MINUTES OF THE NEWSPLAN MEETING HELD ON 23RD APRIL
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MINUTES OF THE NEWSPLAN MEETING HELD ON 23RD APRIL 2002 AT NOTTINGHAM CENTRAL LIBRARY Present: Terry Bracher (TB) Northamptonshire Libraries and Information Ed Button (EB) Suffolk Libraries Diana Dixon (DD) Independent Researcher Ruth Gordon (RG) Derbyshire Libraries and Heritage (Chair) Paul Hudson (PH) Derby Local Studies Chris Jakes (CJ) Cambridgeshire Libraries and Information Ed King (EK) BL Newspaper Library Corinne Phillips (CP) Nottingham and Nottinghamshire Libraries Hazel Ramsden (HR) Norfolk Library and Information Christina Raven Conn EMRLS Secretariat Apologies: Katherine Allcock University of Nottingham Richard Hillier Peterborough Libraries Eleanor Nannestad Lincolnshire Libraries Alison Peden Lincolnshire Libraries Aubrey Stevenson Leicestershire, Leicester and Rutland Record Office 1. Minutes of the previous meeting - accepted with the following corrections: - 4b - web address should read www.olivesoftware.com 5h - EB not ED queried when servicing charges would be levied. 2. Matters arising a) DD has now received copies of all the Newsplan reports b) EK queried if Derbyshire’s republished finding list on local newspapers on microfilm (reported in last meeting’s minutes section 8 by RG) was listed on the web. RG replied that it was not. c) RG queried about buying copies of extra papers (reported in last meeting’s minutes section 5f) through Newsplan Office. EK could not clarify. Request guidelines from Newsplan Project office on how and when to apply for extra copies of film. 3. British Library Newspaper Library update - provided by Ed King a) Website continues to be discussed and developed. Newspaper Library section of BL website receives largest number of hits. b) Major discussions on restructuring - but no specific outcomes yet. c) Preparation team for Newsplan 2000 put in place, of up to 6 new staff under guidance of experienced team member, Aleem Achmed. Lots of materials ready for shipment to Microformat company, attempting to send plenty before staff shortages due to summer vacations. d) Team from Newsplan 2000, visited Microformat at Rochester to see their preparations and were very impressed. e) Thanks from EK to all colleagues who attended the Newsplan conference on 9 April 2002, really appreciated the support. (DD commented on how well organised and relevant it was; will be short piece on it for the CILIP Update). The 4th conference proceedings will be edited and put on the web, not published in hard copy. Looking forwards to the next conference and possibly placing the details of the previous conferences’ on the web too. 4. Newsplan 2000 update - EK in absence of John Lauder and Simon Kellas (from memory) a) Newsplan Project Office have made strenuous efforts to secure the matching funding required by the Heritage Lottery Fund (HLF). EK extends his congratulations on achieving this and on their hard work in promoting it to HLF; so that the filming work for the first stage is ready to go ahead. The filming schedule is being sorted out with the individual authorities, as has occurred at the Newspaper Library. b) Microformat at Rochester have proved to the project their commitment and ability to achieve professional results by their expenditure on new materials, equipment etc. c) VAT issue resolved - some regions sent invoices with no VAT shown, they will be re-invoiced with VAT shown so that it can be reclaimed. RG commented that she emailed Simon Kellas to ask about being sent a new invoice, possibly could need to contact Project office if need re-invoicing. EK replied that the project office had to use BL headings on the invoices to be able to show VAT as Newsplan is a charity and this took time to organise with the BL finance section. (The old ones were on non-BL headed invoices). d) Formal publicity for the project was not ready in time for the National Conference, but it will still go ahead. Queries EK will pass to Newsplan Office 1) EB - Is filming schedule on target? 2) RG - Instructions how to place orders for additional copies, as mentioned in 2c of these minutes. 5. Newsplan Survey results a) RG extends thanks for sending her the results. The figures are well up compared to other regions. b) Discussion of questions raised the following points: EK would like some examples of the use of main regional titles. (RG to liase over this). RG suggests should aid customer satisfaction by buying extra copies of Newsplan titles, to be held at more locations. EK agrees this is a good idea and each authority should do this if they can afford to. DD interested that not many people using the Newsplan report or Internet to find out about newspapers. Should target this area more. CP pointed out that the staff in Notts use the report, as it is more appropriate for staff use than public, then they pass on the information as needed. DD feels its small use of a key resource. EK proposes a half day course could be held to help staff in the dissemination of information about Newsplan and links to Newsplan nationally. DD looking at provision of such courses through CILIP’s Local Studies group; believes it would be a good opportunity for a good day school in the East Midlands. CJ relating to survey question 20 about machines, when can we expect to receive new hardware from Newsplan? - EK replied the tender for the microfilm readers had been on a back burner but he would believe John Lauder to have it in progress. EK pointed out the importance of the survey in providing evidence of the service offered, where its strengths and weaknesses were to be found. Also that it shows the demand for these materials and a need for their retention. Q14 of survey about indexing of newspapers, heartened EK as it showed the need for indexing. DD will be emailing a survey about the current state of newspaper indexing to create a more updated database. Hopes to have a full list, arranged by region to go on the web eventually (only for England). TB asked if any work on cuttings files? DD says are included but needs more work doing on it. RG sends congratulations to all on a very useful piece of work. EK hopes to have collation of surveys from all 8 regions on Concord website by end of year. Adds his thanks to all. 6. News from the region TB - Backlog of unbound newspapers now down to one year. Should still stay with original 9 titles for microfilming. - Developing website to local newspaper index, currently only on local intranet, unless have full web address.(TB will email this to EMRLS, who will supply it to everyone. - NOF digitisation project with Lincolnshire and Leicester City, Northants part due to start in July 2002.(Cataloguing rather than images). - Black History Project- have received lottery funding for 1 year, just recruited project director; will include work on newspapers - samples of certain years of newspapers relevant to black history. DD - working on indexing project and survey, hopes to make access possible. Original survey in progress. Newsplan update has all the information just needs checking against Colindale’s holdings. EB - Much restructuring in Suffolk. New head of Heritage, Alex Hayward, aware of importance of Newsplan and allowing budget for microfilming. CJ - Smaller budget this year due to overspend last year being carried over. Partnership with local family history society who are giving £10,000 to boost local stock for 3libraries and pay for extended opening hours and staff. Newspapers formerly stored at Huntingdon Library have now moved to Cambridge, due to opening of new Open Learning Centre at Huntingdon. CP - Restructuring in Notttingham City - Joan Bray has moved on and Roger Parish is now Senior Librarian, Local Studies. Evening Post will be ceasing to microfilm the newspaper, so will have to obtain it from BL, making it more expensive. They will be using digitisation rather than microfilm for their own archives now. Trying to discover about any future possibilities. Reduction in budget but still committed to the Digital Imaging project with lottery funds having to be matched. HR - Microfilming budget same as last year, but local budget decreased. PH - Staffing problems. Continuing with Digitisation project with Derbys, Nottingham and Notts. Supporting local activities involving museums and childrens’ libraries, especially for the Jubilee. RG - Now started to create onto an Access database, an index for 20 years of births, marriages, deaths and obituaries in the Derbyshire Times. (Originally it was on fiche). Searching for new method over last 10 years. So 1990 - 2000 has been put onto a CD by a Leicester company, LMB Microdata. They scan cards as images and manually index to 11 characters, have flexible search ability, so seems quite good. Makes the index more useable. - Launch of new website - www.peaklandheritage.org.uk with use of old newspaper reports on the site. If successful will possibly include more newspapers. 7. Any other Business a) EK - possible future agenda item - how both national and regional committees will connect with the new EMMLAC. Importance of raising awareness of Newsplan and its objectives. b) EK - Indexing - Gale Thomson group offering The Times for the last 200 years, fully available and indexed on the web. Subscription rates -want to sell to libraries not individuals. Main problem would be for each authority to negotiate a good deal.(should possibly collaborate with neighbours). c) National Newsplan panel meeting, 25 April 2002 - update for Newsplan 2000 attached to these minutes. Reminder to regional authorities to keep their microfilm stored correctly. EK will be presenting ‘guidelines on retention and storage of local newspapers and microfilm’; if accepted, these will be passed on to the regions. d) TB - Workshop on preservation of microfilm to be held at Norwich Millenium Library - ‘Preservation on a shoestring’ on 9 May 2002. e) CJ - Newspaper.archive.com - has anyone received emails about this? EK knows of this company but has not evaluated it yet. EK interested in the way the information provision industry is becoming very interested in this area (i.e. Gale Thomson’s Times project). It could mean that in future it won’t be necessary to worry about national titles, can concentrate on local ones. f) RG confirmed that everyone has copy of the second edition of the Handbook and that it is also available on the internet. 8. Date of next meeting: Friday 25 October at 11 am, in the Cecil Roberts Room, Nottingham Central Library. • Libraries sending papers off for filming must inform the project office as described on pg.21 item 4.4 of the handbook. Otherwise the Contractor will not be ready and prepared to receive and store them properly. • Good publicity is really vital to help ensure funding continues. Please try to get your local paper to cover the event when papers go for filming and when microfilm is supplied. Send copies of all press coverage to the Project Office. • A complete review of who wants what microfilm readers where, is to be carried out soon. The Project Office will issue guidelines. Machines should be supplied during 2003. • Ordering additional copies of your own or other authorities film is done via the project office. Details are in the handbook. Payment is not required in advance, a statement of intent or an official order are equally acceptable. To take advantage of the cheap rate of £17 a reel, it is essential that orders are placed before the contractor starts filming. So it is up to us to keep an eye on the schedule and place orders in good time.