2008 06 20 Minutes:

Attending - Vernon, Cathy, Laurie, Matt

• 2a. Updates - Workflow F, volume 2; Michele told Cathy that if exact copy is found and approved by selector, then it should be okay to pitch the book.
  • We will need to develop a policy for how this exactly works and see about other concerns and getting it approved.
• Other instances occur when selector says to withdraw and preservation checks and only two libraries in the country have it. Preservation already checks for other holdings as a caution.
• Develop other policy that:
  • If less than 5 other institutions have the book in their holdings in the US, then BB saves the book and sends it to ALF for ILL and other uses.
  • The book goes into the BB collection in ALF so it's ready for the shared storage facility and so that it doesn't endure any damage.
• Matt - if all MARC 583's lined up, then it would be easier to de-dupe and to organize once the share storage facility is built.
• MARC 583 is for logging preservation decisions. Right now, this is a fairly open ended entry, but if everyone is using it then we need to standardize a bit.
• Catalog link for online books, are we just adding it to UF or to the SUS catalog or to WorldCat/LOC main records for all to use?
  • Do we want to go further with this? Maybe only for certain sources (OpenLibrary) books or only for certain groups (SUS)?
• Brittle list-serve, University of Kansas, can ask others if it works for them and send them the book.
• LibGuides will probably be used for BB documentation and maybe it also for workflow or maybe something else
• Workflow C is the next one to cover, and it's print on demand:
  • Add a link to the catalog to "request print" for books in copyright
  • After clicking, patron gets an email saying it will take 2 weeks; Preservation gets notified
  • Delonda takes copy to DLC and scans,
  • Scan goes into the Dark
  • Printed and bound by the printer
  • Goes to patron who requested it
  • New version is re-cataloged.
  • Cathy has pricing sheet from the bindery
• Agenda 2D: 5,000 replacement funds for next year, we will allocate it for replacement books:
  • No brittle copies
  • No film unless no other options or unless someone asks for film
  • In purchasing new copies, Paul may need to re-check with selectors to see about other copies.
  • We'll spend the money to meet some of the many replacement needs that are print-first.
  • We will be tracking both money spent for it, and how we would have spent funds based on need in the future
• Phase 3 of BB review, for next time!

Notes for Online Copy Found, Policy on Withdraws

 If an exact online copy is found and approved by the selector as a replacement, then the book can be thrown out rather than being given to ALF to hold. Before any books can be withdrawn and thrown out, however, Preservation will search for other physical holdings. The book will be thrown out if more than 5 other institutions in the USA have the book.

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