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CDMC-Minutes-070228

CDMC Steering Committee Meeting

Wednesday, February 28, 2007

WSU --Vancouver

 

Attending:

Lynn Chmelir, Clark College; Mark Watson, UO; Joni Roberts, Willamette University; Linda Di Biase, UW; Sarah Beasley, PSU; Susan Hinken, UP; Carol McCulley, Linfield; Greg Doyle, Alliance

1.  Vendor RFIs:

  • Lynn reported that she had received 4 substantial responses to the RFI and we now need to come up with a plan to evaluate them and make a decision.
  • Joni developed a potential survey instrument and designed three different models based upon the RFI framework.  The suggestion was made to set up a Zoomerang survey and ask committee members to solicit information from other within their institutions before completing the survey. Suggestions were made about the survey format and content.  It should match the questions on the RFI and have additional questions about members’ experiences with the vendors, their ability to work with consortia and other comments. The survey should be posted right after the meeting with a two week window for responses and we should have a paper or PDF copy of the survey available for members to use in formulating answers.
  • We will want to share the RFIs on the Committee’s website, behind the password.

Action Items:

  • Joni will fine tune the survey instrument with the Steering Team’s input
  • Greg will put the RFIs on the web site.

                       

2.  Vendor Presentations:

  • The Steering Team discussed what should we ask the vendors discuss at the presentations.  It was decided that they should answer “Why should a consortium use them, how do they lend themselves to working with consortia?  Another question they might discuss is “What do you consider your strengths and weaknesses?”  They should also be prepared to answer questions.

Action item:

  • Greg will contact the vendors and let them know that we would like them to discuss how they lend themselves to working with consortia and not to repeat information in the RFI.

 

3.  Data Harvesting:

Roger Stelk of Whitman, our representative on the Catalog Committee Data Harvesting Task Force joined the Steering Team by conference call at 11 am.  Roger reported that their report would have three components:

  • Pursue with III a mechanism for maintaining a snapshot of the Summit collection that would support Alliance activities such as participation in Google Scholar, CD efforts, and allow for the exploration of third party interfaces.
  • Begin collecting raw circulation data for future CD projects, with CDMC monitoring these efforts and considering options
  • Pursue API that would support resource sharing

 

4.  Distributed Print Repository:

  • Mark distributed handouts that designated each library’s responsibility.  Libraries will now need to do its final inventory.  Mark has developed draft guidelines and inventory sheets.  Question arose about how to count incomplete volumes.  It was decided to ask libraries to count them if information is readily available.

Action Items:

  • Mark will send each library its own inventory sheets by April 13 and they will be due back a month later. 

 

5.  Memorandum of Understanding:

  • Linda presented the revised MOU.  The steering team the question of ownership of transferred materials and agreed that transferred materials became the property of the accepting library.
  • The question of JSTOR’s moving wall was discussed and it was decided to have the cut off date for JSTOR titles be 2000.
  • Recitals A, B, were reviewed with A for the assigned holdings, B (completing titles) for those to be transferred to a receiving library to complete that library’s run and C for those titles being accepted.  It was suggested that Recital B indicate that a library either transfer holdings to the receiving or completing library or maintain the assigned holdings.
  • The Steering team agreed that each volume should have an Orbis Cascade bookplate indicating that it is part of the distributed archive and held in perpetuity on behalf of the Alliance.

Action items:

  • Linda will work on revising the MOU
  • Carol will design a book plate
  • Lynn will report to Council at their next meeting that we are close of and MOU and a final reconciliation!
  • Lynn will contact the Chair of the Catalog Committee on how to best represent this in Summit

 

6.  Full Committee Meeting:

  • Lynn led a discussion on the agenda for our full committee meeting.  It was decided that we would invite all four vendors and give each ˝ hour for the presentation and questions.
  • In the afternoon we will have an open forum on the presentations and RFIs with Susan moderating.
  • Mark will follow with a presentation on the distributed print archive.
  • The meeting will end with wrap up and comments.

Action items:

  • Lynn will draw up a draft agenda for the meeting
  • Greg will contact the vendors.

 

7.  Next Steering Team committee meeting:

  • The steering team discussed the need for an additional meeting before the Executive Council meets so we can craft our recommendation regarding the vendor RFIs and get it on their agenda. 

Action:

  • Greg will work with Alliance staff to set up the meeting.

                               

Respectfully submitted,

Susan Hinken