Transition Steering Committee

Meeting of July 11, 2001

9:00-10:00, Assunta Pisani's office

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

Absent: Joseph Dwyer (Hoover)

Discussion took place concerning the following:

I.    Approval of minutes. Minutes of the meeting of June 25 are undergoing revision to incorporate corrections.

II.    Interlibrary loan

The group discussed the question of interlibrary loan services during and after the transition. The group recommended that public services staff in both Hoover and SUL establish a timetable for transferring interlibrary loan functions.

III.    West European material

A. European Union (EU) depository and League of Nations materials

Discussions concerning EU materials and the ongoing depository arrangement between Hoover and SUL after September 1 continue. Charles Eckman (Principal Government Documents Librarian, SUL) would assume responsibility for this collection if it is transferred to SUL. Hoover will notify the EU delegation library in Washington, DC of this internal change at Stanford University if it is agreed upon and ask what the requirements would be to initiate the transfer. Responsible Hoover and SUL staff would meet to work out operational guidelines for handling and placing under bibliographic control the EU depository materials.

SUL assumes that both EU (including its former designations–EC, EEC and ECSC) and League of Nations official documents and official publications are elements in the transfer. Other purely archival materials such as internal memoranda associated with the founding of the League are a matter for Hoover Archives retention decisions.  However, further discussion before finals decisions are made.

B. Assumptions regarding the West European collection and which have application to other collecting areas as well include:

1. Hoover curator responsible for Western Europe will draft a prospective collection development policy for the Hoover archives.

2. Hoover curator responsible for Western Europe will make recommendations on retention of material at Hoover.  The final decisions will, however ultimately rest with the Hoover director.

3. It is hoped that the Hoover curator responsible for Western Europe will seek maximum consistency between 1 and 2 above.

4. SUL curator responsible for Western Europe will revise SUL collection development policies to include, as appropriate, library material that Hoover currently acquires.

5. SUL and Hoover curators responsible for Western Europe will consult and assist their counterparts as needed or requested.

IV.    Collection development

A. New collection development policies

Charles Palm and Hoover curators met to discuss new collection development policies for the Hoover Archives. Curators are revising these policies to meet a submission deadline for internal Hoover review of July 15. For this reason the policies will be shared with SUL later than originally anticipated. The deadline for new SUL collection development policies was moved to August 15, since SUL curators need to take the new Hoover policies into consideration.

B. Approval plans and firm ordering

Discussion of ordering and receiving material during the transition took place with an emphasis on addressing possible gaps. Approval plan profiles, if any, will transfer to SUL.

Hoover has two Russian approval plans, which include some Ukrainian and Belarusian material as well. One of the plans will be transferred to SUL. It is probable that a high level of duplication will exist between this plan and the Russian approval plan SUL already has with another vendor. The SUL curator will monitor the situation and adjust both profiles once it is clear where the duplication is occurring. Hoover, as of July 1, has canceled its other Russian approval plan. The types of material hitherto received on this plan will be firm ordered from the dealer's catalogs. An assumption is that firm ordering from this vendor will reduce duplication.

Transferring Hoover's Polish approval plan should proceed smoothly, since it is with the same vendor that SUL uses and the vendor has avoided duplication between the two libraries.

Hoover firm-orders other Slavic and East European material. SUL will continue that practice, with the vendors that Hoover uses and others.

C. Materials received on memberships

At least some of this material is interdisciplinary in nature, meaning it does not fall into a single traditional subject area. Examples include Amnesty International and Human Rights Watch. Hoover will compile a list of their memberships so they can be discussed. While it is unknown what the exact figures are, it is assumed that there is significant duplication of this material between Hoover and SUL. It is important not to split up the material received on one membership between the two libraries, because it will confuse both patrons and librarians.

V.    Technical services

Hoover is working on their Slavic acquisitions backlog. Record input is occurring as quickly as possible, using Hoover's regular Slavic staff and a recently-hired part-time temporary. Any additional help that SUL can work out will be welcomed. The goal is have this work done by September 1.

VI.    Microforms

Some microforms will be transferred to SUL, e.g., films of material that SUL has. Hoover will consider in its retention review what microfilms it wishes to retain in the Hoover Archives consistent with the Hoover/SUL Realignment agreement.

VII.    The Committee will begin to meet more frequently. The next meeting will take place on July 20 from 11:00 to 12:00 in Assunta's office.

Respectfully submitted,

Karen Rondestvedt

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