UC/SU GILS 1999 Minutes

University of California/Stanford
Government Information Librarians Group
Meeting May 10-11, 1999

1) GILS Organization
Appoint 4 people, 2 from north two from south, staggered terms, appt from group a chair. (GILS Steering Committee?)
Charge to contain:
appoint liaisons to various groups. [Poli Sci, CDC, Maps, Data Archivists]
set agenda for GILS meetings
work w/California State Library
track grant opportunities
represent needs of all levels of government information
report often to GILS!

ACTION: Names due to reflector by July 1.

2) Document:
Developing a system-wide strategy... (Andrea's document)

ACTION: All - additional feed-back to Andrea by Thursday, May 13, 5pm

3) Grants:
Talked about in other agenda items

ACTION: GILS Steering Committee to designate person to track grant opportunities

4) Infomine update/CDL Directory/Catalog records
a) MM showed INFOMINE version 3.0, new features. They will be importing GPO records into Infomine in June, will be an editorial board (reinvigorated group - the coordinators for various levels of government)
ACTION: Lynn R. to re-organize us - get the coordinators for each section of the database back together to set up some goals and timelines so that the information adders have some guidance and direction....
b) Think about records and how they can be transferred from system-to-system Subcommittee: Lucia, UCD person, UCSD person, Andrea, consult with Infomine [this group also puts together list of databases to be listed in CDL Directory]
ACTION: Please have appointments from UCD and UCSD to Andrea by 6/15.
c) Cataloging of Electronig Resources
ACTION: Elizabeth to finalize strategic, immediate actions document by 5/26
Issues around this:
People are interested in this,
UCSD will bounce idea off Crystal and Co., [they will update records, and load?].
Are we cataloging sites, pages, documents, images ?
What is the level we are reviewing?
This will also server as a means of identifying items for preservation.
Elizabeth will get feedback from the cataloging group.]

5) Cooperative web work:
ACTION: Trisha to send citation on virtual pathfinders:
http://www.hil.unb.ca/About/Publications/VP/index.html

ACTION: Subcommittee on Shared Tutorials and User Guides (SASTAUG) which will outline work and time frame for virtual guides, learning tools, tutorials etc. (Kay Collins, Sherry DeDecker (Chair), Lauri Kram, Cynthia Jahns, Jeanne Fong, Marcia Meister, John OBer [CDL Liaison]).
ACTION: Subcommittee on the California Local Government Information website: a collection of city, county, and local government association websites, along with links to the full-text of city charters, Municipal Codes, Grand Jury Reports, General Plans, etc. (Jim Church (Chair), Lauri Kram, David Lundquist, Terry Dean, Yvonne Wilson, Barbara Ceizler-Silver)
http://www.naco.org/links/counties.cfm

6) Foreign Documents Survey

ACTION: Linda Kennedy to put together cover letter, sent to identified campus liaison [liaisons remember to add law libraries in your distribution]
PDF Survey forms are at: http://www.library.ucsb.edu/gils/for_docs.pdf
SURVEY DUE JUNE 18.

7) Data:

7A) Data Warehouse: ssdc.ucsd.edu/cdw [UCSD to discuss what it would mean to make it happen], Ask Jim Jacobs to put up his power point slides demonstration from last fall, and Trisha will put together some additional information

ACTION: Trisha to finalize strategic, immediate actions document by 5/26 to send to Andrea

7B) CD-ROMs

ACTION: ALL - send list of 5 CD titles that are heavily used and five data things that people are heavily interested in [DUE to Andrea May 26]
ACTION: Andrea to finalize strategic, immediate actions document by 5/27

7C) Gov Info Project:

ACTION: next steps - rank agencies from agenda for top 5. Please respond soon! (May 19)

List of contenders:: CA Department of Finance; CA Legislative Analyst's Office; CA Air Resources Board//US EPA (Office of Air and Radiation?); CA Coastal Commission/US Bureau of Land Management; CA State Lands Commission; US Congressional Committees: testimony, CRS reports, etc.; California Bureau of State Audits; Office of Senate Research; Secretary of State (election data); Dept. of Justice; EDD (employment & earnings); Dept of Education; Cal-Fed

ACTION: Sherry to finalize strategic, immediate actions document by 5/26

General questions:
WHO
Who does what?
CSL as coordinator?
bring in the CSUs?

WHAT
grabbing data, text:
down the road we might want to digitize older materials.
What do we grab first? Stuff going away or do we want to do topic/agency?
trial/pilot test case(s): try big & small agency, easy & problem agency, executive & legislative, low & high profile
make priority list
framework with flexibility, some text & data
media requirements

COSTS
what do we want CDL to do?
design project so know what we need
agency
human time
computers
money saved on campus: economies of scale, e.g., cataloging, acquisition
Framework:

ACQUISITION-
Agency
web site
publication catalog

print and electronic
Contact CSL
Agency publications:
catalogs to digitize
use CSL publications first
agency publications
website: need to visit regularly
need mechanism to notify of changes/updates

How do we maintain it? Update for changes?
Do we want to digitize print materials?
Copyrighted data or software?
Agency plans for access/archiving?
Formal agreement?

ACCESS-
Immediate v. remote
Catalog records (MELVYL/Infomine/Local)
-who will catalog?

Specialized [e.g. GPO Gate]
Text search engine
What are the tools to provide access (spcl search software? Data v. text)
Where do text files reside (campuses or CDL)?
Data warehouse: keep at CDL or UCSD?
How much to store for immediate v. other access

PRESERVATION-
If we capture it, where do we put it? CDL or individual campuses?
Software:
need plan for medium of storage
then how to access
Include data archivists early on

8) GRC- Marsha M to coordinate interest and work with Mary Engle about quote
9) Vendor interaction
Congressional Universe: Kay Collins/Susana Hinojosa/Sherry Dedecker - what info do we need to relay to vendors, database enhancements. All should relay issues to them.
[Note: The CDL Resource Liaison names should be out by mid-June]
10) Data Education:
The group endorsed a 3 day, December 1999 meeting. Option of two days for GIS was "tabled" for later as the group though it might be too long at one time to be away.
ACTION: Jim Jacobs and Trisha to work out details.

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Updated: 10/11/04 08:30:48