Minutes of Oct. 2, 2006, meeting:
The Space Planning and Utilization Committee met on October 2, 2006. Attending: John Haar (chair), Martin Cerjan, Peg Earheart, Paul Gherman, Bill Hook, Juanita Murray, Tracy Primich, Holling Smith-Borne, Sharon Weiner, Flo Wilson, Roberta Winjum.
The Committee discussed how to deal with the diminishing amount of available storage space in the Annex. Peg Earheart estimates that, if the libraries continue to deposit materials at their present rate, the Annex will be full by mid-2009. Discussion centered on steps we might take to reduce the size of the current Annex collection and measures to control the future flow of materials from the libraries.
Several members suggested assessing the level of duplication within the Annex as a means of reducing the size of the current storage collection and conserving space. Among the materials we could evaluate are monographs (for duplication within the Annex or between the Annex and collections in library buildings), print journal volumes duplicated by JSTOR and other ejournal backfiles (where we have a contractual guarantee of perpetual online access), variant editions of reference works, and print indexes placed in storage because we have comparable digital indexes. To assure continued reliable access to print, we could work with our Information Alliance partners to develop consortial backfile collections.
Members were not enthusiastic about reviewing the Annex collection to identify non-duplicate items to withdraw, feeling that this option was labor-intensive and time-consuming. Nor did they feel that allocating the remaining unused Annex space by library was a workable solution. Perhaps by reducing duplication we can conserve enough space to meet our remote storage needs until a proposed second storage facility is in operation.
The group decided to undertake a pilot project to evaluate the potential space savings in withdrawing JSTOR and other print journal volumes. First we will examine our license for JSTOR and ejournal backfiles to verify that we have guaranteed perpetual access. Where we are satisfied that online access is secure, we will determine how many print volumes could be withdrawn and the resulting impact on total Annex space. John, Flo, and Peg will work on the project.
The committee also discussed a white paper drafted by Paul proposing a second remote storage facility. The paper will soon be the topic of a general staff meeting and will be sent to university administration.