Hoover/SUL Realignment

Transition Steering Committee

Meeting of September 28, 2001

2:00-3:00, Assunta Pisani's office

Present: Anthony Angiletta, Linh Chang, Joseph Dwyer, Assunta Pisani  (chair), Karen Rondestvedt , Paul Thomas, Catherine Tierney

I.     Minutes

Minutes of the meeting of September 10 were discussed. They will be revised in accordance with the points raised.

II.    Update on moves

By the end of last week all staff being transferred from Hoover to SUL had moved, with the exception of East Asia Library staff. There is no date yet for the move of the East Asia Library and its staff.

The question was raised about when work could begin to select the material that will be transferred to SUL.  A great deal of assessment and planning is required in advance of the actual physical move.  The SUL Collections Program needs to anticipate adjustments to program support based on Hoover decisions on collections they intend to keep.  The Preservation Program needs to assess the SUL-bound materials for suitability for open stacks; binding and/or protective housing must be scoped, funded, and completed considerably in advance of any move.  Cataloging Services needs to anticipate the number of items needing cataloging and/or barcoding, so that once the books are ready to be moved, they can be added to the collection with proper records.       The Committee urges that planning and collegial coordination on this matter start as soon as possible.

III.     Newspapers are now being shelved in the Information Center, organized by area of the world.

IV.     Areas of continuing cooperation and coordination

The document entitled "Policy and Procedures for Access to SUL by Hoover Institution Readers" is now available as a handout at the Hoover service desks.

It was pointed out that cooperation on acquisition and selection will need to continue beyond the transition period. If material arrives in SUL that would be more appropriately housed in Hoover, for example, the SUL curator involved should consult his/her Hoover counterpart.

Procedures will be drafted in Technical Services, in consultation with Hoover staff, for handling added volumes to terminal sets of which Hoover holds some volumes. An example of this category is encyclopedias.

SUL and Hoover staff have submitted to Charles Palm a proposal for the most timely check-in of Hoover Reference serial.  Though SUL agreed up front to do this processing, staff in both organizations proposed a plan that has Hoover staff doing some of this work.

It was reported that East Asia Library staff were wondering when they can send their address change to vendors. The Committee felt it would be better if they waited. Having some material delivered to Hoover after the EAL moves can be easily handled by asking the Hoover mailroom simply to send to SUL any package or letter addressed to EAL at Hoover.

V.     The date of the next meeting will be set as issues arise that need discussion; though it is likely that the Committee does not need to continue meeting with the same frequency as it  has up to now.

Respectfully submitted,

Karen Rondestvedt

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