Preservation Committee Meeting: October 12, 2020

Zoom/ Conference Call

Members attending:

  • Melina Avery, University of Chicago
  • Mary Burns, Northern Illinois University
  • Rob DeLand, VanderCook College of Music
  • Nora Gabor, DePaul University
  • Tonia Grafakos, Northwestern University
  • Susan Howell, Southern University Carbondale
  • Becky Koch, Illinois State University
  • Meghan Ryan, National Louis University, co-chair
  • William Schlaack, University of Illinois at Urbana-Champaign, co-chair

Staff attending:

  • Elizabeth Clarage
  • Nicole Swanson

Board Members attending:

  • Fred Barnhart

Tasks Assigned

  • Nora took minutes.
  • Mary will reach out to Ann Lindsey to see if they would like to participate in the virtual annual meeting on November 13th.


  • Minutes of the September 14th meeting were approved.
  • The focus for a future webinar will be the preservation tasks associated with accepting gifts.
  • For the next meeting, the group will think more on what a webinar on preservation tasks related to gifts may entail.
  • The meeting was adjourned at 11:25 a.m.


  • CARLI Announcements
    • Nicole:
    • The annual meeting will be virtual on November 13th. Committees have the option of highlighting their FY 20 annual projects with a pre-recorded five minute-long zoom video. The video will be added to the website and played during the meeting. Videos will be due on November 2nd. Mary will reach out to Ann Lindsey to decide on whether or not they will participate.
    • The Professional Development Alliance (PDA) has a number of different events coming up, including:
    • Elizabeth:
      • At its September meeting, the CARLI Board approved two proposals that will end the practice of I-Share libraries charging overdue fines for their main circulating collections and “processing fees” for any lost materials. These policy changes will cover both I-Share resource sharing transactions and also “local” circulation to patrons affiliated with the institution. At the discretion of the institution, overdue fines may still be assessed to local patrons late in returning limited access collections such as reserves, equipment, and other special materials. Please note that libraries may still bill any patron for the replacement of lost materials, but may not charge an additional processing fee. These policy changes are mandatory for I-Share libraries, but all CARLI Governing Member institutions are encouraged to adopt them.


  • Committee Charge Review
    • The charge still feels appropriate, but the chairs are leaving it open in case others have ideas.
  • Annual Project
    • Nora floated an idea by the group of interviewing two people from her institution because they do not have a centralized preservation/conservation program or department. The group agreed that it was a good idea if both are available.
    • The group reviewed the questions and eliminated one question that was asking something similar to another question. All of the questions should be thought about in terms of preservation and conservation.
    • Interview release form is located in the committee’s Box folder.
    • Will is going to post his interview so we can use it as a template for future interviews.
  • Future Webinar considerations and ideas
    • The group discussed three different ideas for webinar topics.
      • Preservation tasks associated with accepting gifts: This idea came from Tonia’s experience with curators sometimes making promises to donors without consulting the preservation staff and understanding the impact that bringing in that collection would have. For example, accepting a collections with serious condition issues or promising to have items digitized without realizing the time, number of staff, and expense involved in these activities. Northwestern created a group from across the library to develop a questionnaire for curators to ask donors to help mediate this.
      • Preservation practices & climate change: We could find someone who studies the climate and environment in Illinois to talk about possible conservation and preservation issues specific to library collections in Illinois.
      • Virtual exhibits: The initial idea was about displaying content, but we could partner with the creative content group to talk about digital objects and we could focus on the digital preservation of these objects.
    • The group decided to focus on the topic of preservation tasks associated with accepting gifts. Tonia is willing to share and participate as one example in the webinar. A topic to consider within the larger topic is how the pandemic is affected receiving gifts and preservation associated with gifts.
    • The webinar could be offered as part of the Professional Development Alliance series. The timeline to prepare and the length of the presentation is somewhat flexible. Generally presentations are around an hour but could be longer or shorter. Currently sessions are planned through November and December, but spring is pretty open if the group decides to offer it as a PDA webinar.
  • Volunteers for Checking Preservation Links
    • Add the date at Box folder for this project when your section is completed.
    • Email any questions or additions/edits to the committee email list.
    • URL changes can be sent to Elizabeth and Nicole.

Next Committee Meetings and Deadlines

The next committee meeting will be held via Zoom on November 9, 2020: 10:30-12:00

Schedule of Preservation Committee Conference Calls:

  • December 14, 2020: 10:30-12:00
  • January 11, 2021: 10:30-12:00
  • February 8, 2021: 10:30-12:00
  • March 8, 2020: 10:30-12:00
  • April 12, 2020: 10:30-12:00
  • May 10, 2020: 10:30-12:00
  • June 14, 2020: 10:30-12:00

CARLI Organization Structure and Committee’s Charge Review:

  • Response draft due to the CARLI Board by December 1, 2020.
  • Final version due to the CARLI Board by March 1, 2021.