Agendas: Minutes: 

 

 

 

 

MINUTES  14 December 2007

Meeting began 11:00 am and finished 12:00 pm in Library East conference room.

Present: Seth Jerchower, Vernon Kisling, Matthew Loving, Cathleen Martyniak, Nancy Poehlmann and Laurie Taylor

 

 

 

1.  Minutes

 

a.  Vernon Kisling noted the minutes

b.  November 30 meeting minutes were approved.

 

 

 

2.  Backlog Review

Messages sent to selectors reviewed and new communications with selectors considered.  New email to selectors with link to selection thinking points discussed.  TF members should attend next CM meeting in January to discuss the backlog review procedures.

 

 

 

Some 1,700 brittle books are ready to be sorted into H/SS/S categories and this will be done in January by the Preservation staff.  Blake and Peter revised the LC and Dewey lists to include these H/SS/S designations.  Shelf space will be available for those books requiring review for Special Collections (Special Collections will be notified when this shelf is full or at specific time periods).

 

 

 

Reasonable replacement criteria (drafted by Seth and Vernon) reviewed.

 

 

 

3.  Brittle Books in Cataloging

Brittle books are showing up in the Catalog Department for cataloging.  These should be sent to Preservation to be included in the brittle book process, but should first be cataloged so they can be handled by the brittle book process (that is – call numbers and catalog records are needed for the brittle book process to work).

 

 

 

4.  Copyright

Section 108 (Copyright) TF study not yet finished – our TF should receive a copy of this report to help us with our copyright considerations.

 

 

 

New brittle book process workflow charts were reviewed:  general workflow, workflow C and workflow D.  Other workflow processes (A, B, E, F) still need to be worked out.  Workflow B and E (digitize in house process) may be the same.  ACTION ITEM:  Matthew and Nancy are to work on workflow A.

 

 

 

5.  Statistics

Post selection brittle book statistics needs discussed.

 

 

 

6.  TF Report

Cathy will prepare the TF three month report for the Directors as per our TF charge.

 

 

 

 

Minutes for 11-31

  • Minutes of 11-16 approved.
  • Cathy: for 2008 proposes keeping biweekly Friday meetings, same location, changing meeting time from 10:30 to 12pm. Skip 1/4 and begin to meet again in 2008 on 1/18.
    • Updates: Brittle Book processing locations set up.
    • Copyright spreadsheet prepared in preparation, accessible through "copyright" page (copright_tracking.xls)
      • Question raised utility of spreadsheet, types of information needed, how to best use it as a management tool, checking with Stanford database on copyright issues.
      • ACTION ITEM: Matt and Nancy will begin to flesh what kinds of data we need to track for copyright purposes using excel list above as a model
    • Cathy: John's backlog of brittle books:  include them with current backlog.
  • Nancy: Workflow Chart version 3 (http://brittlebooks.pbwiki.com//f/Copyright+workflow.JPG):
    • Review of revisions to chart concerning lower steps of flows from copyrighted or out-of copyright items.
      • Postpone OPS copyright decision chart revisions.
      • Discussion on training OPS for basic processing, staffing.
      • Discussion of how Judaica is handling brittle backlog (1a storage, processing of list, searching for digitized copies, determination of heritage).
  • Procedures:
    • Review of Selectors' Criteria (http://brittlebooks.pbwiki.com/ 11/16/07 draft). Cathy will get Barbara Hood to make flyers to post around in Preservation
    • Discuss with Jim Cusick procedures on determining with selectors what to put in Special Collections (Cathy and Seth).
    • Where to house "medium rare" items.
      • Use of new off-site storage for "medium rare."
      • In-library use only statute. How and where will these in library use only materials be 'served' to patrons? LW? Special Collections??
    • Review of Brittle Book ProcedureBACKLOG flowchart for copyright only v.7(http://brittlebooks.pbwiki.com//f/bbbacklogonly7.pdf).
      • What to send to ALF.
      • What to send to Special Collections.
      • ACTION ITEM: Cathy and Laurie will review/expand Plan A and  Plan B procedures for materials retained that are in and out of copyright (bottom line of pdf above)
      • Is offprint already available?
      • ACTION ITEM: Seth and Vernon will begin to draft  an understanding of what we mean when we say 'reasonable replacement'  such as quality, utility, cost ...
    • 3 month report
      • short, 2 to 3 pages
      • intro, what we have done so far, what we still need to do and summary, links into wiki
      • due to Michele Crump before we leave for the break
    • ALF 2, aka regional storage facility was also disucssed
  •  

 

 

 

Minutes for 11-16

  • Housekeeping: Matt out, he emailed, but all else here. Minutes from last week approved.
  • Wiki cleanup: New stuff at top or bottom of each page? Agreed that newer at the top. Cleanup (or delete if not longer needed) on old versions, and if old versions needed, then date them.
  • We love PBWiki!
  • For working with CM on BB evaluation: Cathy sent email to Blake about the brittle book process and Blake responded that it'll be hard, but he's working on it. He's doing the Dewey number research for organization for selectors. It will be done by the new year. Both the LC and the Dewey sets of H, HSS, and S should be done by the new year.
  • Shelving in Preservation: Using Nelda's brief spreadsheet on the BB, not all 3000 can go to Pres. John has started pulling out DF 3-5. So probably 1500 will be moved and we'll do those and then see how much space is left and try to get others in. Current plan is to stop at 1500 and work from there.
  • New copyright flowchart on wiki. Need to determine what order for seeking permissions and reasonable replacement sought. Maybe look at what Michelle does with ILL. Pie in the sky is to hire someone and have them seek permissions and then if permissiosn are denied, then possibly to have them seek for a reasonable replacement. The person would need to be a real position (TEAMS) so that the person can stay, establish relationships with publishers, and follow up the process to make sure to get answers.
    • Will add seek reasonable replacement for books out of copyright because in some cases, especially with Special & Area Studies Collections, the materials may be needed in physical form.
  • For evaluating materials, add "Is a digital version acceptable?" for the reasonable replacement since it may not be.
  • Next step: Cornell Standards Check part of the copyright process.
    • Cathy made a clear eval format for a student to follow.
    • Cathy will redo the chart because some of the materials pulled so far are after 1963.
    • Discussion of popular mechanics and books already digitized
  • Selector keep in mind list for selectors.
    • If selected for Special Collections, how to give to them? Shelf for approval by SC or should just go piecemeal?
    • Selector criteria for flagging and workflow is great!
  • In two weeks, workflow discussion for what happens after the selector chooses what to do, then what?
  • Last thing: preliminary report due in about a month. Not exhaustive document, just a 1-2 page document with links pointing into wiki. More details on this for next meeting

 

 

 

 

Meeting Schedule:

 

 

 

 

 

 


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