June 8, 2009

Conference Call

Members attending: Kathy Boyens (Olivet Nazarene University), Kim Hale (Columbia College Chicago), Jennifer Hain Teper (University of Illinois at Urbana Champaign), Lynne Thomas (Northern Illinois University)

Members absent: Lynn Daw (Monmouth College), Anne McKearn (Aurora University), Alyce Scott (Illinois State Library)

Staff attending: Elizabeth Clarage

1. Select minute taker
   Minutes taken by Kim Hale.
2. Approve minutes of April 20, 2009 meeting
   Corrected minutes were approved.
3. Old Business
   1. Fire Service Institute Burn Simulation and Recovery Workshop:
      • Burn simulation will be held at the Illinois Fire Service Institute tomorrow (Tuesday, June 9) and Thursday, June 11.
      • Sarah McHone-Chase (presenter) has turned in notes and handouts for the workshop packets.
      • Elizabeth stated that handouts, agenda, and evaluation will be in each packet.
      • Jennifer is working on hers and will distribute at the workshop.
      • Facilities personnel at UIUC are delivering shelves to the burn site and Jennifer will be providing books for the simulation.
      • Reminder: do not wear tennis shoes as there may be debris in the burn area.
      • We will be meeting inside during the morning and the burn will occur after lunch.
      • Sarah and Jennifer will talk in the morning and a video will be shown; in the afternoon, IFSI staff will stage a burn followed by Jennifer discussing salvaging books damage by fire and water.
      • Every participant will be required to fill out a card as a record of visiting the facility. Orientation for salvage volunteers will occur during lunch, determining who will be assisting.
      • Both workshops have full registrations each day.
   2. Digital Preservation Forum:
      • DCUG is taking the lead on the Digital Preservation Forum and the CARLI Preservation WG is providing assistance. The forum will take place on Tuesday, July 21 in Champaign, IL. (Note: complete program information is available at: http://www.carli.illinois.edu/mem-serv/mem-train/register/090721digital/)
      • The majority of speakers have been finalized; however one speaker dropped out. That speaker was replaced by another who will speak about their experience with MetaArchive (http://www.metaarchive.org/). CARLI will issue a statement to the effect that the our organization is not endorsing this organization but that it is an overview of a collaborative approach to digital preservation.
   3. AV Preservation Forum:
      1. • 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).
         • 1:30-2:30/3:00: Jennifer’s presentation on photograph preservation (with some info on funding).
      • AV Preservation Forum is set for Tuesday October 13th, 2009 at Columbia College Chicago’s Film Row Cinema Theater. A “save the date” message will go out in the next CARLI newsletter. Kim and Alyce will work on bibliography on finding funding for film and AV preservation after Alyce’s return from vacation.
      • Agenda and registration information will be put on the Preservation WG Wiki.
      • The preliminary agenda is as follows:
      • Short descriptions for both sessions are being crafted to get people interested in attending. Elizabeth will talk to SAIC participants for the AM program and Jennifer will draft the afternoon description.
   4. Preservation Webliography reminder:
      Be sure to check links to the Preservation webliography and submit any changes to Elizabeth ASAP.
   5. CARLI Newsletter:
      In good shape for now; Lynne submitted mylar information in May 2009. Lynn Daw is working on “Care and handling for users and staff” and will submit on June 15th. Jennifer Hain Teper is working on “book snakes” (July) and Anne McKearn is working on “pests” for August.
      Lynn will send out the rest of topics after July 1st when the new members join the committee.
   6. Joint statement on Digital Preservation Task Force
      Matt Cook (DCUG) and Lynn Thomas are working together in developing a joint statement on digital preservation efforts, looking at content and a suggested timeline for implementation.
      The two groups will work together to form a subgroup to look more closely at digital preservation. This group may submit a white paper written to the Board in December 2009 that outlines a digital preservation plan and providing recommendations. Lynn has volunteered to chair this task force, and will invite new members to join. The task force will begin to draft the white paper after the start of the new fiscal year, July 1st.
      Lynn has a working draft started, and it will be added to the wiki for this committee for review. If anyone is interested in participating, on the task force let her know. A statement that CARLI cannot financially support digital preservation at this point, but could volunteer to coordinate administrative support to libraries interested in collaborating in digital preservation efforts will be included.
      The group will review ARL and ACRL models for digital preservation over the fall semester.
4. New Business
   1. Announcement: Lynn’s book, Special Collections 2.0: New Technologies for Rare Books, Manuscripts, and Archival Collections is available for pre order.
   2. Thanks to members Alyce Scott and Kathy Boyens for their service on the CARLI Preservation Working Group.
5. Next Meeting The first meeting of the 2009-2010 year will be in-person on August 31, 2009 at the CARLI office in Champaign.

Note: The CARLI Office is located at: 100 Trade Centre Drive, Suite 303, Champaign, IL 61820-7233. For directions, see: http://www.carli.illinois.edu/about/about-office/about-officedirs.html

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