Wyoming Federal Depository Library Consortium Meeting

AGENDA
December 7, 2000
1:00-5:00
Wyoming State Library, Supreme Court Conference Room

December 7
1:00-4:00

1. Introductions Who you are and what's happening at your library?
2. Review Agenda Additions, corrections, announcements
3. Minutes from Spring Meeting
4. Old Business
   1. Pre-1976 Cataloging Project Katie Jones and Karen Mydland
   2. Statewide Government Information Plan Venice Beske
   3. State Publications Depository Emily Sieger
5. New Business
   1. Depository Library Conference and Council Comments and Questions
   2. How do we want to prepare for the Digital Depository? What are the problems? What are the issues? Are there items beyond those identify by the FDLP that we want to continue receiving in tangible formats? Should we begin a list of these items? Should we develop a cooperative collection of these items?
   3. ERIC Documents Issue (Request by Carol Deering)

4:00-5:00

6. WYLD Library Issues
   1. Marcive Profiling
      Should the WYLD libraries 1) Reprofile dropping all intangible items from our individual profiles; 2) Purchase separate file of these items that shows they are available on the Internet. According to Sheila McGarr, we can still count these items toward our item selection rate. According to the WYLD office, Internet holdings still show up even if you scope.
   2. Draft procedures for ANTS Alta Hepner

December 8
Meet at State Library parking lot between 7:30-8:00 (Depending on weather)
GOPIG Meeting 10:00-3:30, Front Range Community College

Attendees:
Katherine Powell, University Libraries
Heidi Campbell-Dolinar, University Libraries
Beth Downing, University Libraries
Carol Brown, Western Wyoming Community College
Katie Jones, NWCCD, Sheridan College Library
Kay Carlson, Northwest College Library
Deb Kelly, Northwest College Library
Ann Fair, Wyoming State Law Library
Susan Stanton, Natrona County Public Library
Lesley Boughton, Wyoming State Library
Alta Hepner, Wyoming State Library
Emily Sieger, Wyoming State Library
Karen Mydland, Wyoming State Library
Venice Beske, Wyoming State Library

Following is a summary of the meeting. Thanks to the University of Wyoming staff for providing treats and to Karen Mydland for taking notes.

1. Welcome and Introductions
   1. Lesley Boughton, State Librarian, welcomed everyone and reiterated that she continues to be very supportive of government information.
   2. Katherine Powell, Heidi Campbell-Dolinar and Beth Downing of the University Libraries talked about working with the new online catalog, the weeding project and Marcive records.
   3. Katie Jones discussed the weeding project at Sheridan College there including the weeding of topographic maps for Utah, Idaho, South Dakota and Montana.
   4. Susan Stanton talked about the weeding of Natrona County Public Library's collection as well as the transfer of the Patent and Trademark Depository Library to the State Library.
   5. Kay Carlson and Deb Kelley mentioned that they are looking at a large CD server to provide better access to their CD collection. They are also in the process of putting all of their periodicals into the serials module.
   6. Carol Brown said that Western Wyoming College is also weeding.
   7. Current State Library projects include:
      1. Online discard list available at http://cowgirl.state.wy.us/ccd/ If you are not a WYLD network library, you can still add and select items from the list. Contact Bobbi Thorpe at the State Library for information;
      2. The State Library will be assuming the responsibility for the Patent and Trademark Depository Library. We will be hiring a Intellectual Property Librarian to manage the PTDL as well as handle other issues on intellectual property such as copyright. The person will work extensively with the business community and state government;
      3. The State Library and State office of Federal Land Policy have an agreement whereby WSL is receiving and housing all of the environmental assessments and impact statements regarding Wyoming. The State Library is planning to hire a contract person to catalog these federal publications.
      4. The WLA Academic and Special and Government Information Sections will be cosponsoring a Spring Meeting in Gillette. The program will be the 2000 Census. Erin will resend the e-mail about the meeting.
2. The agenda was reviewed and approved with the addition of an update on State Publications by Emily Sieger
3. The Spring Meeting minutes were approved.
4. Old Business
   1. Pre-1976 Cataloging Project
      Katie and Karen reported on the progress of the project. Last spring, Katie surveyed the WYLD libraries for priority series to be catalogued and a list was distributed to everyone. Karen discussed the progress that has been made at the State Library in copy cataloging the records. A request was made to send out an update of all series and numbers that have been done so far, not only to the WYLD libraries but also to the UW. Katie, with the Pre-1976 Cataloging Project Committee will resurvey depositories to determine what their priority collection areas are. This information will be used not only for cataloging but also for cooperative collection development. Librarians were also reminded that they can use CatMe to get records in WYLD for particular items. Finally, the UW mentioned that they have records in Ferret for all the USGS Professional Papers (I19.16:) WSL will determine if there is an efficient way for those records to be extracted and loaded into WYLDCat.
   2. Statewide Government Information Plan
      As determined at the Spring meeting, a Statewide Government Information Plan will be developed by the Consortium. The development of this plan is recommended for Depository Libraries and its status will be a consideration in any upcoming inspection and survey. It will be of particular value as we determine how to respond to the digital depository library program. In preparation, Katie Jones will be surveying depositories to determine what specific items and subject areas are important to them and whether such items need to be retained in tangible format. This information will be used in statewide collection development. State and local government information, GIS (Geographic Information Systems), and the Patent and Trademark Depository Library will also be components of the plan.
      A planning committee was established at the Spring meeting. If anyone else is interested in serving on the committee, please let Venice Beske know. The first meeting will be held at the beginning of February.
   3. Emily Sieger, Wyoming State Library State Government Information Coordinator
      The State Library is planning to create a database of all state publications since it will be many years before all of the documents are fully catalogued. The database will be enhanced with URLS and made web accessible.
5. New Business
   1. Depository Library Conference and Council
      Katherine Powell and Venice Beske attended the Depository Library Conference and Council meeting in October. Key points to remember include:
      1. All depository items will ultimately be distributed in intangible formats except for a few primary sources;
      2. The two main issues are bibliographic access to the online publications and ongoing access to the publications in permanent formats;
      3. The Depository Library Program will change significantly in the next 3-5 years.
   2. How do we want to prepare for the Digital Depository? What are the problems? What are the issues? Are there items beyond those identify by the FDLP that we want to continue receiving in tangible formats? Should we begin a list of these items? Should we develop a cooperative collection of these items?

      The group had a length discussion about these topics. We identified the following issues related to the digital depository.

      • Access is difficult and expensive
      • There is a lot of misinformation in the locator information
      • Files are large and difficult to handle
      • Libraries and the public can't afford to print out whole documents
      • Software is difficult to use
      • Hardware will be a constant expense
      • The time and extra expertise will be a challenge for librarians
      • There are security issues
      • Permanent access is a large concern
      • Internet connections are slow and/or unavailable
      • There is disenfranchisement of some of the public
      • Browsing the web is difficult compared to the stacks
      • Monetarily, there is a shifting of responsibility from Washington to Wyoming (unfunded mandate)
      The following strategies were suggested to deal with the above issues.
      • Determine what items Wyoming depository libraries use the most
      • Create list for possibly purchasing tangible formats collectively
      • Look to larger regional institutions and the Depository Library Council for solutions
      • Develop better communication among Wyoming Libraries and our Regional
      • Develop a web page for the Wyoming Federal Depository Library Consortium
      • Define what we want from regional
      • Identify training topics - How to select hardware, minimum requirements (LSTA); Tutorial pages; Searching handouts
      • Determine if there is a software package for online FAQs
      • Improve infrastructure so Internet is faster
      • Work with Congressional delegation and local legislators to provide equal access for Wyoming
      All of these strategies will be reviewed as we develop our Statewide Government Information plan.
   3. ERIC Documents Issue (Request by Carol Deering) When someone does a search in the ERIC database, they are directed to the UW to get the ERIC document. This is because the UW is an official "ERIC Resource Collection." To better serve the public, it would be helpful to have a message at some level that some of these publications are available in WYLD libraries. Venice will talk with Desiree Sallee about the possibility of a message on the database page.
6. WYLD Depository Libraries
   1. Marcive Profiling for WYLD Network Libraries
      • Should the WYLD Depository Libraries reprofile and drop all intangible items from our individual profiles?
      • Should we subscribe to Marcive's "all records with URL's" for WYLD? The items would show up in WYLD then as being available through Internet.
      • If we deselect all Internet items, it will not be held against us. According to Sheila McGarr, if our statewide government information plan reflects this choice, all these items will count toward our item selection rate.
      • Even if your library does scoping, all Internet items still show in WYLD
      • The State Library is going to do zero-based selecting this year and as part of that process, we will remove Internet items from our profile. This could be the start of the reprofiling process for all of us.
      The WYLD network libraries discussed the above proposal. There was general agreement that we should go ahead and reprofile. We also agreed that 1) WYLD libraries not at the meeting needed to be consulted and 2) Costs for reprofiling and purchasing the "all records with URL's file" need to be determined. WSL will work on both of these items and keep everyone informed.
   2. Draft procedures for ANTS Alta Hepner
      Alta has drafted procedures for handling ANTS; she distributed a copy to everyone and has mailed copies to individuals who were not able to attend the meeting. Please send comments to Alta at ahepne@state.wy.us
7. Adjournment
   The meeting was adjourned at 5:00.

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Created by Statewide Information Services, Wyoming State Library, February 2001.