TO:
Brian Anderson, Interim Executive Director
FROM:
Gary Miller, Associate Executive Director
DATE:
September 8, 2015
SUBJECT:
PRI Library
Attached is a report I have prepared, with assistance by Susan Braxton, regarding the Prairie Research
Institute library. I have based this report on input from the Prairie Research Institute Library Service and
Space Planning Team which you established last Fall. My main recommendations are:
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On December 18, 2015 close the Prairie Research Institute Library service point in the Forbes
Natural Resources building.
Early in 2016 complete transfer of all library holdings in FNRB to other University Library service
points.
On December 16, 2015 transfer Susan Braxton’s position as PRI Librarian to the University
Library.
Identify processing space in PRI for on-going curation of scientific data and related records that
are not in digital form.
Materials not in the University Library catalog which are held in the PRI Library space, and which
comprise a mix of archival and non-archival materials, should be addressed by the
Surveys/Centers from which they originated.
Form a work group to coordinate and oversee this process. The PRI Head Librarian (Susan
Braxton), the director of the University Library’s Office of Collections (Tom Teper) and the PRI
Associate Executive Director (Gary Miller) should comprise this work group.
The MOU between the University Library and the Prairie Research Institute should be revised to
reflect the unit closure and to address our on-going working relationship including input into the
annual performance review of the PRI Librarian.
The Prairie Research Institute should develop and implement Institute-wide policies for the
management of its administrative records. Organization and curation of administrative records
should be addressed by the Office of the Executive Director including fiscal and human resource
staff of the Institute.
Details and additional recommendations are included in the attached report. Upon your approval of
these recommendations and acceptance of the attached report, we should make an announcement to
the PRI staff and inform the University Library Director. The University Library needs sufficient lead time
in order to accomplish these recommendations including the transfer of our Librarian position by
December 16, 2015.
Report on Status and Future of the Prairie Research Institute Library
September 8, 2015
Gary D. Miller, Ph. D.
Associate Executive Director
Prairie Research Institute
University of Illinois
Report on Status and Future of the Prairie Research Institute Library
Contents
Executive Summary and Recommendations
Prairie Research Institute Library Background
Description of Institute Research Programs
Data Gathered and Consulted
Appendix A. Committee Charge and Membership
Appendix B. Guidelines for the transfer of cataloged collections
Appendix C. Data Services for PRI
Appendix D. Listening session transcripts
Appendix E. Revised Institute Librarian Position Description
Appendix F. Report from University Archives
Executive Summary and Recommendations
The Prairie Research Institute Library Service and Space Planning Team was charged October 1,
2014 with planning for a major transition of the Prairie Research Institute Library, including the
redistribution of the physical collections and evaluation of future service options. The Team met 5
times as a group between October 31, 2014 and January 7, 2015, with additional smaller group
meetings for specific tasks. The information compiled is included herein, and I have used this
information to inform the specific recommendations below, following these goals and guiding
principles
Goals
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Reduce Institute’s investment of GRF in library unit operations by redistributing collections
management and access work to other units of the University Library.
Eliminate the commitment of Institute space to University Library owned materials.
Eliminate work related to the circulation of library materials from the workload of Institute
library professionals.
Direct Institute staff attention specifically to curating Institute research outputs.
Guiding Principles
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The University Library provides library services to all campus faculty, staff, and students.
University Library collections should be managed in accordance with University Library
guidelines.
Centralized processing of library materials and catalog records is both more effective and
more efficient than unit-based processing and management.
The mission of the Prairie Research Institute focuses specifically on curating and providing
access to data and information produced by the Prairie Research Institute.
Storage of and facilitation of access to materials owned by the University Library,
particularly content not produced by the Prairie Research Institute or its member
Surveys/Centers is a low priority use of Institute space and staff time.
Recommendations
The recommendations fall into four major areas: Materials in Forbes Natural History Building
(FNHB), unit operations, and collection development funds; staff; data management and curation
support; Administrative records management and archiving support.
Materials in FNHB, unit operations, and collection development funds
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The PRI Library should close as a physical unit of the University Library on December 18,
2015. It should maintain its current schedule 8:30-5:00pm M-F until then.
Transfer materials in the University Library catalog to other University Library locations
according to University Library policies beginning in March 2015. Processing of catalog
records and physical transport of items will be conducted by University Library staff with
input and assistance as needed from PRI Library staff. This work should be completed in
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early 2016. (See Appendix B for details of transfer guidelines and the order in which
materials will be processed).
Materials not in the University Library catalog which are held in the PRI Library space, and
which comprise a mix of archival and non-archival materials, should be addressed by the
Surveys/Centers from which they originated in consultation with the PRI Head Librarian
and appropriate University Library units. (See Appendix C for detailed descriptions of these
materials and responsible units.)
For publications received on exchange by the Illinois Natural History Survey, the PRI Head
Librarian will provide the University Library’s Office of Collections with an evaluation of
possibilities and costs of transitioning publications received on exchange to paid
subscriptions by December 1, 2015. The Office of Collections in consultation with the
appropriate subject specialists will evaluate the need to retain subscriptions and determine
the most cost effective means to retain them.
Implementation of these recommendations with respect to the University Library and
Survey physical collections will be through focused working groups with quarterly
reporting by the PRI Head Librarian to Gary Miller and Tom Teper.
The PRI Library will continue to maintain a web presence on the Institute home page to
facilitate access to key resources and services for Institute staff.
The University Library has determined the current circulation use at the PRI Library does
not warrant using University Library resources to staff a circulation service point in the
South Research Park. The cost of staffing a circulation desk (for pickup and return of
materials) in the FNHB negates savings to the Institute of closing the PRI Library. Not all
current circulation use from this service point is by Institute staff or its affiliates or
constituents. Current use for pickup and return, which is already low, is expected to decline
as the print collection is transfered to other locations. Users will be directed to other
locations or to use the Campus Mail delivery service.
After the closure of the PRI Library service point, the remaining PRI librarian position will
continue to provide library orientation/training and reference assistance to Institute staff,
but will no longer be expected to be involved in activities related to the circulation of library
materials for Institute staff. A draft position description is included in Appendix E.
The University Library will continue to allocate funds to acquire content to support natural
history; the PRI Librarian will continue to be responsible for selections from those funds,
following University Library collection policies. Materials purchased will be housed in the
appropriate University Library unit based on the subject.
The John K. Bouseman Illinois Natural History Survey Library Endowment will continue to
be administered through University Library Advancement, and fund proceeds will continue
to be used to support natural history research, with selection of materials the responsibility
of the PRI Librarian. Materials purchased will be housed in the appropriate University
Library unit based on the subject.
The MOU between the University Library and the Prairie Research Institute should be
revised to reflect the unit closure and to address our on-going working relationship.
Staff
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Transfer the remaining PRI Librarian position to the University Library effective December
16, 2015. The purpose for making this transfer is to better represent PRI’s library-related
needs on campus, to reduce the financial burden of PRI to provide support, and to assist PRI
staff in more effectively leveraging University Library resources.
Data Management and Curation Support
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The Prairie Research Institute should develop and implement Institute-wide policies for the
management of its scientific data and related records. The PRI Data Stewardship Advisory
Committee should develop policies and procedures as well as annually recommended the
needed resources of space, infrastructure and personnel. Space should be allocated for
processing of non-digital scientific records.
Research data stewardship – The PRI Librarian should continue to work with the University
Library to further develop and provide these services to support the research enterprise of
the Institute. The work is expected to be roughly parallel to the Research Data Curation
Specialists recently hired by the University Library, with a specific focus on serving Institute
researchers.
The PRI librarian should be directly involved in the development of Institute-wide
guidelines and tools supporting data inventory, management, and sharing.
The PRI librarian should continue to serve on the University Library’s Research Data
Service Committee, and the Prairie Research Institute’s Data Stewardship Advisory
Committee and be involved in the development and delivery of University Library services
in support of data curation.
Administrative Archives Support
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The Prairie Research Institute should develop and implement Institute-wide policies for the
management of its administrative records. Organization and curation of administrative
records should be addressed by the Office of the Executive Director including fiscal and
human resource staff of the Institute.
An option to address the need for archiving scientific and administrative records was
explored by a subcommittee of the PRI Library Service and Space Planning Team. They
recommended that the Institute should fund and establish a 3-year visiting archivist
position, reporting to the head of the University Archives. The complete recommendation
of that subcommittee, including position description, is in Appendix F. The College of
Engineering and others have partnered with the University Library in this way to address
these needs. The purpose of the position would be to assist the Institute in gaining control
over the rich institutional records (administrative and research) housed within its facilities
and laying the foundations for records management in the coming years. This option would
likely be more costly than the approach outlined above. In light of our current budget
uncertainties, I do not support this recommendation.
Prairie Research Institute Library Background
Prior to 2008, each of the four State Scientific Surveys had a library. The Illinois Natural History
Survey (INHS) Library had long functioned as a unit of the University Library, with holdings
represented in the University Library catalog and walk-in public service available during open
hours, and with support in the form of generous collections funds, public workstations, and a
circulation terminal. By long-standing agreement, resources for materials were provided by the
University Library, and the INHS supported operational costs, including staff salaries/wages. The
Illinois State Geological Survey Library, Illinois State Water Survey (ISWS), and Illinois Sustainable
Technology Center (ISTC, formerly known by various names) were more loosely affiliated.
Librarians participated in appropriate University Library Divisions and were able to utilize
resources such as LibGuides and IDEALS, but library holdings were not in the University Library
catalog, and collections were not funded by the University Library.
Since July 2008, when the State Scientific Surveys joined the University of Illinois as the Institute of
Natural Resource Sustainability (now the Prairie Research Institute), the Institute has moved
toward merger of library services and collections. The ISWS Librarian was not replaced when she
retired in 2008, and the assistant INHS Librarian assumed responsibility for the collection and
services spending 10% of her time at ISWS. From mid-2008, the ISTC Librarian spent 20% of her
time at the INHS Library desk. In December 2009, Susan Braxton was selected as Institute Head
Librarian following an internal search. In early 2010 a task force was formed with representation
from all Surveys, the Office of the Executive Director, and the University Library to make specific
recommendations for merging library services and collections, concluding with the
recommendation to form a single Institute Library in the Forbes Natural History Building1.
Beginning in February 2010, with funding from the Consortium of Academic and Research Libraries
in Illinois (CARLI), the University Library, and the Institute, the library catalogs of the ISTC, ISWS,
and ISGS were added to the University Library catalog, and we began transferring materials into the
INHS Library space from the other Survey Libraries. On the recommendation of the task force, from
May 2010 the ISGS Librarian also spent ~20% of her time at the INHS Library desk. In January
2011, a Memorandum of Understanding was signed by the Institute Executive Director and the
Dean of the University Library regarding Institute library collections and services, outlining the
support each department would provide for the Prairie Research Institute Library. In June 2011,
the Illinois Natural History Survey Library was officially renamed the Prairie Research Institute
Library. By May 2013, the ISTC Library materials had all been transferred from 1 Hazelwood or
withdrawn. By mid-2014 ISGS library materials had been transferred from NRB or withdrawn. By
December 2014, the vast majority of library materials from ISWS had also been transferred or
withdrawn.
Use of the collection, as evidenced by circulation and requests, has been consistently low. Charges
of items from the collection increased by 25% and call slip requests by 68% in FY11 (over FY10),
concurrent with addition of ISTC and ISWS holdings to the catalog as well as a change in policy
The working library of the Illinois State Archaeological Survey was excepted from the merger, as their
collection was under the same level of control as their artifact collections, accessible only with permission of
the ISAS director in order to protect sensitive information about the state’s archaeological sites.
1
allowing journals to circulate (essentially doubling the items available to circulate). Although
circulation and requests did increase, the total number of charges have not exceeded 2000 per year
over the past five years, and call slip requests for our items were near 1,000 per year every year
after FY09.
Use of the physical space and on-site services has been low. Gate count was 17% lower in FY14
than in FY10 (FY10=6372, FY14=5227). The sum of headcounts was 25% lower for FY14 than for
FY11 (FY11=1913, FY14=1039). Continuously recorded patron transaction data are available FY11
–FY14; in-person and phone questions range between 688 in FY11 and 565 in FY13. No trend over
time is evident, but the annual totals divided by the number of open days in the year (247-248)
gives fewer than three questions per day every year. The total number of charges and renewals at
the Prairie Institute Library desk in a given year divided by the number of open days ranged from a
low of 8.8 (FY10) to a high of 12.6 (FY13). There were 34% more items charged from and 41%
more items returned to PRI Library’s desk in FY14 than FY10. The upward trend may reflect the
collection size increase with the merger and/or use of the Prairie Research Institute Library desk
for pickups/returns by OLLI members and other patrons not professionally connected to the
Institute. (In particular two patrons routinely requested multiple shipping bins full of materials at a
time and used this service point as a pickup and return location.)
During 2014, the Institute Executive Director, in consultation with the Scientific Survey Directors,
determined that the use of the space and funds for continued operation of the Prairie Research
Institute Library as a physical service point was not justified by the level of use, and was, therefore,
unsustainable. The primary reasons for the decision were shortage of space for research programs
within the Institute and constraints on the Institute’s GRF budget. The Prairie Research Institute
Library Space and Service Planning Team was charged with gathering information to inform a plan
for the library’s closure, transfer of University Library holdings to other locations, and future
delivery of library and related information management services to Institute staff (Appendix A).
Research Areas of the Prairie Research Institute
The Surveys/Centers of the Prairie Research Institute (Illinois Natural History Survey, Illinois State
Archaeological Survey, Illinois State Geological Survey, Illinois State Water Survey, and Illinois
Sustainable Technology Center) are the primary agencies in Illinois responsible for producing and
disseminating scientific and technological information, services, and products related to the
environment, economic development, and quality of life. Each Survey/Center has a specific
legislative mandate to supply data in support of management of Illinois resources and their
development. Data and sample collection have been ongoing through these agencies since the
1800s. The Surveys/Centers have been headquartered at the University of Illinois at UrbanaChampaign since 1885, and have shared a close relationship with the University. Even before
moving administratively into the University of Illinois, the University received a portion of ICR from
Survey/Center grants and contracts, and many Survey scientists have held adjunct appointments in
academic departments, collaborated with campus faculty on research, taught classes, and funded
and advised graduate students.
In 2008, the Illinois legislature created an Institute within the University of Illinois and transferred
administration of the Surveys/Centers to the Executive Director of the Prairie Research Institute.
All Institute employees (including each Survey and ISTC) became employees of the University of
Illinois. As of the 2014-2015 academic year, the Campus Profile reports the combined headcount of
all units of the Prairie Research Institute (all funds) to be 427 Academic Professional and 99 Civil
Service staff. The two largest Surveys by AP headcount are the Illinois Natural History Survey (138
AP headcount), and Illinois State Geological Survey (118 AP headcount). Research programs are
primarily funded externally from federal and state sources, including competitive grant funding
from federal agencies.
Research disciplines are wide ranging within the life, physical and social sciences. Table 1 shows
research areas by survey taken from their websites, along with the traditionally associated
University Library divisions that select and manage supporting library collections and to which
associated University Library subject specialists belong. Another line of evidence showing research
areas within the Institute is the scholarly publication record of Institute scientists. Institute
researchers authored or co-authored 863 journal articles published 2010 – 2014 and indexed in
Web of Science. Table 2 shows research areas of these articles and other research documents by
Institute authors that are indexed in Web of Science. The subject areas represented in Table 2
illustrate the multidisciplinary nature of Institute research and the library resources and expertise
needed to support it.
Table 1. Research areas of the Surveys/Centers of the Prairie Research Institute, and traditionally associated
University Library Divisions. The division is the administrative home in the University Library of subject
specialists supporting the research with collection development and library research assistance
INHS
ISAS
ISGS
ISWS
ISTC
 Biodiversity, systematics, and ecology of all major organismal
groups
 Aquatic and terrestrial ecology
 Wildlife and fisheries management
 Conservation genetics
 Invasive species
 Epidemiology
 Environmental assessment
 Archaeobotany
 Paleoethnobotany
 Bioarchaeology
 Faunal Archaeology
 Historics
 Ceramics and lithics
 Transportation Archaeology (site assessment in advance of
transportation projects)
 Industrial minerals
 Geophysics
 Glacial geology
 Hazards research
 Engineering geology
 Hydrogeology
 Energy Resources
 Air Chemistry and Quality
 Climate modeling and climate change
 Floodplains and flooding
 Groundwater
 Surface water,
 Water quality
 Water supply planning
 Pollution prevention
 Biochar and biofuels
 Pharmaceutical and personal care products in the environment
 Sustainable electronics
 Technical assistance in support of sustainability
Library division(s): Life Science
Library division(s): Social Science, Life
Science, Physical Science and Engineering
Library division(s): Physical Science and
Engineering
Library division(s): Physical Science and
Engineering
Library division(s): Physical Science and
Engineering, Social Science
Table 2. Web of Science applied research areas for 954 documents authored or co-authored by Institute
researchers 2010 – 2014. Includes articles, reviews, book chapters, meeting abstracts, and conference
proceeding papers; excludes book reviews, editorial content, letters, and corrections. (Data from Web of
Science, retrieved 5/15/2015).
Web of Science Research Area
ENVIRONMENTAL SCIENCES ECOLOGY
ZOOLOGY
GEOLOGY
ENGINEERING
MARINE FRESHWATER BIOLOGY
ENTOMOLOGY
CHEMISTRY
WATER RESOURCES
FISHERIES
ENERGY FUELS
BIODIVERSITY CONSERVATION
PLANT SCIENCES
METEOROLOGY ATMOSPHERIC SCIENCES
EVOLUTIONARY BIOLOGY
PHYSICAL GEOGRAPHY
SCIENCE TECHNOLOGY OTHER TOPICS
AGRICULTURE
MATERIALS SCIENCE
VETERINARY SCIENCES
TOXICOLOGY
MYCOLOGY
LIFE SCIENCES BIOMEDICINE OTHER TOPICS
ELECTROCHEMISTRY
PARASITOLOGY
GENETICS HEREDITY
BIOCHEMISTRY MOLECULAR BIOLOGY
GEOCHEMISTRY GEOPHYSICS
PALEONTOLOGY
MICROBIOLOGY
ARCHAEOLOGY
BIOTECHNOLOGY APPLIED MICROBIOLOGY
PHYSIOLOGY
TROPICAL MEDICINE
PUBLIC ENVIRONMENTAL OCCUPATIONAL HEALTH
ANTHROPOLOGY
INFECTIOUS DISEASES
FORESTRY
FOOD SCIENCE TECHNOLOGY
CELL BIOLOGY
Document count
248
146
89
77
70
69
65
58
58
51
48
40
39
34
24
23
21
20
19
19
19
18
18
17
17
17
14
13
12
12
11
10
9
9
9
8
6
5
5
% of 954
25.996
15.304
9.329
8.071
7.338
7.233
6.813
6.08
6.08
5.346
5.031
4.193
4.088
3.564
2.516
2.411
2.201
2.096
1.992
1.992
1.992
1.887
1.887
1.782
1.782
1.782
1.468
1.363
1.258
1.258
1.153
1.048
0.943
0.943
0.943
0.839
0.629
0.524
0.524
Data Gathered and Consulted
Because the decision had already been made by the Institute administration to close the service
point and transfer the books and journals to other University Library locations, reduce library
headcount, and refocus librarian effort, the data gathered and consulted focused choosing a closure
date, planning for material transfers, and on predicting (with a goal of mitigating) the impact of the
closure on Institute staff. This included:
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PRI Library budget for FY15 and proposed FY16 budget
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Size and circulation of University Library owned materials held in the PRI Library and
processing speed
Extent and nature of materials held in the PRI Library space that are not currently
represented in the University Library catalog
Characterization of the patron base of the PRI Library
Types of assistance/services provided at the PRI Library desk
Concerns of Institute staff about the closure of the library
Other functions performed by the Institute Library
The PRI Library’s budget for hourly assistants will be reduced by 75% between FY15 and FY16,
from $20,000 to $5,000, in anticipation of the closure.
The PRI Library as of October 2014 held 73,228 items (see table 3), and of these, 10,074 items have
circulated at least one time. The standard guidelines for transfer of materials from closing library
units are given in Appendix B, and are based on publication date and circulation history. The
University Library’s Collection Management Services unit has the ability to process about 7,000
items per month, so transfer of the entire collection could take 10 months or longer from start to
finish, depending on other processing projects that may arise. Timing of the transfer of materials is
also dependent on space available to house them in Funk/ACES and Grainger, the two locations
other than Oak that will house most of the materials. Although relatively few items show evidence
of circulation (14% of items), a sizable proportion of the collection was published after 1990.
Table 3. Item counts in the University Library Catalog for the Prairie Research Institute Library
location.
Name
Monographs
Description
Books, documents
Serial volumes
Other formats
All open stack items
Closed Stacks (1027A-1)
Grand total
Journals
DVD, CDROM, Vidrec, etc.
Rare books
Size2
34,821
37,091
439
72,351
877
73,228
Voyager details
nhx, Book 16/4 dewey
and nondewey classed
nhx-nc, Serial3
nhcl-nc, Book NoCirc
An extensive inventory of materials held in the PRI Library space but not represented in the
University Library catalog was performed and is contained in the report from the University
Archives (Appendix F). Numerous specialized collections that are archival in nature (e.g., the INHS
image collection, the Natural Area Files) are present in the space. There are also materials that are
not considered archival (e.g., backlogs of donated books, and the National Wetlands Inventory map
collection). These materials combined currently occupy the entirety of 2 auxiliary rooms of the
library as well as space in the main reading room and closed stacks of the library. Under the terms
of the MOU between the Institute and the University Library, these materials belong to the Institute
2
Counts provided by University Library from Voyager.
with the University Library to be given right of first refusal should the Institute no longer wish to be
responsible for them.
Services offered at the PRI Library desk include circulation of library materials, resource trunks for
educators, and AV equipment (to INHS staff only) and reference/informational service. Another
frequent use of the Institute Library is a place to donate books and other materials. Patrons using
the PRI Library include Institute staff and retirees, University of Illinois faculty/staff/students, OLLI
members, courtesy card holders, research park tenant employees. Teachers and other educators
use the resource trunks offered on loan (31 loans over the ~4 years trunks have been offered).
INHS uses the PRI Library as the service point for AV equipment, but AV equipment loans have
declined substantially since the installation of equipment in the main INHS conference room.
From February 2010 through October 2014 a total of 2,981 reference/informational patron
transactions were recorded at the desk. Faculty/staff was the most frequently recorded patron
type, accounting for 44% of transactions. In 25% of the desk transactions the patron affiliation was
identifiable as within the Institute, and in 21% the patron affiliation was identifiable as INHS.
During the same period, 2,986 transactions were recorded in which patrons contacted librarians
directly in their offices. Of these, about 60% of the patrons were identified as faculty/staff, and for
47% of transactions, patron affiliation was identifiable as within the Institute.
Figure 1 shows the proportion of reference/informational transactions with patrons by type. The
most frequently asked questions have been helping patrons to find known items and
“directional/hours” questions (e.g., where is the conference room).
In addition to the service activities listed above, the Institute Library administers the INHS
Publications Exchange Program, sending INHS publications to 252 partners (65 US and 187
international), and through which the University Library receives over 300 titles, most of which are
held in the Prairie Research Institute Library. The Prairie Research Institute Library has been
responsible for processing and distributing the serials received through this program.
Figure 1. Types of questions received February 17, 2010 through October 29, 2014 at the Prairie Research
Institute Library desk. Excludes transactions not initiated at the desk, and transactions outside the recording
guidelines. N= 2981.
In November and December of 2014, John Epifanio convened listening sessions to allow staff to
share their concerns and pose questions about the library closure. The sessions held are listed in
Table 4. ISAS declined the opportunity for a session, and ISTC expressed interest, but did not
schedule a session. Questions from the listening sessions covered the administrative process and
rationale, future plans for the library space, fate of materials currently housed in the PRI Library
(both books and journals and the local specialized collections that are not in the University Library
catalog), library staffing decisions, future access to materials currently housed in the PRI Library,
natural history funds for collections (including the Bouseman Endowment), and access to library
services. The session transcripts are in Appendix D, an FAQ document created to answer the
questions raised has been posted separately at http://goillinois.edu/PRILibFAQ.
Table 4. Dates, locations and number attending of listening sessions.
Date
11/8/2014
11/13/2014
11/19/2014
11/20/2014
Location
INHS
INHS
ISWS
ISGS
Number attending
30
10
7
8
Appendix A. Committee Charge and Membership
Prairie Research Institute Library Service and Space Planning Team
BACKGROUND:
The Prairie Research Institute has established a common Library, consolidated library holdings in
one location, and experienced a low level of use of both the space and physical collections.
Online access to scholarly content provided by the University Library has resulted in a significant
change in how patrons use libraries, and has reduced the importance of physical proximity to
print collections. Thus, there is a decreasing need for prime space to be devoted to the storage of
physical volumes. The Institute Library has substantially reduced its physical collection size by
transferring out lesser used materials and exploring new approaches (e.g., embedded
librarianship, digitization of Institute literature) to providing access to library resources and
services.
The need for collection management has shifted from traditional published literature to
stewardship of research data and related resources. Simultaneously, the Prairie Research
Institute is in need of additional office and collaboration space to meet the demands of growing
research programs, safety, curation of scientific collections, and relocation of staff to proximity
of collaborators.
The Institute will be retaining an architect to assist with developing a master plan for meeting the
curation obligations of our scientific specimens, for space utilization, optimization of work spaces
for staff, and cost savings. The Prairie Research Institute has determined that most or all of the
space assigned to the Institute Library needs to be repurposed for research staff and
collaborative work areas. The University Library has indicated a willingness to assume
responsibility for managing physical University Library print collections now housed in the
Institute Library.
Other shifts in needs necessitate a review of priorities. This includes a review of the need for a
service point in the Research Park. The lnstitute's need for library-related services for research
data stewardship has grown. The need for archiving administrative collections and scientific
records suggests an expanded relationship with the University Archives.
Working in parallel with the collections planning process in the Prairie Research Institute, and with
a goal of informing their planning, the Prairie Research Institute Library Service and Space Planning
Team is now being constituted and charged to articulate a vision for library services within the
context of the data stewardship and archival needs of the Institute and in relation to other Library
service programs on campus.
CHARGE:
The Prairie Research Institute Library Service and Space Planning Team is charged with planning
for the future of Library services for PRI, making recommendations specific to holdings and
research data stewardshi p needs of the Institute, and redefining our relationship to the
University of Illinois Library while sustaining a high level of service to PRI staff members.
The Team will:
1. Articulate a service profile that:
•
Situates the proposed library and information services for the Institute as a core
component in a broader array of Library service programs supporting scholarly work at
the University of Illinois at Urbana-Champaign. The proposed service profile should be in
accord with the recommendations from the direction given above.
•
Looks ahead 5 years to consider what services, and associated space, will be
most appropriate over the medium term.
2. Work with the Institute Space Team to develop:
•
a space program that supports that service profile;
•
a timeline and phased plan for transferring collections to other locations.
3. In collaboration with the Special Collections Division and following the Special Collections
Guidelines for Library Moves or Closures, determine the disposition of administrative and
scientific records, rare books, and maps.
4. Articulate the staffing and resource needs for each phase in the transition. Give special
attention to space, computing and staffing needs associated with possible initial needs
for records management efforts with University Archives.
5. Develop and implement a plan for communicating the transition to campus and
library constituents.
6. Recommend how the University Library's natural history acquisition fund and the
Bouseman Natural History Survey Library Endowment Fund will be managed.
7. Recommend a plan for assessing the effectiveness of the new configuration of collections
and services.
8.
Determine if a service point is needed in the south Research Park.
9. Provide a timeline for implementing changes in public hours and staffing model.
10. Submit a report with its recommendations to the Prairie Research Institute Executive
Director by January, 15, 2014.
TEAM MEMBERS:
University Library:
Tom Teper, Co-Chair
Bethany Anderson
Sarah Williams
Prairie Research Institute:
Gary Miller, Co-Chair, Associate Executive Director
Susan Braxton, Institute Head Librarian
Mark Yacucci, Head, Geoscience Information Stewardship
Section of the Illinois State Geological Survey
John Epifanio, Molecular Ecologist, Illinois Natural History
Survey
Sue Key, Director of Portfolio Human Resources, Office of
the Vice Chancellor for Research
Angie Wisehart, Office of the Executive Director
Appendix B. Guidelines for Processing cataloged materials held in the Prairie Research
Institute Library
What goes where









Items that meet the rare book criteria will be transferred to the Rare Book and Manuscript
Library, Rare Book Oak St., or Illinois History and Lincoln Collection, regardless of whether
they are duplicates of other UI holdings. These items are for the most part currently held in
Prairie Closed Stacks, although there may be a few items in the general collection meeting
the criteria.
Maps will go either to the Map Library or Map Oak St. locations.
Items published before 1990 and without use will go to Oak St.
Items published after 1990 or with evidence of use will be sent to the appropriate open
stacks location (e.g., Funk/ACES, Grainger, Main Stacks).
Monographs that duplicate other circulating UI holdings will be withdrawn, except in cases
where Prairie holds the only circulating copy.
For journal runs, transfer location is determined by the age/circulation of the majority of
the volumes in the run (example: if the majority of volumes are pre-1990 and with no
recent circulation, the entire run will go to Oak St.).
Journal volumes that duplicate other UI holdings and available online will be withdrawn.
Journal volumes that duplicate holdings already complete in the CIC Shared Print
Repository (i.e., Elsevier, Springer, and Wiley published titles) will be withdrawn if they are
available online via digitized back file collections.
Journal volumes needed for the CIC Shared Print Repository (i.e., volumes of Springer
published titles that they have requested) will be contributed to it and retained on behalf of
the membership.
Proposed order in which materials will be pulled and processed
1. Maps have already been identified and reviewed by the Map Librarian. We are currently
sending maps to her from the ISWS, ISGS, and ISTC collections, and have flagged maps
originating from the INHS collection that will be transferred to MAX or Map Oak St.
2. The Rare Book and Manuscript Librarian has been given a spreadsheet of materials held in
our closed stacks for review, but no materials have been transferred.
3. Journal volumes identified and requested for the CIC Shared Print Repository.
(These are journals for which we have online back files.)
4. Government documents with non-Dewey classifications
5. Journals that will be transferred to Oak St.
6. Monographs to be transferred to Oak St.
7. Monographs to be transferred to open stacks locations
8. Journals that will be transferred to Funk/ACES.
9. Journals to be withdrawn
10. Monographs to be withdrawn
Can withdrawn materials be claimed for use by researchers?


Items that are slated to be withdrawn from the collection will be the last materials
processed.
Institute Library staff in consultation with Collection Management Services staff will
implement a process for Institute staff to identify materials to be retained for local
reference collections if withdrawn from the University Library collection. If requested
items meet the criteria for withdrawal, materials can be returned to those local reference
collections use once the withdrawals have been processed.
o Transfers of withdrawn materials is for campus labs/offices only, not private use.
o Requesting an item, even a duplicate item, does not guarantee that it will be
withdrawn and transferred to the requestor. The University Library’s need for the
item takes precedence.
Who will do what






Michael Norman will provide spreadsheets of monographic and serial items slated
indicating age, circulation, duplication, requests by CIC SPR and other factors
Janet Weber and Stephanie Baker will provide a list of Prairie journals with active check-in
records to prevent transferring journals with active check-in records to Oak St.
Susan Braxton and Kelli Trei will review print journals actively received to determine
whether any active exchange titles can/should be purchased instead.
At least through the spring semester, Prairie students will pull materials from the shelves
for processing.
Jennie Maddox Abbot and CMS staff will process the items pulled.
Institute Library staff will facilitate and manage the requesting process for Institute staff to
request items that may be withdrawn.
Appendix C. Data Services for PRI
While funders, publishers, institutions and researchers see an increasing value in research data,
managing, sharing and preserving data is still a challenge for researchers, since many do not have
the time or expertise needed. As the Prairie Research Institute focuses attention on data
stewardship, data services for researchers will be critical. Areas of the Prairie Research Institute
already have staff with skills and expertise in managing research data. Both the Illinois State
Geological Survey (ISGS) and the Illinois State Water Survey (ISWS) have data stewardship sections
and have begun the task of data archival and metadata standards. Additionally, the Illinois
Geospatial Data Clearinghouse has been in existence and managed by the ISGS since 1998. This
web-based system is the go to area for geographic data for the State of Illinois. Furthermore, Susan
Braxton, Head Institute Librarian, has been an active member of the University Library’s research
data committees since 2012, including the eResearch Implementation Committee, which has been
building a foundation for the campus-wide Research Data Service.
The recently established Research Data Service (http://researchdataservice.illinois.edu/) is
initially focused on ensuring researchers are able to meet funder and publisher data requirements.
The Prairie Research Institute and the Research Data Service should work together to identify
complementary data services for Prairie Research Institute researchers. Some support is already
available from the Research Data Service, such as data management workshops and DOIs (unique
identifiers) for datasets. Other support will develop over time, as the Research Data Service
expands and the Prairie Research Institute places increasing attention on research data.
The team has a few recommendations to help ensure that these data services develop successfully:



The Prairie Research Institute’s GIS group should broaden its scope to include research data
in general, and Susan Braxton should serve on this group as a resource person and liaison to
the Research Data Service.
Susan Braxton should continue to be involved in the Library’s research data initiatives and
should become more involved in the Research Data Service and its networks as they
develop. Susan’s responsibilities could evolve to mirror the responsibilities of the Research
Data Service Data Curator positions, with a focus on services to the Prairie Research
Institute.
The Prairie Research Institute and the University Library should continue to provide
professional and travel support for Susan to attend conferences and participate in
professional development opportunities. There is a precedent for this, and it benefits all
parties because Susan has shared and initiated projects with what she has learned.
Appendix D. Listening Session Transcripts
INHS Session I: 11/8/2014
Questions:
1)
What precipitated this change?
2)
Is the PRI Library being closed for sure, or is this under review?
3)
What is the timeline that precipitated to this point and going foreward?
4)
Will we keep any kind of library and staff after closing the PRI Library?
5)
Why has the process and decision making been opaque up til this point?
6)
What is the rationale for closing the PRI Library?
7)
How will researchers and users benefit from the changes?
8)
What will be the budget savings and how will they be used?
9)
Have all the recommended actions of the previous committee [2010] been accomplished?
10) How will we ensure maintaining “restricted” data and reports? (e.g., DOD, IDOT, FWS T&E,
cultural resources)
11) Will the committee’s report draft be available for review and comment?
12) Is the committee considering a smaller, but still viable local service model?
13) How will current library funds be used (acquisition and Bouseman funds)? How will we know what
is purchased or how the funds were used?
14) Is the space being kept for INHS use or function?
15) What are the criteria for low v. normal v. heavy use of the library?
16) Is the library closure tied to some other problem? (e.g., collections storage)
17) Are we moving toward another area where researchers will pay for another support service?
18) What will be the disposition of our special (non-catalogued) materials?
19) Who will determine the disposition of our materials (all) – not just books?
20) If we lose our special materials, can we get digital versions before they are lost (a digital archive)?
21) Where are the Natural Areas records going?
22) Where are the historical photos or illustrations going (e.g., Lydia Hart illustrations)?
23) Are other programs or people at risk? Decisions appear opaque.
24) Is this space being made available to the collections?
25) How will we accommodate our partners? Public? Constituents?
26) Where will materials purchased with Bouseman and other dedicated funds be held?
27) Will any salary savings revert back to “home” survey or be held at PRI?
Concerns:
1)
The timing of this seems peculiar.
2)
Not everything is located or found thru a digital search. Browsing remains important.
3)
Sentiment of part of the group is that the important decisions were made and they are unhappy.
4)
Loss of easy access to materials specific to our work and given our isolation from the rest of
campus.
5)
Our current materials will be scattered to multiple locations (time and effort).
6)
Users’ input does not appear to be valued. Decisions are being made which affect users.
7)
Decrease in use of library may reflect a decrease in scientists.
Needs:
1)
New staff orientation is needed for finding research materials.
2)
Physical space for scanners, AV equip, copier, public computer(s) for visitors.
3)
Specialized staff (specific to each Survey’s work rather than “life science” or “agriculture”) to assist
with identifying research resources available to help with doing our jobs.
4)
Ensure dedicated funds remain available for our (INHS) needs (e.g., Bouseman funds). Use of
these dedicated funds should be informed by researchers, users, and donors.
INHS Session II: 11/13/2014
Questions:
1)
For items re-located to Oak Street facility, will they permit on-site request or pick-up? Or, will
Campus Mail be the only available delivery mode?
2)
How does DocExpress work? Are requested materials printed? Delivered? Or Electronic?
3)
How will the transition work? Hours, timeline, staffing?
4)
Can the committee [Team] provide a timeline of the decisions on closing the PRI Library? How did
this decision get made?
5)
Can a basic level of reference material be maintained for retirees, constituents, and public? (e.g.,
dictionary, public computer terminal, photocopier, scanning)
6)
For unique “holdings” that were donated under the expectation that they would available at the
PRI Library and will be re-located to another site, will there be an option for return to donor? Can
the donor have some say as to where these might be relocated? (see #1 under Needs).
7)
Will PRI provide professional assistance (i.e., not an hourly student) for data and publication
preservation?
8)
What is the relationship and process between the 2010 Committee Report, the PRI Library
Committee, and the current Planning Team’s activities? (see Concern #2)
9)
Will MWI Files and Aerial Photograph Files be maintained on-site or relocated? (See Need #2)
10) Will there be continued (ongoing) training, orientation, and assistance with searching library
holdings and databases relevant to our work (INHS) for new staff, post-docs, students, or visitors?
(See Need #3)
Concerns:
1)
On infrequent occasion, a staff expert may get a call from vet or medical professional for
consultation on potentially poisonous or toxic plant/fungi/animal/insect. Ready access to
reference material is time sensitive in these cases.
2)
Several folks stated their worry about long-term commitments on the Library and the decision
process that got us to this point.
3)
We may lose research assistance to retirees, emeriti, and engaged public.
4)
The Library is part of our (INHS) identity. Loss of our library will erode this identity.
Needs:
1)
If being removed from Forbes Building location, recommend that current hard bound (paper)
copies of literature go to Oak Street facility because ACES library does not loan (i.e., permit check
out of building) journals. Example: “Systematics” literature needed in offices.
2)
MWI Files and Aerial Photograph Files are not needed often. But when they are needed by
Wetlands and IDOT groups, it is often with a short turnaround timeframe.
3)
Librarian assistance with imparting “Research Skills” to new staff & students is vital to our
research programs. Our librarians as content experts are better able to train for our fields than
are general librarians, or hourly staff.
4)
Occasional assistance with tracking down “full” text citations (for partial or erroneous citations).
ISWS Session: 11/19/2014
Questions:
1)
What will be going into the current PRI library space?
2)
Will UI Library maintain (properly) non-catalogued holdings such old weather records?
3)
How will non-catalogued reports for each of the surveys be maintained? Together v. separate v.
other?
4)
For any duplicated holding (within UIL), can scans/digital copies be made?
5)
Will Susan B. continue to “go thru” ISWS holdings? NB: she is not quite finished.
6)
Will archive and access to Government Drought Reports (and other contract reports) continue?
7)
Will “re-absorbed” librarians continue data and service support roles to scientists/projects
continue? What is their new job/role? How will they be helping scientists?
8)
Is Susan B. sufficient enough staff to meet all the planned roles/jobs?
9)
For books that were purchased off a grant or personal funds for donation/accession into library,
can these be retrieved by the donor?
10) Can we still have a way to donate books to the library/university? To whom do we find out if a
book is needed or wanted?
11) How is ISWS Library “de-accession” effort affected by PRI Library closure? I Susan B. still
available?
Concerns:
1)
Susan B. will be over-stretched without help.
2)
The scientists have not universally agreed to “centralize” their data – those who do use
“University Commons”
3)
The section in the memo on data sharing & centralization is “fluff” (pandering).
Needs:
1)
Government drought reports need to be maintained and available for state’s Drought Task Force
as needed.
2)
Maintaining the “University Commons” for papers and submissions (especially for water- and
agriculture-related content is critical.
3)
Maintain expertise (Susan B.). Maintain service to researchers/scientists. Maintain support for
data management.
4)
Future “Library” and librarian will need to be a facilitating contact (a bridge) with other programs
on the campus (e.g., archiving data).
5)
Maintain equipment needed to read and source older data media. At least ID where on campus
such equipments might exist – eg. 9 track tapes; 8mm tapes; microfiche; microfilm.
6)
Training sessions and orientation on Ref Works, library services and software.
7)
A desk or office (service point) near Research Park for users out here.
8)
For big or historical data sets, recommend data management plans to include currently operating
committees or groups.
9)
Data management plans will need to bridge/assist betweek research programs and RDS or other
UI Library services.
ISGS Session: 11/20/2014
Questions:
1)
Can we maintain “local” informal library space for our specific disciplinary needs (including
catalogued holdings)?
2)
Can we or have we scanned (digital) our materials for use by the library for those materials being
relocated? Is this legal?
3)
What is the “volume” of non-catalogued and non-digitized collections or titles?
4)
Can we maintain a local (NRB) access point?
5)
Can we “un-donate” the important parts of our library holdings so that we can maintain locally?
6)
Can we have some form of expedited delivery or pick-up services for requested items? (mail or to
a local library or other access point such as Law Library)
Concerns:
1)
Regarding past donations, assumed these would be available locally – now the rules have been
changed. FYI, don’t want/need everything back – staff can produce a list of critical materials.
2)
Discharge appears to be to a person not a unit or a location – therefore, long-term holding for a
project or other purpose appears not feasible.
3)
Loss of easy and local access to “our” relevant titles & holdings.
4)
Some titles and series were donated to libraries in good faith that they would be in our libraries.
Now it feels like the rules have been changed.
5)
Inconvenience and access for current staff needs to be addressed.
6)
Digital and digitized versions of holdings are incomplete.
7)
Google is a supplement to research searches – not a replacement.
8)
Don’t wish to lose librarian/reference expertise in geology to support our research.
Needs:
1)
ISGS has Room 3 NRB space (~10 book shelves) in Coal Section Storage for things that are not
digitized or otherwise held that are relevant to ISGS work (e.g., coal and oil documents).
2)
There are certain collections that are best held locally. E.g. other state geological survey reports
(especially those that are not available on-line)
3)
If need to keep all catalogued titles, can there be holdings at Law Library or the Stacks for NRB
folks.
4)
Before any discards of any 2nd or 3rd copies can lists be made available to have individual surveys
take these for “local use” within each survey or buildings?
Appendix E. Proposed Prairie Research Institute Librarian Position Description
University Position Title:
Prairie Research Institute Librarian
Primary Position Function/Summary:
Reporting to the Head, Funk/ACES Library, the Prairie Research Institute Librarian is primarily
responsible for coordinating library services offered to the Prairie Research Institute. These services
might include collection development, liaison activities within the Institute and the University Library,
reference services, and outreach. The Prairie Research Institute Librarian is based in the Funk/ACES
Library and works closely with other subject specialists and units across the library to provide robust
research support for the Prairie Research Institute.
Major Duties and Responsibilities:
 Serves as the primary liaison between the University Library and the Prairie Research Institute
and its units and works collaboratively with other subject specialists within the University
Library.
 Works in collaboration with the University Library’s Scholarly Commons, Research Data Service,
and other units/services of the University Library to provide support for scholarly
communications/publishing, researcher information services, repository services and workflows,
and data stewardship needs of the Prairie Research Institute.
 Contributes to Library-wide information, instruction, collection development, and research
support services, with emphasis on services related to research data, scholarly communication,
and digital repositories.
 Actively participates in Prairie Research Institute activities through Institute committees or other
groups specifically engaged in data and information stewardship, professional and
organizational identity and impact assessment, and publication.
 Serves as the subject specialist for natural history, performs collection development, manages
natural history materials funds, and participates in reference service and other user focused
projects as part of the Life Sciences hub (Funk/ACES Library).
Organizational Chart: (including titles of those who report to this position)
Provost
University Librarian
AUL for User Services
Head, Funk ACES Library
Approvals:
______________________
(Candidate/Date)
______________________
(Dean of Libraries/Date)
____________________
(Unit Head/Date)
Appendix F. University Archives Final Report
Archival Services for the Prairie Research Institute
University Archives, University of Illinois at Urbana-Champaign
9 January 2015
Prepared by: Bethany Anderson on behalf of the University Archives
Document reviewed with input from:
 University Archivist, William Maher
 Assistant University Archivist, Christopher Prom
 Head Prairie Research Institute Librarian, Susan Braxton
 Associate University Librarian for Collections and Technical Services, Thomas
Teper
Overview
Created by the University of Illinois Scientific Surveys Act in 2008,3 the Prairie Research
Institute (PRI) comprises five scientific surveys: Illinois Natural History Survey (INHS); Illinois
State Geological Survey (ISGS); Illinois State Water Survey (ISWS); Illinois State
Archaeological Survey (ISAS); and the Illinois Sustainable Technology Center (ISTC). The
surveys’ records and personal archives provide a wealth of information on the State’s natural
and cultural resources, the multidisciplinary research of its scientists, and the dissemination and
impact of such information in scientific communities.
Discussions with Beth Wohlgemuth and Susan Braxton, who have been curating and caring for
the materials, as well as an initial survey of materials in FNHB (Forbes Natural History Building)
rooms1027F and 1027A, have revealed personal archives and administrative records that have
enduring archival and research value. While Susan Braxton has noted additional materials at
the various locations of the PRI surveys, the future stewardship of materials in the PRI Library
are a priority as the Library’s offices and rooms are repurposed.
Since its establishment in 1963, the University Archives has worked with departments,
laboratories, and administrative units to curate the administrative records and personal archives
of scientists and engineers. The first University Archivist, Maynard Brichford, authored Scientific
and Technological Documentation (1969), one of the first and most influential appraisal guides
on scientific archives.4 Brichford actively worked with campus administrators to document
scientific and technological innovations, and in 1979 wrote to Daniel Drucker, Dean of the
College of Engineering, about the importance of preserving records that capture the history of
these innovations. Brichford had shared with him a copy an interim report of the Joint
Committee on the Archives of Science and Technology of the History of Science Society, which
underscored the interest of scientists and engineers in the scholarly study of their work—
whether for historical analysis or for facilitating reproducible research. The report noted that
meeting the needs of future scholarly study requires comprehensive documentation of the
research activities of its faculty and laboratories as well as of the administrators who shape and
mold research programs. Likewise, it requires collaboration between scientists, archivists, and
data curators to identify information resources of enduring research value and the measures to
be taken that will enhance and promote long-term preservation and access.
As the Prairie Research Institute stewards its information resources, the University Archives can
be of service in the following areas:
●
3
Curation and Preservation of Archival Materials: In collaboration with the PRI staff,
develop a systematic approach for identifying scientific research papers/records and
See: (110 ILCS 425)/ University of Illinois Scientific Surveys Act,
http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=2983&ChapterID=18
4
See: http://archives.library.illinois.edu/workpap/Sci-Tech-Documentation.pdf.
administrative records of enduring archival value, as well as curating, preserving, and
enhancing access
●
Records Management: Coordinate records management and data management
activities to capture and preserve research records of enduring value (for both historical
and research uses); develop retention schedules and guidelines for administrative and
scientific records
●
Personal Archiving: Provide support for researchers as they create and use
documentation. Researchers create and use digital (and analog) documents every day.
Due to the ephemerality of digital materials in particular, it is important to provide
assistance for researchers to integrate best practices for managing their research
materials into their daily work that will promote preservation and accessibility in the
future
●
Web/Social Media Capture: Evaluate tools to capture the Twitter feeds of the five
surveys and other social media content in blogs, Facebook, Flickr, Vimeo, YouTube,
Picasa, etc.; ensure that the CDL web archiving service currently employed by the
Library is actively capturing web content that documents research activities
●
Reference/Research Assistance: Provide research, instruction, and reference service to
support the use of scientific archives for scholarship, teaching, and service; provide
research assistance for exhibitions, publications, and special projects (such as for
anniversaries and milestones)
As noted in the Appendices, we suggest that these activities be coordinated by a visiting
archivist position, with an initial three-year appointment.
Curation and Preservation of Archival Materials
The University Archives currently holds materials related to the Illinois Natural History Survey,
the Illinois State Geological Survey, and the Illinois State Water Survey and would welcome the
opportunity to be of assistance to the PRI Library and the surveys as they locate and steward
archival materials. While personal archives and administrative records of enduring and research
value have been identified initially at the PRI Library in the Forbes Natural History Building, the
University Archives will work with Susan Braxton and the PRI staff to identify additional
materials in locations outside of FNHB where the University Archives can provide assistance.
The University Archives will collaborate with the Research Data Service to develop a collection
development policy that appraises and assesses research documentation, especially in
instances when it is important to document the research process and the context in which data
is created. As records and personal archives are increasingly hybrid and born-digital, it will be
important to also ensure that electronic materials are located, assessed, and considered for
long-term preservation.
Records Management
Developing a records management program for the Prairie Research Institute will need to be
completed incrementally for each survey, and will also need to be coordinated with data
management efforts implemented by the Research Data Service. Using the main Prairie
Research Institute office as a pilot project, Susan Braxton and the University Archives will
coordinate with RIMS (Records and Information Management Service) work with its staff to
assess extant analog and digital records as well as information/records management needs.
Each survey will then be systematically assessed and provided. For administrative records,
retention schedules and records management procedures will be developed based on State of
Illinois/University retention guidelines.5 The proper disposition of research records and data will
be assessed in each context by surveying researchers and forming focus groups. The ultimate
goal will be to help the PRI’s staff efficiently manage their records provide guidelines that clarify
procedures for records management, and promote best practices.
Personal Archiving
While records management guidelines will aid administrators and research projects in the
management of their records, promoting best practices for creating and preserving materials
among individual scientists will them steward their materials within their own unique institutional
contexts. Some questions researchers may want to consider:
●
How will you most easily be able to find your records at a later date?
●
How will you most easily be able to use your records at a later date?
If a researcher cannot find or open records, especially digital records, they will be of little use to
him/her later on. By encouraging the use of standard file naming conventions and metadata, the
use of open file formats, and secure storage locations, researchers will be able to proactively
manage their own materials that will make archival transfer easier later on. As researchers at
the PRI are actively creating data, coordinating personal archiving best practices with the
Research Data Service’s data management program will be important.
Web/Social Media Capture
Scientists are increasingly engaged in a web of communication, wherein they share ideas with
colleagues and exchange information. In conjunction with promoting best practices for
managing personal archives and data, the University Archives recommends the capture and
5
See: University of Illinois Scientific Surveys Act of 2008 (see section 35), all official records created by the PRI’s
surveys are university records, http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=2983&ChapterID=18; per
Article IV, Section 4b of the General Rules, all records created or received by an employee of the University shall be
property of the University and thus subject to archival assessment to determine the records’ disposition.
preservation of other forms of documentation that document the research activities of the PRI’s
scientific surveys. The University Archives is currently employing the California Digital Library
(CDL) web archiving service to preserve university web pages. PRI’s web pages are currently
included in the web capture program, and these pages will be monitored for quality control and
comprehensiveness. The University Archives has also developed methods and implemented
tools for capturing and archiving tweets, blogs, and web pages. The University Archives will
work with each survey to capture and preserve a record of its social media activity and
engagement.
The PRI and the scientific surveys all have active Twitter accounts:
● https://twitter.com/prairieresinst
● https://twitter.com/ilgeosurvey
● https://twitter.com/ilstatearch
● https://twitter.com/watersurvey
● https://twitter.com/INHSillinois
● https://twitter.com/ISTCatUIUC
Additionally, survey researchers use a number of different social media outlets for
communicating and sharing information about their research. See:
http://uiuc.libguides.com/content.php?pid=459257&sid=3825998 and
http://uiuc.libguides.com/inhssocialmedia for a comprehensive list of social media tools used by
the surveys.
Reference/Research Assistance
The Prairie Research Institute’s scientific surveys each have a unique and long history, many
established between the mid-19th and early 20th centuries. Their records and personal archives
shed light on innovative projects and initiatives, as well as the multifaceted research of scientists
and the processes they developed to study and understand the natural and cultural resources of
the State of Illinois. Today, these records and archives serve myriad research uses—
researchers may wish to study the history of the surveys, the specific work of scientists and the
ideas they developed, and historical data documenting natural and cultural phenomena.
Additionally, as the PRI and the surveys celebrate milestones, anniversaries, author
publications, or create exhibits that highlights their rich histories, the University Archives will
research, instruction, and reference service to support the use of scientific archives for
scholarship, teaching, and service.
Appendix A: Needs and Preservation Recommendations
Given the extent and nature of the materials and based on the recommendations of the
Associate University Librarian for Collections and Technical Services and the University
Archivist, the University Archives proposes to work with the Prairie Research Institute to
steward, curate, and preserve its archival materials of enduring historical and research value.
The basic recommendation is for a 3-year visiting archivist position (see Appendix B) to begin
collaborating with the staff of the Prairie Research Institute and the Head Institute Librarian on
arranging and describing the archival materials in FNHB, as well as identifying additional extant
materials that require curation and preservation. Because the surveys create administrative
records in addition to the personal archives of its scientists, the archivist will work with RIMS to
provide records management assistance for the surveys. The archivist will develop a program
focusing on the curation of scientific materials, including identifying research needs of scientists
by enhancing access to historical research materials and providing research assistance for
special projects and exhibitions. S/he will coordinate with the University Library’s Research Data
Service to develop a collaborative collecting network to document the scientific research
landscape and appraise records that capture the research process. The position will work
initially with the materials described in this appendix, but will broaden to additional historic
records as those are identified in consultation with PRI staff.
The following inventory includes materials at the Prairie Research Institute Library, Forbes
Natural History Building; it does not take into account extant materials at any of the locations
occupied by the scientific surveys, nor does it take into account electronic records.6 Additional
materials can be assessed for ongoing preservation as they are identified. Related materials
held by the University Archives and special use/preservation are noted
Materials in FNHB 1027F
TITLE
EXTENT
R. Weldon
approx. 60
Larimore papers, cu. ft.
1947-96
6
DESCRIPTION
UA RELATED
MATERIALS
PRESERVATION
/ACCESS
SUGGESTIONS
Research files comprising
correspondence, reprints,
species cards and raw data
relating stream ecology.
Materials are currently
being used by researchers
writing new edition of The
Fishes of Champaign
Many thanks to Beth Wohlgemuth and Susan Braxton for helping with the survey and providing information
about materials.
County
P. W. Smith
papers, 1960s80s
2 cu. ft.
Correspondence files
relating herpetology
(organized by
correspondent)
Marcus Selden
Goldman
papers, 19501981
17 bound
journals (3
cu. ft)
Annual field journals
detailing research at
various streams and rivers,
including data of fish
species
Lewis Osborne
papers, 19782000
3 drawers
(approx. 6
cu. ft.)
Research files, including
proposals and data sample
records relating to stream
ecology research
Wallace La
Berge papers,
1950s-1990s
4 cu. ft.
Correspondence and data
relating to entomological
research (data pertains to
specific species) and
drawings of species;
possibly contains research
papers inherited from H. H.
Ross
Theodore Henry
Frison papers,
1909-1939
1.5 cu. ft.
Correspondence,
publication lists, and
laboratory notebook
relating to research on
stoneflies
Some related
corresponden
ce in Natural
Resources
Building
Dedication
File
William R.
Edwards papers,
1958-1977
0.9 cu. ft.
Research files (esp. data)
on cottontail population at
Allerton Park
Related
materials in
Natural
History
Museum
Subject File
Lewis Stannard
papers - “Thrips
of Micronesia,”
1950s-1970s
5 binders
(0.5 cu. ft.)
Consists of lists of species,
drawings, notes, author
lists, and grant proposal
materials relating to
entomological research
Lewis J.
Stannard
Papers
Records of Glen
C. Sanderson as
Head of Natural
5 binders,
loose
materials,
Largely consists
administrative materials:
NSF proposal materials,
INHS Subject
File
Alumni and
Faculty
Biographical
File
History Survey
(INHS
Administrative
Records), 19631987
and 3
boxes
(approx. 5
cu. ft.)
reports, memos, staff
memoranda, meeting
agendas and notes relating
to INHS staff activities as
well as Oakley Reservoir
and Allerton Park
environmental issues
Thomas G. Scott
and Willard D.
Klimstra
Research Files,
ca. 1954
3 reports
(0.3 cu. ft.)
Two unpublished research
reports and field notebook
relating to research on
quail preserves in the
southeast U.S.; also
contain interviews with a
number of
landholders/hunters
Board of Natural
Resources
Council, 19171963
1 cu. ft.
Meeting minutes of the
NRC
Nature of Illinois
Foundation File,
1993-1997
31. 5 cu.
ft.
Administrative records
documenting the
Foundation’s activities to
promote the scientific
surveys, the INHS
magazine; contains a great
deal of information on the
histories of the surveys.
Materials are both analog
and born-digital. Also some
photographic material
Doris Westfall
Collection, 19732006
2 cu. ft.
Materials comprise
correspondence,
notebooks, and
photographs documenting
work to establish a prairie
and nature preserve in
Forest Glen County Park
Newspaper
10 -
Clippings document the
Consult with
Preservation/Con
servation
(related tapes
of meetings in
S. Braxton’s
office -- see
below)
Clippings, 19271987
5x10x15
boxes and
three
binders
(approx. 7
cu. ft.)
activities of the INHS staff
(10 boxes) and birds and
waterfowl as documented
by INHS scientists (three
binders)
Photograph
album of staff
parties
(fisheries),
1990s
2 albums
(approx.
0.3 cu. ft.)
Photos of researchers at
social gatherings
SIRIC (Soybean
Insect Research
Information
Center) Files,
1969-90
6 cu. ft.
Largely collection of
reprints of materials
relating to research on
soybeans
Materials in FNHB 1027A, etc.
TITLE
EXTENT
DESCRIPTION
Aerial Photos,
1988 color,1998
b&w
1 box
(approx.
2 cu. ft.)
Color aerial photos of select
Illinois locations used to
proof satellite images for
Land Cover project (joint
ISGS-INHS project)
Aerial Photos,
1998 b&w
2 file
cabinets
(approx.
16 cu. ft.
Complete set of 1998
National Aerial Photography
Program (NAPP) photos
Biological
Illustrations
9 boxes,
some
oversize
d
Signed, original color
illustrations for Fishes of
Illinois and Fieldbook of
Illinois Mammals
Steven A. Forbes
3 cu. ft.
Correspondence and other
RELATED
MATERIALS
PRESERVATION
/ACCESS
SUGGESTIONS
Potential
candidate for
digitization
Digital version Consult further
is housed on
with Don Luman
an ISGS
server \\ISGSBARNSTORM
\AerialImagery
\NAPP\doq19
98.
Consult with
Valerie Hotchkiss
(RBML)
Steven A.
papers
INHS “Image
Archive”, ca.
1900s-present
materials relating to the
operations of the INHS, the
Library, and Forbes’
activities
approx.
70 cu. ft.
Forbes papers
25,000 indexed images.
Some are from INHS
INHS Reprint File, 36 cu. ft.
1870-1980
Large reprint file
R. Weldon
Larimore papers
5 map
case
drawers
Working maps used by R.
Weldon Larimore
Doris L. Westfall
papers, ca. 1970s
2.5 cu.
ft.
Restoration plans for the
Doris L. Westfall Nature
Preserve (Vermilion County,
IL); consists of maps, yearly
date books, plant lists, news
clippings, correspondence,
awards, photos
INPC/Natural
Area Files
approx.
6 cu. ft
Includes field notes,
meeting agendas, and other
materials (organized by
county) used to designate
preserves
INHS Technical
Reports, 19702008
36 cu. ft.
Copies of INHS technical
reports
Working
collections;
potential
candidate for
digitization;
consult with
Sarah
Christensen,
Visual Resources
Curator in the
Scholarly
Commons;
determine best
location for
access and use
Consult with
Jenny Johnson
(Map Library);
requires further
assessment
May be
related to
Natural
History
Survey
Bulletins
Banks Florilegium
4 boxes
Botanical prints acquired in
2008
Consult with
Valerie Hotchkiss
(RBML)
Illinois
Quadrangle
Maps, 1970s1990s
10 map
drawers
Complete collection of
1:24000 scale maps
originally from the ISTC
Consult with
Jenny Johnson
(Map Library)
Illinois Survey
Field Notes (on
microfilm)
60 reels
Acquired by GIS group to
study land cover in 1800s
Potential
candidate for
digitization
INHS Annual
Reports, 18572007
4 cu. ft.
Unique collection
NWI Maps
10 map
drawers
National Wetlands Inventory
maps for the State of Illinois
Related
materials in
Natural
History
Survey
Subject File
Consult with
Jenny Johnson
(Map Library)
Materials in Susan Braxton’s Office
TITLE
EXTENT
DESCRIPTION
RELATED
MATERIALS
PRESERVATION
/ACCESS
SUGGESTIONS
Exchange
Program
Correspondence,
1940s-present
3 cu. ft.
Incoming correspondence
and questionnaires with
institutions worldwide
relating to the INHS
Exchange Program (still an
active program)
Working
collection
referenced by
Braxton; reassess
at a later date
Board of Natural
Resource Council
Minutes, 19931997
26
cassette
tapes
Cassette tapes of the BNRC Related to
minutes
minutes noted
above
A/V
reformatting/digiti
zation
Water Resources
Building
Dedication File,
ca. 1965
3 reelto-reel
audio
tapes
Recordings of presentations
made at the dedication
ceremony of the Water
Resources Building and
subsequent luncheon at
Illini Union
ISWS Building
Dedication
Program and
Floor Plan
Digital
Photographs of
Public Service
Lab log book
1 CD
ROM
Sample scan of log books
from the ISWS Public
Service Lab; originals at
ISWS
Braxton and
University
Archives to work
with ISWS to
assess
preservation and
access needs for
the log books
themselves
Hook
Echo/Tornado
damage video.
1954
1 VHS
tape
Film of the tornado damage
in Champaign County,
photos of the ISWS radar
and hook echo (original 16
mm film being digitized by
Josh Harris)
Original 16 mm
film being
digitized by Josh
Harris in
Preservation/Con
servation
Gary
Beaumont/Steve
Hollinger
Interviews, 1988
1 VHS
tape
Interview with Steve
Hollinger on drought and
soil moisture
A/V
reformatting/digiti
zation
ISWS
Manuscripts,
1950s-1990s
1 cu. ft.
Reports and papers
presented
Potential
candidate for
digitization;
further
assessment
needed by
Braxton and
University
Archives
Approximate extent of archival material: 240 cubic feet
Appendix B: Draft Position Description
Visiting Archivist for Science and Technology
Assistant Professor, University Library
University of Illinois at Urbana-Champaign
This is a 100%, twelve-month, appointment with an initial three-year visiting term and the
possibility of conversion to a tenure track position.
Duties and Responsibilities: Working under the direction of the Director of the University
Archives, the Visiting Associate Archivist for Science and Technology is responsible for strategic
leadership to acquire, preserve and steward administrative records, laboratory records, and
professional, personal archives relating to the scientific work, processes, discoveries, as well as
technological developments initiated or led by University of Illinois faculty and staff. During the
three-year term, the position will initially on records and papers relating to the Prairie Research
Institute but could potentially expand over time to focus on other areas of Illinois’ rich and
innovative history relating to scientific discovery and technological innovation.
Major responsibilities include:
 Developing a collection development strategy and choosing areas in which to focus
collecting in consultation with teaching faculty and appropriate experts in the Archives,
Library (e.g. subject and functional specialists and Research Data Services staff), and in the
Prairie Research Institute or other University units;
 Conducting collections development research to better understand, document, and preserve
evidence of scientific activities and the information and data produced from those activities;
 Developing and administering policies relating to acquisitions including intellectual property
rights and access restrictions via deeds of gift;
 Making strategic decisions regarding descriptive practices and access tools to facilitate
discovery and use of scientific records, including electronic and digitized records;
 Creating and implementing processing plans for new acquisitions that balance resources
with collection and user needs;
 Providing research, instruction, and reference service to support the use of scientific
archives for scholarship, teaching, and service; and
 Undertaking university and public engagement to bring attention to and facilitate use of
newly acquired scientific archives.
 Articulating, pursuing and, over time, refining an aggressive agenda in research, scholarly
publication, and professional and public service activities in areas appropriate for academic
librarianship at the University of Illinois.
 Contributing to the national and international reputation of the University Library through
professional research, service and collaboration with appropriate colleagues and
organizations.