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Information Services and Resources, Dana Porter Library
Departmental Meeting
January 27, 2012
Dana Porter Library Room 428
10:00am - 12:00pm
Minutes

Present: Annie Bélanger (chair), Helena Calogeridis, Marian Davies, Jane Forgay, Tim Ireland, Christine Jewell, Judy McTaggart, Rachel McNeil, Leeanne Romane, Carol Steele (recorder), Janet Wason, Margaret Yuen, Agnes Zientarska-Kayko

Guest: Aziz Aboueleinin, Ben Robinson

Regrets: Sandra Keys

  1. Approval of the previous minutes.
    Minutes of January 13, 2012 were approved with edits.

  2. Business Arising from the minutes
    10. c. Sandra is collecting suggestions for Libquest until February 6. She will then compile them and bring them to the meeting.
    10. d. Pascal sent out an email introducing the new hires in Systems.
    10. e. Helena will shortly contact Kathy Szigeti about the LibGuide request to include a form to book appointments with librarians.

  3. Admin matters
    a) Library Review Update (Annie)
    The Retreat participants--the managers group and chairs of selected committees--reconvened Jan. 23 to discuss next steps. Four working groups will be set up, each with 2 co-chairs. In addition, a data support group will be struck. Details will be announced on Feb. 8 at the all-staff meeting.
    b) SharePoint cleanup (Carol)
    Carol proposed that older entries in the "Where Are We Today?" list be deleted. Discussion followed and it was agreed that 2 years of entries would be kept. To ensure that people do not receive alerts for all the deleted items, Carol will set up new alerts for everyone for new and changed items only.

  4. Introducing Aziz Aboueleinin
    Aziz assumes his new role as Library Associate, Collection Management (1 year secondment) on February 6, 2012. Members of the department introduced themselves.

  1. Collections (Annie, Christine, Librarians)
    Annie reported that Porter is at 92% capacity and the Annex is still closed. Floors 8 and 10 are the most critical. A weeding task force has been formed to sort out the weeding process. Christine will chair; other members will be Ann Naese, Aziz, and Annie or another librarian.
    Discussion ensued and a number of points were made, including the following:
    * An across-the-board weeding target is not possible because some areas have been weeded aggressively in the past while others have not.
    * The Porter Librarian LC Ranges document is a key tool and needs to be correct. Also, librarians will need to consult with each other in interdisciplinary areas.
    * Usage reports can get split into smaller ranges. Bibliographic verification can be done by Aziz as well as searches on comparators e.g. Yale for certain Drama ranges.
    * First steps: weeding task force to sort out process and create checklist; librarians to conduct visual inspection (one exercise with Annie), pull items for repair.
    Visual inspections: The group determined that when examining material on shelves, books could be placed on a truck in these categories:
    1. Duplicate/superseded—delete (no note required).
    2. Potential withdrawals: if circulation count 0, delete (WB); if circ count >0, keep (& repair if needed)
    3. Questions & further study: Get circ count, will need to assign a temp location.
    4. Withdrawals: add post-it.
    ACTION: Annie will discuss for a new temp location, to be used when librarians are reviewing material.
    ACTION: Annie will order large elastics, tape & post-its.
    Annie asked the librarians to think about the implications of communicating the weeding project and how LibExec can support them.

  2. Screencasting Workflows (Marian)
    i) YouTube uWaterloo Library Playlist
    Navigate to YouTube uWaterloo Library Playlist (http://www.youtube.com/uwaterloo), and open up the grid view (top right hand corner).
    The videos/screencasts in the Library Playlist are in alphabetical order. You can see at a glance the length of time of each one, and how many times it has been viewed.
    You select one, by clicking on it, and then click on the title to see additional features, such as the Interactive Transcript and more detailed statistics.

    Only current videos/screencasts, information that is relevant to our users, should be located in the YouTube uWaterloo Library Playlist.

    Workflow in mounting these has been simplified. Send the following files to Marian Davies in an email:
    * .mp4 (video file)
    * .srt (required for captions)
    * .docx (transcript)
    In addition, the title, description, and keywords for searching should be included in the email. The new video/screencast is uploaded within a few days.

    ii) Keeping a Record
    Although out-of-date videos/screencasts should be removed from the YouTube site, a copy of both the .mp4 and transcript is kept in the S Drive, under Projects, Multimedia_Repository.

    iii) Training for Screencasting
    Marian Davies is available to provide training for those interested in creating screencasts. The Screencasting Guidelines and Best Practices document is available on SharePoint, under the Dashboard, in the top right hand corner. The technology is becoming easier, and we have an additional tool, a hand held recorder that allows you to record wherever you want; you are no longer tied to the workstation. A good starting point is to turn a PowerPoint presentation into a screencast.

  3. An announcement from the Outreach Group:
    The Outreach Group is distributing buttons again this year for Valentine's Day. To highlight this event, the usual rotation of home page banners will be replaced with the Library Love banner – for one day only – February 14th.

  4. Around the table
    None

  5. Next meeting is scheduled for February 10; Tim is the recorder

 


February 11, 2012