ALCTS Technical Services Directors of Large Research Libraries Discussion Group

2004 Midwinter Meeting (San Diego, California)
January 9, 2004

Appendix to Minutes of Meeting:

Round Robin of Issues of Importance (major events/developments/concerns) to Local Institutions These reports were distributed over the Big Heads electronic discussion list in the weeks prior to the San Diego Midwinter Meeting in January 2004.

For the minutes of the Big Heads meeting at San Diego, click on NOT YET AVAILABLE.

This compilation was prepared by Judith Hopkins, University at Buffalo



Columbia University
Cornell University
Duke University
Harvard University
Indiana University
Library of Congress
National Agricultural Library
National Library of Medicine
New York Public Library
New York University
Ohio State University
Pennsylvania State University
Princeton University
Stanford University
University of California at Berkeley
University of California at Los Angeles
University of Chicago
University of Illinois at Urbana-Champaign
University of Michigan
University of Minnesota
University of Pennsylvania
University of Texas at Austin
University of Virginia
University of Washington
University of Wisconsin at Madison
Yale University


ALA Annual meeting, January 2004
From: Lee Leighton(

UC Berkeley round robin report, January 2004

During fiscal year 2003-2004, the library was asked to give back 2.4 million dollars in permanent funds to the campus (approximately 35 positions including 8 from Technical Services). Those savings were achieved by a hiring freeze and voluntary resignations. We are also expecting a mid-year budget cut during the current fiscal year. In addition, the Library has been asked to give back an additional 2.2 million dollars (approximately 30 more positions including a 25% reduction in student employment) in the coming fiscal year, 2004-2005.

Electronic resources workflow.
Carole McEwan, our electronic resources cataloger, has been working with the many library staff who select, acquire, pay for and catalog electronic resources to regularize and streamline our processes.

Approval plans.
With the demise of the Academic Book Center, which supplied our domestic science books, we have consolidated our domestic approval plans with Yankee Book Peddler, the vendor that also supplies our domestic arts, humanities and social sciences materials.

Germanic brief cataloging.
We have been experimenting with brief cataloging for our current Germanic materials. The Germanic cataloger and the Germanic book selector have worked together to prioritize our Germanic backlog into 1). high priority books that need full cataloging, and 2). lower priority materials that can receive brief cataloging, at least in the short term. The brief records were cataloged on OCLC, following a University of California standard, with nearly full description, an LC call number (but no subject headings), and a code that allows us to later retrieve those records. After about 7 months, we are researching over 3,000 of the brief records on OCLC to determine if other libraries have added subject headings to our records. We will then add those subject headings to the brief records in our local catalog and export them again as full records to RLIN and MELVYL, the University of California union catalog. Because the books have been classified, they are already on the shelf and will not have to be rehandled. A public services/technical services committee is currently discussing extending this experiment in some form to other materials in Western European foreign languages, Slavic languages, and Arabic.

Return to List of Libraries


ALA Annual meeting, January 2004
From: Cynthia Shelton, Associate University Librarian, Collections and Technical Services (

UCLA report for ALA Heads of Technical Services
Midwinter Report
Cindy Shelton

The Library has focused the last 6 months on implementing budget cutting plans and planning for data migration and implementation of a new LIS system.

New University Librarian

Gary E. Strong, formerly Director of the Queens Borough Public Library, took over the helm at UCLA on September 2. He has immersed himself in budget planning, capital program planning and fund raising, and outreach to the deans and provosts.

Budget Cuts 2003-04

The UCLA Library eliminated 25.5 staff positions (around 8 percent) in order to meet a 7 percent budget cut. We did this through attrition and avoided layoffs. We planned for these cuts by centralizing and consolidating services in the various libraries. These consolidations included centralizing cataloging into a single department serving all libraries, and merging seven separate acquisitions units into five. Implementation of these consolidations has involved vast workflow and space planning. We started implementation of these changes on July 15. 

The Library is planning for a minimum 5 percent cut for 2004/05.

Voyager: UCLA's new system.

UCLA is happily and busily immersed in planning for migration to Endeavor's Voyager. We will implement the new system in summer 2004.

Shared Collections and Acquisitions: 

UC launced a pilot to test some of the policies and goals for building a shared print collection. The pilot is using around 1000 journal titles from Elsevier and AMC.  UCLA is handling the acquisition of the materials that are being processed and housed in one of UC’s two shared storage facilities. An assessment report of the pilot to determine the cost effectiveness, feasibility,  and scalability is due in March.


Return to List of Libraries


ALA Annual meeting, January 2004
From: Judi Nadler (

January 2004



After more than twenty years of successfully guiding the programs and activities of the Libraries at the University of Chicago, Martin Runkle, Director of the Library, has announced his intention to retire, effective October 1, 2004.  A search for a new Director of the Library is underway, and announcements will appear in national publications and on web sites in the upcoming weeks.


At the present rate of collection growth all of the shelving in Library buildings on campus (including the storage facility) will be filled by the end of 2007 and we will be “functionally full” well before that date.  So far the burgeoning of online information has not slowed appreciably the growth of our print holdings—in the past five years the collections have grown by an average of 146,000 volumes per year, some 115,000 annually in Regenstein. The Special Collections Research Center will run out of space for archives and manuscripts by the end of this year.

The Library has taken several steps in planning to accommodate future growth, including: a capital budget request for a cost & feasibility study for on-site and off-site shelving (request approved, and study underway) and the appointment of an ad hoc faculty advisory committee on shelving options. The Committee’s recommendations will be critical in the continuing process of deliberation and decision-making.

Also, a committee was charged with proposing the design for a weeding project in the Regenstein stacks, focusing on duplicate monographic and journal holdings that can be de-accessioned. The Committee completed its work and the project is now being tested in pilot mode. The Report can be found at

Budget and staffing

Preliminary data predict a tight budget for the next fiscal year—0% increase for operating, 2% increase for compensation, and 6% increase for acquisitions. A decrease of 4% in endowment payout coupled with the falling value of the $ add to the gloomy picture. In light of this year’s and of next year’s budget, all vacancies are under scrutiny and only selec