Meeting Minutes: Collection Management Team 
Tuesday, April 6, 2004 
1:00-2:30 PM, McKeldin 7113 

Attending: M. Burright, Z. Diaz, T. Johnson, K. Hahn, Y. Luckert, H. 
Pedersoli, K. Schmidt (notetaker), J. Siar, S. Van Sant 

I. Agenda review 
No changes. 

II.  Budget Update 

Outcome:  Information sharing. While we continue to be on track to end the 04 fiscal year without deficits, the unresolved state budget situation is making the possibilities of funding shortages in FY 05 a looming possibility. It is likely we are in for a protracted period of budget uncertainty. 

III. Serial fund reports and title assignment 

Jan presented the group with example standing order and journal reports 
based on funds.  The reports list titles in a fund along with their 
price, order number, status, last payment, and vendor.  Titles are 
included if a payment was made on a title during the selected reporting 
period.  Collection managers will use this report to determine if the 
titles listed under their fund should in fact be there or if corrections 
need to be made. 

Outcome:  Jan will request that fund reports be run for standing 
orders.  The reports hopefully will be available the week of April 12th.  Karla pick up the reports from ALEPH and will incorporate all fund reports into spreadsheets by collaborative, post them to the 
collection management website, and notify collaborative leaders when the 
reports are ready to be downloaded.  Collection managers need to review 
the standing order fund reports for accuracy of the titles listed under 
their fund.  Corrections and changes to fund numbers are to be reported to any affected collection managers and Jan via email.  All fund number changes should be made before May 21st so payments can be made correctly in FY05.  Jan will accept changes as soon as the process begins. Journal fund reports will be run in the future after all Swets 
invoices have been loaded. Different timelines will be developed for these. 

 IV. Update on DRUM 

Outcome:  Karla reported on the MIT D-Space conference and recent LEC 
meeting where the group was updated on UM Libraries testing of D-Space. 
Currently Maryland is running version 1.1 and will install version 1.2 
as soon as it is released.  Test collections are being worked on to 
understand the permissions, set-up, and design and UM dissertations are 
being loaded. The system should be ready for training and use by library staff some time this summer with campus roll-out tentatively in the fall. 

VI. Round robin 

* Karla reported that the ALPEH call number report is being reproduced 
and reports on new books and counts by format are being worked on.  The 
group will have Marlene come in as a guest to discuss ALEPH reports. 

* Jan reported that the current acquisitions backlog is from March 16th 
to the present. 

* Kari reminded the group that the second session on e-journal 
statistics is Thursday from 3:00-4:00 pm in 6107. 

Next meeting:  Tuesday, April 13, 1:00-2:30, McKeldin 7113 

Pending: 
FY04 Budget (ongoing) 
FY05 Budget (ongoing) 
Electronic resource renewals (ongoing) 
Team facilitation training (April 13) 
Review of further options for moving to e-only in 05 
Discussion of moving unlisted e-resources into Research Port (Betty) 
Fund line reorganization for e-resource funds