Present: Tony Angiletta, Stanford; Renata Coates, San Diego; Kay Collins, Irvine; Chuck Eckman, Berkeley; Judy Horn, Irvine; Cynthia Jahns, San Diego; Linda Kennedy, Davis (convenor); Lori Kram, Los Angeles; Margaret Mooney, Riverside; Chere Negaard, Los Angeles; Joanne Nelson, Santa Cruz; Martha Ramirez, Santa Cruz; Lynne Reasoner, Riverside; Margaret Renton, Irvine; David Rozkuszka, Stanford; Yvonne Wilson, Irvine

Representatives of seven UC campuses and Stanford University attended the first annual meeting of UC/Stanford government information selectors. The group was formed to respond to the UC/Stanford Collection Development guidelines for selector groups. Although UC documents librarians have a long tradition of cooperative collecting and direct borrowing, they have normally met only regionally.

I. ORGANIZATIONAL/ADMINISTRATIVE ISSUES

1. Name: UC/Stanford Government Information Librarians (GIL)

2. Charge:
   • to insure the most convenient and effective access to government information regardless of format
   • to seek and provide a scope of coordination not currently available, including sharing of exprise in accessing government information
   • to formalize collecting responsibility for specific subjects/areas/items

3. Membership: Government information selectors from the University of California and Stanford (institutions which have historically cooperated in the University of California's Shared Collections and Access Program.

   Representatives of the California State Library, University of Southern California, and the University of Nevada, Reno will be included on the mailing list for distribution of information and invited to attend meetings as appropriate.

   Chair: the CDC guidelines call for designation of a chair. Linda Kennedy, convenor of the first meeting, asked for volunteers. Several people are considering the matter, and Kennedy will check back with them in a few months.

4. UC/CDC liaison: Tony Angiletta will serve as the liaison to the UC/Stanford Collection Development Committee. He will report back on our meetings, raise issues of concern on our behalf, and bring matters from CDC to us.

   ACTION: Each government information selector--or coordinator, as appropriate--should develop open communications with his/her campus head of collection development, informing him/her about our meetings and helping develop a campus position on issues. (There is a certain amount of transition in AUL CD positions at the present time).

5. Communications: Linda Kennedy has not yet set up a statewide reflector or alias. However, if you wish a message to be distributed to all GIL, she will forward the message to the GIL e-mail mailing list.

   ACTION: Linda Kennedy will establish a mail reflector through UCD computing or UCOP.

   ACTION: Each campus should respond to L. Kennedy with the name of a primary liaison for each campus who can, for example, bring issues to the campus library administration and distribute printed materials to other GI librarians on campus.

6. Coordination with Northern and Southern UC documents groups: The regional groups will continue to meet and may forward issues and recommendations to the statewide group. It did not seem feasible to try to coordinate meetings between regional and statewide groups. Depending on where a statewide GIL meeting is held, it may replace one of the regional meetings.

7. Meetings: Annual meetings, alternating north and south. September was agreed to be a useful time for the annual GIL meeting.

   ACTION: The next meeting will be in the North, preferably at the Office of the President in Oakland. C. Eckman will investigate meeting rooms.

II. COOPERATIVE COLLECTING

1. UC Shared Collections and Access Program (SCAP): Tony Angiletta, Stanford, updated the group. The SCAP no longer exists for traditional formats; the continuation funds will now be used to fund database acquisition. UC will continue to fund membership in CRL.

   Chuck Eckman, Berkeley, distributed a list of current SCAP titles. The group reviewed the list to determine what decisions had been made on each campus with regard to campus funding or cancellation of the titles. The group was most concerned about resource sets.

   Berkeley: David Farrell (AUL CD) agreed to fund all of the SCAP continuations on his own funds for one year. Berkeley's SCAP continuations include the following microformat resource sets: ASI, IIS, International Population Censuses, SRI, Current Urban Documents, National Development Plans.

   Davis: Davis' resource sets, FAO and IAD were transferred from SCAP funds in the past; UCD continues to provide on direct loan.

   Irvine: Irvine has a number of minor resource sets; their fate is not yet known.

   Los Angeles: UCLA has fiche resource sets ASI, IIS and SRI. Declassified Documents were transferred from SCAP funding last year. L. Kram coordinated with the head of the Management Library; both agreed that ASI, IIS and SRI were the highest priority for retention of al SCAP titles. UCLA will make one of the following decisions for each title: cancel, absorb on individual selector funds, make a recommendation that the title needs to be funded in UC if other campuses contribute funds.

   Riverside: no resource sets.

   San Diego: no resource sets; the campus subscribes to some CIS sets on their own funds.

   SF & SB: L. Kennedy will inquire, since these campuses were not present

   Santa Cruz: no resource sets

   Stanford: the non-HMSO microfiche collection is funded from regular accounts; it continues to be available on loan.

   ACTION: Government information librarians will consult with their library administrations about continuation of SCAP- funded indexes and resource sets.

   ACTION: Chuck Eckman will draft a shared collecting agreement which documents what titles we have been sharing through the SCAP program. Regardless of funding sources, we want this type of cooperation to continue. Tony Angiletta will forward the document, after GIL review, to CDC.

2. Existing cooperative agreements: The only cooperative agreement currently in effect is the formal agreement between Berkeley and Stanford regarding the collecting of Latin American documents; because of staff changes, this agreement in is limbo and being reconsidered by the new bibliographers.

   The group agreed it was essential to continue to cooperate and share access independent of SCAP funding. We may also make proposals for mini-scap projects.

   ACTION: The group agreed to document and forward to CDC for its approval all formal collecting agreements which are developed. The lack of a mechanism for keeping track of cooperative agreements and for keeping them in effect was identified as an issue of major concern. Tony Angiletta will bring this matter before CDC.

   UC law libraries also may have collecting agreements:

   ACTION: C. Eckman, L. Kram, L. Kennedy and D. Rozkuszka were asked to consult with their respective law libraries about cooperative agreements.

3. Foreign documents collecting: The group identified a need for coordination in the collecting of publications of foreign governments and non-major international organization, an issue raised by David Rozkuszka. The UC and Stanford libraries are the research basis of California and the West; the base of research for foreign documents in particular is disappearing. As collecting becomes increasingly course and program driven, it is difficult to preserve multidisciplinary foreign documents collecting.

   ACTION: David Rozkuszka agreed to write a background paper identifying the key issues.

4. State and local documents collecting: In discussing the SCAP continuations, the particular problem of the fiche set for the Index to Current Urban Documents was noted by Chuck Eckman. Only two sets are held on the West coast. None of the UC/Stanford campuses collect at the local level beyond their own jurisdiction. The UC set is held in the Institute for Governmental Studies Library (IGSL), which has a very small budget. Urban Documents was acquired on SCAP after most campuses had subscribed independently.

   ACTION: Does the CRL hold Current Urban Documents? What is the turnaround time for direct loan from IGSL? Martha Ramirez will look into the turnaround issue.

   Yvonne Wilson is serving on the CRL committee developing a policy for collecting state documents. She has a draft collecting policy which she can provide on request.

5. Shared access for electronic resources, such as census: The Census CD-ROM access project developed at the Lawrence Berkeley Laboratory was of great interest to the group. 100 gigabytes of data are available on 40 Pioneer jukeboxes and 8 Sun workstations. UCB documents has contributed 232 depository CD's; others were provided by UC Data (University of California Archive and Technical Assistance). UCB documents has connected two workstations configured with PC/NFS (Network File Server) software to the LBL menu of databases. Direct FTP access is also available. This project is being run by the DOE, and is viewed as a pilot project. The group would like to see access expanded to all of UC and Stanford. (for information, query dwmerril@lbl.gov).

   ACTION: Tony Angiletta will draft a memo to LBL requesting that the system be made available to UC/Stanford libraries, with the goal of making the system available to individual UC/Stanford researchers. He will write a cover letter to Richard West.

6. Review of potential databases for shared acquisition: various databases were discussed, including LegiTech, the AB1624 data, CIS Statistical Masterfile, CIS Congressional Masterfile, FBIS, NTIS and Greenwire. Access to indexed resources for these sets was also discussed). Angiletta recommended that specific recommendations be forwarded to the chair of the Computer Files Committee.

   ACTION: Martha Ramirez, Santa Cruz, volunteered to prepare a draft list; government information librarians will review the list to assign priorities.

7. Review of Direct Borrowing arrangements: San Diego and Santa Barbara have shifted direct borrowing to their Interlibrary loan departments. While concern was expressed, it was agreed that cooperative resource sharing can exist independent of direct borrowing arrangements. ILL continues to be supported on each campus. with staff cuts in other departments, ILL may be able to fulfill requests sooner.

8. UC Directory of Government Publications Departments: Davis is willing to produce the next issue, due for April 1994.

9. Union List of government information resources: it is desirable to consolidate Northern and Southern lists. ACTION: Linda Kennedy will send out a copy of the Northern California list to each of the Southern campuses. Each campus will add its holdings and add other important sets.

10. Union list of Federal Depository Library Program Item Selections: Margaret Mooney has compiled an automated list of the item selections of the southern UC campuses. The list could be expanded to include the North.

    NON-ACTION: Defer the issue until after the Chicago meeting and DLC.

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