Library Office Notes

Preservation Committee Minutes

February 2, 1998

Present: Gene Rinkel (Chair), David Griffiths, Susan Hill, Gregg Homerding, Barbara Loomis, William Maher, Merdy Smith, and guests Lisa German, Betsy Kruger, and Norma Linton

1. Old Business

PRESERVATION OF THE ELECTRONIC RECORD

David Griffiths has been appointed chair of the Electronic Preservation Subcommittee which consists of David, Susan Hill and one other person. David Griffiths handed out "Preliminary Report on Diskette Preservation Issues at the UIUC Library" a two page report.

PRESERVATION 583 SUBCOMMITTEE

The subcommittee has received a list of preliminary terms from the LC project and when their list has been compared it to their usage in their document they will send out the document to the Library for comments and advice.

PRESERVATION COMMITTEE WEB PAGE PROJECT

Since Yaping Liu has resigned and moved onto another position in another library, it was decided that Gregg Homerding would be the chair of this subcommittee. The work on the Web site including the links up until now has basically been done by Yaping.

LIBRARY DISASTER PREPAREDNESS MANUAL

The manual has been typed on Word and after phoning various University Departments the persons to contact and their phone numbers have been updated. The manual is now being worked on by Jane Gammon per Barbara Loomis.

II. New Business

PRESERVATION FORUM

This forum is jointly sponsored by the Collection Development and the Preservation Committees. A subcommittee of the following people: Lisa German, Betsy Kruger, William Maher, Barbara Jones will work on the content of the meeting. We want the meeting to keep focused on
preservation without talking again about brittle books.

Respectfully submitted, Barbara Loomis

CATALOGING POLICY ADVISORY COMMITTEE
Minutes of the meeting held March 16, 1998

PRESENT: Linda Ballinger, Alvan Bregman, Richard Burbank, Gail Hueting (Chair), Jay Lee, Carol Penka, Nancy Romero, Fung-Yin Simpson, Priscilla Smiley, Stephen Smith, Patricia Thurston, Jim Williams

DRA REPORT:

Gail Hueting reported that ILCSO would be bringing up the DRA Classic system with Netcat as its cataloging module in the first instance. Documentation for the Classic system can be consulted at the Systems Office.

The ILCSO Maintenance Committee is scheduled to meet to decide on how to handle the relationship with OCLC.

Training is to begin April 9.

SUBCOMMITTEE REPORTS

GOALS AND OBJECTIVES SUBCOMMITTEE

Patricia Thurston is planning to finalize the text of the CPAC 1997-98 goals and objectives.

DOCUMENTATION SUBCOMMITTEE

Stephen Smith reported that a draft revised policy and procedures document was now available for review on the CPAC web site, at <http://www.library.uiuc.edu/techserv/Cpac/cpacpolicy.htm>. CPAC members are requested to send comments by Monday, 23 March 1998.

The subcommittee intends to create an updated structured index to UIUC cataloging policies and procedures. In addition, a keyword search facility is slated to be added to the CPAC web site.

Once again the subcommittee requested that the current lists of call number prefixes and abbreviations be reviewed to see if they were up-to-date and complete.

ELECTRONIC COMMUNICATION SUBCOMMITTEE

Gail Hueting reported that the CPAC listserv had been opened up to all catalogers at UIUC. About 20 people have signed up in addition to the original members, so the list has essentially doubled in membership. Gail will send out another welcome message to subscribers.

The Subcommittee planned to review the style and content of the CPAC web site. Jeff Carrico will be invited to join the Subcommittee since he maintains the site.

TRAINING SUBCOMMITTEE

Alvan Bregman distributed copies of a CIC Technical Services Survey which will be presented to Administrative Council. The information gathered by this survey will help the Subcommittee determine initially the extent of cataloging activity and training needs throughout the Library. Alvan asked members of CPAC to help divisional coordinators in circulating and completing the survey.

OLD BUSINESS:

UNI HIGH FICTION AND BIOGRAPHY CLASSIFICATION

Members were referred to Frances Jacobson's email message of 3 March 1998. Members felt that the proposal was contrary to recently instituted policy and to the latest Dewey classification guidelines. The proposed changes would add unwanted complexity to the conversion of data from LCS/FBR into DRA.

Since other options seemed to exist to meet the UNI Library's expressed needs, it was decided that the proposed changes should not be approved. Gail Hueting will write to Frances Jacobson to communicate the decision.

NEW BUSINESS:

VIDEORECORDINGS PREFIXES

A proposal was entertained to create call number prefixes that would distinguish between videocassettes and videodisks. During discussion it was decided to wait until after conversion to DRA, when members could see what material descriptions were available to users, how the OPAC displayed such information. At that time a review would be conducted concerning the
role call number prefixes would play in the integrated environment.

REENGINEERING OF TECHNICAL SERVICES

Alvan Bregman gave a general overview of his First Report on Reengineering of Technical Services. He pointed out that the reorganization proposed in the report was meant to set the stage for reengineering, which would occur in a team environment once the DRA system was in place. Executive Committee had discussed the report and implementation was expected once certain formal steps had been completed.

Formation of an Original Cataloging Team was proposed to provide liaison with cataloging activities taking place in the departmental libraries.

A lively discussion took place about the designation of a Rapid Cataloging Team. It was proposed that the team itself would come up with new ways to make acquired material quickly available to users through the catalog.

NEXT CPAC MEETING: 20 April 1998 in Room 428, Main Library.

(Submitted by Alvan Bregman)