Council of State University Libraries
Statewide Storage Task Force (SSTF)
Quarterly Report for the June 2012 CSUL meeting
This report includes discussions and activities from task force meetings conducted via conference call on
March 12th, April 9th and May 14th as well as communications via e-mail.
1. Conference call discussion topics
a. Construction Updates and Interim storage facility:
i. Construction design and planning for the permanent high density facility (HDF) is well under
way to be shovel-ready in order to seek state funding in the 2013 state legislative session.
ii. A five year contract was signed for an Interim Storage Facility. Phase 1 will open in July 2012
with Phase 2 opening in October 2012.
b. Journal storage software:
i. UF Libraries is developing a software application to support the print archiving initiatives of
both ASERL and the shared print collection, now named FLARE (FLorida Academic
REpository). The tool will track the archive status of titles, the affirmative holdings of the
titles and information about missing issues or gaps.
ii. A prototype of the software will be demonstrated during the July 9 th SSTF conference call.
c. Other:
i. FLARE has been reserved as the new OCLC symbol to represent the Shared Collection.
ii. A ‘Last copy of a monograph in Florida’ policy for libraries participating in FLARE has been
drafted and reviewed by the Collection Planning Committee and SSTF. A final version of the
document is expected within the next month. It will be vetted appropriately and sent to
CSUL for approval.
iii. The Storage Cataloging and Discovery Group recommended to SSTF a procedure to assure
that monographic series meet FLARE’s established single copy policy.
iv. The task force discussed the benefits of establishing an end year for FLARE serials with
trusted electronic equivalents and determined that this question should be referred to the
Collection Planning Committee for their recommendation. (Other print archiving programs
such as the Western Regional Storage Trust and the CIC Shared Print Repository have
assigned an end year to aid them in providing a definitive scope for their work effort.)
v. A brief report of SSTF’s long term projects was submitted in response to a request from the
CSUL Chair and is available at https://csul.net/sites/csul.fcla.edu/uploads/SSTFResponse_CSUL_Request.pdf
vi. A combined JSTOR inventory and MARC 583 field project has been started at ALF. During its
first 2 months, 120 titles with partial holdings at ALF have been inventoried and archiving
commitments documented in MARC 583 fields. Outcome of this work may inform SSTF
evaluation and discussion of MARC 583 field, a future topic listed under 1.d.iii.
vii. Over 195,000 volumes from the UF Auxiliary Library Facility (ALF) collection have been
accessioned in the AIMS inventory control software and are ready for high density storage.
(Total project breakdown: 101,935 monographs, 88,305 government documents and 4,900
JSTOR volumes.)
d. Future discussion topics/action items for the group:
i. Finalize the ‘Last copy of a monograph in Florida’ policy for libraries participating in FLARE.
ii. Continue to develop and refine, as needed, policies and procedures for FLARE and its
physical housing, initially in interim storage and eventually in the high density facility.
iii. Evaluate repeatable MARC 583 field metadata creation guidelines from OCLC’s recent Print
Archives Disclosure pilot. Assess viability of implementation in light of knowledge gained
during current MARC 583 addition project at ALF.
iv. In conjunction with Florida Virtual Campus (FVC), facilitate the discovery and resource
sharing of FLARE materials both within the Aleph shared bibliographic environment and
between Aleph and other systems used by FLARE partners.
v. Act as consultants and testers for continued development of the journal storage software.
vi. Identify and recommend solutions for streamlined and efficient data management, sharing,
and workflows where multiple platforms include similar or overlapping information, e.g.
Aleph, OCLC, AIMS inventory software for HDF facilities, and the journal storage software in
development.
2. Action items
a. NONE
Respectfully submitted,
Cathy Martyniak
Chair, Statewide Storage Task Force
2