VIVA Resources for Users Committee Meeting - Minutes
Friday, March 1, 2013 10 AM
Location: Clemons 407, University of Virginia
Present: Karen Cary, Tara Cassidy, Stephen Clark, Natalie Clewell, Anna Creech, Sharon Gasser, Maureen Hady,
Virginia Kinman (recorder), Ed Lener, Louveller Luster, Pam Morgan, Jane Penner, Kathy Perry, John Tombarge,
John Walsh
Guests: Matt Ball (UVA), Cheri Duncan (JMU), Anne Elguindi (VIVA), Leslie O’Brien (VT), Genya O’Gara (JMU), Rob
Tench (ODU)
1. Announcements
Introduction of guests: Cheri Duncan and Leslie O’Brien are working with RUC committees. Genya O’Gara, Matt
Ball and Rob Tench were also guests.
The group noted with sadness the passing of Jim Gwin, who retired from the Boatwright Library at the University
of Richmond in 2012.
2. Budget – Kathy
For the current fiscal year 12-13, most invoices have been paid. Cost per use for the contract period is based on
use per month for the actual contract period, not the fiscal year.
3. Renewals
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ACM (Pam)
Annual Reviews (Pam)
APA PsycARTICLES (Virginia) – billed to institution
APA PsycBOOKS (Virginia)
APA PsycINFO (Virginia)
BioOne1 (Anna)
EBSCOhost Collection (Virginia)
Gale LRC (Maureen)
Mergent (John) – cost sharing
Nature (Ed)
OED (Jane)
OCLC FirstSearch (John W.)
Ovid LWW Collection (Natalie) – cost sharing
ProQuest Congressional (Stephen)
ProQuest Dissertations & Theses FT (Stephen) – cost sharing
ProQuest PAIS International with Archive (Stephen)
ProQuest Safari Tech Books Online (Stephen)
Motion to renew the above was seconded and passed.
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Bowker Books in Print (Maureen). Motion to cancel Bowker BIP as of July 1, 2013 was seconded and
passed.
Gale Contemporary Women’s Issues (Maureen). The renewal vote will be taken via email prior to
Steering Committee meeting on March 14.
ProQuest Serials Solutions Ulrich’s (Stephen). Motion to renew for one year seconded and passed.
4. RFP for Demand Driven Acquisitions Update – Cheri Duncan
The contract has been signed, slowed down a bit by the purchase of EBL by ProQuest. An implementation plan has
been drafted. EBL is working with publishers to determine which ones will participate and should provide a
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publisher status update (but not a final list) after the conference call scheduled for March 8. At this point, we are
on target to load records by the end of March and hope not to extend into April.
Bib records will come from OCLC Knowledge Base. This should make the process easier than it would have been in
the past. Institutions will get three files on a weekly basis after initial load (new, no longer available, and purchased
by VIVA). All records are basic OCLC records with 740 notes to clarify which collection they belong to. Bib records
can be customized according to the institution’s profile established with OCLC. The committee is working on
getting a sample set of records.
The RFP and Cataloging groups may consider setting up a temporary task force to monitor implementation. It was
agreed that cataloging and collection librarians should be contacted. Institutions will need time to adjust their
profiles with other vendors.
VIVA will have access to reports related to use by institution.
There are 5 privates waiting to see the publisher list to decide whether to participate. The contract allows us to
add subject areas for ongoing DDA if the pilot works well.
Sharon thanked Anne Elguindi and Cheri Duncan for all their work.
5. E-Book Publisher Package Purchase follow-up – Tara, Anna, Anne
The Springer deal ended yesterday, we made the threshold for an additional discount. Elsevier finally came out
with records from OCLC, though there is opportunity in future to use Elsevier record service.
6. Collection Analysis projects with Sustainable Collection Services:
 Video Last Copy Project – Anne
 Monograph Collection Analysis – Leslie
Video Last Copy Project – Matt Ball (UVA) provided a brief history of the project. A group of media librarians in the
state meet several times a year and came up with a cooperative collection development scenario to videos to
address deterioration, lack of use, and newer formats. The VIVA Steering Committee approved the concept last
summer. There were originally 6 libraries in the project and now there are 7. Expected completion is May 15, 2013,
but this is not necessary and could fold into next FY. Motion to approve the SCS proposal was seconded and
passed.
Monograph Collection Analysis – Participating institutions were identified from a survey and phone conversations.
Thrust of the pilot project is to have a body of data to evaluate for last copy and as a basis to make some decisions
going forward. Possible outcomes include statewide policies for selection and retention, pick-lists. Institutions have
varying priorities (space, distributed repository, potential collection development). Participating institutions will
extract records for all English circulating monographs with focus on Sci/Tech (Q-T). The timeframe from record
extraction and action is critical because of the age of the data, so a strong working group is needed with clear
information for pilot libraries. Proposal is extensive to help pilot libraries fully understand the work and outcomes
that will be involved. The most concrete benefit is collaborative weeding and conservation. The figures in the
proposal are rough estimates and may end up being lower. The pilot limits the number of ILS systems and restricts
to LC. VIVA covers all costs of the pilot, which will help determine whether to proceed with other LC classes. There
will be a lot of work by the representative librarians from each school. SCS does a lot of normalization of data.
Value added is comparison in state, worldwide and Hathi Trust (public domain and not public domain).
There was discussion about the purposes of the pilot. Future extensions would look at other subjects and would
likely involve cost sharing. Another outcome could be agreement about future collection development. The pilot
project is a funding commitment plus task force time commitment, documenting the process and outcomes.
Motion to approve monograph project funding and proceed with developing task force was seconded and passed.
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7. APA PsycNET Interface Review – Virginia
There were 35 responses to the survey, with at least 20% from each institution type group (public doctoral, public
four-year, public two-year and private). Considering a total of 73 VIVA institutions, not counting the Library of
Virginia, this is a 48% response rate if there was only one response per institution. The average rating for each
question was at least 3.5 out of 5, where the 3 rating is neither dissatisfied nor satisfied.
Virginia and members of the task force will do more detailed analysis of comments and breakdown by institution
type and will create a more detailed report for RUC and recommendations for APA.
8. MLA RFP Update (Information) – Karen
The RFP was released on February 6, one day earlier than anticipated. Responses are due on March 6. Karen is
working on a survey to go out shortly after trials begin; it should be out March 20. The RPF Committee will meet on
March 18 to determine the finalists. They expect to award the contract on July 1 and implement on August 1. The
Committee has been very responsive and contributed to the success of the RFP.
9. PBS Video MOU – Jane
Matt Ball and Jane reported that the UVA University Technology Center wants to know if they are committed to
serve the videos in the current manner because they need to upgrade servers and software. Stats indicate that
many videos have been viewed at least once since April 2010. The question is whether to keep streaming from
UVA servers. Jane and Matt will look at the draft MOU.
10. JSTOR – Anne, Kathy, & Sharon
This would not be VIVA funded, but an opportunity for discounts to institutions with JSTOR archives through
central VIVA billing. Licensing would be with VIVA as a standard with riders, so adding collections would be easier.
This would be an opt-in, JMU would handle invoicing. Several institutions are moving to outright purchases of the
JSTOR archives to avoid the Annual Access Fee (AAF) – we need to find out how this would be handled in the
model. This would be for 2014 in full model. Motion to empower Kathy and Sharon to proceed with a VIVA
contract for JSTOR archive discounts with central billing was seconded and passed.
Portico has worked with University of Maryland to come up with consortial savings based on library materials
expenditure for a flagship and then come up with multiplier for other institutions. If you are a current Portico
member, this would reduce your cost; if you are new, it would reduce your initial cost. This is not VIVA funded.
Portico is a dark archive without access unless something happens – more long term preservation than LOCKSS.
There is a benefit for smaller institutions because Portico takes care of everything. This might provide an entry
point for smaller institutions. We would need to provide figures and determine leveling to distribute savings.
Sharon will get more information to present at the next meeting.
JSTOR current scholarship discipline packages are also available. This would also be billed through VIVA. At
present, 47 VIVA institutions have at least 1 title through CSP. This would not be VIVA funded but billed with
discount options to institutions. Sharon will get more information on this as well.
VIVA will not get pricing on ebooks, but individual members are welcome to approach this as a cooperative.
11. Regional Training Update (Information) - Natalie (new training coordinator for RUC)
Natalie announced the upcoming “train the trainer” event in 3 locations on 3/12 (GMU) 3/13 (UofR) and 3/14
(Radford). Products covered are Elsevier, Springer, EBL and Mergent.
12. SCOAP3 Update – Kathy
Kathy , Ed, and Karen participated in a webinar presentation on how to calculate costs for SCOAP3. There are 8
titles. Even if you only have one or two or three, it’s important to be involved. Advantage is that price will remain
flat regardless of the number of titles. Semi-firm due date of 3/15.
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13. Potential new opportunities:
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LibGuides
ASM (American Society for Microbiology) for journals & books
ReferenceUSA and OneSource
ProQuest Worldwide Political Science Abstracts
LibGuides – Many VIVA members are subscribers than not to some kind of Springshare product. VCCS is making a
system purchase to offer LibGuides to all member institutions as part of system-wide project, with discounts based
on how many new subscribers. This would be VIVA billed – JMU has to be willing to do billing. Anne will inquire
about extending to all of VIVA, counting VCCS new subscribers, and get more firm information.
ASM –There is some interest. Leslie and Cheri will look into this.
ReferenceUSA and OneSource – There is no interest in a group purchase.
WPSA – Stephen and Karen will investigate further.
Next meeting: May 31, 2013
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