25 February 2005 OCLC MEMBERS COUNCIL MEMORANDUM TO: Members Council Delegates, Alternates and Network Directors CC: OCLC Board of Trustees, Strategic Leadership Team and Management FROM: Richard Van Orden, Program Director, Members Council SUBJECT: Minutes of 6-8 February 2005 Members Council Meeting Introduction Under the direction of President Charles Kratz (PALINET), more than 175 delegates, alternates, Board members, network directors, guests, and OCLC staff participated in activities at the recent Members Council Meeting on 6-8 February 2005 in Dublin, Ohio. The theme for this meeting was “Future Patterns of Technology Landscapes: Moving Libraries Beyond Their Comfort Zones” and focused on WorldCat, e-content, network relations, the OCLC strategy and finances. (Presentation slides, webcasts, and minutes of various meetings are loaded within a month on the Members Council website at http://www.oclc.org/memberscouncil under past meetings, 2004-2005.) Members Council President’s Report In his Sunday evening presentation, Charles Kratz reported progress in key areas of this year‟s Annual Plan including the focus on e-content, globalization, and communication. He particularly noted Council‟s online forum discussing OCLC‟s background paper on globalization, the October Members Council Significant Issues Report, and the implementation of a private document site for delegates by mid-March. He emphasized the importance of the earlier session with the International Delegates Focus Group and the Executive Committee‟s forthcoming recommendations on meeting structure which Benita Vassallo (OCLC CAPCON) will present. Mr. Kratz stated: “The OCLC President‟s Report will be followed by a new program that we are bringing back from several years ago: our Members Open Forum. Your October meeting evaluations indicated a strong interest in allowing for more discussion time during our gatherings in Dublin. The Members Open Forum will be an hour long discussion of topics suggested by our delegates and any other concerns that you want to bring to the floor. I wanted to update you on the OCLC advertising initiative that we discussed and previewed at the October Members Council meeting. We received many good comments and suggestions. The OCLC staff incorporated the suggestions and finalized both a Public Library and Academic Library Advocacy advertisement. The public library ad is running in Governing Magazine and the academic ad is running in the Chronicle of Higher Education. There is a page on the OCLC web site that discusses the initiative.” Keynote Speaker Richard Madaus, Executive Director, College Center for Library Automation, spoke about “The Future Direction of Technology in Libraries: (or) The 'Hurrieder' We Go, The „Behinder‟ We Get.” Madaus listed dozens of changes in technology over the past few years from the power of a variety of new handheld devices and other “gizmos,” to the enormous increases in data storage capacities that could make it possible to carry all 57 million WorldCat Records on 24 gigabytes of a 40 gigabyte Apple iPod. Madaus said there will continue to be tremendous changes in technology. But if libraries are to stay at the forefront of the information age, libraries have got to look at the bigger picture, beyond the technology. “As we look at technology in libraries, we have to look at technology in our culture,” said Madaus. “It's not about the gizmos, it's about the people. It's about how people live and how people seek information. That's not always tied to the gizmos, but we do need to know what they're using the gizmos for and how fast they're changing.” Madaus said when planning for the future, librarians should consider how students under the age of 21 use technology and get their information. “These are the digital natives-we are the immigrants," he said. "These are people growing up with certain assumptions of where technology should be, so we should focus on these users.” He said libraries and librarians can't predict the future, but the future of libraries may depend on how they react to changes in how people want to get information. “It's challenging because we're not going to get any more money to do the things we want to do,” said Madaus. “So the issue becomes a really hard question of whether we stop doing some of the things we currently do, or whether we repurpose our activities. That‟s not a question that libraries have ever had to face, but I think it's one that will probably determine our long-term futures. Do I think libraries are going to go away? No. The question is, what niche in the marketplace we will have, what niches could we have, and what decisions and choices do we make? This is an exciting time. I view this as an information renaissance,” Madaus continued. “I think libraries will have a role to help society understand the differences between data, information, knowledge and wisdom.” Handheld Devices and Other Gizmos for Downloading Digital Information Later in the Members Council meeting, Gary Houk, Vice President, OCLC Corporate Information Technology and Business Integration, and Mike Teets, Executive Director, OCLC Product Architecture and Development, continued the technology theme with discussion about the direction of e-content on portable devices, and demonstrated how to download content through Open WorldCat from a handheld device. Report of Board Chair In her report from the OCLC Board of Trustees, Chair Betsy Wilson discussed the work of the Board since Council last convened in October. The Board held a strategic retreat in November and welcomed four new trustees, including Vickey Johnson and Bob Seal elected by Members Council in May 2004. In addition, Betsy introduced David Roselle, President, University of Delaware, and Elisabeth Niggemann, Director General of Die Deutsche Bibliothek in Frankfurt, Germany, both newly-elected by the Board who also assumed their positions as trustees at the November meeting. Charles Kratz and Maggie Farrell, Members Council officers, also participated in the retreat, and Betsy joined them for the following Members Council Presidents‟ Meeting to help plan this year‟s activities and facilitate communication between Council, the Board, and the OCLC Strategic Leadership Team. At the retreat, the Board worked with OCLC management to plan strategic objectives for fiscal year 2006. Wilson stated that the board continues to carry out its oversight responsibilities through significant work by the following committees: Personnel and Compensation, Finance, Nominating and Board Development, and Audit. She noted that all trustees were in attendance at this Members Council except Ralph Frazier who left after the most recent Board meeting preceding Council to attend the Super Bowl game which the rest of us will watch on television. Following this meeting, she will join Charles Kratz in a discussion with the OCLC Inclusion Council and staff in an open session. OCLC President’s Report Jay Jordan, OCLC President and CEO, updated delegates on OCLC activities since the last Members Council meeting. Jordan also outlined a set of objectives for the 2006 fiscal year, to: Become as good at helping libraries manage digital collections as we have been at helping them manage print collections. Deliver OCLC services and library collections at the point of need. Become the premier e-content provider of choice for libraries, publishers, distributors and other organizations. Improve the way we deliver products and services. “OCLC will continue to provide its core services in cataloging, resource sharing and reference,” said Jordan. “These key objectives comprise the major priorities in our development schedule for fiscal 2006. They are in addition to maintaining and enhancing our core services. The objectives are a logical extension of actions we have taken in the past five years.” Jordan pointed out that since 2000, OCLC has made significant investments in hardware, software and other infrastructure; acquired organizations and services; and expanded the cooperative. At the same time, OCLC decided to divest from some areas. “The net effect is improved focus on creating value for the OCLC cooperative,” said Jordan. “With our current core services, our strategy of weaving libraries into the Web, and our new key objectives, we have an exciting future ahead.” Committee and Financial Reports Karen Boehning (WILS), Chair of the Nominating Committee, reported briefly on its meeting and invited more delegates to submit Leadership Interest Forms as the committee will nominate in May a slate of candidates to serve on next year‟s Executive Committee. Tom Kirk (INCOLSA), Chair of the Standing Joint Committee on Membership, referred to the written report of the committee previously distributed and summarized a productive year and significant questions before the committee. Maggie Farrell (BCR), Vice President/President-elect of Members Council reported for the Finance Committee. She presented the 2005-2006 Members Council budget of $353,000 that was approved by Council at its Business Meeting on 8 February. Delegates heard reports not only from Farrell, but also from Rick Schwieterman, Vice President, OCLC Finance and Human Resources, and Phyllis Spies on “OCLC Finances and Future Directions of Pricing.” Members Open Forum During the Members Open Forum, Cathy De Rosa, Vice President, OCLC Marketing and Library Services, and Bonnie Juergens, RONDAC Chair and Executive Director, Amigos Library Services, led a discussion about OCLC and network partners‟ plans for the future including changes in their working relationships. Other topics discussed in the Open Forum included: implications for OCLC and libraries of recently announced Google partnerships; details of the Open WorldCat program; pricing of OCLC products and services including a transition from transaction to subscription pricing; strategy for growing the cooperative globally; and OCLC‟s possible role as a digital repository of e-journals. Task Force on the Future Direction of E-Content Delegates heard a report from Sandy Yee (MLC), Chair of the Task Force on the Future Direction of E- Content and Dean of Libraries, Wayne State University. She identified the key issues of user requirements, access, and OCLC‟s role in e-content being discussed by the task force and announced that the group will continue its work into the next Members Council year. Small group discussions followed, facilitated by Yee and Marge Gammon, Vice President, NetLibrary, and task force members. Delegates foresee an expanding role for e-content in meeting the needs of information users and noted that significant changes will be required of the OCLC cooperative to help in providing a variety of digital objects to information consumers. The E-Content Task Force was established by Kratz to explore how libraries and OCLC can best shape the future directions of e-content. Specifically, the task force is charged with reviewing OCLC‟s role in e-content; determining member needs and interests; exploring e-content access and delivery systems to meet user needs; reviewing business models most appropriate for OCLC and libraries and determining how to strengthen the flow of information to and from members about OCLC‟s e-content strategies, plans, projects and services. Because of the rapidly changing nature of e-content, the task force will continue its work into next year. Business Meeting During the business meeting Benita Vassallo presented the following report on meeting structure. “The OCLC Members Council Executive Committee recommends that the current meeting structure of three meetings per year be maintained with the commitment that the 2005-06 Executive Committee will explore: The use of technology to supplement selected portions of the live meetings, e.g. plenary presentations, Interest Group and/or Library Type discussion meetings, etc.; The feasibility of holding one meeting in a 3-year cycle in a location other than Dublin, Ohio; Other ways to allow maximum time for delegate discussions and to use delegates‟ time most effectively during and between Council meetings. The Executive Committee expresses its appreciation to Council members for feedback via: A survey conducted in July 2004 with selected Council delegates (both U.S. and non-U.S.) Library Type meeting discussions held in October 2004 at which specific questions were posed and consensus responses gathered. All but one library group supported continuing the three meeting structure. Executive Committee recognizes its obligation to respond to Council concerns about effective and meaningful meeting structure. The design of the February 2005 meeting, including the Members Open Forum, as well as future agendas will reflect and respond to these concerns. By maintaining the three meetings per year structure, we will: Accomplish Members Council work Provide continuity of the Council work between meetings and from year to year Maximize delegates‟ time and participation throughout the year Ensure participation of key OCLC staff and management during meetings Provide strategic and timely recommendations to OCLC Strategic Leadership Team Provide ample opportunities for networking among delegates Carry out responsible governance of the OCLC cooperative vis-à-vis nominations for Executive Committee and the OCLC Board.” New Directions and Framework for WorldCat Phyllis Spies, Vice President, OCLC Collection Management Services; Chip Nilges, Executive Director, OCLC WorldCat Content and Global Access; and Janet Lees, Consultant, Business Development, OCLC PICA, provided a briefing on new directions and a new framework for building a “bigger, better WorldCat.” Spies pointed out that the core of OCLC and OCLC PICA is based in union catalogs. Both organizations believe that centralized union catalogs are excellent tools for both discovery and providing economies of scale. Both organizations agree that a more global WorldCat will offer improvement in the worldwide discovery of library materials. “The bigger, better WorldCat is not intended to replace the central union catalogs found in many countries around the world, but it will exist in addition to the many national union catalogs,” said Spies. Lees said she was most interested in making sure “WorldCat lives up to its name,” and becomes a more global resource. Lees discussed current initiatives to expand WorldCat, such as: a project with the National Library of Finland and the State Library of Russia to make their records available through WorldCat; using CONTENTdm to move international content from the digital world into WorldCat; and working with international vendors to get more of their records into WorldCat. Lees said OCLC PICA provides the software for many national union catalogs. These catalogs are autonomous, and they comprise many millions of bibliographic records and holdings, but today they are not in WorldCat. “Our aim is to encourage these and other union catalogs to be shared with WorldCat, so the future WorldCat offers a far greater resource for discovering the world's holdings,” said Lees, who chairs a joint OCLC-PICA working group charged with increasing non-U.S. holdings in WorldCat. The new framework for WorldCat is now possible after three years of retooling the OCLC system and application software platform. The new platform makes loading of records quicker and easier, enables new “views” of WorldCat and allows different levels of contribution, and supports new services such as Open WorldCat and the upcoming WorldCat Collection Analysis. In conclusion, Nilges described the WorldCat of the future as one that includes: Data beyond MARC 21 to include non-MARC data. Adding union listing data for electronic content as well as the print journals included today, a service that would also include a link registry for that content. Continued expansion of evaluative content in WorldCat, such as the book jacket, articles, and other kinds of metadata. More libraries and other cultural institutions contributing more metadata Expanded access methods-putting collections where users are looking for information. New services, such as WorldCat Collection Analysis, and other ways to leverage the data in WorldCat to deliver new value to the OCLC membership. “Our goal is to make WorldCat the premier source of library logistics intelligence to support the various workflows that take place in member libraries—cataloging, resource sharing and bibliographic research,” said Nilges. Following the presentation, delegates met in small groups to discuss the future of WorldCat and reported their findings to the entire Council. Extending WorldCat Discussion Breaking up into library groups, discussion ensured as follows on two questions: If designing WorldCat today, what would we include? WorldCat queries should support collection analysis by individual libraries. Include quality information. Reveal granular information. “Amazon-like,” searchable locally in a “Google-like” way. Library services should be a subscription experience, instead of a warehouse experience. Focus on delivering content, not metadata. Imbed scholarly veracity in a “Google-like” user experience. In planning for library services, factor in availability of such services as Google Print Assist critical thinking skills. Access required authentication at the library and user level. Need to build content behind catalog records like books, journals, full-text, and e-content. Pull content together from a discovery point of view. Convenience trumps quality, so up to libraries and OCLC to make quality information convenient also. Include different types of media. Personalize and push or pull content such as notifying of availability via handheld devices. We need to integrate SFX-type functionality into WorldCat. We need to support click-through circulation to the local system from WorldCat, Libraries need patron-initiated borrowing. WorldCat should provide an appropriate number of scoped views. Make multilingualism a priority with interfaces, subject access, mapping, and special collections. Present materials in local languages, not just translations. Support of multiple languages needs to be brought in ahead of the game, not as an afterthought. “Get it” feature is needed so international users can acquire material through a bookstore, etc. System guidance in how to get the most authoritative holdings is important. How can we best meet the present and future needs of the information consumers? Learn about and meet the needs of digital natives. Provide a multi-media look and feel/user experience when searching catalog, not just text, but also images and the spoken word that rule the information culture. Mass communication is not text-based. Sound bites bite, but rule the infosphere. By a “proof of concept” approach, OCLC should go ahead and add such records, fixing later if needed. For the catalog, more focus on the consumer versus the cataloger approach is needed. With public access, what the users needs is more important than what the librarian thinks is needed. Commercial information providers such as Google did the market research and factored in user comfort in contrast to the less successful searches provided by library catalogs. The results of user searches need to be more personalized and attractively formatted. Such services as notification of new library acquisitions should be tied to class registration for example. We respond positively to OCLC plans for extending WorldCat as presented in the presentation slides. OCLC needs to hurry up. Libraries will reallocate monies currently spent on local systems into WorldCat if it better meets user needs. Design and dedicate for end users. Enhance basic search capabilities and user experiences. Do sufficient usability testing. Develop modular interfaces for different users. Include more appropriate data in records. Need cover art, deeper description, and enhanced content readily available. Add proximity sorting. OCLC WorldCat should communicate with the local system. Provide a seamless interface with the local catalog. Access to WorldCat should be available from the user desktop and in other customized views. Accessibility for the disabled is needed such as an oral reader. Text-only information if desired or enhanced images as needed. A cascading format display rather than the current, limited frames presentation of WorldCat is needed. Other Meetings and Next Members Council The International Focus Group, the Executive, Finance, Nominating, and Standing Joint Committees, and the Task Force on the Future Directions of E-Content met on Sunday prior to the First General Session starting at 5:00 p.m. Sunday evening, 6 February. The various library and interest groups convened in meetings on 7-8 February. (Minutes of these groups also are posted when available on the Members Council Web site at http://www.oclc.org/memberscouncil. The meeting adjourned at 11:15 a.m. on Tuesday, 8 February. The next meeting of the OCLC Members Council is 15-17 May 2005.