Hoover/SUL Realignment

Transition Steering Committee

Meeting of July 20, 2001

11:00-12:00, 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 meetings of June 25 and July 11 were discussed and approved with some revisions.

II.    Selection of Hoover material to be transferred to SUL or retained by Hoover

The following people will make the selection recommendations:

Africa: Karen Fung (Hoover; she will move to SUL on Sept. 1)

East Asia: It will all be transferred, so no selection of existing material is required.

Eastern Europe: Maciej Siekierski (Hoover)

Latin America: William Ratliff (Hoover)

Middle East: Ed Jajko (Hoover)

Russia and CIS: Joe Dwyer (Hoover)

Western Europe: Because of Helen Solanum’s retirement, selection responsibility for existing Hoover West European material is yet to be determined. Tony is willing to do it if that is Hoover’s decision.

III.    European Union material

A decision as to whether or not Hoover will ask the EU Washington office to transfer its depository status to SUL has not yet been made. As a result, EU material will still be going to Hoover as of September 1. It was proposed that SUL and Hoover jointly invite our contact person from the EU delegation library in Washington, DC to view Hoover’s and SUL’s arrangements for cataloging, housing and servicing the collection.

IV.    Transfer of approval plans, serial subscriptions, etc.

A. Slavic

1. East View

Joe says that East View is holding Hoover approval books for us until Sept. 1.  Regarding whether we want them held or shipped now, the head of the receiving unit in SUL Acquisitions says they could accept the physical shipments, but we will not be able to pay for them until after September 1.  Karen R. (or Joe) can work out with East View what is their preferred option:  either, 1) send shipments right now, understanding that invoices will not be paid until some time after Sept. 1; or 2) hold shipments until end of August.

2. MIPP

Hoover has canceled the MIPP approval plan. Serial subscriptions from this vendor will be transferred as part of the larger serial subscription transfer (see point C. below) and will stay with this vendor. Karen will firm-order monographs from them. Still to be worked out is what to do with ongoing serials that MIPP has been sending to Hoover as part of the approval plan rather than on firm subscription orders. Joe has a list of these provided by the vendor; it is vague and perhaps incomplete.

B. Middle East, Africa

Paul will check to see what Ed Jajko (Deputy Curator of the Middle East Collection, Hoover) and Karen Fung have told vendors.

C. Serial subscriptions: address changes

For every invoice or renewal notice Hoover has received from serial vendors over the last month or two, Hoover staff have attached an Avery label indicating an address change to the new SUL address. They have not systemmatically gone through the Kardex (paper card file) to notify every serial vendor.  Swets/Blackwell and Harrasowitz have been notified (via renewal lists).

V.    Collection development policies

Hoover curators have finished revising their collection development policies for the Hoover archives. The policies are awaiting approval by Charles Palm and then will be sent to SUL to assist curators there in revising their policies. The collection development policies do not necessarily constitute criteria for deciding what materials in the existing collections will be transferred from Hoover to SUL.

VI.    Transfer of current periodicals

Hoover has approximately 300 current newspapers and 1500 current journals. A proposal was discussed concerning the timing and mechanics of the transfer. The proposal involved closing the Hoover current periodicals room for the month of August (and notifying patrons that this would happen) and transferring the serials during that time. However, SUL will not be ready to receive Hoover current periodicals on August 1, and the move can almost certainly be accomplished in less than a whole month, anyway. It is hoped that SUL’s Head of the Information Center Collection will soon be able to provide a firm date when the move can start.

VII.    Miscellaneous

Paul will give a tour of the Hoover stacks to members of the Collections and Services Advisory Council (CASAC).  This group is composed of heads of the various departments in Collections and Services who report directly to Assunta.

Committee members were asked to communicate between meetings on Committee business by e-mail.

VIII.    The next meeting will take place Tuesday, August 7, 2001 at 10:30 in Assunta’s office.

Respectfully submitted,

Karen Rondestvedt

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