Hoover/SUL Realignment

Meeting of May 9, 2001

1:00-2:00, Assunta Pisani’s office

Present: Tony Angiletta (SUL), Linh Chang (Hoover), Joseph Dwyer (Hoover), Assunta Pisani (SUL, chair), Karen Rondestvedt (staff), Paul Thomas (Hoover), Catherine Tierney (SUL)

I.    The minutes from the meeting of April 12 were approved, pending comments from Charles Palm.

II.    Duplicates

During the last meeting a question arose concerning the disposition of materials designated by Hoover for transfer, but which already exist at SUL. SUL will accept such materials and, for the purposes of the transfer process, neither Hoover nor SUL curators need to take duplication into consideration.

III.    Procedures for moving serial subscriptions and back files

In regard to the transfer of bound backfiles of serials for which continuing subscriptions are held, SUL will not be able to accept these volumes immediately. However, all unbound current issues of such titles will be transferred to SUL as soon as possible. SUL will assume responsibility for binding such titles as volumes reach completion. Further to this point, it was noted that Hoover’s final bindery shipment is imminent. Transfer of bound serial backfiles will occur in conjunction with other transfers over time.

A list of Hoover serials and standing orders ("recurring orders") being transferred will be available at reference desks in both Hoover and Green.

Christa Easton (SUL) and Jonathan Hopwood (Hoover) will coordinate identification of the last volume at Hoover.

Assunta will ask Kathy Kerns, SUL Information Center Collections & Databases Coordinator, to visit Hoover Current Periodicals to see how much space is involved.

Hoover has received its serials renewal invoice from Faxon. However, SUL uses another vendor. While this may be an opportunity to switch vendors, we must exercise caution to insure that subscriptions do not lapse. A second possibility is to leave Hoover’s subscriptions with Faxon for this one year, then change them to SUL’s regular serials vendor. In any case, we should check for duplication between the two libraries and cancel duplicate subscriptions. If transferred subscriptions are generally left with Faxon, material that Faxon really cannot supply should be switched to another vendor as soon as possible. A vendor switch takes 12-24 months. Cath will consult with Jonathan Hopwood, Paul and Christa.

The list of serial subscriptions also includes blanket orders (orders for all the publications of a publisher or organization), memberships and depository agreements. Among the depository agreements is one for the European Union. Berkeley is an EU depository, too. Will the EU want there to be two depositories in the Bay Area in the future? Tony will meet with Helen and Maciej on what to do about this material. (He and people at Hoover have been in communication about EU material for years, and the arrangement has worked well.) There may also be other depository agreements that need to be discussed.

Blanket orders include, inter alia, those with Amnesty International, Human Rights Watch and the CIA. Some regard portions of these materials to be ephemeral in character and pamphlet in format. This raises a question of whether they should or should not be candidates for transfers. Additional discussions will take place regarding these particular blanket orders.

Memberships may as well yield both mainstream and ephemeral material and which usually are sent to one address. In retention decisions, Hoover curators will probably need to consider memberships on a case-by-case basis.

IV.    Access to SUL for users of Hoover Library/Archives

As agreed between John Raisian (Director, Hoover Institution), and Michael Keller, access to SUL will be available to Hoover users beginning September 1. The general policy will be for SUL to honor Hoover cards. Hoover users fall into the following categories:

• Hoover Fellows. They are currently treated like faculty at SUL. They are issued cards and can borrow material.
• Visiting Fellows. SUL will treat them as visiting scholars. They will be issued cards.
• General public. This category pertains to persons with no Stanford institutional affiliation, including, inter alia, independent and visiting researchers, faculty and students of the University of California with which Stanford has a reciprocal access agreement, other Bay Area and local university and college students, some high school students and residents of Palo Alto and surrounding communities. They are asked to register, show identification and give the purpose of their visit. They can then use Hoover library and/or archival material on-site.

Types of services provided fall into these categories:

• Access: limited or unlimited
• Borrowing
• Interlibrary loan
• Reference service

SUL’s access policy for the general public is 7 days per year. This differs from Hoover’s. SUL will accept Hoover’s recommendation for legitimate scholars; it is important not to disenfranchise this category of user. As for the others, SUL will accept people that Hoover will vouch for. This policy will probably need further consideration over time.

V.    Additional technical services issues

There are a number of additional technical services issues, including:

• New monographic orders
• Approval plans
• Exchange arrangements
• Vendors SUL isn’t using but Hoover is

Cath will draft a proposal for a future meeting.

Paul proposes to stop firm ordering by Hoover acquisitions on July 1.

VI.    Disseminating Steering Committee minutes

At least one member of the Steering Committee has been approached by several faculty members, other library staff and one Hoover Fellow for information about the activities of the Committee. It is not surprising that our discusssions are of high interest to a number of constituencies on campus, because these people will be affected by the transition decisions made by the Hoover and SUL administrations.

Two proposals were put forward for disseminating edited Steering Committee minutes. The first is to send them to curators and selectors to send out as they see fit. The second is to send them to the SUL/AIR News or to make them available through the Hoover Realignment web site. It was decided that this third option was best and would be pursued.

VII.    The next meeting will take place Tuesday, May 29 at 10:00 in Assunta’s office.

Respectfully submitted,

Karen Rondestvedt

Top

| Table of Contents | Committee Minutes |