USAIN Management Team Meeting Minutes
08 March 2000
11:00am
Smathers Library Conference Room
Present:
Cathy Mook (Chair)
Jimmie Lundgren
Naomi Young
Nelda Schwartz
Susan Constantineau
Victoria Naipavel
1. Overall Title and Volume Targets for Grant
Cathy distributed a copy of the USAIN Budget Form containing the original
specifications from the grant proposal. It appears our original estimation
of cost per volume was a tad higher than necessary, so we expect to
film slightly more than originally anticipated. Nelda reported that
Preservation staff began
filming in November. Cathy is
negotiating with library staff at Florida State University, the National Agriculture Library and
the State Library of Florida to borrow materials to film, if we determine that
we need more
volumes as the end of the grant nears. Cathy also announced
that a six-month extension for completion of the grant has been approved.
The official paperwork should arrive, via Cornell, this spring.
2. Statistics: Cataloguing and Filming
Filming statistics are online, but the website needs a bit of
updating. Cathy will make the necessary updates and changes as soon as
possible. Susan distributed a copy of her cataloguing statistics to the
group, and it was determined the cataloging statistics portion of the website will be changed to include sub-counts
such as titles upgraded/adjusted to CONSER level and name authority records established.
Jimmie reported that in the early stages Resources Services staff was not
keeping statistics on volumes catalogued, but Nelda can glean a close
approximation of this number from the filming database. Nelda also
reported the Preservation Department will provide student assistants to finish
up the U.S. Newspaper Project OCLC and NOTIS work so that
Susan can concentrate her entire efforts on the USAIN grant.
3. Production Goals for Remaining Nine Months
Briefly stated, we will continue as planned, aiming to catalogue and film the number of volumes and titles stated in the original grant proposal
specifications, either by the end of the grant (December 31, 2000) or when the
money is exhausted. As of 3-1-2000, the title count has been reached but
we are still between 200 and 300 volumes short.
4. Work Flow Analysis
The use of student assistants to facilitate cataloguing was discussed. It
was agreed that until there is a microfilm product to catalogue, there is not
much for student assistants in cataloging to do.
Nelda stated that most serials have a NOTIS and OCLC record attached to the
physical volume. Students could check the volumes for completeness, noting
any missing issues that could possibly be borrowed from another library.
Naomi suggested students could check for title changes that are not necessarily
noted in the bibliographic records. She also offered herself or serials
unit staff for some original serials cataloguing and to take a look at Susan's
records, if Susan would like someone to proof them.
Wally Olsen of Cornell University, the USAIN/NEH Project Director, has agreed to let us film after 1945, but did not give a specific cut-off date. Each title will be looked at individually for a natural cut-off date, such as a title change or cessation of publication.
Nelda has flagged two serial titles for Susan to work on initially. This will give the filmers a good amount to get started with and keep them busy.
5. Web Site: What else does it need? What else do you need?
Cathy reported that, as requested by Wally Olsen's assistant, the July
1999-January 2000 report was taken down from the website. After review by
Mr. Olsen, who was out of the country for an extended period of time, the link
will be re-activated. Naomi suggested a link to the Resource Services
website, since this is a collaborative project. Cathy will add the link as
soon as possible. Naomi also asked if we should add some procedures or
guidelines to the site, but it was determined those were not needed or
necessary. On a related note, Jimmie reported that Daniel Cromwell
contacted the National Agriculture Library to see if the records created for
this grant would satisfy AGRICOLA requirements.
Unfortunately, they do not.
6. Other Business
A regular meeting schedule was discussed, and it was determined that the second
Wednesday of every month would be a good meeting time. This will give
enough time to gather statistics, and should work with everyone's
schedules. The Resource Services Department monthly meeting might
conflict, but Jimmie will notify Cathy if that occurs. Cathy will look
into the availability of the Smathers Library Conference Room and contact those
present. Next meeting tentatively scheduled for April 12, 2000.
Respectfully submitted:
Victoria Naipavel
09 March 2000
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