Minutes for 2008-7-23 

All notes below are draft notes for a policy in draft development.

• Ben Walker joining us for discussion of ALF2 and Brittle Books and changes needed for those.
• Ben Walker starts, chairing state wide task force on state storage facility, people from across the state and across areas. Meeting every 2 weeks since January, looking at what other places have done, and there are 11 shared state storage facilities, could be 2-3 privates, cc and univ, and other models, all are somewhat different, but U of MO is closer (except all in one U system, where we're separate universities).
• CSUL website has purpose statement. Now in smaller groups and have recommendations, what type of formats accepted (works of art, odd sizes, etc), onsite reading room, conservation unit, will allow periodical use and do document delivery as much as possible, hardcopies as needed but trying to avoid, multiple copies (suggesting 2 monograph copies and no dups, and no print serial dups, gov't docs different) and CSUL will decide. Collection planning committee will also weigh in on multiple copy policies, so maybe more variable, maybe more than 2.
• CSUL planning matrix: http://csul.net/storage/reports/planning.pdf
• Recommendations also include:

  Shared storage will probably be mainly old stuff, but could be newer as well.

  Uncataloged items will not be sent to the storage facility; things sent are permanent transfers

  ILL for items that need to be routed to institutions, still needs to be worked out and work on display in catalog are still in progress.

  Items sent must be cleaned before sending, items that may contaminate collections may be sent back to the home institution. This may also alter as conservation is established.

• Probably the biggest issue for brittle books is the number of copies.
• Other question that hasn't been explored is the quality of each item, which also affects BB.
• We don't know how much uniqueness exists among the 11 state schools. Current collections in storage are of various sizes (UF 1 mil; FSU 200,000+; others?), will be an incremental process so that dups/extras aren't sent without need. Two-year plan for collapsing UF and FSU collections first, and then adding others after those are consolidated.
• Everything in ALF is going to Storage 2.
• Everything will be handled during the initial phase, so more materials will be sent to preservation, and will write that into the procedures.
• Will be better to check for brittleness now rather than during or after ingest.
• Science reclassed thousands of items to keep the Dewey items from being moved to storage and CMs will likely want to do the same to prevent items from going to storage and other groups may also want to pull items out of storage before they go to the new structure for larger storage.
• ALF is reclassing Dewey to LC as people check them out, and then the items will be in West instead of storage.
• Will the sublibrary classification codes continue? Probably not. UFSTO Brittle will need to adapt.
• ALF1 could become high density storage for Spec or for Preservation
• Links to online books in the catalog, should we keep the brittle copy to keep the ARL stats up? Probably not as big of an issue now because of changes and because of issues with the way stats were calculated anyways.
• For brittle, who will cover the costs of boxing/conservation treatment? Contributing institution, other?
• ALF2 proposal includes operational costs for the first two years, but CSUL and the state will be handling this.
• Survey planned to get more information since so many places are close but not the same model Florida is looking into.
• Hopefully, items in storage will have a very short time to delivery, but the delivery system needs to be investigated and planned, 24-48 hours? Should be easy to add to the catalog, so patron can request with a click from the catalog and then have delivered. 
• Oversized - lots of different tray sizes, so folios should be fine, but regalia and art and exhibit materials may not
• Maximum capacity for the new facility is planned for 3 million.
• The site has space for expansion, and state land is bordering the site, so continued expansion may be a possibility even later on.
• Thanks Ben!
• Updates:
• Paper first list to Paul L. (titles that are in copyright)
• Delonda training in DLC, some are online!
• Policies and documentation: policies are why, procedure is how and these are in process by Cathy and Delonda;
  • Nancy will write a first policy on retain out of copyright, 6-7 sentences.
  • Matt will write retain in policy.
  • Vernon will write withdraw and it will include number of copies.
  • Cathy is doing the overall policy on BB.
  • Laurie will provide a pro/con list for things with OpenID or without an account. LibWest Collectors now have a PBwiki to share info and that could be an option.
    • Wetpaint supports OpenID, but not embedded and editable excel files
    • PBwiki supports OpenID and embedded and editable excel files. Plus, we're already using it for this BB wiki. Selectors wiki.
    • Other options are Googledocs (but no OpenID) or Zoho (most people aren't using) or Basecamp (also most aren't yet using)
  • Delonda will put the procedures on LibGuides. Tab One : getting it ready for the selector to review it. Tab Two: interactions with the selector and Laurie will help with this, how to balance the spreadsheet/in person for distributing the info;
• All below are tabled until next time!
• When do we send brittle materials to UFSTO, BRTL and how?

a.       Exact matches

b.      Closes

c.       Links for exacts and closes added to UF Aleph only? SUS? OCLC?

• Phase 3: review of BB’s in stacks

a.       Review lists? Or    ?

b.      Who would generate review lists?

c.       Criteria for review lists

d.      Needed resources??