CPC Special Collections Subcommittee
Conference Call
DRAFT Minutes
Tuesday, March 22, 2011
Present
FAU Vicky Thur
FIU Vicki Silvera
FSU Sammie Morris
UCF Laila Miletic-Vejzovic (Chair)
UF Rich Bennett
UNF Eileen Brady
USF Mark Greenberg
DISC Barbara Lewis (USF, representing Laurie Taylor, DISC Chair)
Absent
UWF Dean DeBolt
The meeting was held via teleconference at 10:00 a.m. EST.
Agenda:
Chair Laila Miletic-Vejzovic announced that the agenda of this call
would be the same as that scheduled for the cancelled conference call
in February.
1. Statewide Storage Facility Task Force Report – follow up
Laila noted that Cathy Martyniak, Chair of the Statewide Storage Task
Force, would not be joining the call, as this review was anticipated to
be a brief follow-up to the committee’s previous discussions on this
topic. General comments were made regarding the timeliness with which
the statewide storage facility may be built, possibly as late as 2015,
given the state’s lack of current PECO funding. Mark asked about the
potential statewide use of the UF building adjacent to the planned
storage facility site in Gainesville. Rich clarified that there are no
plans by UF to use this building as an interim statewide storage
facility. It is currently projected to house approximately one million
UF holdings (for future transfer to the statewide storage facility when
built), and there are also plans to move UF’s Digital Library Center
and preservation unit to this building.
Laila mentioned that Sammie had recently shared that FSU was not
opposed to putting special content materials in the statewide storage
facility. Several other members also gave the results of discussions
with their respective Deans on their potential use of the storage
facility for special collections materials:
UCF (Laila) No projected use at this time, since UCF is planning
a new addition, i.e. an automated retrieval center (ARC) next to
their current library.
UNF (Eileen) No projected use at this time, but UNF would
revisit the idea in five plus years.
USF (Mark) USF might be interested in storing a limited amount
of materials, approximately 1000-3000 linear feet, and would
like to engage in future conversations about potential use.
Laila will send Cathy Martyniak a brief summary of this review for
inclusion in the Statewide Storage Task Force report.
2. Charge (any further discussion needed?)
Laila reported that the SCS quarterly report and charge were sent
on February 16 to Roy Ziegler, Chair of the Collection Planning
Committee (CPC). The CPC reviewed the documents, and stated they are
pleased with both the charge and the report. The SCS draft charge still
needs to be approved which will probably be addressed at the next CSUL
meeting.
3. Quarterly report to CPC (any further discussion needed?)
Combined with #2 above.
4. Feedback on CPC's 2011 Action Plan (any further discussion needed?)
Committee members were referred by Laila to the Collection Planning
Committee Action Plan for 2011, dated February 22, 2011. Discussion
followed regarding the singular inclusion of the SCS as a resource
under Core Objective 6.1: Identify grant and other funding sources for
digitization projects. This is a “carryover” objective from last year’s
plan; the 2011 Action Plan did not address the additional issues and
objectives listed in the SCS quarterly report (February 2011). Mark
raised the possibility of encouraging the CPC to advance a broader
special collections strategy and to integrate digital collections into
a larger assessment of the committee’s role in the future.
This discussion led to exploring specific ways to show the use of the
SUL digital collections and to identify common subject collections of
high research value held by the various libraries. Mark related the
committee’s initiative years ago which identified student newspapers as
a potential digitization item held by all the SUL Archives. For the
committee’s current purposes, he stressed the need for identifying
prime collecting areas of high research value and provided examples
held by USF: children’s or young adult literature, science fiction and
fantasy, Holocaust, genocide and crimes against humanity, and Florida’s
relationship to the Caribbean. Sammie concurred that three of these
subjects were also major collecting areas at FSU. Laila suggested the
popular and ubiquitous themes of Floridiana and tourism, which are two
of their primary collecting areas. The other areas include book arts,
African Americana, Caribbean and West Indies, and University Archives.
Mark also suggested the theme of Florida environmental sustainability
as a timely subject given the state’s major impact on the environment.
There was a general consensus that environmental materials are widely
held by each library, and might be an excellent choice for collective
additions to a statewide central digital collection such as PALMM
(Publication of Archival, Library and Museum Materials). Several
members noted that some of their digitized environmental materials were
already locally accessible through their SUL institutional
repositories. The group also discussed the possibility that several of
the environmental related PALMM collections (listed below) could be
combined and presented under a new, integrated PALMM umbrella.
Big Cypress National Preserve Collection
Everglades Digital Library
Florida Environments Online
Linking Florida’s National Heritage
Reclaiming the Everglades
Sanibel Island History
Southwest Florida Environmental Documents
General PALMM collections also hold environmental materials:
Aerial Photography, Archives Florida, Florida Heritage, Florida
Voices
Members provided examples of specific environmental holdings:
Everglades, faculty research and publications (Vicki Silvera, Rich);
faculty papers collection on the studies of wildlife (Vicki Thur);
Floridiana, ephemera, maps and photographs (Laila, Rich, Eileen); urban
/ rural land use, Tampa Bay water quality, Karst terrains, aquifers,
sinkholes and caverns (Mark); oceanography studies, Florida natural
resources (Sammie); St. Johns River, local land use, faculty
publications (Eileen).
5. Any Comments or Report from DISC – Barbara Lewis (for Laurie
Taylor)
Laila, in her capacity as Chair, reported that she participated in the
DISC conference call on March 9. At this call, she relayed the SCS
request that DISC explore and, if necessary, create technical
guidelines/standards for archiving born-digital materials (emails,
word, PDF, excel, websites). DISC members responded positively, but had
initial questions regarding the terminology and scope of the request,
and the current standards in use at the SULs. After a lively
discussion, DISC requested that the SCS assess and assign specific
priorities among the born-digital materials. Barbara mentioned that
audio and video standards were needed as well as those for website and
email archiving. Sammie agreed that website guidelines and preservation
metadata were a priority, and added the need for a general work flow
process for integrating the born-digital materials. Laila suggested
that members look at the University of Virginia Mellon funded AIMS
project, an inter-institutional model for stewardship of born-digital
collections, available at: http://www2.lib.virginia.edu/aims/
Final discussion on this topic focused on State Library records
management standards and guidelines, with Vicki Silvera reporting on
how FIU is implementing state standards in their University Archives.
6. Next Steps / Next Meeting Agenda
Identification of primary collecting topics relating to Florida
environmental sustainability and land use. Members will identify
and report on three subject areas collected by their respective
library. Specifically explore and assess their environmental
holdings for future inclusion in an integrated PALMM digital
collection.
Review of PALMM collections, and grant opportunities. Members will
review PALMM collections and explore grant opportunities to
develop a collective digital environmental project.
Retrieval of PALMM statistics. Barbara will request PALMM
statistics from FCLA so the committee can assess the use of the
different collections.
Explore DISC request to assess and assign SCS priorities among
born-digital materials.
7. Final Announcements
Laila reported that she will be attending the next DISC conference call
on April 13. She will also talk to Roy Ziegler about having a CPC
liaison appointed to the SCS. Sammie volunteered to attend the next CPC
conference call on April 12.
The next SCS conference call will be held on Tuesday, April 26, 2011 @
10 a.m. It will follow the regular schedule of meeting on the fourth
Tuesday of each month. Prior to the April meeting, Laila suggested that
members communicate with each other via email regarding agenda items.
The meeting was adjourned at 11:00 a.m. EST.
Minutes submitted by: Eileen Brady