Held in Oakland, UC Office of the President

Convenor: Trisha Cruse, UCOP

Notetakers: Kay Collins, UCI, Marcia Meister, UCD

Attendees:
UC Irvine: Judy Horn, Kay Collins; UCD: Linda Kennedy, Patsy Inouye, Marcia Meister, Juri Stratford; California State Library: Marianne Leach; UCSC: Cynthia Jahns; UCSB: Sherry DeDecker, Janet Martorana, Eric Forte, UCB: Andrea Sevetson, Susana Hinojosa, Jeanne Fong, Jim Ronningen, IGS: Terry Dean; UCLA: Lauri Kram; UCSD: Elizabeth Cowell, Jim Church, Karrie Peterson; UCR: Lynne Reasoner; Stanford: Ann Latta, Loan Loftus; CSL: Trisha Cruse, Mary Engle, Bev French

The agenda for the meeting was quite long so agenda items were taken up to fit the time available and in the following order.

REPORT FROM THE STATE LIBRARY: Marianne Leach, California Government Publications Librarian

• The State Library is in the process of moving back into the seismically upgraded building. They will gain more equipment, eg. phones, than before the construction. There are some moving problems such as movers mixing up shelves of publications. They will fill ILL requests as best they can during the move.

• Cataloging of California state publications is having problems. The new cataloger has already left. Individual librarians will do rush cataloging upon request or as needed. Finding an experienced cataloger is hard. The librarian for the local collection is also leaving June 26.

• Not very much claiming of documents from agencies for the State Library or for depository librarians is being done on a regular basis. There will be more fugitive documents due to the slowdown in claiming.

• The lack of catalogers and the lack of time to get publications from agencies means that the cataloging of California publications is behind. Cataloging backlogs applies to more than just California as cataloging in general needs more staff. Marianne concentrates on cataloging the backlog and when they are caught up they will catalog more electronic titles. Trisha made the suggestion that CSL write a cataloging policy for cataloging electronic titles from California and Federal governments.

• Librarians in attendance at this meeting encouraged the CSL to resume the annual state meeting of depository librarians.

• CSL hopes to be adding at least a new clerical person to the documents department.

• Debbie Weber works with the Marcive records for Federal documents and does some clean-up. She does not catalog anything that comes via Marcive unless it is a rush, important title.

• Many agencies are moving from paper to the Web and it is tough to track all the new links and to get all the links made and the cataloging done. Hope new staff will help.

• The state retention lists need to be redone.

• MARC 856 fields for URL/PURL are not always shown in the cataloging records.

• Cataloging tapes: Sheila Thornton has still not been able to move from RLIN to OCLC. The retrospective conversion may not get everything from the RLIN tapes.

UC CATALOGING: Elizabeth Cowell, UCSD and Patsy Inouye, UCD

• UC San Diego is the CDL centralized cataloging authority and has been working with UC Davis to export records for all materials. They would also like to work on cataloging California government electronic materials. Patsy Inouye from UCD handed out a draft list of California government serials identified as available on-line. The list is not complete and was formed by using UCD's Innopac claim system. The URLs differ, some go to the publication, some to the agency home page so they would need to be verified. Patsy explained that "Some titles could be processed by the single record approach but most will require a separate record because the paper holdings are closed or the form of the electronic version is different than the paper serials. Databases require a separate record because they are considered monographs." Some URLs are already changing. The method used to identify titles does not capture new titles not already cataloged.

• Campuses do different things to catalog documents. Some try to do original cataloging ,some depend on Melvyl for U.S. and California titles.

• UCSD is willing to do the records for California URL's but will need help learning about sites.

• Most campuses want to see how the records would overlay their existing records so that no data or special information is lost. Davis does not overlay but does cut and paste which they found less labor intensive.

• UCSD has already cataloged over 100 of the California electronic titles.

• TFERII does not cover documents well. In September a task force will be established to work with TFER recommendations to adapt or augment them for documents

• The State Library is unable to do this type of cataloging at this time. They do not have the staff to catalog, to contact agencies and get information. Agencies are doing their own thing and that does not include preservation all the time, let alone keeping URLs stable. People at the meeting indicated that a PURL system by CSL would be great but maybe San Diego will have to do those.

• A task force is also needed to see URLs get into Melvyl/CCA. They also need to develop a way to identify titles not being cataloged.

• It was suggested that a task force with Government Information Librarians could focus on cataloging issues.

ACTION: Patsy Inouye volunteered to organize the task force composed of representatives of UCD, UCSD, CSL, and Tricia Cruse as CDL liaison in the fall. The task force will look at cooperative work with a view toward economies of scale related to working together. It was suggested that the task force could look at the following:

1. Revise the TFER report to adapt or augment the recommendations to catalog documents
2. Work cooperatively on cataloging electronic government documents
3. Identify titles that need to be cataloged
4. Find out where government information is in the CCA plan

FUNDING FOR THE FEDERAL DEPOSITORY LIBRARY PROGRAM: Andrea Sevetson

U.S. House Appropriations committee is proposing a cut of 25.3% to the GPO budget. Because this is mainly in Salaries, as well as printing, the Depository Library Program (FDLP) would be severely impacted. There is also a rumor about a proposal to move the FDLP to LC. The House has a bill to request such a study that would be due January 2001. Further, the Congressional binding budget would be cut, thus eliminating from print titles such as the Congressional Record, Serial Set, US Code, etc. LPS would lose 85 employees. Cataloging and GPO Access would be the only divisions to continue. Electronic information of other kinds would be lost.

DECISION: The Northern group will draft a letter for all with some facts, costs, etc. Then each library can forward this to their UL and encourage them to send the letter. (RESULTS: Was done)

GATEWAY UPDATE: Elizabeth Cowell

At the Depository Council meeting a year ago, it was recommended that GPO close gateways such as GPO Gate. It was recommended, however, that they evaluate the purpose and benefits before deciding. This year there was support to use university gateways and help look at future uses of gateways. Problems with government funding make people wonder about the future. Gateways might help archive important information so the debate goes on.

CENSUS CD'S ON BERKELEY WEB: Andrea Sevetson

On the Berkeley Soc. Sci. web page is a list of which Census CD's are available. (http://sunsite.berkeley.edu/GovData/info/). Note the new files available. They are working on getting earlier Census material up. They need more gigabytes and the key technical person is out so it may be 2 months before you see changes. Next project is 1970 and 1960 Census data and it is under negotiation.

MAPS: Cynthia Jahns

The map librarians are working on a joint deal with ESRI to buy ArcChina for $150 each, on CD-ROM. There was a free trial for GeoBase from Elsevier through CDL. This database does not replace GeoRef because GeoBase has more geography while GeoRef has more geology.

ACTION: Cynthia was asked to be the official liaison to map librarians for this group and to forward key information.

IGO WEB SITES: Jim Church

It is lots of trouble to get special reports. Publications (especially from issued via private publishers) are widely available but official documents are not easy to get. Some are now on the web. Thus, maybe we should look at archiving those publications on the web. This needs people who are interested. Bernan is not distributing IGO's as they used to. They want to sell only the expensive titles. You have to order from the agencies directly. Berkeley has found it is better to go direct and skip any middleman. They do use Nighthawk (?) for some. They are thinking about working with IGO's to develop a mirror for many sites. UCLA and others are trying to catalog the IGO web sites but now are thinking of scanning some. This may need more work with other universities in the U.S. It will be discussed at IDTF and he will keep us up to date.

CDL SURVEY: Elizabell Cowell

Elizabeth needs any changes to the CDL survey of titles we would like them to pursue. (see list and she will send a new one). She also needs prioritization. There is a quick turn around. We should get together with other UC consortia so that there is more than one group asking for a title, thus increasing chances it will be prioritized to the top of the list. The list is on the CDL web site accessed by password. www.cdlib.org/libstaff/sharedcoll/jsc/surveys.html

Criteria are also on that page.

Some possible consortial collaboration for CQ Library titles were discussed. It would cost about $200 per campus for the 2 titles CQ Researcher and CQ Weekly Report. Some of the other CQ titles such as their directories were also mentioned.

ACTION: Check with other consortia, get priorities back to Elizabeth.

CDL (Mary Engle) concurred with discussion on CQ and on prioritizing lists of potential CDL contracts. DDRS Declassified Documents is already negotiated. The company will improve the image quality in the future and will indicate when text is omitted (usually because it cannot be read). A CDL liaison is needed for DDRS. We recommended Andrea who has done so much work with it so far. DDRS will do training in May or June. July 1 the contract starts. Price includes tangible copies of all content, one for the north, one for the south. We could load onto our system if we cancel in the future. CDL will be doing more of this type of negotiation for continued rights of a tangible product when possible.

ACTION: Andrea volunteered to be the liaison to CDL for DDRS. Mary Engle will arrange training in June or July. We will decide where the tangible products will be housed.

CONGRESSIONAL UNIVERSE: Sherry DeDecker

We own the backfiles in CD only. New backfiles (prior to 1970) can be searched by document numbers but there are date problems. There was discussion about what we each have in CD. We all need to check to see if we got the CD's for the collection as promised by CIS.

The new Congressional Masterfile CD covers the older information. We need to evaluate each one and recommend a package we want. They need to know what can go or what we would like. Andrea suggested maybe we can buy the records and load them on (Melvyl our own OPACs?) rather than get the web product, covering 1789-1969. Another option would be to create a central database we can all access. UCSB has loaded the records for the older hearings set they have and the use of the microfiche has risen. We also need to discuss Statutes at Large full text from the beginning.

ACTION: Sherry is the CDL liaison for Congressional Universe and will seek our input on these topics and work with CDL as necessary.

CALIFORNIA NEWSPAPERS WITH READEX

(See handout) There is a Tier I priority list and a Tier II lesser priority list which has been circulated via email. We need to prioritize. People wanted to know dates of coverage. Some may be on NEWSBANK with historical coverage, others are new. CDL needs us to try to specify dates we need covered, what sections of the LA Times (e.g., Orange County, San Diego, L.A., etc.) Leave some room for negotiation. Give Linda any other titles we think should be in

Tier I (e.g., Oakland Tribune).

ACTION: Linda Kennedy will work with us and CDL to get dates of coverage and our campus list of priorities. Maybe each campus should consult other selectors or bibliographers as well.

ETHNIC NEWSWATCH also needs to have its coverage checked.

AFTERNOON SESSION:

GDOC

Trisha reported for Mary Engle on a question about GDOC in Z39.50. Is the web version available okay for use on our campuses or should they do the Z39.50 programming? Do we want to keep telnet version. What are our uses for the Z39.50 that the web does not cover? Use statistics show heavier than expected use and some technical service staff or public may use it more than expected. CDL would consider dropping the telnet access. One advantage of using GDOC is that it's merged with serials and monographs in one database. The programming to keep the line mode version up is time-consuming to maintain and CDL would like to know if we really want to have line mode access.

ACTION: Ask our staffs for their input.

FOREIGN DOCUMENTS COLLECTING: Linda Kennedy, Lauri Kram

See handout. Surveys have gone out but not all have been returned. Collecting of foreign documents is decreasing for several reasons. Many of the foreign documents are not in documents departments but merged with other collections assignments. Some selectors are not prepared to take on this task. Lauri reported that at UCLA they are trying to find approval plans which buy them (not many) and they also ask other traveling librarians to buy foreign documents for the collections. Many exchange programs have been dropped because they did not collect at the research level. The point of the survey was to gather information on RLG collecting levels and cooperative agreements. Each campus needs to have a campus contact person for gathering survey information.

ACTION: Any campuses who did not return the survey should do so ASAP and get input from others who work with foreign documents. Linda and Lauri will do a report when the data has been collected June 15 is the deadline for returning forms to Linda.

UN OPTICAL DISK: Lauri Kram

Lauri Kram asked if anyone is purchasing and using a new UN optical disk. There is now a UN optical disk with passworded web access to UN documents. No IP address access is available. Apparently the UN optical disk has full text access from 1993 on. Access UN from Readex does not have all the documents on the web but they do go back and UCSB would like to go back further than Readex presently provides. Sherry Dedecker said that UCSB is thinking of ordering the new UN product. There was some confusion on exactly what is included in the optical disk and what advantages it provides. Any one else interested in this may contact Lauri or Sherry. She will continue to explore this product.

INDEX TO CURRENT URBAN DOCUMENTS:

They are offering unlimited access for a consortium contract for $23,700. Terry Dean reported that IGS is committed to subscribing. There is a web demonstration database. The microfiche will end and access will be internet only. The Index to Urban Documents will be added to the list of titles to consider for shared CDL access.

ACTION: Contact other consortia about support.

GOVERNMENT INFORMATION INIATIVES

CALIFORNIA COUNTS: Trisha Cruse, Juri Stratford

See Handout for project description or link to California Counts at http://www.cdlib.org/libstaff/sharedcoll/gii/CDP/

Bev French spoke briefly spoke briefly about how the Government Information Initiatives developed last spring fit into CDL plans. CDL is moving from strictly licensing material to building content. One of the Government Information Initiative proposals was selected by the ULs/SOPAG for development. The "Data Warehouse" project was supported by the ULs/SOPAG as the first example of building content. The CSL is also supportive of the project.

Trisha made the following announcement in a previous email as well as at this meeting:

The California State Library and CDL have signed an interagency agreement whereby the CSL agrees to fund and the CDL agrees to facilitate California Counts (formerly California Data Warehouse). What this means is that roughly $318,000 has come to the CDL from the CSL to fund government information initiatives. Phase 1 of the initiative will be the California Counts project. Phase II of the project will begin in 2001 and will explore the feasibility of capturing and preserving for long-term access the contents of State agency web sites. Phase II was one of our original initiatives proposed last year.

Trisha also reported that a LSTA proposal will be submitted for additional funding.

The CDL intends to appoint an advisory group to make sure the public's interests are represented.

Public interest should be represented. Want to include K-12 interest or 9-12 since lower grades may not be able to use it much. Also want public policy people involved. Initially Tom Anderson was interested in archiving California information. This would be next project after CA Counts.

"California Counts" will be registered as a trademark.

Phase I of "California Counts":

Trisha said that no GIS will be included initially but hopefully in Phase II they can include at least basic mapping.Trisha is working with John Jewell at CSL. They want to make sure to include all the right agencies: CA Finance Dept.Health and Human Services, EDD are all big contributors.

They need to have well-documented, stable, data. They want reliable software.

Phase I will include a limited number of titles. Titles under consideration are:

• STF 3A for CA
• USA Counties
• County Business Patterns forCA
• CA Statistical Abstract.

Fuzzier areas for inclusion:

• Education
• Justice,
• Election results,
• population projections,
• labor market,
• health.

No environmental information will be in this phase.

Interface:

The interface will be designed to provide interface options for 1) High end researchers, and 2) Some of the masses by using things like CA Statistical Abstract and having subjects they can easily browse. Also they expect to have some agency browsing, or searching down to the variable level.

Data will presented in a choice of formats: ASCII, spreadsheet, PDF, can also map the data, etc.

The goal is to get the user to the data as quickly as possible. A web designer will be contracted to design the web interface.

Trisha wants to know how to keep us up to date. See URL on handout for meeting minutes of this group.

SHARED WEB PAGES: Sherry DeDecker and SOSTAUG

See handouts of sample pages. http://www.library.ucsb.edu/subjects/gov/uc/ucgovt.html

The project is in the beginning stages. A shared home page for Government Information will reside on the CDL site. Subsidiary pages will stay on the authors' campus web sites for easier updating. All pages are in draft stage. They are creating a basic look. The basic look will be enhanced with more professional designs coordinated to complement the look of the CDL pages.

The group discussed in general terms what should be included in the pages. There were a number of questions, for example, for example, in the Documents in the News, do we want to have just a link to outstanding sites like Univ. of Michigan or do some pages of our own? What is the purpose and parameters of the page? Should we include current titles of general interest? Current events? California news since it's not on the Michigan page? How much do we want to do?

ACTION: The prototype will be finished by fall.

GPO GATE: Elizabeth Cowell

Currently it is being updated. But it is not up to date all the time. Will this continue? Marsha Fanshier, programmer for GPO Gate, is no longer working on it. New people will be doing the programming. A number of questions were brought up regarding the future of GPO Gate; for example, will it become a true mirror site? Is the staff available to maintain it? Searchlight does not search GPOGATE, it always fails. The Searchlight programmer is leaving so it won't get fixed soon.

UC/STANFORD GILS ORGANIZATION AND CHARTER REVIEW:

The initial charter for this group was reviewed. The information is up on the shared web page along with the history of the group. See last minutes discussion for proposed organizational structure. There is currently a steering committee of 4, 2 each north and south. However, we have not appointed a Chair/convenor for this group and have not yet established terms of office. Trisha has recommended that we implement this structure so that we organize and run the meeting and set things up. She will help with planning and orchestrating a meeting but a member of the group needs to coordinate the group.

ACTION: The 4 on the steering committee will organize and run futuremeetings. Those people are: Elizabeth, Sherry, Andrea and Marcia. They will communicate via email regarding future meetings.

NEXT MEETING: all

The group discussed meeting sites. People agreed that meeting in Oakland at CDL was fine as it was close to an airport and easier to travel to and fly into than many other places.

ROUND ROBIN:

CDL has some new staff.

UCSD: Kerry Peterson is a new librarian for Federal documents. There is some organization flux. They are remodeling and will get a new reference area. Documents also includes GIS. There is a new UL.

STANFORD: They are integrating their Information Center with Social Sciences and Humanities. Several Librarian and staff vacancies at the moment and there is high staff turnover. A new president has been appointed. Collection moves are taking place.

UCLA: Government Information and Reference Departments are being consolidated and cross training is beginning. Renovation of the Research Library will put the Reference Department as well as the Government Information department on the 1st floor. Organization changes are also taking place. There will be no closed stack collection except recent hearings, documents will be integrated into the main collection and SRLF. Digital initiatives include work on the campaign literature collection, election information, scanning print campaign literature for California elections.

UCI: Currently in search process for 3 new AULs: Collections and Access, Technical Services and Research and Instruction. Soon there will be a cross-divisional study of how to handle technical processing for Gov. Info. UCI's UL is considering going back to cataloging with Marcive.

UCB: 3 new AULs. UL (Gerry Lowell) has resigned. GSSI will merge collections with General Reference. A new double-sided printer has been a great innovation.

GSSI will remain for selection purposes. They are reviewing/updating their Statistical Abstracts guide and looking at web resources. They are sending older UN documents to Readex for them to fill in their older collection of microfiche. Are creating a Web site for text based CD-ROMs and it will include EU and OSCE CDs; Eurostat and other international titles will be put up too. Are currently waiting for disk space and better indexing software.

UCSB: Eric Forte now does international documents. A new Government Information Center reports to Sherry Dedecker as unit head so it is under the supervision of a Documents Librarian instead of someone at the Circulation and Reference Desk. The Service Desk is drawing/catching more people and Sherry spends some time in the Center. They are interviewing for one new AUL.

UCD: UCD is noticing a decline in reference questions but they are still doing many periodicals questions at the reference desk. Staff and organization has remained stable at UCD.

UCSC: They are recruiting for 4 new librarian positions. They are doing a big NRLF export project sending 40,000 volumes to NRLF. The map room will move to the Science Library.

UCR: There is new construction in Government Publications.

The meeting adjourned around 3:30 pm.