Preservation Committee Meeting: September 6, 2019

Conference Call

Members attending:

• Ann Lindsey, University of Chicago, co-chair
• Mary Burns, Northern Illinois University, co-chair
• Fred Barnhart, Northern Illinois University, Board liaison
• Nora Gabor, DePaul University
• Susan Howell, Southern Illinois University Carbondale
• Meghan Ryan, National Louis University
• William Schlaack, University of Illinois at Urbana-Champaign

Members absent:

• Rob DeLand, VanderCook College of Music
• Tonia Grafakos, Northwestern University
• Becky Koch, Illinois State University

Staff attending:

• Nicole Swanson

Announcements

• Committee Member Announcements:
  • Meghan announced that National Louis University’s Special Collections has completed their move to their new Loop Campus.
• CARLI Announcements:
  • Cindy Clennon, Director of Electronic Resources retired at the end of August. A job search for a new Senior Electronic Resources Coordinator is ongoing.
  • Alma/Primo VE configuration forms have been sent out. These will be the baseline settings for the test loads that will be released in mid-October. Consortial recommendations and guidance are available on our Alma/Primo website to help complete these forms and this has been the topic of several Open Office Hours.
  • Registration is open for the CARLI Annual Meeting. The meeting will be at the I-Hotel and Conference Center in Champaign on Friday, November 15, 2019. Registration will remain open until Thursday, November 7th. There is a block of hotel rooms available at the I Hotel that will be available to book until October 14th.
  • Thursday, November 14th is the CARLI Career Fair from 3-5pm followed by a mixer from 5-7pm at the Holiday Inn Conference Center next door to the CARLI office. There is registration for this event on the CARLI website.
  • Registration is open for the Great Lakes Users Group (GLUG) Conference on October 17th at Northwestern University and October 18th at Loyola University Chicago. GLUG is a group comprised of Ex Libris product users in the Midwest. Nicole recommended attending the conference if possible to learn about other institutions’ experiences using Alma.

Discussion

• Preservation Resources Webliography
  • Committee members had not started on this task yet but hope to start working on it in the upcoming weeks.
• Annual Project-Interviews on Preservation Topics
  • Ann has finished the introduction to our annual project and has submitted to Box so committee members can make comments on it before it gets published in the September newsletter.
  • Ann is willing to take on the topic of planning assessments and surveys for October.
  • For November, Ann will reach out to Tonia to see if she is willing to take on the topic of emergency response. Will will also reach out to his colleague Marco who does exhibition conservation and design at UIUC to see if he would be willing to be interviewed about exhibit design and preparation.
  • For other interviewees, we have a call for volunteers in our September CARLI newsletter tip. We will also post a call on different listservs to reach more people.
  • The deadline for interviewees to volunteer will be November 1st.
  • Committee members should start drafting some questions to ask interviewees for our next meeting. We should come up some general questions for every interview and specific questions related to the different topics. Ann will start our question list.
  • We plan to distribute the questions to the interviewees through email to allow them to answer the questions at their convenience.
  • Will made a chart in our Ideas for Interview Topics and Questions document on box so we can track due dates for the newsletter tips, the topic, and committee member responsible.
• Future topics-Possible Webinars
  • The topic that we had talked about at the prior meeting was the protocols and procedures for intaking donated collections. Tonia was not present at the meeting so we tabled this until she was able to participate because it was a topic that she suggested and has experience with. Ann will follow up with Tonia about this.
• Open House 2020
  • The Committee listed venues in the Chicago area to send inquiries: the Newberry & Chicago History Museum (CHM). Last year the CHM was unable to participate due to the retirement of their conservator. Other possible locations include CRL, Field Museum, the Catholic Theological Union, University of Illinois at Chicago, and the DuSable Museum. Ann is visiting the DuSable soon so she can see if this would be possible.
  • If Chicago venues do not work out again this year, Will mentioned the Krannert Museum and will talk with Jennifer Teper about other locations at the University of Illinois at Urbana-Champaign. We are going to aim for the Open House to take place sometime between March and May in 2020.

Decisions

• Minutes of the August 9 meeting were approved.
• The committee decided that the deadline for volunteers for interviews will be November 1st.
• The meeting was adjourned at 11:00 am.

Tasks assigned

• Committee members should begin checking links in the webliography.
• Ann will be doing the October post on planning assessments and surveys.
• For the November post: Ann will reach out to Tonia to see if she is willing to take on the topic of emergency response. Will will also reach out to his colleague Marco who does exhibition conservation and design at UIUC to see if he would be willing to be interviewed about exhibit design and preparation.
• Committee members should start drafting some questions to ask interviewees for our next meeting. Ann will start our question list.
• Ann will begin reaching out to the possible Chicago locations for the open house.
• Will will talk to Jennifer Teper about best sites to visit at UIUC for the open house.
• Ann will follow up with Tonia about having a webinar on procedures for the intake of donated collections.

Meeting Dates and Deadlines

• Next Meeting: Monday, October 21st: 10:00-11:30 by conference call

Connection Information:
+1 888 983 3631 (toll-free)
+1 217 332 6338 (Local Urbana-Champaign number)
+1 312 994 8410 (Local Chicago number)
Conference ID:  60372472

• Schedule of Preservation Committee Meetings:
  • November 18, 2019: 10:00-11:30
  • December 9, 2019: 10:00-11:30
  • January 13, 2020: 10:00-11:30
  • February 10, 2020: 10:00-11:30
  • March 9, 2020: 10:00-11:30
  • April 13, 2020: 10:00-11:30
  • May 11, 2020: 10:00-11:30
  • June 8, 2020: 10:00-11:30