April 20, 2009

Conference Call Minutes

Members Attending: Kathy Boyens (Olivet Nazarene University), Lynn Daw (Monmouth College), Kim Hale (Columbia College Chicago), Anne McKearn (Aurora University), Alyce Scott (Illinois State Library), Jennifer Hain Teper (University of Illinois at Urbana Champaign), Lynne Thomas (Northern Illinois University)

Staff Attending: Elizabeth Clarage.

1. Select minute taker.
   Kathy Boyens offered to take minutes.
2. Approve minutes from February meeting.
   Corrected minutes were approved.
3. Old Business
   • Review of Preservation Webliography links.
   • Send any changes or corrections to Elizabeth ASAP.
   • Fire Services Institute Burn Simulation and Recovery - June 9 and 11.
   • Elizabeth's descriptive blurb was approved.
   • Committee members to choose one of the dates to assist in the afternoon session and let Elizabeth know.
   • Any handouts need to be sent to Elizabeth by June 4th to be added to packets for the day.
   • Media/Photographic Workshop.
   • Scheduled for October 13, 2009 at Columbia College, Chicago.
   • Since there are no charges associated with this session, it doesn't need to go through the CARLI Program Planning Group. It can be considered a forum rather than a workshop.
   • Lynne will draft a Save the Date Message.
   • 9:00 - 9:30: Registration and Coffee
   • 9:30 - 11:30: Morning session with Henrietta Zielinski and Thomas Hodge. Group will request that they mention that the preservation for 35 mm is same as for 16mm and 8mm.
   • 11:30-12:30: Lunch
   • 12:30-1:30: Jimi Jones from UIUC - Practical aspects / Doing preservation on a low budget (low cost/no cost, vendor relations, list of vendors). Alyce and Kim to prepare handout on finding funding for film and AV preservation (grants, etc.).
   • 1:30-2:30/3:00: Jennifer's presentation on photograph preservation (with some info on funding).
   • CARLI Newsletter Contributions:
   • April - Preservation Blogs (already submitted)
   • May - Mylar book jackets (Lynne Thomas). Submit between May 14-18 for May newsletter.
   • June - Care and handling for users and staff (library displays, etc.) (Lynn Daw). Submit by June 17-19 for June newsletter.
   • Next topic - Book snakes (Jennifer)
   • Fall topic - Monitoring pests in the library (Ann McKearn - student project next fall)
   • Set rest of topics after new members have been added.
   • Joint Forum on Digital Preservation with CARLI Digital Collections Users Group.
   • Scheduled for July 21, 2009 at I-Hotel, Champaign, IL from 10:00 am until 3:30 pm.
   • All speakers have been confirmed except the second keynote speakers who withdrew. Instead Rachel Howard, Digital Initiatives Librarian at University of Louisville, will be speaking on MetaArchive.
   • The Preservation group is taking a support role in this forum. The DCUG is taking the lead.
4. New Business
   • Annual Report Draft.
   • Approved by group with the following corrections/additions: Add 2009 to date of AV forum, mention survey of interests on Program Topic, mention May Day communications to membership. Lynne will finalize and forward to the group.
   • Joint Statement on Digital Preservation with DCUG.
   • Feedback from the CARLI Board and Susan Singleton indicates they need more statistics, specifics (costs, options), and background and a recommendation.
   • Possible long-range goals: Work on providing a CARLI-wide LOCKSS-type program. Work towards "trustworthy repository" status. Investigate options and "piggyback" on other efforts.
   • Lynne Thomas will work with Matt Cook (chair, Digital Collections User Group) on revising the statement and will task out some of the responsibilities. Jennifer volunteered to serve as a consultant on the process. Other committee members will work on tasks as assigned. All committee members will review the draft. Timeline for this project needs to be confirmed - discussed in this context as needing to be completed by July.
   • Jennifer's announcement - UIUC is in discussion with Nancy McGovern about hosting a Digital Preservation Management workshop on the UIUC campus in spring 2010. UIUC is proposing a 3-4 day workshop, with possibly a large lecture one day and a smaller hands-on workshop for the other 2-3 days.
   • Chair for 2009-2010:
   • Lynne Thomas was elected as chair for 2009-2010.
   • Old/New members:
   • Alyce Scott and Kathy Boyens are rotating off the committee at the end of June. The Working Group expressed the appreciation for their work on the committee. Two new members to join the group beginning July 2009.
5. Next meeting
   • Scheduled conference call for June 8 from 10 am - noon if needed. The conference call phone number will be toll free: (877) 607-8976 or (217) 244-7526 for local callers.

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