Place: 712 Kaiser

Address: Kaiser Center, 300 Lakeside Dr., Oakland, CA 94612-3550
Directions: See the UCOP web page for directions: [http://www.ucop.edu/services/directions-kaiser.html]

Meeting Participants:

     UC Berkeley (GSSI): Tim Dennis, Susana Hinojosa, Becky Lhermitte
     UC Berkeley (IGS): Terry Dean
     UC Davis: Linda Kennedy, Marcia Meister, Juri Stratford
     UC Irvine: Kay Collins
     UC Los Angeles: Jan Goldsmith, Jenifer Abramson
     UC Riverside: Lynne Reasoner
     UC San Diego: Jim Jacobs, Karrie Peterson
     UC Santa Barbara: Sherry DeDecker, Janet Martorana, Lucia Snowhill
     UC Santa Cruz: Cheryl Gomez, Lucia Orlando
     Stanford University: Chuck Eckman, Ann Latta, Joan Loftus
     California State Library: Brent Miller
     California Digital Library: Trisha Cruse

1. Introductions, agenda modifications, housekeeping.   9:00 - 9:15
Kay Collins thanked Trisha Cruse for putting together the agenda, hosting and facilitating the meeting.  UCSD's work on GPO Gate (now deceased) was acknowledged.  Kay also reminded attendees that the time for annual elections for the UCGILS steering committee is coming up this June.  Please send names of nominees to Kay by May 31.  The agenda was reviewed.

ACTION:  send nominations for GILS Steering to Kay Collins by May 31.

2. Collection Development Issues  9:15 -10:10

SRLF and NRLF last copies: In minutes from June 1, 2001 the group recognized "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."

Discussion Item: Do we want to continue to purse a "last copy" agreement?
Discussion Leader: Kay Collins.

· Kay Collins reported that she has been doing extensive weeding in the documents collection at UCI.  Subject bibliographers assisted going through the collection to identify materials of value to keep and process and this helped to demonstrate the value of the collection for bibliographers and the administration.  There is lasting value of materials now on the internet but how secure are they?
· Question to be addressed include:  how to determine what to store, what criteria to use in making decisions to send documents to storage facilities, and how to collaborate in the decision-making.  Digital issues of preservation also need to be addressed.  Do we have a policy for storing and sharing what goes to NRLF/SRLF.
· Linda Kennedy asked if California documents would be included in a weeding, storing policy.  Weeding of California documents for full depositories considers one copy at NRLF (or SRLF) as acceptable retention policy by law.
· The conclusion was that California and U.S. Federal documents could be included in a "last copy" retention policy.   Brent Miller (CSL) reminded the group that as a regional depository library, CSL retained everything.  CSL does selectively replace print with microfiche.

ACTION:  A small group can follow up on a policy for last copy issues for California and Federal depository items.  Group members:  Linda Kennedy?  Kay Collins?  Trisha Cruse.   Trisha will send a message to govinfo asking for additional members.

Introductions:  with new arrivals, introductions took place.  Several people new to the group were introduced - Tim Dennis (UCB), Cheryl Gomez, Lucia Orlando (UCSC), Jenifer Abramson (UCLA).

(Collection Development Issues continued.)

Foreign Documents Survey: Several years ago the group attempted to collect information on all of the foreign documents collection on the campuses. Foreign documents collections have been severely impacted by reduced collection budgets and the dispersal of collection responsibility for foreign documents to area study librarians. The idea was that a survey would help us identify holes in our collections. According to minutes, this was first discussed in 1993, and every year since; the survey was proposed in 1996.  Not everyone completed the survey and nothing has ever progressed.
Discussion Leaders: Linda Kennedy / Chuck Eckman
Discussion items: Is this project still relevant? Should the group continue to pursue?
· Chuck Eckman proposed bringing this up again because there are new area studies bibliographers, changes in publishing, and this is a good opportunity to get information on current practices.
· At UCLA (and other libraries?) collecting of foreign documents is done by the area studies and subject bibliographers.
· The suggestion was made that a report could be prepared based on new survey responses.

ACTION:  Stanford and UCB will consult with bibliographers as necessary and submit responses.  A progress report deadline of September 1, 2002 was suggested. Linda asked that campus libraries that have completed the survey let her know if they have any updated information to add.  Linda Kennedy and Chuck Eckman will pursue the survey.  The original foreign documents survey can be found here

Collecting materials from IGOs. What are campuses doing?  Questions on collecting from IGOs include:
· depository status; who has what?  Comprehensive collecting; who does it?  Standing orders; who has comprehensive standing orders?
· One suggestion was that a survey like the one for Foreign docs could ask these questions.
· Discussion on collecting from IGOs included:
§ SourceOECD Publications - Stanford and UCB have subscriptions but they report problems with the search interface that include empty tables.
· Newsbank - Linda reminded people that the Library of California has a California newspaper package deal.  It is possible to get a package of California newspapers, they require that the library subscribe to the local area newspaper and then select regional papers.

Newsbank Followup:  Linda sent an email with additional information; see: http://www.amigos.org/california/database_offers.html   for pricing and content information.

"This offer requires that the subscribing library maintain a subscription to its home newspaper, in our case the Sacramento Bee.  The library can then obtain a reduced price to one of three California newspaper packages;all California, northern California, or southern California.   You do not have to be a member of Amigos to participate in this offer. There was considerable interest among the UC/Stanford Government Information Librarians in developing a consortial package, but at the time we last discussed it, Newsbank had not yet developed its packages.  The Social Science Librarians deferred any newspaper proposal. UC Davis has been receiving web access to the Sacramento Bee, San Francisco Chronicle and San Jose Mercury News courtesy of the Sierra Valley Library Network (SVLN), part of the Library of California.  SVLN paid $220,000 to provide access to all of its member libraries.  Although the SVLN Board elected not to continue the Newsbank subscription, the Mountain Valley Library System, of which we are a member, is recommending acquiring the Northern Package.  What is the experience on other campuses? Has the campus participated in the Library of California Offer either directly or through your regional interlibrary loan network?" [Linda Kennedy, email dated April 29, 2002]

ACTION:  Trisha will survey the campuses about locally held IGO collections.

· Other CD issues:  Jan Goldsmith (UCLA) asked if anyone gets invoices for any municipal codes that they are supplied to get free as depositories (CSL, IGS and UCLA are the official depositories for the codes).  IGS responded that they do get these all the time and need to remind the city offices that they should not be billed for them.  Many codes are no longer published and are available online only.
· JSC update: Discussion Leader: Lucia Snowhill  (discussion postponed until later in the afternoon).  Lucia reported that the annual survey will go out soon with a deadline date for response in July or August.  Collectively there have been 145 databases suggested from the campuses.  Efforts will be directed to journal packages, one time purchases, looking at how the models for acquiring journal packages are working, looking again at the priorities for last year.  They will also begin looking at quality free content. Linda asked if there was consideration given to reviewing databases before renewal.

 ACTION:  respond to survey when you get it.

3. Shared Cataloging - Update prepared by Becky Culbertson (UCSD) and presented by Trisha Cruse.

Shared Cataloging Update for the April 30, 2002 GILS meeting.  The prioritized list was briefly discussed.  Suggestions for additions were:  Department of Education and Resources Agency. Additional suggestions may be sent to B. Culbertson or T. Cruse.  A question was asked about which campus libraries are taking and using these records and how are they dealing with them.  It was noted that after the agency has been "mined" for titles to catalog, there is no systematic way to go back and pick up new things.

ACTION:  1. Trisha will work with Becky Culbertson to poll campuses on what they are doing with the shared catalog records and will provide a report via govinfo. 2. Trisha will work with the UC/Stanford GILS group to provide an updated prioritized list for Becky to work from.

4. Welcome from CDL -- John Ober, Education and Strategic Innovation 10:15 - 10:30
· John announced that SOPAG will be reminded of the Government Information Initiatives when they meet next week; there will be a report on Counting California and on preservation of government information at their meeting.
· Consolidating the CDL staff in one location has allowed CDL to make a few organizational changes.
· CDL does not anticipate that the new University Librarian will initiate any immediate large organization changes.
· There will be some internal reorganization soon due to the wrap-up of initiatives like MELVYL and the database transitions.
· CDL has received rave reviews about Counting California.
· On preservation issues - the ULs have endorsed a plan to establish a preservation repository for the UC libraries.  The plan is based on the work of the UC Digital Preservation and Archiving Committee. See the charge  http://www.slp.ucop.edu/sopag/dpaccharge.html and the committee membership [link to: http://www.slp.ucop.edu/sopag/dpaccharge.html] for additional information.   The committee produced a report, Digital Materials: Final Report of the Digital Preservation and Archive Committee [link to: http://www.slp.ucop.edu/sopag/DPACFinalReport.pdf]
· The CDL has committed funds to establish a pilot repository using a grant from the IMLS (Institute for Museum and Library Services).  The CDL Digital Object Standards [link to: http://www.cdlib.org/about/publications/CDLObjectStd-2001.pdf] will factor into the Preservation repository.  An implementation will be established and the goal is to have the preservation repository available for any content managed by the UC Libraries.

5. California State Library Fiche Digitization and Document Delivery 10:30-11:00
     Discussion Leader: Brent Miller

Brent reported that CSL has purchased a Mekel machine [http://www.mekel.com] used to digitize microfiche.
When John Jewell became head of User Services, one of his goals was to make the collection more usable, including the fiche collection.  When funds were available near the end of the year and needed to be spent quickly, they researched and purchased the new machine.  It takes up to 70 fiche at a time and scans 1 fiche per second, operating from software on a PC.  Each image is a tiff file, they convert it to pdf using a software package.  Then they put the file on a zip file to email the file upon request.  This is now the default method for delivering the microfiche documents like the technical reports from NTIS.  There are possibilities for collaboration by using this machine to digitize microfiche materials.  There was great interest in the machine and it's potential.

ACTION:   A small group will look at this in terms of collaboration with CDL.  Kay, Janet and Susana volunteered to look at questions that include:  what might be digitized using this method?  Copyright issues? mechanism? How to deliver content?  A message will be sent out via govinfo for additional group membership.

6. Counting California:  11:00-11:30
Update, formation of user group, collaborative projects. Background information as presented .  Discussion Leader: Trisha Cruse
· Counting California Update was presented and summarized in the attached handout.
· Trisha Cruse explained the need for an informal user group to provide feedback on the project.
· She introduced Margaret Low from CDL who has been working on the project.
· New content is being added this year following the initial first year of development; this year it is really a production site.
· They are working on Summary File 3 and plan to come up with it in September.
· The infrastructure is now there to add data quickly.
· California Vital Statistics was interesting to work with since it is spread sheet data and they learned from that project.
· It is possible to add more Federal data in addition to the California data that has been included.
· Upcoming functionality will add text, definitions, additional lower level geographies, a shopping cart so users can download all selections at one time.
· Promotional efforts include the brochures and inclusion on the California State home page.
· Statistics-gathering software will be used to monitor usage statistics.  Usage continues to grow.
· They continue to work on the behind the scenes stuff that makes it work effectively.
· Search - needs a better search engine to be able to search for specific items in the 2000 data.  They need to build a better geographical search interface.
· Question was asked "why add the Census 2000 data" since it is already searchable in American Factfinder?  Because it integrates the data with state-level statistics, adds value with preservation of the data.
· A question was asked about adding real estate data since this is so frequently requested - Rand uses the California Real Estate Association data but this is not available for free.
·The group's response to question about expanding Counting California to include data from other states was that it should focus only on California.

ACTION:   An adhoc user group will be established to assist with testing, prioritizing functionality, interface design etc.  Trisha would like members of this group to contact her if they are willing to assist as a users group.

Update: Trisha sent a message out to govinfo on May 1, 2002 asking for participants.  Trisha will work with Sherry to include the information about the adhoc user group on the UC/Stanford GILS page. Jan Goldsmith, Jenifer Abramson, Juri Stratford, Karrie Peterson, Lucia Orlando, Rebecca Lhermitte, Tim Dennis and Yvonne Wilson are interested in participating in a user group.

7. Shared Guides and Collective Government Page:  11:30 - 12:00

Several meetings ago a group was formed to create a shared UC government information web page. The group consisted of Sherry DeDecker, Marcia Meister, Kay Collins, Lynne Reasoner, and Cynthia Jahns. They did successfully create a page, have not been able to find a home for it. See the draft page for background information.
Discussion Leader: Sherry DeDecker Sherry handed out copies of the above main web page.  Trisha said that CDL can host the main page and it will link to the secondary pages maintained at a host library.  Additional volunteers are needed to work on generic guides, guides and tutorials and to maintain the subject guide pages.

ACTION: Anyone interested in participating is encouraged to contact Sherry DeDecker

8. LUNCH -- 12:00 - 1:00: Report from Depository Library Council (Chuck, Trisha, Karrie) and The State of Government Information -- where do we go from here? (Chuck Eckman)
· Reports from DLC:  The Digital Documents Subcommittee prepared a report on the digital distribution of documents and the committee has ended.  An Ad Hoc meeting on Monday evening was very well attended and many libraries have some digital projects.  The Sales program revenues have dropped.  There was discussion of a sensitive but unclassified information category, GPO is not maintaining a long-term commitment to these "sensitive" titles and the agency can pull the document if it deems it necessary.  The USGS cd was the only thing actually withdrawn.  A backup GPO facility in Pueblo is being established.

9. Archiving and providing persistent access and digital government publications: 1:00-2:30
Background information and general discussion: What are our needs? What utilities are currently available? How can we collaborate? How can we begin?
Discussion Leaders: Jim Jacobs, Trisha Cruse, Suzanne Samuels (CDL, escholarship)

Attachments:
1. Archiving and providing persistent access and digital government publications (Jim Jacobs)
2. CDL press release, CDL opens online repository for working papers, April 3, 2002
3. Government Information Initiative (UCSD) Data Migration pilot project
4. Government Information Document Rescue Using the bepress System (Suzanne Samuel).

· Suzanne Samuels, escholarship initiative, presented a powerpoint overview of how the escholarship program could be applied to preserving government documents using the bepress system (powerpoint linked above)
· Jim Jacobs outlined some of the issues and problems involved with rescuing documents.  Karrie Peterson described UCSD's data migration program.
· There was discussion on the potential for bepress as an example of how to capture and preserve, and prepare MARC records for documents that could be integrated into our catalogs.  Materials could be integrated by subject as well as by agency.
· There are many possibilities with this type of project and there is a lot of interest in it.
· The group supports the concept and supports a preproposal to the ULs and to SOPAG.

ACTION:  The group will write a preproposal outlining the benefits and challenges.  Jim Jacobs, Karrie Peterson, Sherry DeDecker volunteered to work with Trisa on this draft proposal.
 

10. UC/Stanford GILS Structure, Meetings and Communication:  2:30 - 3:00
Is our current structure working? Is there a better approach? How should we meet? Do we need North and South meetings? Is the listserv working?
Discussion Leader: Kay Collins and all.

Discussion included having north and south meetings separately during the year, more updates via email, posting GILS steering committee conference call summaries via the email list.   Trisha is available to attend meetings in the North and the South.

11. Campus round robin:  3:00 until closing
Short updates on campus activities, projects, potential projects, and ideas. Focus on potential areas of campus-to-campus-to-CDL collaboration.  Campus reports were sent via email.
Discussion Leader: Trisha Campus round robins were circulated via email prior to the meeting.  Reports from each campus are linked here

Meeting adjourned around 3:30 pm.