Items |
Summary |
Participant responsible |
Topic |
1. Welcome/Introduction of attendees |
DG Stewardship, LAC |
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Director General, Stewardship, Library and Archives Canada, welcomed everybody and reviewed the agenda. |
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Topic |
2. Objectives of the session |
DG Stewardship, LAC |
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- share what is happening at LAC and in regional groups
- set a path forward for the development of a national strategy
- enlist support from the community
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Topic |
3.a Year in Review: When we started |
COO, LAC |
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The Chief Operating Officer at LAC, reviewed the history of the last copy initiative, dating back to 2011. She highlighted six obligations of participating institutions that were developed:
- communicate a willingness to hold a last copy of publications
- communicate to other participating institutions the publications they hold as a last copy
- undertake to hold last copies in an appropriate preservation environment
- Undertake to give reasonable access to last copies
- Agree not to dispose of a last copy without reasonable notice to other participating institutions
- Undertake, if proceeding to dispose of a last copy, to accommodate its transfer to another institution
LAC's Management Board committed to managing Canadiana acquired under LAC's mandate in accordance with these obligations and to providing leadership to a potential pan-Canadian last copy initiative. LAC is committed to doing this work with the community. |
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Question |
How does LAC define Canadiana? |
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Action |
The Chief Operating Officer at LAC promised to provide LAC's definition of Canadiana to this group. |
DG Stewardship, LAC |
Question |
Have there been any overlap studies in Canada to determine what content is unique to which institutions? |
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No one was aware of any recent studies but thought this was a practical point that might be part of a research agenda. |
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Question |
Will there be an update on the National Union Catalogue (NUC) as part of this meeting? |
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LAC has posted an Advanced Contract Award Notification (ACAN) to look at outsourcing the technical platform for the National Union Catalog. LAC posted it on the Government of Canada procurement site and is working with Public Works to respond to vender comments. LAC is optimistic about the future and will communicate with the library community about specifics over the coming year. |
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Topic |
3.b Year in Review: Participants |
All |
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Chief Librarian at University of Toronto provided an update on the collaborative initiative between University of Toronto, Western University, University of Ottawa, Queens University and McMaster University to expand University of Toronto's remote repository in Downsview, Ontario. These five universities will have shared use of the facility and joint ownership and management of certain collection material. University administrators are still working through policy and financial aspects, and also need to better understand the overlap of collections. University of Toronto's holdings in WorldCat are not accurate. It would also be good to connect with American institutions creating repositories (e.g. California Digital Library, University of Illinois, West Project, etc.) |
University of Toronto |
Question |
Have you scoped what collection will be dealt with first? |
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We need to analyze the collective collections. We cannot put material in it that supports undergraduate education, for example. Material there now consists of digitized journals and books and low-use foreign language material, which often comprise the only copies in Canada. |
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Question |
Do you keep single copies or duplicates? |
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When the facility was opened, there was some duplication. Now, we only allow duplicates on a case-by-case basis, though it is difficult to articulate criteria on how to decide. |
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Associate Librarian at UBC gave a brief update on UBC's new storage facility that will open in March 2015. They are working on policies covering what will go into the facility. She is hopeful that there will be multi-institutional efforts. |
UBC |
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In 2009, OCUL adopted the Thunder Bay Agreement, a strategy for managing low-use material. There is discussion about strengthening it. |
OCUL |
Comment |
Participation in the agreement was voluntary for OCUL members. There are no mechanisms for reporting or guaranteeing last copies. It makes no sense to duplicate WorldCat on a local level. |
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COPPUL's Shared Print Archive Network involves 21 university libraries in the western provinces. COPPUL is in the second active phase of the project. We are archiving low-use print journals that are generally duplicated digitally with an impetus to clear shelf space and preserve archived copies. In the first round, we archived 1700 titles, 60,000 volumes. Members are now weeding from their collections. We are beginning discussion on monographs. We have exposed our retention commitments in the Print Archives Preservation Registry (PAPR) from CRL. |
Executive Director, COPPUL |
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Council of Atlantic University Libraries (CAUL) is not as far along in last-copy initiatives, but 12 universities share the same NovaNet catalogue. Our focus in the coming year is on federal government documents. |
CAUL |
Topic |
3.c Year in Review: LAC involvement/role |
DG Stewardship, LAC |
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LAC has a new collection storage facility. All of LAC's over 3 million preservation copies of Canadiana will be stored in this facility. The service copies are still at 395 Wellington. As of last week, 2.4 million items have been moved and stored in high density. We have linked those items to our collection management system. We learned a lot from U of T when we started working on this facility and now we have expertise too. We can make ourselves available to the community if others are starting similar projects. |
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Comment |
It might be useful to create a contact list of people with experience in facilities, overlap studies, etc. so the group can benefit. |
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Comment |
An inventory of storage facilities in Canada, in building and planning phases, would also be useful. |
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Action |
LAC will work on creating a central place for sharing information or links, list of contacts, facilities, etc. |
DG Stewardship, LAC |
Question |
The Vancouver Public Library (VPL) wanted to know what policies institutions have on self-published works. |
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Participants agreed that decisions are made on a case-by-case basis by acquiring areas, but once a publication was acquired, there was a commitment to preserve it. |
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Question |
Has there been any discussion with Toronto Public Library? Any other major public libraries? How do we bring them into the conversation? |
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Action |
Bibliothèque et Archives nationales du Québec (BAnQ) and Canadian Urban Libraries Council (CULC) were informed of this meeting. LAC will follow up with them after this meeting. We will also share our thoughts on self-published works with VPL. |
DG Stewardship, LAC |
Topic |
4.a Shared Commitments: COPPUL Presentation |
Executive Director, COPPUL |
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Executive Director, COPPUL summarized the work she did with Sabrina Wong in their paper: Consortial shared print archiving: perspectives from Canada. She also noted the work of Constance Malpas and Brian Lavoie at OCLC with their Right Scaling Stewardship publication. |
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Topic |
4.b Shared Commitments: Areas of Research |
DG Stewardship, LAC |
Question |
Director General, Stewardship at LAC, mentioned that LAC'S strategic research team could help with some areas of research for the group. He asked what areas of research we should focus on. |
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Comment |
There is reclamation work being done at some libraries, but it would be useful to know how many other places are undertaking work to conduct an overlap study. |
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Comment |
We would need to define what an overlap study would look like. Director General, Stewardship, LAC suggested a sub-group could work on this, as it was too technical for LAC's strategic research team. |
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Action |
Chief Librarian at University of Toronto volunteered someone from U of T to help and members from COPPUL, McGill University and OCUL would also participate. Director General, Stewardship at LAC will arrange next steps. |
DG Stewardship, LAC |
Comment |
We don't want to wait too long for the NUC to be up and running in new form before collection analysis is done. |
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Comment |
It was noted that what appears in collection analysis of holdings in WorldCat is separate from what is displayed, which is based on a subscription to search. |
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Comment |
LAC should hold discussions with BAnQ as their mandate is similar to LAC's with respect to legal deposit of Canadiana. |
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Comment |
We haven't heard anything about digitization. It would be great if last-copy publications were available digitally. Digitization of last copies is linked to the Trusted Digital Repository as well. |
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Comment |
A lot of last copies represent the long tail of low-use items. Comprehensive digitization of these copies is not practical. |
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Comment |
If we acquire in print, we are preserving in print. If we acquired digitally, we are not printing, but preserving digitally. |
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Comment |
More and more publishers are thinking of going digital only, and born-digital material will have to have last copies as well. |
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Topic |
4.c Shared Commitments: Standards |
DG Stewardship, LAC |
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With respect to standardized use of fields in systems, MARC is a dying standard. We should check with OCLC to see if they have done work already on exporting data out of MARC records. People at Canadiana.org may also have ideas. |
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Standards for facilities can also be shared, including temperature and relative humidity and disaster preparedness. There needs to be a balance between having standards too rigid for people to adopt and reasonable enough that people will have confidence the copies are being preserved. |
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End State definition |
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Question |
Director General, Stewardship, LAC asked meeting participants what the end state of a national strategy would be. |
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Comment |
In terms of an end state, it would be good if regionally coordinated projects could be incorporated into a national project. This will require us to identify next steps for NUC and determine how we register last copies. |
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Comment |
Nationally coordinated effort and guidelines. |
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