Sept. 1994

NASIG Newsletter, Dec 1994

A PDF file should load here. If you do not see its contents the file may be temporarily unavailable at the journal website or you do not have a PDF plug-in installed and enabled in your browser.

Alternatively, you can download the file locally and open with any standalone PDF reader:

https://tigerprints.clemson.edu/cgi/viewcontent.cgi?article=1049&context=nasig

Sept. 1994

Fisher stated that she is still being asked to publish new paper journals. Not all editors are anxious to embrace the new technology 0 NASIG Committe Appointment 0v.crvi 1 AWARDANNOUCXMFNIX L.UTRESEARcH AWARD PRESIDENTS CORNER NASIG ARCHIVES NASIG HORLZONAWARD NASIG INFORMALDISCUSSIONGRaWREP0 FLlNRUN/WALK CW FOR NOMINATIONS:NASlG OFFICERSAND EXFCWNEBOARD NASIG COMMITEEPRO COMMUNICATIONSCO ELECIR COMMITIEE: ABOUTNASIGMEMBERS -CHANGES NEWMEMBERS 1 1 1 1 1 WORSTSERIAL'ITILECHANGEOF~~AWARJ5X3 the appointment cycle, I have colum'to describing.thisevol of the respective roles and responsibilities of present and how committees and task forces work, and to encourage anyonewho is interestedto volunteer when the call is issued again next spring. krsistence counts and new opportunities arise throughout the year. For additional information,please refer to committeecharges published in the A.pril.1994 issue of the &&@& and in he-t . Most &y&&c issues include a profile of a particular committee. Abbreviated charges and other pertinent information are also maintained on the NASIG gopher by the Electronic Communications Committee. NASIG is a relatively young organization and many procedures are still being developed. The process was more involved than I anticipated, but I thoroughly enjoyed the opportunity to work with the Board liaisons and chairs and to review thoughtfully prepared voluntecs forms from many talented and dedicated members. We don't have much documentation about appointmentsyet. The job descriptions for vice president and president indicate that the president makes appointments with the assistance from the vice president, Board liaisons, chairs and members of committees, task forces and working groups. The Bylaws indicate two-ycar renewableterms of office. renewable once, for members of standing committea except for the Nominating Committee. The Bylaws note that when a new committee is established, half of the initial appointments arc for one year terms. The Bylaws also distinguish between standing committees and special committees. which may be appointed for a spzific pucposc and a specific term by the Prcsident with Board spproval. Each commiace, task force, or working group has a member of the Executive Board assigned as its Board Liaison. The Board Liaison communicates with the Board on behalf of the group, conveys Board suggestions to the group, and monitors and communicates information about the pertinent activities other committees. and task f o m s . Thc Liaison helps to keep the group on track with reminders about deadlines and other pertinent information and assists the chair as needed. The chair is responsible for ensuring that the committee fulfills its charge and manages the work of the group. Members are responsible for participating i n group discussions and performing specific assignments in a timely fashion. The. committees that follow this "normal" pattern fairly closely am Bylaws, Continuing Education, Database and Directory. Electronic Communication, Nominations and Elections (with the shorter terms previously noted), Regional Councils and Membership,and Student Grant. Other committeesfall under the "special" description. -- The Conference Planning Committee is ordinarily appointed for just one year and the chair and some members are usually drawn from the earlier Site Selection Committee. As the planning cycle lengthens, committee termsmay expand. Members are generally in close geographical proximity to the conference location and NASIG non-members may be recruited to provide special expertiseand to fill out the committee. Members are nominatedby the committee chair and appointed by the president -- The Finance Committee's role is evolving as successive Treasurers determine how a committee can help them. One suggestion is to allow the Treasurer to appoint members in geographic proximity to him or her and to determinetheii duties. -- The Newsletter Editorial Board is often listed with committeesbut is not a true committee. The Newsletrcr Editor recruits new members for specific roles and recommends appointments to the president. Two-year renewable terms apply, but vacancies may occur "out of cycle." -- The Program Planning Committee membershipis also for a single year, as skills needed for the conference theme change from year to year. Members are recommended by the committee chair or cochairs and approved by the president. Aptitude, performance and interest in thenext yeafs theme are considered in making reappoinhnents. -Theproceedings Editors and Indexer work togethex, but are not a real committee. A formal search process, including announcing the vacancy, soliciting applications, and conducting interviews is used to select the ditors. At this time, the president appoints the indexer, but it is possible the publisher may prefer to select an indexer at somepoint -- Professional Liaisons was not a true committee. It was previously composed of the liaisons to NASIG appointed by other organizations. This year, for the first time, the Board Liaison has becn asked to coordinatethe activities of the individual professional liaisons without hying to fit the committee structure. -- Site Selection Commiuecs are appointed to evaluate possible conference sites two to three years in advance. The Board considers member interest i n various geographical areas andthcn either approaches members in the area or charges a volunteer with composing a Site Selection Committee. More than one committee may be charged with examining locations for the same conference or for multiple conferences. These committecs function like task forces in working in a relatively short time frame to perform a specific task. If one of their recommended sites is selected,these members often form the nucleus of the Conference Planning Committee. Several changes to the appointment process were implemented during spring 1994. We redesigned the committee volunteer form to provide space to list other professional activities and special skills and to solicit an explanation of interest in specific committees. Return was accepted by mail, fax and electronic mail. We shifted much of the appointment process from the president to the vice president. Cindy Hepfer was a wonderful coach and supplied me with invaluable advice and a list of liaisons, chairs, and members with terms of appointment; the two of us worked closely with newly elected vice president Julie Gammon throughout the process. In 1995,we'll advance the timetable by several months. The form will be printed in the February newsletter and appointments will be completed by May 1st The new roster will be included in the membenhip directory and we hope new appointees can make conference travel arrangements that allow attendance at committee meetings. (Appointments begin immediately after the annual conference, but it is recommended that new members attend the committee meeting at the confermoc.) These w e n my goals in making appointments: 1. Achieve balanced membership on each commiaeC: librarians and non-librarians, types and sizes of institutions, gender, geographical, and veteran and new mcmbas. 2. Match talents and interests of volunteers with available vacanciesand noadsofcommittees. 3. Consider opinions of outgoing and incoming Board liaison and outgoingand incoming committee chairs. 4. Make no automatic reappointments of members or chairs. Consider chair appointments to be for one year and nnewable. D*cmrim the contributionsmade in their fmttcrm by each person eligible for reappointment, and whether they pnfer reappointmat M a new assignment. 5. Only one committee per NASIG member. Try to persuade anyone with multiple appointments to select their favorite and make room for someone else in the other slot. This sounded straightfonuard until I started trying to do it! The following description makes the process sound mom logical than it actually was; each committee moved a t a different rate, so these activities were actually conducted simultaneously.Retiring Board liaisonshad to be replaced. prompting reassignments among continuing members as well. If the chair's term was expiring or continuationin that role was not desired, a new chair had to be selected and an invitation extended and accepted. The number of members on each committee is flexible, so just determiningthe number and location of vacancies was challenging. This step was combined with soliciting opinions from chairs and liaisons about who was eligible to continue, their assessment of each person's performance, and r e w m m d t i o n on whether the number of members should be increased, left as is, or decreased. Cindy, Julie and I discussed these recommendations and then I extended reappointment invitations by e-mail and phone. Of course, the unexpected occumd. One chair declined reappointment and then reconsidered; members changed employment status; one member preferred appointment to another committee; e-mail wasn't always successful and some people were hard to locate. And I was rarely successful in persuading anyone to give up multiple assignments. The d o n of several new task forces created additional complications. Task forces are created for specific. shortterm purposes. Several new ones had k e n under consickraton and we were able to considerappointments to them at the same time as committee appointments. Charges had not yet been created, so it took time to explain the intended role of each group to appointees. We were able to place an unusually high number of volunteers, hut the process did take longer than usual. I even got confused about which groups had already been appointed and charged. The outcome is that four new task forces were c r c a t d Conference Evaluation Form, Prosfam Planning Manual, Strategic Plan, and Tenth Anniversary Conference Celebration. The Continuing Education Task Forcc was established by Cindy Hepfer in March. In addition, lhra task forces were continuad with some changes in membership: Conference Planning Manual, New SerialisUNASIG Horizon Award, and Rh- Award. The criteria for task force appointments w e n slightly different than that for committces. in that we often needed individuals with specificprior experience in NASIG. Volunteer forms were received from 40 NASIG members and used to compile two master lists of volunteers. One was in name order and listed each person's three committee preferences; the second was in committee order and listed interested people. I sent copies of the two lists and the formsto Cindy Hepfcrxthen president) and Julie Gammon (then newly elected vice presi&nt/president elect). We then discussed multiple appointment possibilities before settling on semi-final recommendations. (volunteers who explained their skills and interests, rather than just listing them, made very attractive candidates.) Next, I consulted new and continuing chairs and liaisons about prospective new members on thcii committees. In some cases, I sent copies of the volunteer forms to the chairs. As the chairs approved these suggestions, I began extending appointment invitations and promised formal letters of appointment later. About six slots were still open by the annual conference where a draft master list of appointments was distributed to Board members. Appointments were finalized by early July, and appointment letters and acknowledgements to unplaced volunteers were completed in early August. Please let me know if you have any questions about information shared in this article or are interested i n becoming active in NASIG. Congratulations and best wishes to all of our committee members, chairs and liaisons. Your contributions are vital to NASIGs successandgreatlyappreciatcd! ailed with thts MINUTES OF THE BOARD MEETING NASIG EXECUTIVE Date, Time'& Place: May 31, 1994, 3:00 p.m.-6:00 p.m, June 1. 8:30 a.m.-7:45 p.m. University of British Columbia. Vancouver,Canada Attending: .C.Hepfcr, h i d e n t c. Foster 0.Ivins. Vice President J. Gammon T. Malinowski. Past President B. Hurst S. Davis, Secretary B.MacLcnnan D. Tonkcry. Treasurer J. Mouw E. Duranceau J. Tagler Guests: Jean Callaghan. incoming Board member, and Elaine Rast, Archivist 1. MINUTES: The minutes of February 4, 1994 were approved as distributed. 2. TREASURER'S REPORT: 2.1. D. Tonkery distributed a fmancial repon dated May 31, 1994 which included a report on activities, 1994 budget expendituresto date. 1994 Conference income and other financial details, 1994 membership fccs and a letter from Ernst & Young. As of May 25, NASIG's cash balance is $191, 680.55, with most of the conference bills yet to be paid. Renewals number 813, and 197 new members have joined, resulting in total membership of 1,010. 2.2. D. Tonkery reported that 1.300 copies of the manual,, - had been printed, with approximately 1.ooO distributed via third class mail to the membership. The cost was $4.45 per manual for a total expenditurcof $5.791.38. 2.3. D. Tonkery reported that regismtion for the 1994 conference was strong, with registrations at 588 and counting. This year the Treasurer assumed responsibility for collecting the registration fee. then forwarding the registration forms to the conference registrar. This process worked well, but there is still some fine-tuning needed to make it run smoothly. Conference expenses appcar to be on target, and D. Tonkery expects to end with a positive balance. 2.4. At the February 1594 meeting the Board authorized EXECUTNEBOARDMINUTES the Treasurer to transfer funds into the bond account. D. Tonkery informed the Board that he did not take this action, as rates in the bond market had fallen. 2.5. D. Tonkery recommended that whenever possible the Board, Committees and Task Forces have invoices made out to NASIG instead of to an individual member. 2.6. D. Tonkery reviewed points in the letter from Ernst & Young responding to questions about NASIG's not-for-profit status and financial situation. I n general the organizationis on target for income and expenditures. The report indicated that NASIG can have as much as a two-year operating budget as a cash reserve, as is appropriate for many charities. Ernst & Young did recommend that the investments be moved into instruments with higher return rates. They also questioned whether the IRS has granted NASIG pcrmanent 501C status. D. Tonkery reported that formal application was made in February 1993 and that he has written twice to the IRS regarding our status, but has not yet received a reply. 2.7. A few conference registration checks from Brown that were never deposited were discovered earlier thisyear. D. Tonkery has attempted to deposit them to see if they will clear. The Board agreed to authorize. the Treasurerto send a friendly reminder to those whose checks do not clear asking them if they would make good on the check. 2.8 D. Tonkery has received s.ome. inquires about purchasing the , but no copies have teen sold. 2.9 T. Malinowski handled an inquiry from && Mapaine about purchasing the NASIG mailing list by reaffirming NASIGs policy of not selling the membership list or permitting the membership dircctoq to be used as a mailing list for commercial solicitation. 2.10 D. Tonkery recommended, and the Board agreed, that NASIG not offer two-year membership renewals. It is much easier for the Treasurer and the Database and DircctOry Committeeto handle one-year memberships. 2.11 S. Davis distributed a final version of the Guidelines for Financial Support for NASIG Activities, which hadbeen approved at theFebruary Board mxting. 3. SECRETARY'S REPORT: -BOARDMINUTES 3.1. S. Davis reported that the two new Board members had been sent the new orientation package. Other members of the Board expressed interest in seeing the final version of the "Who Does What" chart. It will be distributed [to the Board] with thesc minutes. 3.2. S. Davis distributed a draft roster for the 1994/95 Board to update. The final version will also be .distributed [to the Board] with these minutes and sent to the Archives. 3.3. S. Davis reminded the Board that she maintains a supply of NASIG membership brochures and NASIG stationery. She also maintains a list of sofiware owned, the present location of each, as well as the software license agreements. 3.4 Responsibility for ordering the paperweights and certificates for the NASIG awards ceremony was successfullytransferred to the.Sccmary starting with this conf-. 4. CONFERENCE EVALUATION FORM: 4.1. Patricia Brennan at ARL. will again tabulate and input the evaluation data for the UBC Conference. Estimated cost is $600 or less. An ECC member will compile comments from the preconference evaluation form. 4.2 The Board discussed the need to reconceptualizethe entire evaluation process. C. Hepfer asked the Board to establish a Conference Evaluation Task Force to look at the evaluation form, what information should be collected, what purpose the data should serve, investigate survey software for purchase by NASIG. and recommend who should handle creation of the form and tabulation of the data each year. The rrcommendationwas appmved. ACIION: 0.Ivins will develop a specificcharge ASAP. ACTION. B.Gcer-Butler will be asked to chair the Task Force, other members to be appointed ASAP. DATE: Preliminary report due at the November 1994 meeting. Final report and new evaluation form due at the Feb. 1995 meeting. 5. SITE SELECTION 5.1 North Carolina (1995) 5.1.1 0. lvins announced that M. Tuttle has heen appointed as chair of the 1995 Conference Planning Committee, and J. Mouw will serve as Board liaison. The committee has already begun preparations for next year. The Board requested clarification of Duke's payment policy as stated in the February minutes. ACTION: J. Mouw will ask M. Tuttle to clarify payment policy with the Duke Conferenceoffice. 5.1.2 M. Tuttle has seen some dorm moms at Duke as per the Boards request and reports that they are satisfactory. The Board discussed the number of doubldsingle moms. %pending on the singlddouble room ratio, the worst-case scenario for bathrooms would be. 13people to a double bathroom (2 stalls, 2 showers). NASIG will try to avoid this ratio by asking for an additional dorm facility to allow for a majority of single moms. 5.1.3 Duke will not be able to offer a contract until August or September. NASIG has arrangements for a backup at Davidson College with first right of refusal for the June 1-4 conference dates. If we do not hear from Duke by Sept. 1, 0.Ivins will send a letter informing Duke of our need to have those dates firmed up. Duke is still confident that our dates will remain open since no other grcup has ever asked for that time period. 5.1.4 C. Hepfer will follow up on her request to Jerry Campbell for Duke Library sponsorship. 5.1.5 Some general concerns about the number of conference registrants were mentioned, such as feeding large n u m b quickly and having enough dodmccting space. Facilities that can handle in excess of 500 registrants are few. But with membership reaching the loo0 mark consistently, the B o d has felt we must be able to acconunodate at least half the membership at the c0llfeSerl.X. 5 3 Southwest (1996) 5.2.1 Preliminary checklists were completed for the University of Arizona. Arizona State University, the University of New Mexico and New Mexico State University. The 1996 Site Selection Committee recommended full site visits to the University of Arizona (Tucson) and the University of New Mexico (Albuquerque). The other sites would have difficulty handling a group our size and neither had sufficient conference office staff. The Site Selection Committee consisted of:Fran Wilkinson. Chair (University of New Mexico), Anne McKcc (Faxon), Joan Griffith (University of New Mexico) and Ruth Haest (University of New Mexico). C. Hepfer suggested that 0.Ivins expand the committee to include someone from the University of Arizona ACTION: The Board approved full site visits to the sites recommended by the comminee. and expressed its thanks for the work they have done. ACTION Full site visits to be conducted. 0.Ivins will appoint a site visit team to include members from both New Mexico and Arizona, as well as Board representation. DATE: Report due at November 1994 meeting. 5.2.2 Some reservations about having only two possible sites in the southwest were expressed. C. Hepfer agreed to review the information on Colorado sites, and 0.Ivins agree to follow up with the Minnesota sites. Some Board members expressed reservations about Colorado due to the uncertain status of Proposition 2. p o t e : several people wrote '(no"to Colorado on their evaluation forms due to Proposition 2.1 6. VISION STATEMENT TASK FORCE: 6.1 J. Tagler reported that a few comments were received, none substantive,and nearly all supportive. 6.2 The Board discussed the next step in the process. and agreed to develop a smtegic plan for the year 2oo0.J. Tagler agreed to m e as chair of a Strategic Plan Task Force and asked the Board for advice on what the plan should entail. Several areas were mentioned: membership target number, demographic groups (gwgraphic distribution, types of membtrs), analysis of non-renewals, member services, education, and liaisons. ACTION 0.Ivins will appoint members to a Strategic Plan Task Force, which will include some members from the Vision StatementTask Force and others representing a variety of NASIG constituencies. DATE: ASAP 7. C O N T I N U I N G FORCE: E D U C A T I O N T A S K 7.1 The task force will be meeting during the conference to: develop a charge. set criteria for programs, determine liaisons with other committees, discuss co-sponsorship with other organizations,develop policies and procedures, and prepare a budget. Members of the task force are: J. Tagler. Chair. Adrian Alexander, Buzzy Bascb. Carol Hawks. C. Hepfer, and Kathy Meneely. EXECUTIVEBOARDMIMJTES [June 11 8. AWARDS TASK FORCES: 8.1 New SerialistTask Force 8.1.1 The Board reviewed a report prepared by the task forcc and made a number of suggestionsfor the group to consider. The Board asked the task force toreconsider their proposed title of NASIGs Welcome! Award, suggesting instead that it be called the NEW SERIALIST award. IThe award is officially called the NASIG Horizon Award. See p. 111 The Board recommended that individuals with up to three years of experience at the time of application be eligible, and that eligibility he limited to those residing in North America. The Board asked the task force to expand and clarify the phrase “position of a professional nature“ in the prerequisites to be more inclusive. The Board also recommended that applications include a vita along with the application form. and that recipients be invited to serve on a NASIG committee and receive a complimentary copy of the ProcccdinPs and a conference souvenir. The Board suggested and approved the funding of up to three awards as part of the loth conferencecelebration. ACTION. Update quested for November 1994meeting. 8.1.2 The Board congratulated the task force for its excellent repon and effom to develop this award. Task force members are: Sylvia Martin, Chair, Mary Devlin, Pahicia Frade, Elizabeth Parang, and Christine Stamison. ACTION: Consider continuing New Serialist Award p r o m DATE: February 1995meeting 8.2 Rcscarch Award Task Force 8.2.1 The Board discussed the report submitted by the group and made a number of suggestions. The Board recommended one minor change to the name the task force gave the award: ‘WASIGFoundas Research Grant’’ instead of “Award.” Other changes recommended were: the award should be open only to NASIG members, the deadline for applications be Jan. 15, the resuuch need not match the conference theme, that procedures and guidelines follow those developed by the New Serialist Task Force, and that a budget be submitted with the proposal. The Board agreed that the grant will be in the amount of $1,000, plus a waiver of conference fees. J. Mouw. Board liaison, will discuss these changes with the task force. T k award is being given in celebration of EXE-BOARDMINUTES NASIGs 10thconfcrcnce. ACTION Revised report for Board approval DATE: Mid-August 1994 ACTION: Consider continuing NASIG Founders ResearchGrantpgram DATE: February 1995meeting 8.2.2 The Board thanked the members of the task force for their work a n -this new grant: Charles May. Chair, Rita Bmadway, Cindy Clark, Sandy Gurshman. Patricia Putney and Steve Savage. ACTION Consider continuingthis grant beyond 1995 DATE: February 1995meeting 9. ARCHIVES: 9.1 Hard copy Archives 9.1.1 E. Rast distributed a report concerning the hard copy archives. She has sorted through material sent to her and identified four boxes of materials that should dehitely be retained, and four boxes of possible items to retain. Once an inventory has been completed and the archive set up with the University of Illinois. E. Rast estimated that minimal time would be needed from NASIGs archivist to maintain the collection. E. Rast also reported that the University of Illinois does charge for maintenance if an archive exacds a certain amount of span. 9.1.2. The Board a@ that E. Rast should retain the material currently in her possession through the loth Conference in case something might be needed for any special anniversary activities. ACTION: E. Rast will solicit materials for the archives in the next NASIG Newsletter (Aug. 1 deadline) [see p. 111 and selectively follow up with former officers and board membas. 9.1.3 E. Rast will have a complete inventory of the archivesmatnials done. The Board approved a budget of $1,500 to accomplish this task. DATE: Progress report at February 1995 meeting, inventory to be completed by June 1995 9.1.4 The Board approved reappointing E. Rast to a one-year term as Archivist. 9.2 Elecmnic Archives 9.2.1 9. MacLennan distributed a report concerning the electronic archives maintained on the A M S computer. The report indicated the level of activity on the individual NASIG lists. 9.2.2 B.MacLennan reported that due to peculiarities with the listserv software,one has only two choices with the electronic archives, purge or retain all messages. If a group wants to retain only selected messages, all messages would need to be downloadedand edited. The Board agreed that each current committeechair and Board liaison should decide what, if anything, to retain. The ECC will send a letter to each committee and board liaison discussing the process. Messages selected for retention in electronic format will be mounted on the NASIG gopher. The NASIG Archives would retain messages in paper format. DATE: Decision by June 30, 1994 or all messages will be Purged. 9.2.3 Due to the ongoing work of the two awards task forces their electronic archives will be retained. 10. UBC CONFERENCE INFORMATION: 10.1. K.McGrath met briefly with the Board to review final information before the conference and distribute Board registration packets. Her figures indicated 559 full conference registrants, 17 full day registrants and 209 preconferenceregistrans. K.McGrath reviewed the meal ticket policy for the breakfasts and lunches. Souvenirs this year will be NASIG t- shirts and book bags. Break for lunch and campus tour. 11. CONFERENCE BUDGET ISSUES: 11.1 The Board discussed a number of issues regarding NASIG support for plenary and VIP speakers. It was noted that at the past couple of conferences, upgraded rooms have been available on the campus, and NASIG has used some of them to house speakers.Prim to 1993 NASIG did not support housing other than in the dormitoriesfor speakers. ACTION To provide some guidance to the Program Planning Committee, the Board a g d to establish a program budget of $25,OOO for the 1995 Confcnnce. 11.2 After some discussion the Board reaffirmed the policy of presenting each preconference on a cost-recovery basis. Any expenses for preconference speakers. including speaker discounVduction of main conferencefees. should be included in the preconference budget. 11.3 C. Foster asked the Board to consider the request from the Student Grants Committee to offer reduced conference fees to those who applied for a student grant but did not receive one. The Board discussed the issue at length. It was noted that there would be a loss in revenue and that students may take.slots normally filled by members or colleaguesthat pay the full fee. Also, the issue of support for paraprofessionalswas raised. Several members expressed the desire to support conference attendance for this group. The Board did not approve reduced f a s for applicantsto the studentgrantsprogram. and did not reach a decision on support for paraprofessionals. ACTION Recommendation on reduced fees for local library school students for the 1995 conference (J. Mouw, O.Ivins, M. Tuttle) DATE: November 1994 meeting 11.4 The Board affirmed the policies of continuing to offer I f 2 off the full confcnnce rate for members of the Conference Planning Committee, and permitting staff at the host site to drop in at a few sessions without charge. Meals are not included. Staff at the host site who want to attend the entireconference are expected to pay full rates. 12. CONFERENCE PLANNING MANUAL: 12.1 A draft of the manual had been distributed in the Board packets. ACTION: Comments to T. Malinowski DATE: July 5. a new drafi will be prepared soon after. 13. TENTH ANNIVERSARY CELEBRATION TASK FORCE: CONFERENCE 13.1 The Board agreed to establish a task force to develop plans to recognize and celebrate NASIGs tenth anniversary conference. S. Davis will scrve as Board liaison. The group is expected to solicit ideas fium the membershipthrough thc newsletter and NASIG-L. ACTION: 0. Ivins will appoint a task force DATE: ASAP ACTION Budget request DATE: November 1994 m d n g 14. PUBLICATIONS: 14.1Newsletter 14.1.1 E. Duranceau reported that a new position, Columns Editor. has been added to the editorial board. Carol MacAdam will serve a two-year term in that role. Other changes on the editorial board are the appointment of Vikki Medaglia as Distribution Editor to replace Maggie Horn, who will become Production Editor at the end of Kathy Schmidt's term in July. 14.1.2 M.Horn will investigate the purchase of a new desktoppublishing package and make a recommendation to the Board. ACIION Rccommcndationfor softwarepurchase DATE: November 1994 meeting 14.1.3 E. Durancau and B. MacLcnnan sent a letter to the editor of the regarding copying material from the (see discussion in minutes from Feb. 4, 1994). To date no reply had been received. 14.2 Proceedings 14.2.1 The 1993 ' were completed and have been published. The elechunic version has teen mounted on the gopher. 14.2.2 The editors of the 1994 ' areBeth Holley and Mary Ann Sheble. They visited Haworth's offices in April. C. Hepfer expressed thanks to Hawonh for funding this trip. 14.2.3 In the future the Electronic Communications Committee will provide the editors with assistance in mounting the ' on the gopher. 14.2.4 C. Foster, Board liaison for 1994 .reported that the . editor's manual has been revised, and that she is working on rekeying it in machine readable form since the earlier version was Cormpted. 14.2.5 The Board discussed some concerns from the 1993 editors. Most of their points are addressed in the editor's manual or have been brought to the attention of the 1994 editors. 14.2.6 C. Hepfer reminded the Board of its decision to do a competitive bid for the 1995 proceedings. 0.Ivins will consider appointing a task force to review publishing optionsfor the proceedings. ACTION Updatc/repon on needf a taslr fm EXECUTNEBOARDMINUTES DATE: November 1994 meeting 14.2.7 0.Ivins will appoint a new indexer for the 1994 proceedings. The Board expresses its thanks to Dena Hutto for her three y e a s of seMw as the indexer. 15. OFFICIAL NASIG MAILINGS: 15.1 Some concerns about the Bylaws ballot had been expressed by the Board. Copies of the Bylaws and elections ballots w e n examined. The Board liaisons will ask their respective conmimes to investigate ways to improve the appearance of the ballots, handle mailings, and ways to minimize voter fraud. 16. COMMITTEE APPOINTMENTS 16.1 0. Ivins described the process she was using to make committee appointmentsand distributed a tentative list of committee appointments. She suggested that committee members eligible for a second term not automatically be renewed unless they have contributed to the committee. The Board agreed with this proposal. 16.2 The Board approved 0.Ivins' suggestion of starting the appointment process earlier, moving the volunteer form into the February newsletter issue and completing appointments by the end of April. Terms will still begin after the annual conference, and the Board hoped that finalizing c~mmitteeappointments sooner would allow new appointees to make travel arrangements that would allow them to attend the committee meetings at the confemlce. ACTION: 0. Ivins will notify E. Duranceau of the change 17. COMMITTEE R E P O R T S 17.1 Bylaws Report distributed. No discussion. 17.2 Continuing Education Report distributed. No discussion. 17.3 Databaseand Dinctory 17.3.1 The Board discussed when to close the membership lists for printing in the Membership D i o r y . In order to time the directory to arrive around the annual conference, and to include as many members as possible, the Board decided to se.t the closing date as May 1. This date will also allow the inclusion of the new committee rosters for the coming term. 17.3.2 The Board discussed the need for information about particular categories of members. I. Mouw. as Board liaison, will ask the committee to investigate sorting members by particular categories. 17.4 Electronic Communications 17.4.1 B.Macknnan reported that Dave Rodgers will be leaving A M S for the University of Michigan School of Information and Library Science. The ramificationsof his depanun on NASIG's continuing use of the A M S computer are unknown at this time. 17.4.2 B.Macknnan reported that M. Rioux and M. Geller had worked on successfully mounting the eltctronic version of the 1993&sc&ngs' onthcgopher. 17.4.3 B. Macknnan announced that A. Ekelawn has taken over as list owner of NASIG-L. 17.4.4 S. Davis suggested that a NASIG membership application form be available over the gopher. Regional Councils and Membesship Committee will be asked to develop a form in ASCII format for M. Geller to mount on the NASIG gopher. 17.5 Finance The Board discussed phasing out this committee as the appointments expire. The current system of sending renewals does not require any committee assistance. However, D. Tonkery did note that an assistantTreasurer isneedcd. ACTION Final decision of status of Finance Committee DATE: November 1994 meeting 17.6 Nominations and Elections 17.6.1 T. Malinowski reported that the committee would like to codify procedures for nominating and running incumbents. The Board agreed that incumbents need to move through the nominating process as do all other candidates. Thus Board members and officers who are eligible for re-election should have someone nominate them or self-nominate. 17.6.2 The Board discussed the need for more geographical representation on the ballot, especially for member-at-large. It was noted that current practice is to consider geographical representation as a secondary critexia and to run six highly qualified candidates. It was suggested that this number could be increased to achieve broader representation. It was noted that running morc than six candidates for member-at-large splits the vote, and can result in very-close races and the need for a run off election. C. Hepfer will discuss these issues with the new committee. 17.7 ProfessionalLiaisons After some discussion the Board reaffirmed a change in the structure of the Professional Liaisons Committee, which will no longer be c o n s i d e d a committee. Liaison relationships with other professional organizations will continue. S. Davis will coordinate with the various liaisons on the Board's behalf. Liaisons will be asked to provide an official letter of appointment or some other documentation from their organization. Also, liaisons will be asked to write reports for the newsletter and to keep NASIG informed of the dates of their respective conferences. 17.8 Program Planning A Program Planning Manual task force has been formed, with J. Gammon as chair. They will be meeting prior to the ALA conference to begin work on the manual. Other members include: B. Carlson, C. Hepfer, 0. Ivins, M. Crump. S. Davis and T. Malinowski will serve as advisors&isons to the ConferencePlanning ManuaI task force. 17.9 Regional Councils and Membership J. Tenney will be the new committee chair. The group will be reviewing their charge and some previous committee documentation that T. Malinowski will supply. Ways to expand the role of the group will be e x p l w . 17.10 Student Grants C. Foster reported that the committee will be reviewing their working calendar to see if they can begin the application process earlier in the year. EXECUTNEBOARDMUWTES 18. EXECUTIVE DIRECTOR CONCEPT: C. Hepfer reminded the Board of the heavy workload expected of NASIG officm, members-at-large,confexence and program planners, and other volunteers. She recommended that NASIG formally investigate the possibility of creating an administrative assistant position to provide support and continuity that is important to the continued functioning of the organization. ACTION 0.Ivins will appoint a small gmup to write.a position paper. 19. NASIG CALENDAR: C. Hepfer distrihted a partially revised NASIG calendar. ACTION Comments on theNASIG Calendar DATE: July 5 to C. Hepfer NEXTMEETING: Tentative dates in November were sclected for the next meeting, pending availability of the meeting location. M.Tuttle will be asked to make arrangements as won as possible. These have now been confirmed. The next meeting will be held November 11-12, at the Aqueduct Conference Center in North Carolina. The meeting will begin Friday afternoon, continue all day Saturday, and wrap up Sunday with a campus tour at Duke. -Respectfully submitted, Susan Davis NASIG Archives A r e Growing I Elaine Rast Alive and Well and The NASIG archives are being collected by Elaine Rast. and she is looking for any and all contributions. Naturally you would expect to find minutes of meetings, bylaws, financial statements. more minutes, and tbe like in an archival collection. However, in the NASIG archives we also have photographs. maps, and even a cassette tape. These materials not only recordthe history of the organization, but also supply us with a means to garner information that can be uscd for programs, activities, and presentations for the upcoming Tenth Anniversary Conference in June, 1995. EXECUTIVEBOARDMINUTES If you have NASIG-related programs, minutes of committees, a record of discussion groups, continuing education handouts, correspondence regarding projects, activities, or functions, personal papers of members that relate to the association. or anything you might think relevant, send to Elaine Rast, Northern Illinois University Libraries, DeKalb, IL 60115. For any questions, Elaine can be reached at (815)753-9864,FAX ( 8 1 5 ) 753-2003. a n d e - m a i l a t C60EKRI @MVS.CSO.NIU.EDU. Thanks for your Merings! NASIG HORIZON AWARD The North American Serials Interest Group (NASIG). composed of many constituents of the serials industry, is an independent organization which provides for the exchange and dissemination of information among the various links in the serials information chain. NASIG is pleased to announce a new award, the NASIG Horizon Award, in recognition of its tenth annual conference. The purpose of this award is to welcome an aspiring new serialist to the serials profession by introducing the recipient to NASIG, to further enhance the recipient's knowledge ofand interest in serials, and to provide an opportunity for interaction with other members of the serials chain. DESCRIPTION OF AWARD: The NASIG Horizon Award provides the recipient an opportunity for professional developmentby awndance at NASIG's tenth annual conference to be held June 14. 1995 at Duke University in Durham, North Carolina. NASIG will assume all confmnce fees and travel costs. The recipient will receive a free year's membership to NASIG, and will be invited to serve on a committee for that year. The recipient will also receive a framed certificate in commemoration of the event. ELIGIBILITY. Applicants should c u m n t l y be in a position of a professional nature with primary responsibilities for some aspect of serials, e.g. head of serials, serials acquisitions, serials vendor, serials publisher. Applicants must have served in this position for no more. than three years. Applicants do not have to he a member of NASIG, and they should not have attended any previous NASIG conferences. Preference will be given to applicants with previous serials experience, to those employed by a North American organization or institution, and to those whose cawx goals include long range plans for professional growth and developmentin serials. APPLICATION PROCEDURE: Applications will be available after November 15, 1994 from Sylvia Martin, Chair. NASIG Horizon Award; Vanderbilt University Library; 110 - 2lst Ave. South; Suite 700, Nashville, TN 37203-2408; (615)322-3478; fax: (615)343-8834; Internet: . Applications must be accompanied by a letter of reference from a current supervisor. Completed applications should be rrmmed to Sylvia Martin as above. A P P L I C A T I O N DEADLINE: January 15, 1995. Applications postmarked after this date will not beconsidered. AWARD NOTIFICATION The award recipient will be notified by February 17, 1995. NASIG CONFERENCE REPORTS NASIG 9TH ANNUAL CONFERENCE PLENARY SESSION 1: Overviews of Change Czealaw Jan Grycz, Chair, Scholarship a n d Technology S t u d y Project, Univerxity of C a l i f o r n i a Office of t h e P r e s i d e n t : "Technological Change a n d itx Influence on Scholarly Communication a n d Information Management" / Maggie Horn Chet Grycz began his informal presentation with two stories: In the first, Alice asked the caterpillar, "Which way shall I go?' and the caterpillar a n s w e d , ' I t depends on where you want to get!" And in the second. an executive reported to his board: "Last year I noted that we were at the brink of the precipice. This year, we have taken a big step forward!" His point in telling these stories was that we are troubled by the precipices which loom before us and are trying to figure out where we want to go. Grycz spoke of h i s classes in contemporary issues in publishing. where students discuss c u m n t publishing trends as part of a large continuum. This continuum began with the first human writing, cave painting (human thoughts expressed in images), which was replaced by hieroglyphics and Oriental characters (pictographs, but more abstract than actual pictures), which were in turn replaced by the alphabet (a series of finite, absolute, abstract images), and now replaced by an abstraction of the alphabet (the binary on/off of the computer). As we now have the ability to be removed from the physicality of the book, so also the idea of copyright has developed over time and now must be dealt with in its digitized form. We are now able to present visual images and auditory performances i n a digitized form. We have achieved the unification of all arts and sciences on one digital platform, although the ability to access and use this digitized form is not ubiquitous. For instance, in Romania (a country where telephone communication is still chancy) networking and digitized information are still in the future. Into the next century, Romania (and many other countries)will still have print-based (or slideor film-based) markets. In general, Grycz believes the Internet's ability to deliver information is being oversold. The Internet is a disorderedchaos of undifferentiated information, and we are faced with taking this new information distribution system and using wr knowledge to organize and deliver the information. Grycz challenge us to take advantage of the skills we have and get involved. The system of scholarly publishing which has been developed over the centuries is complex, and it works. To think we don't need this system is to have blinders on. The skills for achieving and retrieving information created within the system of scholarly publishing are also necessary within the Internet, yet these skills are lacking in many scholarly publishers, who have not worked on the Internet, for the most part: there is an absence of "bibliographic intelligence" on the network. As human writing changed, so scholarly publishing is experiencing its sweep of change as it moves from printed material to ASCII to SGML. The ideas of imprimablr, imprint, and mentor are also changing. For example, the undifferentiated information on the network has no imprint. no validation, by a publishing authority. Oddly enough, this situation actually reflects the early stages of scholarship. when the scholar owned the imprint; only later did the publisher acquire it. Grycz suggests that as we have returned to the scholar-owned imprint, we will probably return to the mentor model whereby the student turns directly to the teacher for direction. Serialists arc standing with scholarly publishers on the edge of the precipice. When scholarly publishers figure out what they will be doing, we will be working on new models of "check in" and billing to accommodatethe new formats. There may be an article-based journal, rather than a volume-leveljournal. There may be more articlelevel delivery to the individual patron, linked to digital information, and other citations. Given our unstable situation. it is essential that we turn things around and ask what we can do. We must become part of the development of the new publishing. To that end. Grycz left us with these last thoughts: I. Content is more important than nanosecond transmission speeds. 2.Quality assuranceand brand name recognition arc essential marketing concepts. 3. Maturity of the network will bsing better conditions without loss of excitement. 4. A polyglot free market provides defense of abuse (first amendment rights in print are defended by librarians; this nccds to be extended to the net). 5. Everyone has a right to remuneration for contributed value; the idea that information is free is okay hut we mustn't take the idea so far that we lose the fact that people have a right to be compensated. Robert W e b e r , P r i n c i p a l , Consulting Resources: "The P u b l i s h i n g : Lessons F r o m Workshops" / Sandy Barstow N o r t h e a s t Future of R e c e n t Weba described the workshops he has teen facilitatingas "thirty to forty people in a room for two days" reacting to approximately 185 hypothetical events. As an example of the type of event considered by participants. k posited a multimedia-fapable PC available to schools for $400,and asked what the implications of this technology might be. for school publishing. These workshops have been held since 1991, and Weba spent some time describing the conclusions participants have drawn over the last four years. how they have changed, and how they lue relevant to our day-today o p t i o n s . In 1991, librarians were telling Wcbcr that his idcss were "pie in the sky." Libraries would continue to exist in their current configuration, and print media would continue to dominate. While it was acknowledged that changes would occur. the rate of change would not be as fast as some people were predicting. Weber commented that change is hard to see when you are in the middle of it. and suggested seeking a cure for what he called "muraldyslexia"(an inability to read the handwriting on the wall). Weber saw a paradigm shift starting in the fall of 1992. Participants in his workshops we.re beginning to accept the existence of a "new world publishing, that would be. fast and bascd on elect~onicinformation. In contrast. they saw that "old world" publishing. which was print-based and predictable, would decline in importance as modular publishing and multimedia integration took hold. Participants were cautious about committing to this shift, recalling that some early adopters of technology have "lost their shins." By the spring of 1993. Weber was noting that workshop participants were less apt to argue about the fact that changes were, coming, and more likely to discuss how to accept and profit from the changes. They began to see that "personalization of information" would be. enabled by the new technology, and that value could be added by providing specific answers rather than just information. More recently, workshop participants have increasingly come to accept elec~onicformats and multimedia. The application of the Mosaic front-end graphical interface to the World Wide Web is making it possible to provide visualization of scientific information. The Internet is starting to be seen as a "virtual business place," or "information shopping mall." Weber discussed the impact of these technological changes on various groups involved in dealing with scrials. As the route from the original inforntion to the end-user changes, the role of librarians as the distribution channel for information must also change. Rights management is the "soft underbelly of electronic publishing," and both publishers and librarians will need to understand the issues involved in distribution and redistribution of elcaronic information. One of the major issues facing publishers is the nccd to evolve fromuse of a print revenue model to an electronic model. Most publishers are currently outsourcing multimedia development rather than producing it internally. Publishers will also need to rethink the way they do business with authors. Library issues arising from the new technology include the conflict betwe.cn the concept of fair compensationfor use.of information and the belief that information should be frcc, particularly when scholarly information has been provided by the universities in the fmt place. Metering technologies, which allow for obtaining information at the article level rather than by volume, are already available. However, preserving the integrity of the information within an electronic article is a major CMIccm. The new technology gives rise to an.evolving industry structure. Weber discussed the possible nature of this structure. focusing on the publishing industry other than the mass market books segment. The players in this industry include the network builders, the network operators. the content providers, and the end users. While it would appear that the content providers will have the profitable edge, Weber believes that the real winners will be the publishers and other companies who develop the capability to repackage and provide exactly the information needed by the specific end-user. For example, the course-pack publishers are a growing segment of the publishing industry. As for the libraries, there is a real risk that consumersof information will stop thinking of the library as the place to go for their information needs. As information becomes more readily available in the home, via commercial services such as America On Line and CompuServe, how will services provided by libraries, such as Dialog access, be perceived as a value-added service? Weber did not provide an answer to this thought-provokingquestion. Dan Tonkery, President and CEO, Readmore Incorporated: "Reshaping the Serials Vendor Industry: How to Survive the Impact of Technology and Shifting User Expectations'* / Margaret Ferley Tonkery discussed the effect of new technology on his industry. Several trends have emerged. The fmt is digitalization: music, sound, print, and images can now be encoded and transmitted in digital form. The second is economy: with budgets tighter than ever, managers are seeking a return on the enormous investment that has been made in technology. The third is re-organization: libraries axe shifting ~esourcesfrom technical services to public services. Serialists must adapt to these changes: technology and technological change we here to stay. New technology has helped serials agents enhance their performance. By using file transfers, tapes,and EDI, they can now process claims and ordm mom quickly. As the cost of computing falls, savings in equipment can be passed on in lower service charges. By making small agents the equal of large ones and by enabling them to createservices based on user expectations, technology has reshaped tlje vendor industry. The central role for agents has, however, been in the world of print and this world is not growing. The shift from paper to digital or computer-based installations continues. A recent decline of 20% in subscriptions is the dark hcrald of the digital library of the future. Vendors who try to remain in the print world will find themselves without a role in the new cyberspace. The hope of vendors is that the "virtual library" will need a "virtual agent." In addition, some smaller publishers will require brokered services. Agents could help to arrange digitalloptical media warehousing. Cross-sections of scientific, technical and medical journals could be converted and shared. Agents may also have a role in the system of intellectual property rights and payments. For example, an agent's database might contain pricing information for access to journal articles; rates might be determined by page, by paragraph, by chapter, by work or by connect time. Younger researchers, comfortable with technology, will use peer-reviewed scholarly communication forums. Paper-basedscientific. technical and medicaljournals will tend to disappear,replaced by elechunicd i a The issue of access versus ownership will intensify. Right now intellectual property rights pose a stumbling block; new legislation is needed to cope with an electronic environment. So while the age of print format libraries is over, and the entire environment is in flux, Tonkery sccs an ongoing role for an intermediary. the vendor, especially in tracking financial transactions. Thus, he observed in closing, "on the information superhighway, the agent will be the toll collector." Naomi C . Broering, Director, Biomedical Information Resources Center and Medical Center Librarian, Georgetown University M e d i c a l C e n t e r : “ C h a n g i n g F o c u s : Tomorrow‘s Virtual Library” / Margaret Ferley Ms.Bmering usedthe Biomedical Information Resources Center as an example of an evolving vimtal library. The menu selections offered by this system include bibliographical systems, research chemical information, druglpoison information, and information on drug interactions. It also offers e-mail. Ms. Broering explained that the virtual library is networked, automated, and digital; it allows access to multiple databases and to data in multiple formats. In a sense, it is the Internet. Every kind of electronic text service is already hen: full-text documents, electronic publishing, and document delivery. Increasingly, scientists manipulate not text but images at their ever-more-pwerhrl workstations. We are going to have to catalogue images, and index images, and make images available in OPACs. The demand for images is everywhere: slides, videos, voice programs, X-ray images, art, museum objects: all must be properly cataloguedand made accessible. Ms. Broering laid great stress upon two points: first. that the United States must dominate the knowledge industry so that as the rest of the world seeks information, it will be the products and services of the United States that it buys; and secondly, that we as librarians cannot wait for new technology to come to us; we must seize it. Sheoffered some examples: Libraries should be developing specialized databases, such as the Human Genome Bank, that scientists and researchers have an increasing need to access. An example to be found on the Biomedical Information Resources Center system is the publications of local TescaTch6. Another area to explore is educational software. The researchers at Georgetown have developed an electronic textbook on human physiology that uses mixed media: voice, text and animation. There is a role for librariesin creating thesesystems and databases. It entails forging closer links to academic computing and to academic systems. Computer-systems experts will deliver the information structures; it is up to the librariansto put up the knowledge structures. NASIG 9TH ANNUAL CONFERENCE PLENARY SESSION 11: Introspective View of Change and Choice I Cheryl Riley Linda hiQore, Chief Executive Officer f o r tranSKILLS: “Getting Past the Rapids: Individuals and Change” Linda Moore. Chief Executiveofficer for hanSKILLS. a community-based Canadian organization, focused on individual reactions to change, using the metaphor of the North American Voyageur. Moore identified several patterns of how people handle change as well as the qualities of people who are willing to voyage to a new place first. The first step many people experience when wnhnting change, according to Moore, is retrenchment. There are three aspects to retrenchment: people ignore change, resist change, and utilize old solutions. Moore borrowed from !mnsactional analysis and listed four negative games people play during retrenchment: Ain’t it awful, Yes...but. Attack/ defend, and C.Y.A. Continuing the voyageur metaphor, Moore outlined several techniques for dealing with change that take us beyond the negativity of retrenchment: scout the landscape. hang out with voyageurs, take things one day at a time, remember you are allowed to hit the shore, learn to portage. remember you are allowed to jump the canoe. and do whatever it takes. Moore encouraged people to rememberthere are several roles associated with change: if the individual cannot be a voyageur, then consider therole of the backer or the outfitter. In summary, Moore stressed there are different ways to approach change and not all of us will be able to handle change well. Some of us will be angry about the change, others excited. but we will all be fearful. We must share, help each other. and celebrate the fact we made it through another day. Moore believes that by embracing the human spirit. we can approach change with enthusiasm, respect, and joy. thereby enjoying evolution, not revolution. NASIG ~ T HANNUAL CONFERENCE PLENARY SESSION 111: Choosing Change: New Products a n d New Skills Richard Entlich, Technical Project Manager, Albert R. Mann Library, Cornell University: "Electronic Chemistry Journals: Elemental Concerns" 1 Andrea R . Testi Richard Entlich discussed the CORE (Chemistry Online Retrieval Experiment) Project, a five-year electronic library project to deliver primary informationresourcesto the researcher's desktop utilizing elechunic 'republishing' techniques. The project, in its final year, is a collaborative effort among five institutions - Cornell University is the host institution; Bellcore and OCLC are providing hardware and expertise for building the interface and the database.; and the American Chemical Society (ACS) and Chemical Abstracts S m i c e (CAS) are providing more than twenty journals covering seven years of data and associated indexing. The project is focused on translating existing typography files to a suitabledatabase format and devetopinguser interfacesto enrich the access to thesedocuments. While there are shared objectives to examine the myriad "technical, logistical, economic and sociological issues facing publishers, libraries and scholars in the shift from paper to electronic dissemination of scholarly research," each collaborator has a different focus. For example. Cornell library has concentrated on the issue of "ensuring that scholars retain unimpeded physical and intellectual access to journal wntents after the transition to electronic access takes place." The CORE database uses Standard Generalized Markup Language (SGML), a standard grammar that specifiesthe component elements of a document through descriptive tagging. The system that has k e n created "will provide networked access to over half a million pages of machine-readable text and graphics from ACS journals," a particular challenge since chemical infomation is one of the most difficult textual formats to represent electronically, as it is tilled with special characters, complex tables, and chemical formulas. If this project is successful in resolving some of the more difficulttextual problems,the database.can serve as a template for others in bringing existing paper products into the world of e l m n i c publishing. Entlich noted some factors that he sees affecting electronic journal acceptance in a given discipline: existing level of computerhetwork use; strength or cohesiveness of existing publishing enterprise; rate of growth of literature; strength of ties to the past; importance of rapid dissemination; access to new publications; and the existence of a standard document format. In closing, Entlich stated that there is still much work to be done; however, he for one "refuses to become an early casualty on the Internet highway." Mark S . Boguski, MD, PhD, Investigator, N a t i o n a l C e n t e r f o r B i o t e c h n o l o g y I n f o r m a t i o n ( N C B I ) : " A d v e n t u r e s i n Information Space: Biomedical Discovery in a Moleeulcrr Sequence Milieu" / Eric Celeste Mark Boguski began his talk with a provocative picture of a newborn baby superimposed on a gene sequence.He described the 15-yearhistory of GenBank, the repository for the Human Genome project now housed at NCBI. Scientists use the GenBank both to compare their findings with past findings and to publish their fmdings. GenBank contains data on the human genome, and also the genes of mice and yeast. A scientist with a newly discerned gene sequence will conduct a partial string match against the data in GenBank to see where the new sequence might fit This comparative analysis is critical to the work of geneticists around the world. The evolution and intensive use of GenBank might be an indicator of the kind of transformation electronic data may hold in store for other fields. GenBank gives researchersdirect access to primary sourcematerials and is widely referenced in the field'sliterahme. The data in GenBank has k e n doubling every twenty months for the last twenty years. In fact. Boguski pointed out, all biomedical databases have been growing at an explosive rate. Linking these systems increases all their value. GenBank has created the "Entrez" CD-ROM to link these systems with graphical user interfaces for the Macintosh, MS-Windows, and X-windows systems. In addition to explicit links between gene sequences and the proteins they code for. the "Entrez" system provides implicit (pre-wmputed) links to articles and absaacts in Medline and between those articles by using, for example, term frequencycomparison. GenBank itself grows because of its wide acceptancein the field. Before publication, most genetics journals require that any gene sequence described also be accompanied by a GenBank accession number. This is a strong incentive to contribute to the database. The data is so critical that many scientists demand daily updates. Each day, hundreds of sites copy the whole database via FIF (file transfer protocol). The data is also availableon CD-ROM and via e-mail, client/server Internet tools, and a "BLAST network server. Thousands of people search the database each day. The clienUserver Internet tools allow interactive searching, while the "BLAST server does a sequence "similarity search across the whole GenBank database. Boguski painted out that these services requirc significant computation resources.For a taste of GenBank services, Boguski suggested looking at the URL "http://www.ncbi.nlm.nih.gov" which is the GenBank home page on tbe World Wide Web. As a (tongue in check) example of how the GenBank system can be used for quick analysis of data, Boguski told a funny story about how he searched the gene sequence presented in the book h a s s L E & one evening. He found that the author, Michael Crichton, had actually used a thinly disguised bacteria sequence in the novel, not a dinosaur gene sequence at all. A Portland newspapa even covered this "story" with the headline "Crichton's dinosaur code shown bogus by Boguski." Boguski wondered if this would be his greatest contribution to science! Marjorie S. Bloss, Director, Services, Center f o r Research "Grabbing the Bull by the Tuil: During Change" 1 Eric Celeste Technical Libraries: Holding on Marjorie Bloss. looking at the world through her "maturinglenses," recognized that thaearr days when we feel we are being taken for a ride and we need to take control of our professional lives. How do we respond to change when we feel at the mercy of circumstance?One way to gain conhul is to analyze the situation. Bloss did this by offering four observations, eight techniques. and one obvious truth. Her observations were: (1) Budgets won't increase; we will be asked to do more with less. Fcderal governments are reverling programs to state and provincial control, otien without sending the tax dollars along. Statereductions in funding are rippling through to libraries and vendors. Also, the number of eligible undergraduates has recently been declining, putting further pressure on already strained academic NASIG 9THANNUAL C 0 " C E budgets. ( 2 ) Technology liberates us from limits and increases creativity. Technology has led to increased efficiency (using the vs. using OCLC), changed our communication habits (interlibrary services and the Internet, for example), and libezated access (the ability to edit and re-edit word processed documents, for instance). (3) There are many management styles; we should examine them all, but choose one and then be willing to change. Our organizations have been blurred by technology and funding cuts, the pyramid structure has been squashed,and employeesare getting more of a voice in the workplace. We need to be aware of h-ends like TQM and re-engineering, but make our own choices. (4) We must use. common sense and not underestimate our own gut reactions. The techniques she described were: (1) Take the time to analyze the big picture. (2) Be prepared to market aggressively; when competing for limited funds, we have to play the game the way it is played. (3) Work towards better understanding; technology is changinginternal and external relationships. (4) Be a problem solver; there is no room for resistance to change. ( 5 ) Make opportunities out of ambiguity, don't just tolerate it. (6)Don't take it all personally; realize that there will be times when you win, times when you lose, and times when it rains. (7) Continueto communicate and grow. (8) Remember to laugh; occasionally you should "call in well." Bloss closed with the simple truth that if people who handle &als can't handle change, then no one can. We just have to teach the rest of the world how to handle serials. NASIG ~ T HANNUAL CONFERENCE C O N C U R R E N T S E S S I O N I: M a n a g i n g Organizational Change I Donnice Cochenour Pieter S.H. Bolman, President, Press: "Change Within and Change t h e Structural Adaptation of Publisher" Bolman addressed organizationalchange strategies in the publishing world. describing how technology and market changes affect planning. He began by describing the effects of technological innovation within society. Technology is one of the driving forces for change in OUT society, and companies,including publishing companies, have gone out of business as a result of technology changes that were not anticipated. These changes were relatively sudden: until the current technological developments, little had changed for publishers since Gutenburg. Such a stable environment is unlikely to repeat itself, yet publishers have little technology in their skill-sets and are basically intellectuals who buy the needed technology through contracting for printing, typesetting, etc. New technology can add value, but it also can subtract value, depending on the end-user's specific noads. The user must compute the added value and the subtracted value to determine whelher to use the new technology. Boiman feels there is no subtractedvalue great enough to stop the implementation of new electronic technology in the scholarly communication process, so it is important to prepare for the change. Because technology influences not only the way Academic F'ress is organized but the way the whole industry is organized, Bolman decided that Academic Press should identify needed changes by examining those changes in a context larger than just within his organization. Functions are organized around the technology used, so technology changes will affect the whole indushy. It is from this perspective that change must be planned for and implemented. In order to ddine the importanceof technological change to one's business, a clear understanding of the company mission is important. Academic Press is "in the business of fulfilling the active and passive information needs of research workers." The terms "active" and "passive" are used in the Dutch sense: "active" means the right to elect; "passive" means the right to be elected. An active need for the researcher is to uncover and share (publish) new information; a passive need is to read others' work in order to petform. The researcher actively needs a variety of outlets for accredited publication of research results categorized by subject, perceived audience, quality and prestige: i.e. a journal. The researcher passively needs access to the archives of earlier publications. Publishers add value by ..making appmpriate journals available. organizing and maintaining accreditation and quality control, archiving with appropriate bibliographic control, creating an ofticial source for document delivery, and making the information public. Libraries add value by collecting, classifying and giving acmss to past work which makes future work possible. Bolman emphasized that publishers' and libraries' missions are very much intertwined. Technology which causes changes to one will very much affect the other, so both must be examined together. We must look at the whole cycle of scholarly communication to study and plan for change. For example, a library's decision to use document delivery instead of subscribingto a journal will affect the price of subscriptions and copyright fees. Isolated decisions aren't really isolated and will have repermssions. Since the three participants in the scholarly communication cycle (scholar, publisher, library) are not pan of the same organization, no one can control these changes through "top-down" managerial decisions. The participants must voluntarily engage in joint experiments in order to establish which system configuration adds the most value for tk researcher and subtractsthe least. Academic Press has recently added the position of Electronic Publications Director. The person filling this position has experience as both a publisher and scientist. He knows enough about technology to make clear what he wants to accomplish and does not use technology to solve a problem that doesn't exist. He reporb directly to the CEO. formulates strategic plans covering all interfaces in the chain of author--publisherprinter-networks-librarians-ders. He will formulate pmposals and joint experiments, develop standards,and also deal with business, economic and legal issues. Bolman feels this position will provide the active leadership necessary to overcome the resistance and fear of change within the organization. Gradually each department will develop its own expertise to deal with their mission using the new technology. NASIG 9THANNUAL CONFERENCZ Bolman emphasized that Academic Press is open to experiments with librarians regarding CD-ROMs, networking publications, and site licensing. He feels it is essential to realize that publishing is likely to go through a "paradigm shift' that affects the indushy as a whole and we (the triangle of researcher--publisher-librarian) shouldorganize for thechange. Mary Elizabeth Clack, Serials Recorda Librarian and Staff Development Officer, Harvard College Library: "Managing Organizational Change: the Harvard College Library Esperience" Clack began her presentation by describing major projects that have resulted i n changes at her library: implementing an automated system and implementing a strategic planning process that resulted in the reorganization of the Cataloging Services Department into teams. She was also appointed to the half-time position of Staff Dcvelcpmentofficer as a direct result of the strategic planning process. These events, and anticipated changes yet to come, have led to the creation of a staff developmeatprogram to support the pmccss of change at Harvard College Library. After setting the stage with these examples, Clack discussed thc nature of organizationalchangetoday. myths about change, coping shategies to employ in a changing environment, and the role of leadaship. Clack described change as ongoing, occumng at an unprecedented rate, and unpredictable, difficult to anticipate or manage. Change is not an event, but a process. Using an illust.ra.tion from William Bridges' book, the blpgtpf CItaugs, Clack described the proccss in thme stages: the ending, the neutral zone, and beginnings. The ending stage is where people identify what they might lose because of the change and what they can preserve from the old onla. The neutral stage is one of confusion, but also energizing and creative for some. This stage is narSSary and can't be rushed or true transition won't take place. The beginning stage is whue p p l e am ready to address thc new order in a constructiveway. Change is both personal and systemic. On the personal level, p p l e will react differently based on their perception of the change. At the organizational level. change causes a ripple effect. It is easy to ignore interrelationships. causing fragmentation that can be deadly, like the patient who had five operations at o n a each operation was a success but the patient died of shock. Clack listed some common myths about change: the concept of change as a planned, linear process that can be controlled; the expectation of a visionary leader who can anticipate and initiate change; and that stable organizations still exist. Clack found two authors that present change models which don't rely on the myths describedabove. In ,Ralph Stacey says that future directionsarc unknowable and we can't rely on thc stability of the past. We must accept the paradox of stability and instability within the same organization and allow strategic directions to emerge. New maps will result as a part of the process. We should not expect fullycharted maps in advance. In ' ,Margaret Wheatley prefers a holistic approach to change that values relationships and connations between parts. She finds value in the unpredictabilityin chaos, in the blurring of functions, snd theconstant interweavingof functions and relationships. Wheatley applies the concept of field theory to organizations. She considers mission, vision, and values as fields which underlie all that happens in the organization. In this approach, information is dynamic (in-formation) and capable of creating structure. If all staff have access to information and are allowed to participate in discussions. the organization will be "swimming in many interpretations" and thc result will be a rich and diverse sense of the organization's activity and futuredirection. Using these concepts, Clack outlined some strategies for managing change: -Find balance between extremes by incorporating paradox into our thinking -find ways to anticipatechange -Make strategic planning an integral part of ongoing Work -Involve staff at all levels of the organization -Understand that the product is the process, more like a compass than a road map for change -Support training that incorporates the team process and problem solving rather than stressing technical skills -Provide a forum for clarification and discussion of organizational values Clack described a series of activities used at Harvard College Library to clarify their organizationalvalues and aspirations. She stressed thc need for a statement of shared values to emerge from a discovery proccss rather than by indoctrination. Finally, Clack identified two types of leaders: the hierarchical leader (formal) and roving leader (informally evolving). To create an environment that enables change, the hierarchical leader must identify and support the roving leader and be willing to follow him or her. Clack concluded that implementing these-strategieswill make our "organizations more hospitable to change and OUT collcagues better equippcd to embrace i t " NASIG 9TH ANNUAL CONFERENCE CONCURRENT SESSION XI: Reports f r o m the Frontiers of Change I Amlra Aaron I found the concurrent session entitled "Frontiers of Change" to be. one of the more innovative and thought-provokingexperiencesof the conference. All of the talksf o c d on change and risk-taking and contained a challenge to the members of the audience to take some risks in their own professional lives and i n their own institutions. Sharon Cline McKay, Product Manager, Dynix Marquis, lnc.: "Wanted: Information Manager: N e w Roles f o r Librarians and Vendors" I n her talk,Sharon Cline McKay used her own career to demonstrate the variety of positions and environmentsin which we as librarians can use our information skills. McKay has held various positions, working for libraries, informationcenters, utilities, and vendors of subscription services and automated systems. She is presently P d u c t Manager for Dynix Marquis and skcssed that this is not an "alternativecareer" for a librarian, but just one of the many typcs of jobs in the information field which requires our skills and knowledge as library and informationprofessionals. McKay's presentation centered on the similarities and differencesbetween working in a library and for a vendor. She noted that we have a basic disbust of colleaguesthat have "gone over" to the vendor environment and that we seem to especially resent salespeople. She questioned why this should bc; the field is bettcr off with librarians employed by vendors and as long as we need to purchase items and sewices, we need salespeople to sell them to us. Similarities between working in library and vendor environments include the following: we are all information managers and members of the information chain; we pmvide services for end users; we participate in professional associations; and we make use of our skills and background in information science. The vendor environment differs from that of libraries in the following ways: Decision-making is faster (usually not by committee!); there is a bottom-line orientation; there - i s usually more travel; and timeliness is essential. Why work for a vendor? McKay cited some of the following reasons: vendors arc on the cutting edge of technology and librarians employed by vendors can help shape products for the marketplace; there is more autonomy (and responsibility); and the corporate environment, which operates with fewm committees, is potentially more satisfying and leads to a greater sense of accomplishment for the right person. Myths about working for a vendor include the following: vendors pay more; travel is glamorous; everyone will love you; you can keep "banker's hours;" there is no stress. McKay helped us to dispel some of thcse popular myths! McKay next offered some tips on considering and implementing career changes. First the librarian must do a thorough soul search and decide whether he or she would be.content in a corporate environment working for a vendor. Networking with the right people and finding out about job opportunities is crucial, as vendor positions are normally not advertised. McKay advised us to build on our strengths; if you have a strong serials background. the place to look for a position is probably a serials management agency. She stressed finally that it is now possible to move back and forth between a vendor and library environment; in fact, having worked for a vendor, a librarian will likely be even more marketable. As a librarian who has also moved easily between library and vendor environments, I especially enjoyed McKay's talk and agreed with her premises. I hope that she inspired several of the librarians in the audience to at I w t consider pursuing a career outside the traditional library setting. At the end of her talk, McKay recommended the following article for further reading: "Extending the librarian's domain. a survey of emerging occupational opportunities for librarians and information professionals" I prepared for the Special Libraries Association by Forest Woody Horton, Jr. (SLB : - no. 4). Washington, DC, Special LibrariesAssociation, 1994. libraries, but also Federal, Corporate, and the sales operations in Latin American and Asia-Pacific. Also.the internal sales support functions report to Michael as well as the sales reprcscntatives. Michael comments: "It does make for longer work days ..._but I'm enjoying the added duties despite the current climate in most of the library world these days." Michael can be reached at (804) 320-7837 or (800) 999-3594 X258. Internet: @FAXON.COM ******* C h a r l e s G. M a y was Services Coordinator at SOLINET and is now Automation Librarian at New Hanover County Public Library in Wilmington, NC. Charlie is responsible for the library's VTLS system and CD-ROM network. In addition, he is Head of Technical Servicesfor the main library and the threebranches. He reports that New Hanover County is an ocean resort community and that one of Wilmington's industries is movie-making. "Matlock is filmed at the large studio in town, and the neighborhood is regularly studded with entertainment stars. Charlie's Internet address is and his business phone number is (910) 341-4036. ****I** David L. Rodgers, formerly Director of Electronic Products and Services for the American Mathematical Society, is now Research Scientist at the University of Michigan, School for Information and Library Studies. He will be working on projects associated with digital library and scholarly electronic communication and publishing. David's new e-mail address is . ******* Cheryl Scbeer became Head of Technical Services at the University of South Dakota's Lommen Health SciencesLibrary in March 1994. She had k n cataloger with the Library Management Network Consortium. Cheryl wrts that she likes the diverse responsibilities that come with working in the smalkr environment of a special library. She does acquisitions, cataloging, administration and budgeting, along with creative activities in Internet workshops and developing training guides. Vancouver was Cheryl's fmt NASIG conference and she found it immensely helpful to talk to other serials people and to colleagues using the same serials system. She can be reached at (605) 677-5121, or, . **I**** ******* ******* A M VidDr is the new Vice-ChairlCbair-Elect of the Serials Section of A L C T S . Her phone number at Emory University is (404) 727-6833. Internet: .EMORYEDU Colleen Wall was Serials Librarian at 3M in St.Pau1. Her new job at 3M, in Information Services, is writing current awareness profiles for 3M personnel located all over the world. The new job is a radical departure from Colleen's traditional serials department tasks to the reference world where she focuses on online searching. She can be reached at CWALL@MMM.COMor at (612) 737-9953. Josephine Williamson is now Head, Acquisitions Department at the University of Delaware. Her previous title at the University Library was Coordinator of Serials. Her phone number is (302) 831-2670; Internet address is IOSEpHINE.wILLIAMSON@~S.~EL.EDU. Congratulationsto all! NEW NASIG MEMBERS I Theresa Baker and Carol MacAdam Welcome to the following NASIG members who have joined since the last issue of the Newsletter: Allgood.Everett CatalogueLibrarian Birmingham Area Library Service (205) 226-3720 Altenberger, Alicja Head C!ataloguerRefereweLhuian HarvardUniversiry Graduate.School of Education Internet: ALTENFJAL@€IUGSEI.HARV~.EDU (617) 4954285 Anemaet. Jos CatalogLibrarian Oregon State University Intemet: Ah' (503) 737-7387 Bedor,Donna Paiodicals Librarian Fort Lewis College Intemec BEDORD@FXC.COLORADOBDU (303) 247-7342 Benson, Polly Serials Librarian George Mason University Internet: (703) 993-2204 Blosser, John P. Serials Cataloger Northwestem University Intemet (708) 491-2941 Breithaupf John Dircctor General Allen Rcss Inc. Internet: (913) 843-1235 Bright, Alice Saials Librarian Carnegie Mellon University Intemex: (412) 268-7312 Buckingham, Jean& Collection Coordinator Universie of Alberta Internet: (403) 492-7932 Burgos. Mary Head ofRcsourcs Columbia University Internet MBURGOSQLAWMAIL.LAW.COLUMBI.EDU (212) 854-8413 Button, Leslie Homer SerialsLibrarian University of Massachusetts Internet: BU' (413) 545-0738 Case,Candice K. SerialsLibrarian Harrisburg Area Community College (PA) Internet: (717) 780-2463 Chambers,Mary Beth Senior Librarian (SerialsCataloger) Nosthem Arizona Univmity Internet (602)523-9605 Clancy, Bridget Arthur Assistant Librarian for Technical Services University of Pennsylvania Internet: .".EDU (215) 898-4445 Cracknell. Linda Wilfrid Laurier University Intrmct: (519) 884-1970 x3413 DeSoignie, Ralph Promotions Manager Allen Ress Inc. Internet: ALLENPRESSAM@DELF'HI.COM (913) 843-1235 Dobson, Vinita C. Catalog Librarian Texas Christian University Internet: (817) 921-7691 Drabek. Hilda L. Serials Supemisor University of Connecticut Internet: H B W M 8 (203) 486-2669 Lhpras. Rheba Paiodicds Librarian University of Alaska, Fairbanks Internet: (907)474-6693 Durdcn. Iris B. Assistant Acquisitions Librarian Georgia SouthernUniversity (912)681-5114 Dvorak,Geane Special Sales Manager Sage Publications Internet: GEANJ3-DVORAK@SAGEF’UB.COM (805) 499-0721 xl50 Estella Kathleen Regional Sales Manager Faxon Company Internet: (617) 329-3350x537 Fletcher, Christine Student Louisiana State University (504)388-3333 Grice, n a M. serials cataloger University of Oklahoma Internet: (405) 325-5524 H a s t , Ruth Paying Team Leader University of New Mexico (505) 277-7218 Hem,Elaine Associate Library Director Lewis and Clark College Internn: (503) 768-7271 ntis, Deanna W. Catalogingcoordinator Oregon State Library IntUnet: DEANNA-WJLTIS @OSLMAC.OSL.OR.GOV (503) 3784198 x245 Isabelle, Elizabeth Serials Cataloging Assistant University of Chicago Internet: €IICAGO.EDU (312) 702-8769 Jizba Richard Refaence Librarian Creighton University Internet: (402)280-5142 Johason. Kay G. Student/Libray Parapmfessional Univmity of Pittsburgh Internet: (412) 648-7788 Kobyljanec,Kathleen Serials Libmian Case Western Reserve University Internet: (216) 368-8656 Koziol. Scott saialscataloger State University of New York, Stony Brook Internet: (516) 632-7140 LaGrange,Johanne serials Librarian Columbia University Internet: (212) 305-1406 Long. John SalesManager. Nonh America Institute of Physics Publishing (800) 358-4677 Long. Maureen s a i a l s and Govanment DocumentsTechnician Yukon College (403)668-8872 . Man, Dianne L. Assistant Univmity Librarian vechnical Services) University of the Witwatersrand Internet: 27 11716 3816 McGIinchey, Sean H. SubscriptionsManager Current Science Internet: SEAh’@TPS.CURSCI.COM (215) 574-2221 DiaMelton, Sonja Serials Librarian Michigan Technological University Internet: (906) 487-2484 Middleton, Chcryl GraduateAssistant Lousiana State University Bitnet: LSMIDDQLSUVM (504) 388-3333 Miller. Abby Library Technician III University of Colorado,Denver Internet: (303) 5664514 Nachman, Julie Assistant Serials Librarian Georgetown University Internet: JNACHMAN@GWAX.GEORG~OWN.EDU (202) 687-7503 Pauley, Joy Coordinatorof Technical Services Southan Nazarene university (405)491-6350 Peresich, Mary Giles Head, Technical Processing Semias University of South Alabama Internet: h@ (205)460-6894 Petty, Mary E. serialsLibrarian GonzagaUniversity Internu: (509) 3 2 8 4 2 0 x3853 Porter, Sherry SerialsLibrarian University of North Texas Health Science Center Internet: (817) 735-2467 Prapcr,George Head of W o g i n g Brooklyn Law School (718) 780-7978 Richard, Trina cataloguer University of Toronto Internet: (416) 978-5765 Roche. Tony Director Universal Subscription Services Internet: 44 81 302 7834 Sanders.Melodie serials Cataloger University of Tulsa Internet: (918) 631-3074 Scheffler,&kart A. Vice Presidem Walter de Gtuytcr, Inc (914)747-0110 Shanks, Paula Acquisitions Librarian MathematicalReviews (313) 996-5250 Shearrer.Cindy Library Assistant Il University of Missouri. Columbia Intqet: (314f882-9159 Simpson. Pamela SerialsCataloger PennsylvaniaState University Internet: (814) 865-1755 NEWMEMBERS S k a m m k , Gail D. SerialsLibrarian Clark University Internet: (508)793-7571 Stevens, Hannah M. ExecutiveDirector Boston Library Consortium Internet: (617)262-6244 Stevenson,Andrew Churchill Livingstone 0279 429655 Strctesky.Lola Library Technician111 University of Colorado, Denver Internet LSTRETESKY @ C U D N V R . D ~ V E R . C O L O R O , FDU (N3)556-3451 Taylor, William L. Government Documents Librarian Georgetown University Law Center Inte.rnet (202)662-9184 westall, Sandra Vice Resident InnovativeInmfaces Internet: (510)644-3600 Wibbing, Bill AcquisitionsLibrarian Washington University Bitnet WIBBING@'WULIBS (314)935-4551 Wilson. Margaret Head,Serials Cataloging Unit University of Kansas Bitnet: MWILSON@UKANVM (913)864-3535 Yeaple, Jennifer D. GovernmentDocuments Assistant Haryard university Internet Y E A P L J Z @ H U L A W I . H . E D U (617)496-2106 Zhang, Yvonne W. Serials Librarian Northwestern University Internet: (708)491-2941 SERIALS-RELATED REPORTS CONFERENCE ALA A L C T S S e r i a l s S e c t i o n R e s e a r c h Libraries Discussion Group Meeting I Susan D a v i s The two speakers, K a t i e C l a r k and Loanne Snaverly, both at Penn State, addressed the topic "What Users Really Think: How They See and Find Serials." Katie Clark, who is Head of the Life Sciences Library, gave examples of some of the problems users have understanding serials records in LIAS, the Penn State catalog, and their article databases. In many cases the users have no idea which region h e y are in, and cannot figure out why there is no call number or holdings information in the record they are using in a database. Some users believe they can locate articles in the OPAC. Other problems occur when users try to interpret the bibliographic information. LLAS displays the entire bibliographic record, no brief or shortened record is possible. Many users believe the publication date information from the 362 is the library's holdings. Since many serial mods arc quite long, there arc many screrrns to page tbrough before the holdings are displayed. h a n n e SMVCIIY,Head of the Arts Library, showed some examples of the difficulties in handling a monographic aeries which may be published as issues of a periodical, , - for example. Penn State has hied to catalog each separately and provide the series tracing to allow users to locate the items with a series title search. Loanne found that other libraries treat this particular title differently. Title changes are also problematic for uxrs to figure out. Complicated linking enhies are difficultfor anyone to follow! In general there was no criticism of serials cataloging or serials catalogers, j u s t a wish for a more simple, understandablerecord in the OPAC. L I T A I A L C T S R e t r o s p e c t i v e Discnssion Group: "Serials Conversion" I Susan Davis C o n v e r s i o n Retrospective This program was co-sponsored by the LITMALCTS Retrospective Discussion Group and the LITNALCTS Serials Automation Discussion Group. The speakers addressed three different topics: conversion of bibliographic records,subscription records and holdings records. Greg McKinney of OCLC gave a brief description of the Harvard RctrospcctiveConversion Project,scheduled for the period Oct. 1992-Dec. 1996. To date 1.5 million titles have been converted, with a 67% hit rate. Harvard checks a random sample of reads as their quality control method. OCLC also performs quality control at their end. Authority c o n m l is also included in thc project. J n d y Fagerholm described how the Palo Alto City Library used bar codes to transfer subscription information from their manual files into the Dynix Serials Module. Their subscription agent, EBSCO, provided a tape of bibliographicrecordsfatho% titles on order with them, about u3 of their 700 subscriptions. This tape was loaded into the Dynix database. EBSCO worked with the library to create bar codes that, when wanded, would issue commands to make the creation of order Iccordsa quick and casy ~IUCCSS. Judy r e p m d that their conversion went more. quickly than shc expected and saved months of work if it had been done manually. S u s a n Davis, State University of New York at Buffalo, talked about using the MARC Holdings Format in a NOTIS environment. When the library first implemented NOTIS, there was a free-text holdings record. The Libraries decided to usc ANSI 239.44 1986 at Level 4 as their standard for inputting holdings information. When NOTIS converted to MARC, UB was in a good position for a machine conversion to MARC tags 866. 867 and 868. These arc he-text fields for bibliographic, index and supplementary material. The ANSI holdings standard has allowed the Libraries to provide clcar and consistent holdings information,at least as well as the name of scrials allows. ACRL Journal Costs i n Academic Libraries Discussion Gronp: "After t h e Fall: Serials Management in the Post-Crisis Age" I Susan D a v i s (Nocc: An c x.p.~ d c dversion ofthis repd Issues. isavc 116) in the Jim Mouw, Chair of the Discussion Group, introduced the panel of three speakers to address this interesting topic. Attendance was sparse, only about 30 people. Nevertheless, the speakers gave three very excellent presentations. October Ivins, Head, Acquisitions und Serials Services, Louisiana State University: "The Serials Survey Project: Zero Based Collection Development at LSU" Ivins described two pilot projects that had been undertaken at her institution. First, she informed us that LSU has had a flat materials budget for the past ten ycars, spending about 85% for saials which the faculty would like to be 65%. After going through a number of cancellation exercises, there was consensus to cancel only 360,000 from their $2,000,000 serials budget! Seventy-five percent of the titles identified as potential cancellations were ranked as essential by at least two departments. Cancellation efforts simply were not effective in reducing the percentage of the budget spcnt on serials. LSU embarked upon a new strategy, that of identifying what is ncedcd. not evaluating what is already plrchasai. In 1993 a test project with the Chemiswy Dcpt. began. Uncover was to be used for a one-month test of document delivery supplying articles to faculty. Each faculty member was limited to 30 essential journals for the test. The library wanted the faculty to identify what was really needed on campus as opposed to what was Bcceptable via document delivery. The results of this initial test were quite interesting. Of the 287 unique essential titles identified in the study, 212 were already owned by the library! Document delivery access was acceptable for 40% of the titles. The faculty had discovaad thatdocumentdelivcry really could work. The project was extended to the Geography and Anthropology Dcpt.. which had identified 1800 titles as essential in previous reviews. After using UnCover, the number of essentials decreased to less than 600,60% already in the LSU collection. The project will be expanded into additional departments in the sciences in 199405. The Library expects next year's cancellation efforts to make significant use of the document delivery data. and they may actually order some new subscriptions! Departments in &e social sciences and humanities will be participating in the project during 1995/96, after which it is expected to be an ongoing process. J a n e t F i s h e r , A s s o c i a t e D i r e c t o r f o r Marketing, MIT Press: "Electronic Journals and the Management of Information: The View from One Publisher's Window" Document Services will receive PostScript files of articles, from which they will supply paper copies of individual articles for non-subscribers, in a document delivery service. Document Services will also receive a Linotronic file at the end of each year, from which it will produce an archival fiche. The MIT Libraries will be archiving the journal, with backup archival sites at Virginia Polytechnic and the University of Chicago. MIT F'ress has had to modify their subscription system to handle orders for this electronic journal. They are, however, pursuing their kaditional marketing efforts. To date they have 12 subscribers, they expect to start publishing in the fall. Martha Whittaker, General Manager, The Uncover Company: "Document Delivery and Collection Management-Strange Bedfellows?" Whittaker believes that document delivery has been accepted as a regular alternativeto ownership by libraries. Consider that we now see access as a part of many collection development policies, and "just in time" versus 'just in case" has moved into mainstream thinking. It is very easy to provide unmediated document ordering by patrons and that new and better technology is developed for documentdelivery. . She also saw a role for Uncover as a service bureau for smaller e-publishers to mount theu e-publicationson the UnCover computer and be accessible with Uncover's search engine. Many libraries are still nervous about the best way to subscribe to electronic journals. so this serviceburcadclearinghouseconcept would be beneficial to libraries as well. There are still some concerns regarding accreditation issues and personnel considerations,as Fisher mentioned in her talk. Document delivery is a very labor-intensive operation, although many libraries report considerable amounts of money saved on subscriptions. Still, an effective partnershipbetween document delivery vendors and collection managers will result in better serviceto library patrons. MIT Press worked with Michael ODonnell at the University of Chicago on an idea for an electmnicjournal in computer science. which resulted in the development of the p They hoped to learn how the academic community would accept an electronicjournal for tenure considerationsand how abstracting and indexing would be handled. MIT Press would develop some in-house expertise with this new format and learn to understand the market and costs for such an endeavor. The journal is a refereed scholarly journal indexed by MathematicalRcvOinceewpsu.blished. articles will remain intact, corrections will have pointers to the original and revised articles may be published &r going through pea review. Individual articles will be published as available. A notice of availability will be posted to the subscriber listserv. Annual subscription price is $30 for individuals, $125 for institutions. Fisher explained that there is very strong price resistance in the individual market, hencethe large price differential. The Press will make both LaTeX and PostScript forms available on its fileserver for several years. after which articles will be moved off-line. MIT Information Systems will store LaTeX source on magnetic tape and "rehsh" these. tapes every five years. The MIT Libraries' PublisberIVendorILibrnry R e l a t i o n s Committee Program: "Let the Sunsbine In: E v a l u a t i n g E t h i c s i n PnblisherIVendorILibrariau R e l a t i o n s " I Susan Davis My report focuses on selected speakers from this program, although I have listed all the names and titles of the speakers. Dolly Prenzel, Chief Contracting Officer, University of Virginia, distributed an excellent handout on her topic, "What a Code of Ethics Should Do For You." A Code of Ethics should: support the mission of the organization, set a staodard. generate thought and discussion, define our profession, be visible, he responsive. promote loyalty, incorporate a set of values distinct from law, create an atmosphere, reflect group values, provide behavioral focus, promote trust, help us separate our professional and personal interests, and simplify our lives. She also emphasized that a code must support individuality and reflect current practice. Managers must be committed to ethics and serve as examples. Prenzel was an excellent speaker, both knowledgeable and entataining. October Ivins, Head, Acquisitions and Serials Services, Louisiana State University, asked "Are Serial Ethics Different?" Sheresponded with a qualified yes. . . . . . . . . T.be serials librarian has a responsibilityto: -acnwtcly repment the account size and mix -accurately represent herhis role in decision making -document agreementsin writing -base changes in account or transfer of account on factual data -not accept colleague's experiencesat fats value -contact the vendor to respond if negative information is heard -ensure thatprompt payment is made -educate selectors, administrators, etc. on fair andahicalpracticcs -avoid spreading unsubstantiated ~ m o r s Ivins advised the audience to use restraint in accepting vendor entertainment. One must avoid a conflict of interest and realize that the cost of entenainment is part of the vendois expenses, which contribute to the level of service charge. Joe Barker, moderator of the session, distributed "Principles & Standards of Acquisitions Practice," developed by the Acquisitions Section. B a r b a r a Winters, Associate University Librarian for Collection Services, Wright State University, spoke on the developmentof that document. Other speakers were: Tony Angiletti. Associate University Librarian for Collection Development, Stanford University and R i c k Lugs, Manager, Approval Plan services. YankeeBook Peddler. CANADIAN Wayne Jones LIBRARY ASSOCIATION I The 49th annual conference of the Canadian Library Association was held in Vancouver, June 14-18. 1994, with the theme "Delivering Quality in Tough Times." During these five days of sessions and meetings there was occasional refereace to serials and serials work, but the most relevant session was the one convened by the CLA's Serials Interest Group. The session was called "Electronic Serials Don't Give You Paper Cuts" (held June 16) and was moderatedby Wayne Jones (convenerof the group). There were two speakas: Darlene Fichter, Head of the Circulation De.pt. and Coordinator of Data Services at the University of Saskatchewan Libraries in Saskatoon, Saskatchewan, and Dr.Midori Knnamwa, Assistant Professor in the Dept. of Management Information at Kaetsu Women's Junior College in Tokyo. Fichter spoke in general terms about the technology of remoteaccess electronic serials -- what they are, how they arc accessed. how they arc starting to proliferate. She also described the University of Saskatchewan's experience with electmnic serials, and gave some useful insights into some policies and procedures for acquiring and storing them. Fichter also demonstrated a couple of electronic serials as part of her presentation. KanazaWa spoke about direct-access electronic serials, specificallyCD-ROM.The focus of her presentation was the use of CD-ROMby libraries in Japan. There were questions for both speakers after their presentations. About 180 pcople attended the session. R E P O R T O N THE S O C I E T Y F O R S C H O L A R L Y P U B L I S H I N G A N N U A L MEETING I John Tagler The 16th Annual Meeting of the SSP, held in San Francisco, June 9-10, attracted nearly 400 attendees r e p e n t i n g the publishing, scientific, libmy and vendor communities. "Reshaping the Information Marketplace," was thetheme of this year's conference. The program was principally devoted to concurrent sessions, allowing attendees to select from topics relevant to their fields of interest. Thus, only two plenary sessions were held - on the Thursday morning opening and the Friday afternoon closing. Both plenary sessions are reported below as well as accounts of concurrent sessions that may be of interest to NASIG membership. SSP Plenary Sessions The keynote address, "New Publishing Technology's Impact on the Publishing Industry Over the Next Ten Years," was delivered by Gregory R a w l i , Associate Professor of Computer Science, Indiana University, Bloomington. Rawlins got the proceedings off to a shaky stan with a presentation that was misguided and ill- conceived for the SSP audience. The speaker's frames of reference were principally in the context of trade or professional book publishing where large print tuns and low unit pricing is the norm. The scenarios he presented offered little of relevance to the SSP constituency. Rawlins posed provocative theses, suggesting that publisheri arc in big trouble in the coming world where elestmmpying is cheap, easy and untraceable. According to Rawlins, there will still be substantial profits to be made from publishing if publishers can price a book equal to what it would cost to elecmcopy a book. Rawlins sees publishers continuing to play a role in the added value function; this will be augmented by traditional promotion and distribution functions. The fundamental change will be a shift from single copy delivery to fees for accessing a publisher's list The cost threshold Rawlins saw as viable for electrodelivery of most monographs is in the $1.00 to $2.00 -figures that did not inspireenthusiasmamong this audience. Rawlins overestimated the savings involved in producing and distributing an electronic edition in lieu of p a p ; similarly he underestimated the editorial, marketing and overhead costs in producing a scholarly publication -- be it a book or journal, print or electronic. At the outset, Rawlins confessed that he knew little about publishing or-economics and many of his off-thccuff calculations and examples seemed to c o n f m that statement. Rawlins' discussion was confined to monographs when, in d i t y , it is tbe journal which is the principal mode of communication among researchers and which o f f m the grratest challenges to librarians and publishersc o d about scholarly communicationin the sciences. Rawlins never acknowledgedthe role of the Library. either in the present or future scenarios. The second plenary was held at the close of the conference. The session presented the findings of an AAUlARL Task Force report. "A National Strategy for Managing Scientific and Technical Information." Julia Gelfand. Applied Sciences Librarian. University of California Irvine. moderated the session. Richard West, Executive Vice Chancellor for Information Systems, California State University chaired the task force, whose charge was to gauge the impact of new technology on how we communicate science. The report offered an assessment of the functions of the scholarly communicationprocess,definition of models of distribution and recommendationsas to assimilating new technology into the process. Models included: (1) traditional print, ( 2 ) modernized models where new technology is applied to traditional print (i.e.. scanned page images) and (3) the emergent model where new forms for electronic information distribution emerge exclusiveof refexence to old skuchnw. The task force report anticipates that at current ram of assimilation, the classical and modernized models will still dominate scholarly communicationin 20 ycars. The emergent model will only represent 10% - 15% of all published scholarly information. Such assimilation seemed too slow to the task force which m m m e n d s the rcconceptualizationof the research process to encourage the emergent model and the reenergizing of the library environment. A second speaker. Colin Day, Director of the SERIALS RELATED CONFERENCE REFQRTS


This is a preview of a remote PDF: https://tigerprints.clemson.edu/cgi/viewcontent.cgi?article=1049&context=nasig

Sept. 1994, NASIG Newsletter, 1994,