The meeting was called to order at 7:30
a.m.Café DeGrasta by Chairman Harvey Bender. Also
in attendance were John Adams, Gail Bederman, Maureen Boulton, Roger Jacobs,
David Mengel, Mark Pilkinton, Margaret Porter, Walter Pratt, Larry Rapagnani,
Laurence Taylor, John Weber, Jennifer Younger, and secretary Melodie Eiteljorge.
1. Welcome and agenda review.
2. The minutes of the December
13, 2001 meeting were approved as written.
3. Status report on the Library
Response to the Report of the External Review Committee on the Self Study:
the updated report is available to committee members online.
4. College of Arts and Letters
Maureen Boulton reported that the
committee held an initial meeting and discussed issues of concern, including:
* There was concern about the
library budget for new acquisitions, filling gaps, and adding staff, particularly
Younger confirmed that there is no
increase for the next fiscal year in the University's non salary budget.
There will be an increase in the endowment income, which represents about
39% of the total acquisitions budget.
* The unacceptability of the off-site
storage of history of science journals was noted.
Younger responded that this is a
known problem that will be resolved. The installation of the moveable shelving
in the Hesburgh Library basement will expand shelving capacity and those
materials will be returned to on-site shelving. The moveable shelving and
relocation of materials is expected to be complete, or nearly so, by the
end of 2003.
* The transfer of bibliographic
information into interlibrary loan requests does not have as good a system
as those used at some other institutions.
Younger will look into this.
* Once again the issue of having
the ability to charge photocopies to pro cards was raised.
Younger noted that procards can be
used to charge photocopies made in the staffed Copy Center in Hesburgh
Library but not at individual copy machines. The copy cards currently used
at copy machines function as debit cards; however procards function as
credit cards and their use at individual copy machines would require the
purchase of additional software supporting credit cards functionality.
The current copy vendor was not willing under the current contract to purchase
such software. The University Libraries are currently renegotiating the
copy contract and exploring the feasibility of acquiring this software
as well as the additional card readers needed for each copy machine.
Boulton reported that the committee
plans to have a Web site. Their second meeting is scheduled for the week
of February 18. She serves on the committee as the liaison for the University
Committee on Libraries. There are seven additional members, three appointed,
three elected, an ex officio dean. Also, there are two appointed library
faculty members: Dan Marmion, Associate Director for Information Systems
and Access, and Doug Archer, Reference Librarian.
Thomas Marullo, German and Russian Languages and Literatures
Catherine Perry, Languages and Literatures
Phillip Sloan, Program of Liberal
Wendy Arons, Film, Television, and Theater
Semion Lyandres, History
David Smith, Psychology
Cindy Bergeman, Associate Dean
Maureen Boulton, University Committee
In regard to photocopies, Jacobs
asked if there was a decline in use in the library. Younger confirmed that
use has declined dramatically in the last four years. The result is that
what had been a self-supporting service now requires a library subsidy
for continuing operation. As the copy contract and plans for future operation
are finalized, we are making some minor adjustments, including reducing
the number of copy machines in the Hesburgh Library and increasing the
cost of copies, to keep the library subsidy as low as possible.
Jacobs asked if we are driving patrons
to use online printers. Younger agreed that information in electronic formats
is driving patrons to use online printers. We do not charge for printing
though we will explore options for the future. We have implemented a print
management system that has two steps: a request to print that sends the
print job to the printer, and a second step that initializes printing.
At other installations, this two step process has eliminated the printing
of copies that are not picked up. We would like also like to explore options
for inclusion in the OIT-run printing quota system in operation in the
OIT computer clusters.
In regard to budget concerns, Jacobs
asked if some segments of the University are being hit harder than others
with inflation. Younger replied that science journals tend to cost more
than do journals in the humanities, though the scientists are also active
in looking at alternative modes of publishing with lower costs. Another
divide in the rate of inflation occurs between scholarly and commercial
publishers, with journals from commercial publishers having higher rates
of inflation. As an aside, Younger noted that just as inflation may vary
across disciplines, other costs such as cataloging may vary by type of
material, language or discipline. For example, processing materials in
Chinese or Japanese requires a different language expertise and can be
more expensive to process than materials in English. Over time, the library
intends to review the collections budget by subject to know how inflation
and other factors affect the collection budget, but our mission is to meet
the information needs of all segments of the University.
Taylor asked if commercial publishers
like Elsevier have journals in areas beyond the sciences. Younger replied
that they do, but in general, the national data on journal inflation rates
by discipline reveals greater inflation rates in the sciences. She also
reported that some institutions are paying "per page" costs for faculty
who publish in scholarly as opposed to commercial journals for the purpose
of encouraging faculty publication in the scholarly publishing sector.
Bederman suggested that we might look at outside grants for the sciences.
5. Memo to UCL on library funding
for books and journals:
Prior to the meeting Younger sent
a memorandum to UCL and to the Graduate Studies Committee of the Academic
Council pointing out that the collections budget has grown at a lower rate
than has inflationary increases for books and journals. Between 1994/95
and 2000/01, the collections budget increased by +77%. However, the serial
unit cost increased by +226% and the book unit cost by +66%. The library
was able to absorb the inflationary increases in the immediate past, but
is not able to continue this into the future. The library needs to reduce
its level of commitments for books and journals in 02/03. We will pursue
two strategies: 1) where we subscribe to serials in both paper and electronic,
and where permissible by the licensing contract with the publisher, cut
the paper version, and 2) within subject and disciplinary areas, review
expenditures for serials, books data files and other formats to determine
the most appropriate way to reduce commitments.
There was further discussion. Pratt
noted that one issue in going to an all electronic format is other costs,
e.g. printing. Boulton added that preservation and archiving are issues.
Younger stated that in regard to the long term preservation of journal back files, some plans are in place. JSTOR's goals start with its commitment to building a reliable and comprehensive archive of important scholarly journal literature and its archive currently includes 169 (in late 2001) journal titles. While this is a small fraction of the total number of e-journals requiring long-term preservation, it is a start. At Notre Dame, we will also pursue collaborative preservation and archiving of print and e-journals through state and national consortia (NERL). As we explore the feasibility of cancelling our subscriptions to print versions of journals in favor of access to the electronic
versions of journals, we will ensure
that our contracts specify "access in perpetuity" and also put increased
emphasis on collaborative long-term preservation efforts.
Mengel expressed concern about universities
giving up archiving and turning it over to commercial firms, which sometimes
fail. There is also the risk of monopolies. While agreeing with his observation,
Younger also noted that in the particular case of UMI, which has an archive
of university dissertations, individual institutions are also archiving
their own dissertations.
Adams stated that working through
consortiums seems to be the best strategy.
Weber pointed out the continuing
proliferation of information and changing technology to access that information.
Desktop technology can and will be modified. He finds that course material
is moving increasingly to digital format.
Bederman responded that a digital
format changes the nature of scholarship. She finds reading online difficult,
without the ability to browse or underline. At the same time, it is not
cheaper. Weber suggested that this can change with e-books and other technology
and that browsing, underlining, etc. are possible. He agrees that this
technology is not cheaper.
Bederman stated that she would like
to address the subject of funding for books and noted that the external
reviewers (for the Self Study 2001) recommended increasing commitments
in book funding for retrospective acquisitions. Younger replied that this
recommendation would call for additional funds. For 02/03, Younger replied
that the library plans to use a "by subject" means of reviewing commitments
for books and journals so that appropriate decisions are made about purchasing
books or journals from current funds.
6. Annual report from the University
Committee on Libraries to the Academic Council: Part 1, Resources and the
University Investment; Part 2, Future Challenges.
Younger received a request for an
annual report on current resources and future challenges. Bederman's concern
about funding for books could fall under Part 2 of the proposed report,
Future Challenges. Boulton recalled the Colloquy for the Year 2000's recommendation
for more funding for books, a goal set forward but never reached. She is
concerned that we are now at level funding for the next fiscal year. In
looking at percentage increases over the years since the Colloquy, the
figures show significant increases. However, the increases in volumes held
are not as significant.
Younger suggested that "Future Challenges"
could be changed to "Major Challenges" to cover past, present and future
There was some discussion of the
type of funding needed to meet these challenges. Boulton suggested that
a massive infusion of funding rather than small amounts might be needed
to resolve problems, as was done in the 1980's for information technology.
Bederman added that continuing funds and commitments are need rather than
"one shot" fixes.
There was general agreement that
the committee should write an annual report, incorporating these concerns.
the user survey to be conducted the week of March 25, 2002.An
announcement was distributed explaining the purpose and how the survey
would be conducted.
There being no further business,
the meeting adjourned at 8:45 a.m. The next meeting is scheduled for March
21 with guest Bernie Riley, who will discuss the Center for Research Libraries