February 15 Meeting Minutes

Re-review Process

Overview of the last meeting with the selectors. Discussion was useful, but not determinate. From that discussion, Cathy got two things out of it:

• multivolume sets, John I. said no, but selectors said we have them and need them so it'll be case by case with emphasis on trying not to do it
• and, only half of the people would want digital first, so that changes the whole workflow
• Laurie also got that we need to keep reinforcing that digital isn't a first option for stuff in copyright--we have to try to rebuy first (so book oco from DLC is where to go for that right now, until it goes away).

Flag for books, we're calling it the supplemental flag, and they are color coded with yellow, green, and pink, and we discussed and approved. These are for the re-review.

• Yellow = withdraw and it's the most complicated, part a done by Delonda, part b will be edited to have 4 choices on retain/w all or r/w just this volume

   

  ONLY IF RETAINING:

   

  Surrogate preference circle one:

   

  digital                             or                                                  physical

   

  Delonda is adding these to current multivolume issues that have flags and then all of this will be available for the re-review

• Pink = This is for retains for the multivolume sets. Delonda fills out the top part, and then there's only one question. Same options as above for the "surrogate preference" and digital or physical.
• Green = singles and the option is only digital or physical preference.

Next steps, send these to Michele and John and then, after their approval, send to selectors and tell them it's a re-review.

• Email Notes:

  This is for multivolume sets and surrogate preference. If you always prefer digital or physical, simply email us and we will note this in perpetuity. For multivolume sets, please come to Preservation and choose your preference on the flag.

  Please note that for items in copyright, a good faith attempt must be made to purchase an item in any reasonable form. Reasonable includes paper, digital, microfilm, disk. Digital does not necessarily mean online nor does it mean that we could necessarily scan it in-house. Please see us with any questions.

• Book oco is available, to spend go through normal process.
• Paul Lightcap volunteered to do the reasonable replacement search for physical copies, and we will need to create a criteria or discussion points for him. No brittle condition, will the person take film? If it's just "intellectual content" then different physical formats are okay. It must be same edition unless the selector specifies that different editions are accepted. 
• We need to see if our new approved vendor can just auto-do this for us. This would be so easy! If they won't, let's look for a service that can for a small fee.
• We will need to update our workflow for surrogate preference. Selectors want this process to be theirs, so that will affect this as well.

More Discussion

• Judaica backlog: Laurie and Cathy are meeting on Tuesday and Laurie will pick 100 pieces, get page counts, DFT, and page color. Cathy will get piece counts. From this information, Erich will create a quote for bound and disbound. Tons of places where these books may be, so after the quote, it may be a new quote for research and then to scan the rest.

  Emily is checking on the discarding books to the local synagogue and how that works legally. Emily has sent us resources on Hebrew and Yiddish translators online.

• Left in Preservation: only one person with lots of stuff hasn't come by, and some people with 1-2 items haven't come by, and that's not a big deal. We'll contact the one person with lots of stuff.
• Another technical issue: tracking for "item process status=BB"
• Post re-review:
  • Physical preference doesn't need copyright review--just need a replacement.
  • Digital preference: check in- and out of copyright
    • Push vendors and services for support, or,
    • In copyright, still look for new copy to buy in any format
    • Out of copyright, scan or purchase?