Minutes

1. Continuing our discussion on guidelines for accepting submissions to the VU e-Archive.

The committee decided on the following recommendations for submission guidelines for the VU e-Archive:

Who is eligible to submit materials to the e-Archive?

• Current Vanderbilt faculty members.
• Currently enrolled Vanderbilt students.
• Currently employed Vanderbilt staff members, including library staff.

What categories of materials will be accepted for deposit?

• Faculty or staff books, articles, papers, presentations, and other works of scholarship. The submitted materials must be prepared for a scholarly audience. In the case of faculty, materials written before the faculty member worked at Vanderbilt are accepted.
• Faculty or staff Powerpoint slides supporting scholarly presentations. [Note: Dspace does not presently support Powerpoint format migration.]
• Data sets, geospatial data, documentation, and other research materials created or collected by Vanderbilt faculty or staff in the preparation of works of scholarship.
• Learning objects and syllabi created by Vanderbilt faculty for instruction.
• Student publications, such as The Vanderbilt Hustler, publications of student organizations, and literary magazines.
• Records and documents created by university administrative and academic units.
• Vanderbilt theses and dissertations.
• Lectures delivered by speakers invited to appear at university-sanctioned events.
• Video or audio records of artistic performances at Vanderbilt.
• Special collections not related to Vanderbilt are not accepted because the VU e-Archive is a repository for Vanderbilt-related materials. We should consider creating a separate archive, perhaps using Dspace, as a digital repository for special collections not related to Vanderbilt or its history (such as ETANA books or Columbian posters and broadsides).

2. How should we deal with superseded works in netLibrary? Should we shadow them in Acorn?

The Management Library is concerned that netLibrary includes superceded editions of many career books that may mislead students. Amia asked if Management could request that these editions be shadowed in Acorn so that only the record of current editions would appear to the public. The committee agreed that Management could generally make these decisions about career books without broader consultation. Amia agreed that Management would consult with other libraries when the superceded editions touched on areas of particular interest to those libraries. She is currently checking with Zora Breeding and Nancy Boggess about the implications of shadowing the netLibrary records.

3. Westlaw Campus.

Law is planning to cancel its campus-wide subscription to Westlaw Campus. Representatives of the other libraries agreed to consult with their colleagues to see if there is interest in sharing the cost of renewing the subscription