Preservation Committee Meeting Minutes

March 1, 2001

Recorder, McCarthy; Facilitator, Mattlage; Timekeeper, Chawla

Topic: Announcements/Updates

Upcoming training - Yvonne highlighted upcoming training opportunities and encouraged staff participation. The three workshops are CIRLA sponsored and focus on environmental control, disaster recovery, and disaster mitigation for cultural collections. Two of the three workshops are free of charge to a certain number of staff from each member institution. Interested staff should contact Yvonne.

Government Documents representation - Yvonne forwarded a request from Government Documents for representation on the Committee. After discussion, it was agreed that Yvonne should submit a proposal (to Carlen Ruschoff and Lori Goetsch) to extend membership to include a representative from Government Documents.

Maryland Day - A call for volunteers will go out to all staff soon. The Preservation activities (bookmaking) will require some additional volunteers from outside of Preservation. Interested staff may volunteer time for preparation (cutting materials, folding signatures, etc.) or to man the bookmaking stations on the day of the event.

Topic: Conservation workflow

Leader: Christine M.
Outcome: Christine outlined a proposal that would institute a damaged materials allocation system for each of the circulation points. The plan has been discussed with TSD Council and with the McKeldin Circulation staff and is slated for discussion with CCC in March. Christine will submit a more detailed version of the proposal to the committee members for further consideration after the CCC meeting.

Topic: Funding for Historical Manuscripts/University Archives

Leader: Beth A.
Outcome: Beth put forth three preservation microfilming projects (T.R. McKeldin, Adele Stamp, and Minnie Hill scrapbooks) for consideration as preservation priorities. Since the Committee had agreed in theory at the last meeting to "roll-over" the priorities list to FY 2002, the potential addition of these projects led to the identification of three key issues that need to be addressed for future prioritization:
• How will projects be collected and forwarded to the Committee for consideration?
• How should projects be added to the priority list? How will new projects be added to the list and ranked in relation to projects already on the list?
• Should a review process be initiated for projects/preservation objectives that have remained on the list for some time (not accomplished by end of fiscal year)?

The Committee agreed to return to this discussion at the next meeting. Yvonne will forward pre-work.

Topic: Preservation planning

Leader: Yvonne C.
Outcome: Yvonne submitted a first draft of a preservation plan for UMDCP Library to be reviewed by the committee members.

Topic: Disaster Supplies, Salvage Squad, new charge and job description

Leaders: Yvonne C. and Sue K.
Outcome: New members are needed for the disaster salvage squad. Yvonne submitted the updated disaster salvage squad charge and "job description."

LEC approved the purchase of supplies necessary to create "REACT PAKS" to be placed at various access points in the branches. These kits are designed for rapid response and/or for use in dealing with "minor" disasters.

Thirty boxes are books remain in the freezer from the Hornbake flood. The Preservation Department is considering using the salvage of these materials as a staff training opportunity. Staff that attends the CIRLA workshop could serve as "trainers" to share what they have learned.

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