CARLI News December 19, 2013

Changes to CARLI Membership Criteria and Benefits

This fall, as part of CARLI's ongoing efforts to gather information about member libraries, the CARLI Board and staff visited twelve CARLI Governing and Affiliate member libraries. Informed by these visits and previous Board discussions, the Board of Directors approved several changes to CARLI membership criteria and benefits at their December meeting. Beginning July 1, 2014, CARLI Governing member institutions must be Not-for-Profit, and the institution must be incorporated in Illinois.    

Also effective July 1, 2014, Affiliate members will no longer be eligible to participate in brokering, delivery, subsidized resources, committees, or awards. Affiliate members will remain eligible for CARLI workshops, training events, forums, and email discussion lists. 

CARLI staff has notified member libraries affected by the change in membership criteria and is working to resolve any site-specific issues identified in the membership site visits.

I-Share Next

CARLI is in the very early stages of the lengthy process to select and implement the next generation of shared library management system for I-Share. This process will begin in early 2014 and is expected to continue through mid-2017. In November, the CARLI Board discussed the strategic and technical implications of a new library management system for I-Share; how best to involve our members in the process, including our formal advisory committees and the directors, staff and users at I-Share libraries; and how best to evaluate both commercial and open source options. Following additional discussions at their December meeting, the Board approved the charge to the I-Share Next Task Force and the timeline for the I-Share Next Project

Over the next several weeks, CARLI staff will begin the first phase of the process, which will include providing member libraries an opportunity to learn more about next generation systems through webinars and other channels. We will also begin soliciting applications for library staff interested in serving on the I-Share Next Task Force. This group will help CARLI to craft requirements, evaluate options, and select the software that will ultimately replace Voyager.

In early 2014 we will provide more detailed information about timelines, the I-Share Next Task Force charge and application process, as well as ongoing plans for communication, product demonstrations, and opportunities for member input. Please watch for this important information coming in the new year.

CARLI Accepting Student Yearbooks for Digitization

CARLI is now accepting yearbooks for the yearbook and student newspaper digitization project. This project, supported by funds allocated by the CARLI Board of Directors, allows for CARLI Governing members to choose to have either yearbooks OR student newspapers digitized (or an alternative student-centered collection if there are no yearbooks or newspapers); institutions may not have both digitized through this program.
Applications will be accepted and items digitized on a first-come-first-served basis, but applications may be submitted at any time before Dec. 31, 2014. Applications submitted by the deadline that meet the project criteria are guaranteed to be digitized as part of this funding project.
There are several steps to the yearbook digitization process. Please review all the information, including web forms to get your submission started.
The current application process is for the yearbook digitization only. Newspaper digitization will start once CARLI has contracted with a vendor. More information about how to apply for digitization of newspapers will be announced at that time.
If you have already digitized your yearbooks and student newspapers, or if your institution does not publish yearbooks or student newspapers, there is still time to submit a proposal to digitize alternative student-culture-based materials (e.g. course catalogs, student handbooks, other student publications). Proposals can be emailed to no later than June 1, 2014.

Register Now to Attend CARLI Digital Preservation Webinars 

Registration is now open for each webinar in a series of four presentations on digital preservation issues. Sponsored by the CARLI Digital Preservation Trainers, the webinars will cover the six digital preservation "modules" created by the Library of Congress' Department of Digital Preservation Outreach and Education (DPOE). For more information about the DPOE curriculum, please visit:
The first webinar in this series will be a one-hour overview that will introduce the topics covered in the three subsequent webinars. Each of those webinars will be two hours and will cover two of the digital preservation modules. Dates, times, and registration links for all four webinars are listed below.
These webinars are intended for librarians and IT staff involved in acquiring and creating digital materials, and for those who are beginning to think about acquiring digital materials. No previous experience in digital preservation is needed. The webinars are open to CARLI member libraries only.
Attendees must register for each webinar separately. Registration for each webinar will close one week before the webinar.

Overview Webinar: Tuesday, February 4, 2014, 10:00–11:00 am

This session will give an overview of the cycle of work for preserving digital materials in library collections. It will cover the best practices and options for selecting, storing, and preserving items, and is scalable to any institution size. This session will lay the groundwork for additional webinars that go into more depth on the various steps in the process.

Identify and Select: Tuesday, March 4, 2014, 10:00 am–noon

Identification is the initial step in digital preservation and informs a library about the categories and types of files it may need or want to preserve. This webinar will introduce librarians to basic steps and techniques for preparing an inventory of digital content. Attendees will also learn how to apply selection criteria to your content to determine what you should preserve. Only by knowing the potential scope of a digital preservation project can you move on to reducing it through selection.

Store and Protect: Tuesday, April 8, 2014, 10:00 am–noon

Consider issues for the long-term storage of your digital content, including number of copies, repository solutions, and storage management. Examine potential threats to digital content, and gain an understanding of the various levels of protection necessary for long-term preservation.

Manage and Provide: Tuesday, May 6, 2014, 10:00 am–noon

Decide how to manage your digital content over time. Look at effective long-term management strategies that address organizational requirements and objectives, technological opportunities and change, and resources, such as staff, funding and equipment. Understand the true meaning of long- and short-term access of digital assets and the rationale behind each scenario relative to users and technologies. Assure that the life cycle management of collections addresses the full array of legal issues associated with digital preservation.

All webinars will be recorded and posted on the CARLI web site. If you have any questions about this webinar series, please contact the CARLI Office at .

CARLI Seeking Proposals for FY2014 Research Subsidy Program

CARLI is seeking proposals for the FY2014 Research Subsidy Program. Funded by the CARLI Board of Directors, the research awards will support research projects in Governing member libraries. Projects should have the potential to impact libraries and the library profession positively, have the potential to provide a useful addition to the existing literature, and be of interest or use to CARLI libraries. Total funding for FY2014 is $25,000. The maximum amount funded for any proposal will be $4,999.

Proposals will be accepted from both individual researchers and those working collaboratively. Proposals for Multi-Year Projects will be accepted. 

Interested applicants will be required to submit a "Statement of Intent to Apply" by February 3, 2014, and to attend a mandatory application webinar on February 10, 2014.  

Submissions must include the following:

  • a detailed proposal outlining the proposed research project including methodology, scope and timetable;
  • a statement describing how this project fits into the existing literature;
  • projected outcomes;
  • a statement outlining how this research will benefit the Illinois library community and the broader profession; and
  • a plan for how the results of the research will be shared with the Illinois library community.

CARLI will announce the FY2014 funded projects on May 1, 2014.

Detailed information, including the FY2014 Research Awards Proposal Cover Sheet is available on the program page.

For more information, please email the CARLI Office at

CARLI eBook Patron Driven Acquisitions Pilot Project 

In 2012, the CARLI Board of Directors designated up to $500,000 to proceed with a pilot project for an eBook Patron Driven Acquisitions Pilot Project. After issuing a request for information (RFI) CARLI has selected EBL as the vendor for the eBook PDA pilot program.
The pilot project will include humanities and social science titles from select publishers. All CARLI Governing Member libraries will be eligible to participate, and the e-books purchased through the pilot will be available to all CARLI Governing member libraries. More information about the process for loading catalog records for I-Share and non-I-Share Governing members will be disseminated to members at a later date.
Over the next few weeks, the project will move into the implementation phase, during which EBL will need to gather information from each CARLI member regarding local campus access and authentication. Beginning in January 2014, members of the EBL implementation team will begin contacting CARLI Governing member libraries to begin this process.
If you have any questions, please email the CARLI Office at .

New Instruction Interest Group Mailing List

In response to several recent requests, CARLI has created a new mailing list specifically for conversations about instruction-related topics. If you are interested in discussing Library Instruction with your peers, please take a moment to sign up for the list. 

We hope you will take advantage of this new opportunity for connecting and communicating with your colleagues at other CARLI libraries.

Webinar Series on Weeding Coming Soon

This spring the Collection Management Committee is sponsoring a series of webinars about weeding in libraries. More information will be forthcoming for this monthly series. Topics will include:

Weeding: An overview

The first webinar will include an overview of weeding. This includes the philosophy of weeding and how it fits into the collection development cycle. Subjects to be covered include: why to weed; the workflow of weeding including the tools that are used, the criteria for weeding, and last copies; how to dispose of materials including recycling, giving away, and selling; and lessons learned from those that have done projects and those who continually weed.

Weeding: Communication and Outreach

The second webinar will cover the communication and outreach needed when undertaking a weeding project/program. This would include the importance communication to library staff (including training and best practices) and to the larger campus community. Lessons learned from both successful projects and less than successful projects will be discussed.

Weeding “Special” Collections

The last webinar will cover weeding specific types of collections including: reference collections, non-print materials (including ebooks), and special collections. Are there specific considerations when working with materials that are non-circulating or non-print?

Preservation Tip:  Disaster Preparedness and Developing Relationships with Local Emergency Responders

The tornados that recently touched down in Illinois have many of us thinking about creating or updating our disaster response plans. One important step in preparedness is identifying and making connections with our local emergency responders. Establishing these relationships before emergencies occur is essential to effective response and recovery efforts. It is important to remember that your local emergency responders will always be the first on the scene.

Alliance for Response

The Federal Emergency Management Agency (FEMA) and Heritage Preservation came together in 1995 to sponsor the Heritage Emergency National Task Force. This Task Force of 41 national organizations and federal agencies created a national program in 2003, Alliance for Response to foster partnerships between cultural heritage institutions and emergency responders, at the local level. Local emergency responders include:  fire; police; emergency medical technicians; public works department; mayor or community administrator’s office; local, county, tribal, and state emergency management officials; the National Guard; and the Federal Bureau of Investigation.

They have developed a free online Tool Kit which provides a 2-page brochure, Forum Planning Handbook, document templates, ideas for funding sources, a link to a glossary of emergency management language, and other helpful resources. The forum setting allows libraries, archives and museums the opportunity to open a dialogue and share their concerns about protecting cultural collections and the lives of visitors and staff. Emergency responders have the opportunity to share disaster management protocols and priorities. 

Ideas for sustaining this important network are also included. Experience has shown that institutions that have plans in place are able to access collections more quickly and incur less damage during an emergency. 

An archive of past Alliance for Response News Briefs is also available online. 

CARLI Holiday Hours

The CARLI office will be closed for the holidays December 23–January 1. ILDS will not provide delivery service on December 24, 25, 31, and January 1.

Please send an email to  or call toll free 866.904.5843 to report any problems or concerns. Callers will have the option to page a tech support staff person to report a system outage or any other serious problem. CARLI staff will respond to all other issues and reports when regular business hours resume on January 2.

Other Library News:

Great Lakes Resource Sharing Conference Seeking Proposals

The Conference Program Committee invites librarians in all the states surrounding the Great Lakes to submit a proposal for the Great Lakes Resource Sharing Conference. The conference is an opportunity for individuals working in resource sharing to gather information and communicate with other colleagues. The event will be held on Friday, June 6, 2014 at the Hilton Garden Inn at Perrysburg Toledo/Perrysburg, OH. 

The deadline for submissions is January 17, 2014. Proposal topic areas might include: 

  • Resource Sharing Best Practices 
  • Regional collection development projects 
  • Statistics ­ local, regional, impact on collection development 
  • Assessment 
  • Tips and Tricks 
  • Marketing Services 
  • Managing Student Workers 
  • Electronic Resources and Resource Sharing 
  • Workflow improvements 
  • Coordinated collection development 
  • Training         
  • Purchase on Demand

Submit a proposal. The deadline for submissions is January 17, 2014. 

The program committee will review proposals, and the presenters for selected sessions will be notified by February 14, 2014. For more information, .

ILA 2014 Program Proposals 

The Illinois Library Association is seeking program proposals for the 2014 ILA Annual Conference. The conference will take place at the Prairie Capital Convention Center, Springfield, IL, on October 14 -16, 2014. 

The 2014 Conference theme, Kickstarting Connections, Creativity, Community, focuses on how libraries align ideas, passion, and commitment to cultivate connections and create imaginative approaches, methods, and/or library services across Illinois communities. 

The Program Committee is seeking program proposals that enhance relationships and demonstrate connections between libraries and their patrons, partners, other libraries or communities; proposals that stimulate imagination, foster creativity and ingenuity; proposals that engage communities and demonstrate leadership for libraries of every size and every type. Whether you are in an academic, special, school, or public library; a human resources, marketing, facilities, or legal professional; or in a rural or city library serving a large or small population, we ask you to consider submitting a proposal. 

Libraries interested in facilitating a hands-on experience(s) for conference attendees should indicate this in a program proposal. 

Proposals are due February 28, 2014. 

Upcoming CARLI Meetings and Events

Important Dates

December 23-January 2   CARLI Office closed
January 20   CARLI Office closed

Forums, Workshops and Training

January 21-22  New Libraries Voyager Acquisitions & Serials Training, CARLI Office

February 4       Digital Preservation Webinar: Series Overview
February 4-5    Voyager Cataloging Training, CARLI Office


January 3       Created Content Committee
January 8       SFX System Committee
January 8       Technical Services Committee
January 13     Commercial Products Committee
January 13     I-Share Systems Committee (tentative)
January 14     Collection Management Committee
January 16     Public Services Committee
January 28     Created Content Committee

February 5       Preservation Committee
February 6       Resource Sharing Committee
February 10     Commercial Products Committee
February 11     Collection Management Committee
February 12     SFX System Committee
February 12     Technical Services Committee
February 17     I-Share Systems Committee
February 20     Public Services Committee
February 25     Created Content Committee
February 26     CARLI Executive Committee

Consult the CARLI calendar for the most current list of meeting times and locations.

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