1. Collection Development and Management

A. Introduction

Each library has methods or procedures to add print material to their collection and questions concerning access of this material for the public have mostly been settled - they are cataloged. Electronic "products" (serials, databases, electronic monographs, etc.) available now, combined with CBB's "common" interface of our three catalogs, and our similar interfaces of web home pages, raise some questions:

B. Planning Group Questions

Where do our users go for electronic information? - catalog (with its long history of giving users directions to physically get somewhere) or library web pages (which may be perceived as more content rich and cool - in an Internet sense)?

What do our users want (and what can we support) from our catalog and home pages?

Is the electronic format preferred over print for our user populations?

How do we plan for our users to be comfortable with electronic access?

What about our print subscriptions and standing orders?

Should we use the electronic collections model regarding consideration of new print periodicals?

If a print version is currently all that is available, how important should potential electronic access be when evaluating the retention of the title?

How active should we be in seeing that older serials are digitized and made available?

Who considers consortial purchases? Should there be a similar committee model for providing common CBB access to these (i.e. where do they go - catalog or web or both)?

What is our interest in electronic serials aggregators (EbscoOnline, etc.)?

What is our interest in publisher aggregators (ScienceDirect, etc.)?

What access must be negotiated and monitored? How is it done?

What about user initiated document delivery of articles from our own print collections (via ILL or Circ)?

What about user initiated document delivery of articles from a commercial supplier (Uncover, etc.)?

Do we have the will to plan for the challenges ahead as CBB?

C. Summit Counterpart Group Notes

Participants: Karen Hillman, Linda Roy, John Harrison, Penny Schroeder

Electronic Resource Management

- License issues re: ILL

- Consortial purchasing expanded

- Archival issues

- Reduce procedural duplication

Need for clearer commitment to CBB joint collection development

Explore subscription packages that could include one print plus three online access-negotiate faculty issues with CBB subscription CD

Use vendors reports for help

Share order and check-in information-perhaps standardize input

Consider moving in direction of less print (less on-site storage), more online augmented by the document delivery

Remote storage

- what to include

- who owns what

Need to notify each of cancellations

2. Serials records/cataloging

A. Introduction

Serials cataloguers have been challenged with major changes over the past few years: the impact of format integration on serials; the proposed redefinition of a serial; the effects of web based catalog displays on serial records; changing guidelines and MARC codes for cataloging electronic serials; catalog access to full text journals in aggregated databases; etc. How can the CBB serials cataloguers work together to keep up with these changes, and what common goals should we be striving to attain so that our users are well served and our own work is more efficient?

B. Planning Group Questions

Is it important or necessary at this point to standardize cataloging procedures for electronic serials for CBB? If so, what are the cataloging and record maintenance issues that require a common approach? Holdings statements, use of the 007 field for limiting in III, locations, local subject headings, composite records for print and electronic versions--these are all regulated locally by policies that affect how the user accesses electronic materials in our catalogs.

Should there be a mechanism for making mutual decisions on new cataloging issues to avoid future differences?

The movement to catalog journals available in full text through databases such as Lexis/Nexis gained some momentum this year when Swarthmore announced their intention to catalog these titles. At the same time CONSER renewed its involvement with the issue, encouraging OCLC and vendors to provide a more efficient solution. And yet our patrons and ILL departments are requesting this level of access now. How can we best address this?

How can we facilitate professional development in serials cataloging among the CBB cataloguers? Can we take advantage of CONSER's (Serials Cataloging Cooperative Training Program)?

C. Counterpart Group Notes

Participants: Renee Phelan, Mary Atchison, Karen Cook, Susan MacArthur, Toni Katz, Karl Fattig

Standardization/policies/procedures

Decisions/ future changes

Analytic entries for aggregators

Professional development and training

- can CONSER trained trainers come to us?

- when?

- What priority is it? HIGH

INN-Reach

Will we be merging our catalogs?

- Assumptions?

- Is there a mandate?

Do we need a common policy for cataloging (electronic) serials?

Common documentation?

Keep the user in mind: the worse we differ, the harder it is to use the catalog.

How are holdings "done" at the individual libraries?

Why standardize?

-users

-professional development

-efficiency

-future rendering/purchasing in products

-problem solving

-would have to be more frequent/ communication

Why not standardize?

-experimentation

- genre headings

Means of Communication

How can we improve communication between CBB catalogers?

What other means are there?

-List servs

-Video conferencing

How do rush/priority items fit into this?

Can we develop a review process?

Bib/check-in/item records standardized?

How do we deal with full-text databases like EAI, Academic

Universe, Ethnic Newswatch?

-How full is the full text?

-Does it justify a bibliographic record?

-Can we work with Public Services on this?

-To catalog or not to catalog?

-How would we maintain these records?

-Can we wait to see what CONSER and III will do?

-Can one choose to load while the others don't?

-How will we deal with the "free" electronic versions we receive with print?

-Do we need a CBB aggregate? (a common one)

-Should a library's catalogers continue to deal with individual titles?

Communication about standardization

-What codes/fields need to be standardized?

-How do we define issues before we start to discuss them?

-The expanded catalog

-Is there a mandate for a combined cat?

-Is the catalog a TS function?

-Professional development

-How does this fit with cataloging Internet websites?

-What about metadata?

-Retrospective vs. current?

3. Access and Delivery

A. Introduction

Serials have long challenged the library user and the public service staff charged with aiding the user. Electronic versions of these publications have added a new layer of complexity. How can the CBB public service staff work together to provide easier access to serials? Some issues to consider include:

B. Planning Group Questions

Linking database citations to library holdings.

Sharing of physical items among CBB patrons.

User initiated requests of articles.

Easing use of electronic journals with non-user friendly front ends.

Best way to provide access to free electronic journals available on the internet.

Ways to publicize electronic journals

What technical support (i.e. machinery, software) is needed for electronic journals

Any other concerns where the user and the material meet.

C. Counterpart Group Notes

Participants: Suzie Cole, Laverne Winn, Sandy Groleau, Kathleen Kenny, Judy Montgomery, Sara Amato, Pat Burdock, Leanne Pander

I. Patron education/Needs assessment

How do patrons know electronic journals may not be complete?

- Many lack graphics

- May lack full issue contents

- JSTOR lacks current years

- Full content vs. full text

Library Instruction

Skills different for teaching e-databases and old print and old journals

How does the patron know they can access multiple ways and it affects what library pays?

How do we present full range of information to our users about what we have?

How do we get faculty to use the catalog?

How do we advertise e-journals to them? Subscriptions and free

What do we do with free e-journals? List?

How does the patron know there is more?

Do we really understand how our user access journal articles (bibliography and physical) and relate user guides to meet these use patrons?

Table of Contents Services: What should CBB provide to faculty and students?

- Then how should link delivery of the article?

- Add on services of these-how do we publicize?

- Way to get easy search access to older titles pre-1960

Should training/documentation develop to take advantage of these aggregators?

Should CBB do a newsletter?

- Who would help to publicize them?

- Who evaluates print vs. electronic-when do we cease paper?

How do we find out what user wants? Survey of needs-color, scale, comfort, how format effects

Off-site storage: print retention backup

- Find information-use, navigate, capture,-how to help users to manipulate?

Printing-color, detail, what costs should library bear?

Use statistics-what kind can we get for e-journals?

II. Technical support

Access for remote faculty-software, IP addresses, remote access should be uniform CBB so remote users have same access

How do we develop access to e-journals for CBB study away programs?

Do we want to pursue delivery of articles via e-mail or web server?

Someone needs to work this out, if we want to do it

Who will train patron on what software and hardware is needed?

How can a person make a paper or an archival copy? Color printer and non-acid paper

What are copyright implications of e-journals and how do we let patrons know them?

- How does a faculty member know they can't make multiple copies for class?

What software is available to deal with this? (Prospero)—ARIEL

What should the patron pay?

What if ILL provides and has a cost?

How do we save the data archivally?

III. Patron generated requests

- How do we work with commercial document delivery so as not to pay copyright when don't really need to?

- Does extra cost outweigh less staff time?

- Do we give away library rights (fair use) in that?

- Is it possible or desirable to extend requestor function or similar to articles?

Desirability of Article Requests?

Is it fair to shift work on article to ILL office at different institution?

Is it fair to the patron to deal with questions, problems at other institution?

Is it an advantage to the patron to do this kind of request?

What are staff repercussions to get uncensored ILL requests that they don't understand, get wrong information?

Will it require staff changes or will it be a watch what you lose, what you gain?

Can we develop a method to ensure that information is transferred more correctly?

Does requestor cause more mediation by ILL staff, less than can be batch processed?

Do we want to consider more of a personal, document supplier service for special cases?

How lend special issues-devoted to one topic?

- How to provide electronically?

- How to pay for if UNCOVER?

IV. Joint purchase

Copyright-what rules are for each?

- How to we deal with the different guidelines of different ones?

- for staff and public

Can we do consortial subscription to journal itself to make availability more uniform?

Should CBB work more toward buying publishers' packages? (IOP) to make it easier for users to navigate?

How do we communicate/share about resources we find?

V. Holdings display/ presentation

Holdings Link from Databases

Electronic reserves-links to print and e-journals, static link to an article

can we do this through III?

How does this affect cataloging?

Should all e-stuff be cataloged?

Should there be an additional list of electronic resources?

How do we let patrons know that access has changed from one source to an aggregator?

- Should patrons have to search 3 catalogs at a time?

- Or separately? (from an index or from a catalog)

What do we do with e-journals that are only available to one CBB participant? How do we reflect this in the catalog?

Can we combine services and package them so that the patron is not confused by choices?

Do we want to pursue delivery of articles via e-mail or web server?

How do we present multi-formats of same title to the users?

- And with different time frames of holdings?

ISBN's link to holdings?

How do we present full range of information to our users about what we have?

What role does the catalog play in the new age of serials?

- How much information is in the catalog?

- Do we keep a separate list?

- How much information is necessary to make a list comprehensive?

- Then does it duplicate the catalog?

What do we do with free e-journals?

- List?

- How does the patron know there is more?

When three catalogs come up together-in different ways-does each school present certain titles?

How do we integrate titles regardless of format?

Confusing to public-what to expect electronic-old or new issues.

Table of Contents Services: hat should CBB provide to faculty and students?

- Then how should link delivery of the article?

- Add on services of these-how do we publicize?

- Way to get easy search access to older titles pre-1960

Does the CBB web page come into this?

Off-site storage: print retention backup

- Find information-use, navigate, capture,-how to help users to manipulate?

Printing-color, detail, what costs should library bear?

VI. Copyright/licensing

Access for distance faculty-software, IP addresses, remote access should be uniform CBB so remote users have same access

How do we develop access to e-journals for CBB study-away programs?

Who are our remote users? Do e-journals extend to that group?

Can we turn access on and off to a person so that it is allowed when away, but not forever?

Students from other schools on our program?

How lend special issues-devoted to one topic?

- How to provide electronically?

- How to pay for if UNCOVER?

What criteria should we insert to license agreements, ILL privileges?

How do we save the data archivally?

VII. World outside CBB

MULS - what should our union listing be for e-journals?

What about Maine Infonet?

- Which of our holdings should be shown?

- Whose access to what?

What solutions have other consortia found?

How have others-in more central way- managed changes in aggregation -(Lexis)

Should CBB share electronic holdings in Union lists beyond MULS?

Overall Questions:

How do we increase CBB consciousness?

A CBB coordinator?

Mellon III?

Funding Real Released Time?