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Meeting Minutes & Resources for Major Microform
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NIDL Fall Meeting
Present: Aric Ahrens, Walt Baumann, Julie Collins, William Cuthbertson, Gloria Hamilton, Kathy Hathaway, Charmaine Henriques, Carmen Ifkovits, Lynne Kiviluoma, Rita Koller, Chieko Maene, Kevin McClure, Tom Mikula, Robert Pruter, John Shuler, Lynne Smith, Maria Szilagyi, Jean Wenger We were welcomed by Rita Koller and James Cubit (library director). We welcomed new members Carmen Ifkovits from Lake Forest College and Jean Wenger from the Cook County Law Library. Round Robin Rita Koller- Lake Forest College- They are busy organizing and weeding lots of superceded materials. Charmaine Henriques-Northwestern University- The Africana Maps digitization is complete. Beth Clausen is the acting Government Documents department head, but also the head of Resource Sharing. There is a new maps librarian, Chieko Maene. They are working in shifts in storage and anticipate many new offers to be sent out. Robert Pruter-Lewis University- The library director is out on a medical leave until at least December. They are still reducing materials on their shelves due to crowding in the library. Tom Mikula- Chicago Public Library- The new website has been slightly delayed, but should be up sometime this fall. They received 98% of GPO documents and are working on collection maintenance. They do not do much weeding, so if anyone is having trouble finding things, they may be able to help. They also have a hearty collection of Illinois Municipal documents. Jean Wenger-Cook County Law Library- The library is located on the 29th floor of Daley Center and is open to the public. It isn’t a depository, but holds congressional documents, Cook County and Chicago documents, and other archival and hard-to-find materials. The Cook County Law Library also maintains the collection of the Chicago Law Institute (incorportated 1857) that includes many historical legal documents. Walt Baumann- DePaul Law Library- The library director was involved in an international exchange program in South Africa. There are postings on the DePaul Law Library Blog. They are readying for ABA accreditation next year. There are now non-library faculty offices within the library, which is new for them. Walt sent a letter regarding the EPA libraries situation to SPECTRUM and it is going to be in the September/October issue. Lynne Smith-Northern Illinois University Law Library- The dean of the law school is leaving in January 2008 and an interim dean has been selected from the faculty. Hopefully, a new dean will be found quickly. There is no movement in finding a replacement for Earl Shumaker, at the main library. Mary Grosch is the acting head of the Government Documents Department. John Shuler- University of Illinois, Chicago- Marge Bengtson retired after 48 years (yes, 48) working with Government Documents. John has been appointed to a three-year term on the Depository Library Council. The government document department was decentralized early this year and many of the sudoc's are being converted to LC. They are working on a large weeding project as well, with no extra help. Kevin McClure- Chicago-Kent College of Law- They have been using the OCLC Gov Doc service with limited success. Some of the records are the wrong formats, it isn’t great for fiche, it isn’t retroactive, but it is ok for electronic titles. The library is working on a strategic plan, which will include decisions about their UN material. Kathy Hathaway- Poplar Creek Library- The library is in process of doubling in size. The Government Documents Department is going to lose space so they are feverously weeding their collection. There might be a temporary move in February, but that is still unknown. Bill Cuthbertson- Bill’s job has been unofficially but effectively changed to Reference Librarian instead of Bill being the dedicated Documents Librarian. He also is the bibliographer/liaison for Political Science and chairs the PR committee for the library. There is a new “Information Commons” building on the campus with its dedication occuring on December 7, 2007. The Document materials are being processed but not cataloged at this time. Aric Ahrens- IIT Library- They are working on an ongoing retrospective cataloging program, which has documents from 1982-2000 completed. There are less student workers for things are slowing a bit. Digitization and accurate indexing of the school newspaper from 1929-80 is being worked on. The Contrails project is ongoing with Aric tracking down what reports are to be public versus private reports. Gloria Hamilton- University of Chicago- The University of Chicago has purchased the backfiles and the monthly "Documents Without Shelves" Marchive record sets. These records will allow patrons to search the libary's catalog for GPO electronic titles using subjects and keywords. Julie Collins-Mt. Prospect Public Library- They have less documents in general and they are recataloging many to Dewey. Julie has been involved in patron training for online access. TRAINING TEAM UPDATE The training team was created to introduce Government Document basics to librarians who may not have as extensive a background in documents as document librarians. The committee has been reduced to three members from an original six. The meeting minutes from the first training team meeting are on the WIKI, as well as an outline of a basic training module that the team is working on. Robert Pruter and Walt Baumann volunteered to join the team, with maybes from others. There was interest from NSLS for a training session, but until the module is completed, the actually training will be on hold. Using the WIKI it is hoped that others can contribute their expertise on subjects that may be interesting to other librarians. Once the basic module is readied, other modules can be made as requested (census, social security issues, genealogy etc.). Although there was not a comprehensive survey of libraries done, there was a consensus that the more information we can provide to expand the use of documents is always a good thing. So, at this time, the committee will continue to prepare the basic module. Everyone is encouraged to add information on to the WIKI if they have previous workshops they’ve done or power point demonstrations that they’ve used. If you would like to be on the WIKI list serve, whether to contribute or just be aware of the goings on, you can sign up on the WIKI. REVIEW OF THE ALA CONFERENCE John Shuler attended and felt that the new management team at GPO is willing and able to make positive contributions to the depository program. The digital depository program is progressing. GPO is working with more governmental publishers. There is also an ongoing preservation project with the National Archives. Kevin McClure also attended the ALA. He attended an advocacy session given by Stephanie Vance, who spoke on how to approach lawmakers and the importance of letting politicians know your concerns. There was also a session with a person from the UN. They are in process of scanning security documents from 1965-74. They also spoke of folding the Official Documents System into a new Enterprise Management System in the near future. There was a meeting with ALA members and Joint Committee on Printing staff to express concerns and requests, including GPO funding. Kevin felt that the forty-five minute meeting was more than what was expected and took that as a good sign. The discussions in general at the convention focused on copyright and libraries, open access issues, and social networking. Also, the ALA conference will be in Chicago in 2009.
Part of the morning program will be a panel discussion with NIDL members overwhelmingly represented. Needless to say, all are encouraged and welcome. CREATING RESOURCES FOR 2008 ELECTIONS? It was discussed and decided on that NIDL would not be creating resources for the elections in 2008. ORGANIZATIONAL AND OFFICE ISSUES It was decided that there was not a desire for a permanent post of secretary, although we will continue to take notes and post the minutes on the WIKI and the NIDL website. There was also discussion about whether there was a need to continue the WIKI and the NIDL website. The agreement was that both websites serve a purpose and would be kept. There is going to be a change in the bylaws concerning meetings. It will now state that we have a spring and fall meeting, without mention of a dinner in the fall. Since elections were not held in the spring, we held elections and decided that the new co-coordinators would serve for 1 ½ years so we would be holding elections in the spring again, as per our bylaws. Robert Pruter and Lynne Smith were elected co-coordinators. The spring meeting is going to be held at the Oak Park Public Library and John Shuler will be check with Roseann for the date. WIKI UPDATE There was some training on using the WIKI. For anyone that is having trouble, Aric Ahrens and Bill Cuthbertson are available for help. TOUR Rita Koller gave a tour of the library at the conclusion of the meeting.
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