Hoover/SUL Realignment

Transition Steering Committee

Meeting of June 25, 2001

3:00-4:00, 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 May 9 were approved with revisions.

II.    Realignment Web site

The name of the Web site about the transition, linked from the SUL home page, will be changed from Hoover Realignment Proposal to Hoover/SUL Realignment.

III.    Updates and reports

In addition to meetings of the Transition Steering Committee, periodic and as-needed meetings take place between library administrators at the Hoover Library and at SUL and between managers and curators in technical services, public services and collection development, respectively. Verbal reports of such meetings are passed on to the Transition Steering Committee for its consideration and guidance.

A. As of June 25, most of the draft prospective collection development policies by Hoover Library curators for the Hoover Archives had been submitted to Charles Palm for review. The submission deadline is July 1.

B. European Union material

The group discussed disposition of the historical EU collection and the continuation of the EU depository arrangement.  An assumption of the realignment is that the EU collection and continuing depository arrangements will transfer to SUL. It was agreed that transfer of the historical collection should take place as soon as possible within the procedures for movement of other LC-classed materials in the Hoover Library stacks.

With regard to acquisitions and receiving, Hoover will keep processing incoming EU material until the end of August.

With regard to providing bibliographic access, cataloging copy for EU material is high. Little original cataloging is required. SUL will continue along these lines, including providing access via the LC-classification system. Appropriate Hoover and SUL people will work together on transition of  these materials.

C. Hoover Reference during transition

The group had previously raised questions regarding Hoover Library reference services during the transition.  A subsequent meeting between Assunta Pisani and Charles Palm also took place regarding this topic.  While some portion of the Hoover reference staff  will transfer to SUL, the questions of when and in what phasing remain. 

Two possibilities for moving materials and Public Services staff emerged: phased movement or all at once. Moving all at once, at the end of the three-year transition period, at this stage of discussion, appears to be the best option. (By that time, presumably, the SAL 3 storage facility will be available and receiving material selected from both Green and Hoover libraries.) The all-at-once scenario means that Hoover Public Services personnel would stay at Hoover until the end of the three-year period, at which point some portion of the staff and materials would move together.

D. Newspaper back runs

Like other serial back runs, most newspaper back runs will be moved to SUL. The goal--as it has been at Hoover--will be to replace originals of newspapers with microfilm; once microfilm is here, the original issues will be discarded unless there is a good reason to keep them. Hoover currently retains originals when funds are not available to purchase existing film or to do original filming. Hoover is compiling a list of newspapers for which microfilm is available, and will share it with SUL when it is finished.

II.    Progress on transfer plans and other matters relating to the East Asia Library

Hoover and SUL will begin transfer of the East Asia Collection (EAC) in the second half of August; staff will move in the first half of September.

There are several space considerations. The EAC reference collection will move to the third floor of Meyer Library. The EAC stacks collection, however, exceeds its designated space in the Green South Mezzanine. Whereas the collection contains approximately  32,000 linear feet of material, the South Mezzanine holds 28,000. The collection also needs growth space, meaning that the shelves should be filled to no more than 80% of capacity. EAL librarians will identify material that can be housed elsewhere. Finally, the EAL also contains 12,000-15,000 linear feet of newspapers. After Hoover moves its archival material out of SAL, the newspapers can be transferred to the vacated space.

There will be separate evaluations of the Chinese and Japanese collections. The person to do the evaluation of the Chinese collection has already been chosen, and the individual for the Japanese collection soon will be. A survey has been sent to faculty in the Center for East Asian Studies to help determine what is missing in the collection. Their answers will be sent to the evaluators.

A search for a new head of the East Asia Library will probably start in the fall. Mark Tam will be performing this function on a temporary basis until autumn, 2002.

III.    Budget and acquisitions matters

A. Mapping of accounts, new SUL accounts

SUL has received from Hoover a list of allocations for different subject areas. SUL will create separate accounts for Hoover-scope material parallel to those already in place by language and area in SUL. Where no parallel exists, a separate account will also be established.  A possible form in which these accounts will appear will be the subject or area and an identifier as a former Hoover fund area, e.g., Africa—Hoover. A list of these accounts will be available when they reach completion.

B. Budget allocation

The level of funding for library materials will remain as it is currently at Hoover, plus a

3.5% increase.

C. Transfer of open orders

During the course of the Fiscal Year Rollover, all Hoover open orders will be copied and converted to SUL open orders.  For a period of a few days immediately after the September 1-3 holiday weekend, the online catalog will display duplicate records for ON ORDER, one for Hoover, one for SUL.  For the few orders that Hoover will in fact retain, the SUL order will be deleted by hand.  Shortly thereafter, the original Hoover orders will be deleted by computer, and the OPAC will then show just the one SUL copy on order.

IV.    Serials

A. Slavic irregular, difficult-to-obtain serials

A question arose concerning irregular serials that Hoover receives from the CIS and East European area.  Hoover will provide a list of such serials for which it holds standing orders with  the vendor MIPP.  SUL recently has developed a policy for the handling of such titles whereby a standing order is set up but issues are not claimed. The serials on MIPP list can be given this treatment as well.

B. Serials staying at Hoover

Virtually all serials will be transferred to SUL. For the handful that will stay at Hoover, a list needs to be compiled by July 15. SUL wants to have the correct locations entered for serials by September 1.

SUL agrees to catalog new titles that come to Hoover Reference until that service unit is closed.  Assunta will consult with Charles Palm on how all other aspects of processing will be handled.

It was suggested that if money is available in Hoover's library budget for fiscal year 2001, Hoover might use it to buy microfilm back files of newspapers. Paul Thomas will inquire.

V.    Hoover Slavic acquisitions backlog

The two Hoover Slavic areas combined have approximately 4000 items (mixed monographs and serials) that have not been processed. The great majority of these materials arrived on approval plans; hence, there are no online acquisitions records for them.  Because of this, an undetermined amount of duplication is taking place. Hoover will pay the invoices, or as many invoices as the remaining funds allow. Hoover curators will choose which items they want to keep there and send the rest to SUL. SUL would like the transfer of this material to take place as soon as possible and the SUL curator for Slavic/East Europe will discuss with Acquisitions how to handle getting records for this material online as soon as possible. Acquisitions does not have enough staff to absorb the extra work, so various possibilities were mentioned.

VI.    The next meeting will take place Wednesday, July 11 from 9:00 to 10:00 in Assunta's office.

Respectfully submitted,

Karen Rondestvedt

Top

| Table of Contents | Committee Minutes |