Agenda for Meeting June 17, 2008
- Electronic Resources database policy
- Restricted Endowed book funds – report for new University Librarian
- Annual Report – accomplishments and goals
- VU E-archives Collection Policy
- Reports on year-end purchases
Collections Committee Meeting June 17, 2008
Members present: Bill Hook, Sue Davis, Jared Ingersoll, Lee Ann Lannom, Julie Loder, Mary Prince, Kathy Smith, Holling Smith-Borne, Mary Ellen Wilson, Roberta Winjum, Ronee Francis, Tracy Primich
Regrets: Deborah Broadwater, Eileen Crawford, Hilary Craiglow, Carlin Sappenfield
1. Electronic Resources database policy
This agenda item was previously discussed in Dec. of 2007 but was awaiting the appointment of a Head of Collection Development for Central Library. The Committee members discussed the pros and cons of making the list of databases a comprehensive or selective list. It was decided that the list should be comprehensive with the exception of resources that require an ID or is password restricted in some way. There was further discussion on what constitutes a database and whether or not free databases should be included. It was concluded that we should be broad in our definition and include online books and encyclopedias. Free databases should be included in DiscoverLibrary but not the comprehensive listing of databases. Julie Loder, Jared Ingersoll, Rick Stringer-Hye and Bill Hook have the ability to modify the list. Julie Loder and Bill Hook will work on a workflow for adding new databases to the list that will include both positive and negative decisions. Staff members at each library will need to submit descriptions of the databases. Verde will be availably in late July or early Aug. and can record these types of decisions.
2. Restricted Endowed book funds – report for new University Librarian
Bill Hook would like each committee member to provide him with a list of endowed and non-endowed restricted funds. He will compile the list and give it to the new University Librarian. The list should include name of the fund, whether or not it is endowed, restrictions on the use of the fund, center and fund number, and the income that is generated each year. Julie Loder remembered that Celia Walker already has such a list. She will work on locating this list. Bill would like the list completed by the end of July.
3. Annual Report – accomplishments and goals
Bill Hook is working on an annual report for the Collections committee. The report will be bullet points of accomplishments and goals. Bill will post the information on the WIKI. Some possible goals include the implementation of an ERMS and the use of statistics on Scholarly Stats. Committee members should contribute ideas to the WIKI.
4. E-archives collection policy draft
Ronee Francis is actively working on generating more content for the VU e-archives. Podcasts and other media are now included. The committee discussed the scope of the VU e-archive and whether materials in the archive should be considered an archival copy or an access copy. Not all materials that VU libraries digitize will go into the VU E-archive. Ronee recommended that committee members look at the following site: https://ritdml.rit.edu/dspace/ as an example of an institution that is using DSpace to include media materials. It was agreed that further discussion is needed on this policy and that Jody Combs should be involved in this discussion.
Announcements:
Bill Hook announced that there will be no Collections Committee meeting in July.
Robert Winjum reported on Scholarly Stats. The Biomedical Library contributed money for the purchase of Scholarly Stats. 25 platforms are now available. Some committee members do not have login accounts. Contact Julie Loder for an account. Julie will offer a training session sometime in the future.
Julie Loder announced that demographic and mapping trials are going on now. Please look this over and respond to Julie. There is a link to trials from the staff web.
Mary Prince distributed information about Reference USA. A trial will be set-up and a discussion of this resource will be included on the Collections Committee agenda for later in the summer.
Julie Loder announced that Central is going to work with Blackwell to redefine profiles sometime the first or second week in August.
Jared Ingersoll announced that there is revision to the procedure on Items purchased by ILL. They will now be sent to Bryan Kurowski and distributed to collection heads at each Vanderbilt Library.
Minutes prepared by Holling Smith-Borne