring up these lists. In most cases, the fund code and date added to database seems most practical. The policies and procedures for making this feature a reality is still in the planning stages, but eventually each bibliographer will probably have to meet with someone in systems to select criteria and a starting date. There are a lot of complications to work out, such as items checked out to the bindery and order records, but the Music Library has done something similar for a long time already, so we should make this work.

5. Reserves Update

The SSHL reserves unit has enough space to store materials for a whole year before bibliographers will need to review. Also, reserves textbooks will not be shelved in the SSHL stacks. Instead, they will be minimally marked and sold back to the bookstore at the end of the year. More details are forthcoming.

6. Annex/SRLF Update

This week 2,000 volumes are being sent to the SRLF which completes our allocation of 6,000 volumes for FY 2000/2001. The big shipment of items to go to SRLF for backlog storage (irretrievable) are currently being coded in Roger and staged for shipment. Bibliographers expressed concern about how long these items will be unavailable because that would affect their decision-making process. Dunlap requested that the bibliographers keep working on their boolean printouts, but could hold on to them to wait and see if any changes will be made regarding processing time and availability. It is possible that more funding will be acquired so that our shipments will not sit unavailable in storage for as long as originally thought.

7. Annex "Zs" project

There are a huge number of volumes classified in the "Z" call numbers that all bibliographers will need to review because of the variety of subjects they cover. Dunlap has printouts and will set up a system for individuals to sign out sections of the printouts to review. These are all titles that were not touched during the last "Z" project and not all are monographs. The "Z" serial titles is a shorter list that needs to be reviewed as well. Dunlap will try to annotate the list, noting which titles appear never to have circulated.

8. Web Documents

Creely queried the group about handling web documents that have unstable URLs, i.e., they have valuable information from a collection development point of view but are likely to disappear from the web. She wondered what is the best way to handle these types of things have the electronic version cataloged or print copies out for binding and cataloging? The situation seems common for NGO documents. Church commented that Jim Jacobs is looking into software that can provide secure access and that the Digital Library Working Group will be figuring out policies. Calkins and Cowell belong to that group and will report back progress on this issue. In the mean time all agreed it was perfectly acceptable to make printouts of documents for original cataloging and also to create Sage records for electronic texts.