Preservation Committee Meeting Minutes

June 14, 2004

Notetaker - Whitt
Facilitator - Sakaguchi
Timekeeper - Luckert
Scribe - Burright

No changes were made to the agenda

Outcomes

1. Feedback on the form about digitial projects: Eiko had some questions from the Special Collections folks on digitization. In order to answer them in full, she and Yvonne went over to explain that it was an option. The special collections group had so many projects that it was advised they only submit one or two projects for consideration at this time.
2. Criteria for Ranking: The committee went over the numerical ranking used for prioritizing the submitted projects. A question on how to employ the numbering for the area of Use – can we assume that if asking about very fragile collections if the numbering should be viewed as if referring to potential use if collection was available for handling and it was determined that yes it can be employed in that manner. The issue of Use will have different meanings for different collections based on their user group and specialty (if any).
3. Possible projects known for ranking (if any new):
   • Yelena stated that most were the same as last ranking, however, Chuck wants to continue the project currently in process with preservation. Tom has a potential digitization project of an audiotape collection. This project had previously been attempted by transferring the collection to a CD format but ran into problems with playback. Yelena will go back and ask Tom to fill out a preservation survey form so we can rank it at the next meeting. Yelena mentioned (in comment to Marian’s comment below) that she also was having problems with collecting information from the branches for possible preservation projects.
   • Zaida went around the reference collection with Cindy and re-evaluated the previous submitted projects (like the New York Times Index rebinding) and came back with a list of specific volumes that needed attention for each title.
   • Marian was unable to gain any information from EPSL on preservation projects but asked for advice on the easiest way to gain the information from the branch managers on what preservation projects they might want to submit. Yvonne stated that she knew of a project involving reorganizing the shelves in EPSL for better care of their collection and said she would accompany Marian to EPSL to talk with Neil about what projects they might have.
   • Robin mentioned that she had only one new project (binding FBIS collection) and had added that the DC and MD topographic maps be considered for digitization (but the ranking of that project would not change any).
   • Karla said that Alan had two or three projects but the forms were not completed yet.
   • Eiko said there was no change to previously submitted projects, however, Amy is preparing new ones and Eiko still needed to talk with others in East Asia collection to see if anything new would be added for them.
   The committee members had an extended discussion on the best methods for speaking with branch managers about preservation projects in order to gain the necessary information for ranking.
4. Ranking the new projects: The only project ranked at this time was the FBIS (Foreign Broadcasting Information Service) project submitted from Government Documents, which received a ranking of 10 (total) for the project. Any new projects will be ranked at future meetings.
5. As there were no other items for discussion left on the agenda at this time, the committee proceeded to set the dates for future meetings. The future meetings will be held from 11-12:30 in the TSD Conference Room and the dates are as follows:
   July 22, 2004
   August 19, 2004
   September 16, 2004
   October 21, 2004
   
6. The only agenda items set for the next meeting was the continuation of ranking of new projects.

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