Coordinating Committees

Untitled Document

CUWL Collection Development Committee
November 1, 10am-4pm
November 2, 9am-3?pm

Agenda
Pyle Center, Madison
I. Corrections to and approval of minutes of the August 12-13, 1999 meeting
II. Old Business
a.) Update on last copy definition - who will hold what?
b.) Update on class code changes/concerns- Lou
c.) Update on CDR form changes submitted to Directors 10/99 - Joyce
d.) Update on response to Directors regarding the internal audit recommendations draft 12/98- Joan and Lou
e.) Status of multi-vendor domestic book project bid subcommittee report
f.) Discussion about "Proposed Guidelines for Shared Electronic Collection" sent out by Joyce 10/19/99 - Please bring comments/reactions
g.) Review of products to be recommended to CUWL
-BIP with Reviews
h.) Status of pending quotes and further discussion on these products
-Biosis
-Web of Science
-Elsevier/Wiley
-ERIC
-NTIS - status report on proposed closing
i.) Carl Uncover Reveal
j.) Central web site; email updates
III. Sharing ideas form the campuses (afternoon 11/1)
-Curt, Pat, Joyce and Others?
IV. New Business
a.) Electronic journals- concept of how best to present these products to the user:
-- Update on subcommittee on cataloging electronic titles- Linda
-- Weaknesses of the Cal State Project
-- New products (Lorie will distribute information prior to meeting
-Silver Platter- SilverLinker
-OCLC
-Ebsco
-OVID
b.) Project Muse- larger content -Lou, Lorie
c.) Collection Evaluation tools- Curt
-OCLC/WLN Collection Analysis Service
-Others?
d.) Softline content issue- Linda
e.) Possible joint purchases
-Groves Online- Jim
-Tax Law set such as RIA (http://www.RIAcheckpoint.com/)- Joyce
-Others
f.) Britanica Online- free version vs. academic (see Lorie's
email 10/20/99 What are reactions from each campus?
V. Other

CUWL-CDC MEETING November 1 & 2, 1999
Room 111, Pyle Center, Madison
MINUTES
11/1 & 2 Session
Present:
Baruth, Barb (UW-Parkside, 11/2 only)
Beardsley, Sylvia (UW-Parkside, 11/1 only)
Bogstad, Janice (UW-Eau Claire)
Carr, Jo Ann (UW-Madison-IMC)
Cecchini, Linda (UW-Eau Claire)
Docken, Lorie (UW System/WILS)
Hren, Rick (Carthage College, WAICU)
Huang, Joyce (UW-Whitewater)
Huebschen, Cynthia (UW-Oshkosh)
Le May, Curt (UW-River Falls)
Muraski, Terri (UW-Stout)
Paul, Patricia (UW-Stevens Point)
Payson, Evelyn (UW-Colleges)
Pitschmann, Lou (UW-Madison)
Prucha, Cris (UW-LaCrosse)
Rieder, Mary (UW-Colleges)
Robb, Joan (UW-Green Bay) Chair
Sandvik, Karin (UW-LaCrosse)
Strehl, Sue (UW-Stout)
Tobin, Jim (UW-Milwaukee)
Wurtzler, Judy (UW-Platteville)
Introduction of attendees
Minutes of August meeting approved. Corrections noted.
Old Business
a. Last copy definition - Joan has distributed last copy information to the Directors.
It was noted that the document allows the needed flexibility in subject areas.
b. Update on CDR changes - report given by Joyce Huang
Joyce and the committee were commended for their work.
Objectives of the changes:
1. Clarify machine readable & online searching definitions
2. Include IPEDS counts and definitions
3. Include codes corresponding to People Soft accounting, which are in use at some campuses
Discussion and questions followed including:
1. Periodicals are a subset of Serials - some libraries do not break out periodicals
2. Electronic software
3. Bound volume equivalent definition (2.5 in=1 vol.)
4. Include free WWW periodicals in count & JSTOR titles
a. Financial coding issues - clarified for UW Madison as a result of Lou Pitschmann's meetings with George Ketterer and staff.
1. Postage - defined as postage meter costs. Shipping and handling, service charges from Serials vendors are defined as "freight in" costs and are capital expenses.
2. Electronic Information access (licenses to information not ownership) - capital expenditures. Madison will not move into Service & Supply account.
3. Binding - also a capital expenditure.
4. Postage and Binding have been clarified for all campuses. #2 has not officially been resolved for all UW System.
d. Internal audit recommendations draft - draft memo distributed by Joan Robb.
Recommendations include bidding, system-wide consortium, taking advantage of
available discounts, using memberships.
Multiyear subscriptions and prepaying to maximize discounts were discussed. It was
stressed that the likelihood of a multiyear subscription to a faulty journal is very low. We
should analyze the amount of money involved and to whom we are paying the money.
A few editorial changes were made to the draft including adding a line that sums up the
document and requests the support of the directors.
Some discussion of discounts followed, UW-EC reported that they are having trouble
with service from Blackwell. Jan Bogstad will draft a letter and share with the
committee.
e. Multi-vendor domestic book project subcommittee.
Joan Robb reported on the 10/11/99 meeting with Lori Voss of procurement. Lorie Docken and Lou Pitschmann will work on drafting a document - using the NY
libraries document as a model.
CUWL will be asked to approve the continued work of the team and their preference in reviewing any document.
f. Reviewed guidelines for shared electronic collection distributed by Joyce Huang.
Changes to document include wording to broaden support for bibliographic services in the Selection criteria and that Deselection could occur as a result of changes in the product or pricing.
Break for lunch
g. Products - previously discussed
Lorie Docken distributed a document summarizing titles and expenditures previously agreed upon and titles still under consideration for System purchase. Discussion of each title followed. The prices which follow each product are estimates of costs for 2000 subscription.
1. Books in Print ($23,250)- preferred vendor is Ebsco. Bowker product is more up to date, but would allow only 10 simultaneous users and has a more difficult search interface for the public.
Motion made to purchase BIP with Reviews from Ebsco, seconded, carried.
2. Britannica ($55,000)- current subscription has been extended 4 months (through April,2000)
Motion to hold $55,000 in reserve pending the outcome of the evaluation of the free Web product, seconded, carried. Libraries should continue to monitor the free product.
3. ABI-Inform ($105,215)- discussion to upgrade by adding article images. Some discussion followed of effect on performance - connect times and article formats. Motion made to authorize expenditure of funds to upgrade product following successful trial and email feedback from libraries, seconded, carried. New sales rep, Jim Benitez has visited many libraries.
4. Softline ($45,000)- some concern expressed regarding full text omissions in GenderWatch. Haworth titles are included as abstracts only, but description states that product is all full text. Lorie will email Softline to get a list of titles in Excel format and will discuss concerns and get a renewal quote from the company.
5. Central Investment Titles
a. ACS ($32,000)- Lorie D. receives total stats by IP for each title. Lou P. reported that UW Madison is working on digitizing the Journal of Chemical Education and will
provide access in the future for all Uws.
b. Project Muse ($40,000) - discount via Minitex may increase
c. IOPP ($9,691)
d. Science & Next Wave () - charges are for the 5 campuses who company thought would likely use Next Wave; others get access without additional charges
e. CIAO - renewed through June, 2000 by UW-Madison (thanks from the other campuses)
f. Royal Society of Chemistry - Lorie D. has been unable to get a draft contract. She will continue to pursue.
g. JCE - UW-Madison is working on digitizing.
Discussion of titles not previously agreed upon for central funding began.
h. Wilson - approximate cost of $170,000
Campuses have renewed individually (other than LaCrosse)
Discussion included - low full text, not innovative, good for core definition, would allow individual campuses to meet unique needs with funds made available, central funds better used for new products that campuses cannot buy on their own, mechanism for consortial discount already in place. No action at this point.
Campus Presentations
1. Curt LeMay (UWRF) - "The Oprah Paradigm: A Book Discussion Group Model for an
Academic Library" - described collaborative book club group involving faculty, staff,
students and the community. Curt shared the basic objectives of the club and the titles they
have discussed.
2. Pat Paul (UWSP) - demonstrated latest hook to holdings features in Wilson and SilverPlatter.
Also shared innovations at their website.
3. Joyce Huang (UWW) - demonstrated their innovate methods of providing access to databases
for off campus and DE students.
4. JoAnn Carr (UW IMC) - shared slides and bibliography related to FT content study.
Break for the day - resume 11/2 at 9:00 am.

November 2, 1999
Consideration of products previously approved for new system funding
a. Academic Universe ($111,000)- OK
b. CQ Researcher ($6,700) - some displeasure with search mechanism. Price quoted is based on print cancellation. If all campuses do not cancel, price will be lower for online.
c. Statistical Universe ($20,000) - OK
d. Math Sci Net ($16,853) - OK; campuses stated that their math faculty are very happy with this purchases and that the abstracts are often sufficient, without fulltext.
e. PsycInfo ($6,000)- access for the Colleges - OK
Other products considered
a. Web of Science - Lou P. distributed information and reported on negotiations which
succeeded in dropping the August quote substantially. ISI has agreed to a current
year subscription price of $150,000 and a one time backfile (1987-1999) of $85,000.
This agreement would require a new contract with UW Madison - their current
agreement is through the CIC contract. Each campus would also pay an annual
$1,000 fee per simultaneous use. Campuses did not want to poll simultaneous uses,
preferring to receive individual campus use statistics.
Clarification is needed on any additional costs to include WAICU in the agreement,
or WILS will need to breakdown the costs of the agreement if WAICU will be
included. Marquette is definitely interested, probably Medical College. WAICU
participation may lower UW costs.
Negotiations will also need to include a statement that this quote is not just an
introductory rate.
Lorie should explore whether the backfile could be split into two parts, with one part
paid in January (1999-2000) and one part in July (2000-2001)
Currently UWM picks up doc delivery fees. JoAnn Carr reported on a study that
examined the top 10% of journals in the Soc Sci portion - many are included full text
in Ebsco. Some libraries supported possibly using some System funds to support
document delivery from Web of Science.
b. Biosis
Prices quoted are $72,182 for 2000 subscription; $107,184 for one time backfile (1994-1999). Bell & Howell is planning links to some full text. Lorie D. shared list of magazines included.
For both BIOSIS and Web of Science resource sharing will be a key component for the System. Surcharges for ILL are a current problem. Setting up an efficient, low cost way to share journals - which are held on a unique basis by a number of campuses will make this product valuable to all libraries.
c. Elsevier Journals
Lou P. distributed proposal from Elsevier. Elsevier requires that UW maintains
$1.5 million print subscription expenditures (plus inflation), with an additional $212,353 in content and platform fee costs per year. All campuses would have access to any journal held by any library. UW Madison is interested and will pursue contract individually if no System funding.
Discussion of Ranking process for products under consideration
Lorie D. supplied information of what we have committed to renewals and previously
agreed upon products. Remaining allocation of $432,686.
Wilson product again discussed regarding inclusion in the ranking process.
Motion made to defer any action on funding Wilson until discussion of 2000-2001 fiscal
year purchases since libraries have already paid for subscriptions, seconded, carried.
Motion made to approve funding of Web of Science and Biosis. Negotiations should
include a request to split the costs of the one time backfiles between the two fiscal years
seconded, carried.
New Business
a. Electronic Journals
Discussion of presentation and access for user. Options include URL in individual catalogs, UW system union catalog, linking directly to article from database as with SilverLinker or ISI products, using list as developed by UW Oshkosh.
Linda C. reported on task force on cataloging full text from aggregator databases. Their charge was to develop shared practices and direction for providing cataloging and holdings information for full text titles. They gathered information from national studies on the topic and will present to CUWL. One national study is available at http://lcWeb.loc.gov/catdir/pcc/aggupdrpt.html.
It is important that we work with vendors to provide bibliographic information and
holdings information. Colleges stated that any joint effort requiring OCLC use would be
prohibitive for them. Effective broadcast searching in Endeavor will be important.
b. Cal State Project
Goal of the project is to preselect and package- puts development of a unique index
in the hands of the vendors. Ebsco selected as vendor - will use combination of
EbscoHost titles and Ebsco Online subscription product.
o JoAnn C. reported that in research full text databases and talking to vendors there are objections to developing a product without market research.
o Cal State was unable to find vendor that would commit to all titles; it would be difficult in a System as varied as ours to come up with a list.
o Time is not right for such a project at present time because a suitable product does not exist.
Possible products to investigage for a project with similar goals as Cal State:
o Ebsco - using Ebsco Online - investigate links to EbscoHost for shared journal subscriptions. Some libraries use Ebsco as their serials vendor, others do not. Would this affect contract and access?
o OCLC ECO - content is expanding. Commitment to archiving is a positive point for OCLC.
Lorie will contact Ebsco regarding a list of titles available, which are unique to Ebsco Online (not full text in EbscoHost) OCLC titles are list at http://www2.oclc.org/oclc/fseco/publish.htm. You can search or browse by title, publisher, or topic area. Ebsco's full list is available via Ebsco Online at http://www.ebsco.com/online/Reader.asp.
Vendors are moving in the direction of providing automatic link to content from index. Lorie shared information on SilverLinker and OCLC Web Express.
c. Project Muse
Content expanded beyond Johns Hopkins. Cost would be a maximum of $5600 per campus, $67,200 for System (increase of approximately $27,000). UW participates in Minitex contract, which currently provides 30% discount. Numbers may be there for renewal to qualify for 40% discount.
Motion made to fund expanded Project Muse with central funding - seconded, carried.

a. New Products - to be considered for central funding
1. Groves Online - music, art & opera. Online supplement to print editions. Lorie will gather prices and information.
2. RIA/CCH tax information Lorie will gather pricing and access information. UWEC has had difficulty with access issues.
3. McGraw Hill Encyclopedia of Science & Technology - Lorie D. will keep group informed regarding participation in national SOLINET contract.
a. Physical Inventory requirement - discussion of UW policy F-47 which requires
outside group to perform random sampling inventory of collection.
b. Funding for CDC 2 day meetings from UW System
Ed Meacham will discuss at upcoming CUWL meeting.
c. ILL rights with online subscriptions
Lorie D. stated that it is always a goal to have ILL rights when negotiating. We are not always successful. She will send email clarifying ILL rights with various products. Contracts do typically include the information.
d. Resource Sharing
Will only have good negotiating stance with publishers if we aggressively cancel duplicates and use System resource sharing. Requires true acceptance of UW collections as a collective resource. Resource sharing must be efficient, quick and without surcharge for other UW institutions.
e. Serials union list - current subscriptions
Each campus should develop list including Title and ISSN. Lou will investigate the possibility of Madison merging list.
f. CARL UnCover
Should consider central funding in future discussions. Costs have previously been
paid for all campuses by UW Madison.
Motion made to adjourn at 2:55 - seconded and carried.
Terri Muraski, Secretary