Minutes - UC/Stanford Map Libraries Group
September 10, 2003 UC Santa Cruz

In attendance: John Creaser, UCB; Julia Gelfand and Yvonne Wilson, UCI; Elaine Adams and Dorothy McGarry, UCLA; Wendie Helms, UCR; Mary Larsgaard, UCSB; Cynthia Jahns, UCSC; Julie Sweetkind-Singer, Stanford.

Cynthia Jahns (host) and Julie Sweetkind-Singer (chair) welcomed attendees. Introductions were made. The minutes of the previous meeting, as submitted via email previously by Mary Larsgaard, were approved.
1. Discussion of SOPAG Task Force on Government Information at: http://www.slp.ucop.edu/sopag/
Cynthia Jahns suggested that the group identify microfiche sets that might be good candidates for deposit into NRLF. The group agreed that Open File Reports and Library of Congress Gazetteer sets would be good candidates. We would recommend that there be one set in each region. If we deposit microfiche, the RLFs must be able to reproduce it into a high quality image no worse than the original fiche.
There are many issues related to staffing and technology in the report that need further explanation. Yvonne Wilson said the report assumes that we aren't sharing materials already. UC/SMLG should be sure that we make SOPAG aware of our current practices. One way to do this would be to add data to the web page for shared purchases on the UC/SMLG web site. Cynthia will send out email this fall asking for input to that page. We could also create a web page for maps that links to the UC GILS web site.

2. Shared purchases: Southern CA DOQQs - Aerial Express: Mary reported that it cost $11,000 for the aerial photos of California on DVDs. Larry Cruse is sending Aerials Express copies to all campuses in the next week or two. Mary is cataloging them on OCLC - one record for the entire collection. It will have the standard 590 "Shared Purchase" note.
Other possible material for shared purchase:

3. CDL Digitization Projects: No new suggestions were produced.

4. ESRI Site license for the UCs systemwide: The group believes that it would be very complicated to arrange a systemwide ESRI license for their GIS software. UCB charges an administrative fee to the library for dealing with such licenses, but not all campuses do this. Perhaps there would be enough interest to suggest an ESRI license just within the UC libraries. We will discuss this with Linda Kennedy.

5. GPO visit to Stanford (7/24/03): Julie Sweetkind-Singer reported that in July, Judy Russell, the Superintendent of Documents, representatives of the Office of Information Technology, and others visited Stanford University. They toured the Social Sciences Resource Center, and observed the Digital Library Robot, a speedy bookscanner currently being used for digitizing Stanford Press books. In the future it may be used to scan World Trade Organization materials, the US Congressional Serial Set, and tables of contents for old humanities journals. Chuck Eckman, Principal Government Documents Librarian & Head, Social Sciences Resource Group, is working with the Government Printing Office (GPO) to develop a LOCKSS server to host non-GPO agency-based content. This would include USGS material, such as the Open File Reports. National Agricultural Library publications would also be a target. The project, called "LOCKSS DOCS", will be submitted as a grant proposal to NSF in December. GPO is looking for more possibilities for collaboration.

6. Duties of the chair - reality vs. what's on the Web: The group agreed that it makes sense for the Chair to send out the call for agenda items, and run the meeting. The librarian from the host campus is then free to focus on local arrangements for the meeting. Julie will contact Linda Kennedy to alert her that we would like to meet at UC Davis in the spring, since it is the campus nearest to Chico, where the WAML meeting will be held. Our fallback location will be UC Berkeley.

7. UC/S Conspectus introductions for our collections: Mary Larsgaard will send out the conspectus example that David Deckelbaum wrote. Only LA, SB, and SD have completed the conspectus. It was noted that it requires a description of cartographic material held in all locations on campus, and this has taken some of us a little time to research. Submit them by December 19th to Mary.

8. Mellon Project update: Mary Larsgaard attended a CDL meeting in May at which they discussed the grant for archiving government web sites. They are doing a cost-benefit review to determine what is the least expensive way to do this for the greatest benefit, with possible methods ranging from software-does-it- all (which is what they did first) to a-human-being-selects (which is what Greg Hajic did in downloading the USGS OFRs on CA). Stanford's computer science department wrote the software that enabled them to "crawl" through four federal web sites, save them, and be able to search them. One of the sites crawled was the Interior Department. Mary is having them compare what Greg Hajic found with the web crawler results.
The grant report is due out this fall, and they may submit a grant to LSTA or else IMLS. California topographic maps have been scanned, and are available over the web through Alexandria Digital Library, as .tif files. John has scanned the 7.5' and 15' topographic maps of the San Francisco Bay area and made them available on the web. ( http://sunsite.berkeley.edu/histopo/ )
Li Hunt at USC has scanned all of USC's and UCLA's 15', 30', and 60' maps. When USC makes them available on the web, we'll all have access. John said that John Evans at USGS still has Berkeley's historic topos, which they have scanned, and for which they are now creating metadata. There is a crosswalk from MARC to the metadata standard.
Mary is talking to OCLC about a dump of records for online material, type e & f (maps and atlases) into Melvyl¨. Many are federal government sites. Would we want these records in our local online catalogs, or is it ok if they are just in Melvyl¨? We do not receive these records through Marcive, because the USGS doesn't distribute their products through GPO. The two groups of records would complement each other, and could be de-duped on the OCLC number. (We need to verify that there is an OCLC number in those Marcive records.) Will we eventually go back to only having a systemwide catalog (Melvyl¨), because of the labor involved in putting electronic records in both the local and systemwide catalog?

9. Map collection staffing: This was addressed during the "round robin" portion of the meeting.

10. Round Robin:
UCSC: Recruiting for a new University Librarian, following Lan Dyson's retirement. Interviewing soon to fill the vacant LA IV (Public Services) position.
Wendie has a new LA III, Margarita Yonezawa. Wendie would appreciate help with InfoMine. She is now selecting in geography, maps & earth sciences.
Elaine is selecting in geology, physics, astronomy, and maps for earth & space sciences. Their new University Librarian, Gary Strong, arrived on September 2. The Geology Library is being remodeled to gain user seating, but staff areas have been lost. In their current reorganization, science libraries cataloging is merging with YRL cataloging, and some acquisitions departments are merging. There is a librarian working .25 time on map cataloging. Many vacant librarian positions have been eliminated.
UCSB: They have hired an AUL - Tech Services, but Head of Cataloging and Acquisitions, and Programmer II are still open. They have four "Floating LA II" positions. Mary has an approval plan with Map Link.
Stanford: Has a hiring freeze, although selective hiring is possible with the approval of the U.L. There were layoffs over the summer, and Julie lost a third of her student hours. They have been told to expect a 7-10% cut next year. There was a 10% serials cut this summer, and duplicates were eliminated. Library hours were cut to 1-5 in the summer, down from 9-5. Their web site will be redesigned using funds from a donor, and the new version will be out in January. Branner Library was given the Hoover Library's map collection, and a library school student will help process the maps. There is progress on building their off-site storage facility. The Stanford Geological Survey project is winding down. It will all be cataloged, with luck, but no web site is up yet.
There is not a hiring freeze, but they are moving slowly, and are hiring temporary librarians for reference. They aren't expecting a serials cancellation, but are cutting paper copies (e.g. Elsevier; reviewing Wiley, Kluwer, and Springer soon.) They are focusing on developing their roles as faculty liaisons. There are several vacancies and they are using them for salary savings. Next week the new basement in the Main Library opens, with compact shelving for government documents and bound journals. The monographs are being physically redistributed throughout the building. Bibliographers have made a template for subject web sites, and the scholarly communication page is up. The library is doing space planning.
The group discussed creating a web page that pulls together the basic California GIS web sites. Stanford agreed to host this page.
The vacant librarian position in the Earth Sciences & Map Library has been frozen indefinitely, as have all other vacant library positions. Four library assistants now staff the library. Fatemah Van Buren is acting head. John Creaser has taken over selection/acquisitions for all materials. The other two positions are in circulation and technical processing. GA funds have been reduced and hours cut. The library-wide operations budget has taken the biggest hit. Administration hope to achieve operations budget savings this fiscal year through natural staff attrition. There may be a further cut at mid-year, and next year will probably be worse. Print serials are being reduced and cancelled. The first round eliminated most of Elsevier's print copies which are available online. The approval plan with Academic is ending in December, and will be taken over by Blackwells. There is now a backlog of map cataloging. In-house map scanning of topographic sets continues with ComputaMaps. In addition, Clay Simons in Wyoming has digitized major Soviet sets. More than 50 countries' topographic map sets are available on CD or DVD; some are available on-line. The library's Web site has undergone a complete directory re-organization which has led to URL changes and some lost files.

Action Items, corresponding to numbers on the minutes above:
1. Cynthia will request information to add to the Shared Purchases web page.
2. Julie will check Socrates for Middle East titles. (Done and email sent to Calmap)
4. We will discuss an ESRI license for UC Libraries with Linda Kennedy.
6. Julie will contact Linda Kennedy to ask if we may meet at Davis in April 2004.
7. Mary will send out David Deckelbaum's conspectus example. (See Calmap email of 6 Jun 2003, and 4 Aug 2003).
10. Please consider helping Wendie with InfoMine.
10. Stanford will take the lead in developing a web page that links to key California GIS web sites.

- Cynthia Jahns, Recorder