Attendees: Phyllis Mirsky, Elizabeth Cowell, Karrie Peterson, Jim Jacobs, Jim Church, Becky Culbertson, UCSD; Judy Horn, Kay Collins, Yvonne Wilson, UCI; Lynne Reasoner, UCR; Cynthia Jahns, UCSC; Andrea Sevetson, Susana Hinojosa, UCB; Chuck Eckman, Stanford; David Deckelbaum, Miki Goral, UCLA; Sherry DeDecker(convenor), Janet Martorana, Lucia Snowhill, UCSB; Marsha Fanshier, CDL; Marcia Meister, Patsy Inouye, UCD.

Announcements | Cataloging California| Counting California | FDL Council | Archiving California | SOPAG | JSC | Gateway to GovInfo | Information Sharing | Round Robin

1. Announcements - Sherry DeDecker

   There are four nominees for the two vacant positions on the GILS Steering Committee: Chuck Eckman, Stanford; Patsy Inouye, Davis; Janet Martorana, Santa Barbara; and Jan Goldsmith, Los Angeles. Openings are for one at-large member, and one northern representative; each southern campus votes for one, northern for two. The outgoing members are Sherry DeDecker and Marcia Meister. Members who will serve for another year are Cynthia Jahns and Kay Collins. Sherry will send out calls for votes next week; due by June 30, appointments to begin September 1.

2. Cataloging of California digital information - Becky Culbertson

   Becky referred us to information on the Melvyl transition to ExLibris Aleph - <http://www.cdlib.org/libstaff/catalog/index.html> has information on the Melvyl transition.

   SCP has received funding from CDL beginning July 1 for cataloging CA electronic publications. [ See attachment A for an overview on Cataloging California digital publications]. Serials are being done systematically; about 300 have been cataloged already. Becky gave us sample Melvyl and Roger records for a serial and a monograph [see title: "Official Voter Information Guide" and "Improving California's system of marine managed areas: final report of the State Interagency Marine Managed Areas Workgroup". The 599 field will be the signal to campuses that this is an electronic publication cataloged through the SCP. [See attachment C for the SCP Framework document prepared by Becky Culbertson and Trisha Cruse]

   Becky asked if campuses would like to participate by submitting recommendations for agencies and/or publications that should be cataloged and by helping to prioritize a list of agencies that should be cataloged.

   Action: Patsy Inouye will coordinate campus response re cataloging. [Note: it was later clarified that UCSD will initially do all cataloging per the agreement with CDL]

   Becky passed out lists of agencies for the group to recommend as cataloging priorities (see handout, Attachment B).

   Action: Jim Church, UCSD, and Janet Martorana, UCSB, will coordinate agency recommendations from campuses.

3. Counting California - Marsha Fanshier

Marsha demonstrated the database, still in beta at: http://countingcalifornia.cdlib.org/

The site will be released to the public in July. Trisha Cruse has asked for feedback. The group would like to see a list of agencies planned for inclusion in the future. Suggestion: send monthly feedback, either by email or setting up a listserv for interested parties.

Additional datasets recommended were:

incorporate agencies cataloged through SCP project

health services

energy data

environmental data

air quality levels

postsecondary education

UCOP statististics

Help materials: the group suggested:

send out display materials: posters, bookmarks, flyers, etc. for use for publicity

Assemble a task force from the GILS group to write help screens

Have a sample search by the search box

Have some intro sessions on powerpoint for different audiences: librarians, users, etc.

Ways to promote Counting CA: suggested were:

focus groups

Infopeople

CLA presentation

public libraries, CA educators conference, schools, educators, secondary ed,

press release to newspapers

The group then gave specific suggestions for improving the database search and display features.

Action: Sherry will send list of suggestions to Trisha. [suggested list, Attachment F]

4. Update from Federal Depository Library Council meeting about GPO activities in preservation of electronic publications: Elizabeth Cowell

   Elizabeth is part of a working group formed during the April 2001 DLC meeting. The charge to the group is in Administrative Notes, p. 14 http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/ad041501.pdf

   A need has been identified for an information policy that addresses authenticity, currency, file integrity, costs, file types and redundancy. Under the leadership of Donna Koepp, the group is looking at projects to identify issues that need addressing. Among the projects is the Stanford LOCKSS, and the Texas state government law that requires agencies to catalog and distribute electronic files to libraries. The policy would define who does what, and how, and address how libraries can participate.

5. Archiving of California digital government information: Jim Jacobs/Sherry DeDecker

CDL plans to study the feasibility of providing persistent access to digital publications from California state agencies. The project will examine issues to be addressed in short and long-term preservation and access. Jim distributed a handout describing the issues surrounding preservation and persistent access, and outlining questions that Trisha has for our group. He gave an overview of the kinds of files that can be preserved and problems arising from different document and media types. See Attachment D, Archiving of California Digital Government Information.

The group then addressed Trisha's questions with some recommendations:

Agencies and types of materials: target one of the five prioritized agencies originally agreed upon by GILS in May 1999:

Department of Finance

Legislative Analyst's Office

Secretary of State election data

Department of Education

Employment Development Department employment and earnings data

Other agencies mentioned:

Governor's office: ask the Governor who is going out of office

Publications being cataloged by the SCP project

Counting California data/text

Department of Justice

Energy Commission

Pete Wilson information

CA Demographic Research Unit

Look at other publications of agencies in Counting CA

Senate/Assembly Office of Research

Department of Water Resources

Little Hoover Commission

For a pilot project, consider testing two types of information: archiving a site such as Governor's as well as publications (text and data) from a particular agency.

Questions :

• What are Rand/other agencies doing?
• Who will take care of contractual responsibilities?

Campuses participation: We see our ongoing role as selecting agencies from a prioritized list. Send agency lists to govinfo to prioritize (other idea: have steering do this). GILS should also evaluate what has been archived and decide on next steps.

Recommendation: Assemble a task force to:

• make a list of publications of an agency that we feel are at risk, decide what we will offer to do in the short and long term before making initial contact with agency
• When we have an agency agreement, the task force would look at the collection and see what we'll take

Action: Sherry will forward these recommendations to Trisha. [see Attachment D for complete message to Trisha Cruse on archiving]

6. CDC and SOPAG and their relation to GILS activities: Phyllis Mirsky Phyllis is the CDC liaison to the GILS group. She explained how she can advise us on negotiating with other groups and in database acquisitions. Phyllis explained the role of CDC and SOPAG, and answered questions on the advisory structure. She is on the GILS steering committee listserv.

7. Purchase requests for next JSC call: Lucia Snowhill

   The next CDL survey of selector groups is due July 20. Lucia passed out a handout giving explaining the role of the JSC (http://www.cdlib.org/libstaff/sharedcoll/jsc), location of previous surveys http://www.cdlib.org/libstaff/sharedcoll/ and a description of the tiered approach to purchases <http://www.cdlib.org/libstaff/sharedcoll/docs/> The CDL survey to be completed was distributed, along with updates on previously recommended databases (handout).

   Action: Elizabeth Cowell will coordinate the group response.
   

8. UC Gateway to Government Information: The SOSTAUG group (Sherry, Marcia Meister, Kay Collins, Lynne Reasoner, Cynthia Jahns) met May 31 to work on this project. Action: Sherry will send an update on the progress of this site to govinfo.

9. Information sharing:
   • Census maps purchases: campuses are concentrating on their areas for blocks; UCSB and UCB have bought all CA tract maps
   • Cataloging of pre-1976 documents: Most campus libraries have some retrospective collections and many have been converted. UCB has cataloged all documents for many years but they use LC classification. UCLA, UCSB, UCD, UCSD and UCSC reported that they have done some retroconversion and records will be on Melvyl. Some older documents are in storage at SRLF or NRLF. There has been no UC last copy agreement for older government publications. This group expressed some interest in developing last copy agreements.
   • CIS marc records: UCB and the State Library have bought some of these CIS records. UCSB has loaded records for Hearings. Irvine will be buying some.
   • Software on public workstations: There was a question about statistical data from Internet sites which are formatted for excel. Several campuses load public excel (reader only) on some stations; some campuses load more software on a couple of stations for public use. Some campuses are loading DVDs on their server or on a tower.
   • Collection development policies/Last copy agreements: Karrie Peterson asked about last copy agreements. The group said that it is understood that materials sent to storage will remain there unless recalled or damaged. She also asked about adding information on the GILS page: http://library.ucsb.edu/gils
   • The group agreed that the page also needs updating.
   • Cynthia will survey the map librarians group on campus coverage of tracts and blocks, in order to consider a Tier 2 proposal.
   • Each campus should look at the directory and send updates to Andrea.
   • Patsy will send out a call to update the microform list at ftp://govdoc.ucdavis.edu/pub/govdoc/unionxx.pdf
   • Karrie will coordinate asking campuses to send their collection development policies to Andrea to add to the site.
   • Kay will send out a list of databases to find what campuses own; we may look at maintaining a list of major commercial database subscriptions.  

10. Round robin

Santa Barbara and Davis gave updates from their campuses, then members needed to leave to catch flights.

1. Cataloging California Digital Publications and the Shared Cataloging Program (SCP) [J. Church and B. Culbertson, 6/2001]
2. List of Agencies to catalog [J. Church and B. Culbertson, 6/2001]
3. SCP Framework for Cataloging California Government Publications in Digital Format - February 26, 2001 [P. Cruse, B. Culbertson]
4. Archiving of California digital government information for UC/Stanford Government Information Librarians Meeting [J. Jacobs, 6/2001]

5. Counting California (factsheets and sample sessions [http://countingcalifornia.cdlib.org/]

6. Recommendations on California Counts from June, 2001 GILS meeting [S. DeDecker memo to T. Cruse]

Maintained by: Sherry DeDecker
Updated: 10/11/04 08:30:48