Collections Work Group Minutes

Present: Burgett, Calvert, Cornet, Culbertson, Davis, Garriott, Horvath, Moore, Nutter, Pattie, Weil, Williams, and Skeen
Guests: Norma Northern (KCVU)

I. Housekeeping: Introductions

• Mary Beth Garriott from Centre College was welcomed
• It was brought to the groups attention that there isn't a representative from a special library
• It was decided that the draft copy of the minutes will be sent to Charlene Davis for approval before they are sent out to everyone to avoid delay in posting the information to the Work Group and the Gateway
• The Collections Work Group now has a listserv, everyone should have received an email announcing their membership to the list
• Pattie reported on the status of APA PsycINFO. The goal is to get the back files 1967-1983
• SOLINET has sent out invoices for the FirstSearch databases. The only institutions to receive these invoices, will be public academic institutions and public libraries (KCTCS will be invoiced as a group)
• The cost scheme for contributions was discussed

II. Orientation of the group at large
A. Evolution from KCVL Steering Committee to VLAC (Virtual Library Advisory Committee)

• Pattie discussed the creation and background of the KCVL
• For a complete history of the KCVL and the Steering Committee, Pattie referred the group to the KCVL Gateway under the "About" http://www.kcvl.org/kcvl/html/about/chronology.shtml button, then the Chronology (http://www.kcvl.org/kcvl/html/about/chronology.shtml )

B. Evolution from Sub-Committees to Work Groups

• Beginning July 1st, 2000, the committees changed to work groups
• The work groups now report directly to KCVL
• The makeup of the groups changed to more reflect the user communities

C. Charge of this Work Group

• To evaluate and recommend databases to KCVL for acquisition for and use by KCVL constituents and based on these recommendations, to complete the state purchasing process as appropriate.

1. Tasks/Timeline

• Develop policy, procedures and evaluation methodology in conjunction with trial databases October 1, 2000
• Develop evaluation tools in conjunction with the current databases
• Web bases survey on KCVL Gateway August 15, 2000
• Web based survey on individual institutional servers October 2000
• Focus Groups January 2001
• Complete appropriate acquisition process and purchasing documentation to enable purchase of database for use starting 2001/2002 December 2000
• RFPs need to be in to purchasing by October 1, 2000
• RFPs need to go out by November 1, 2000
• Responses to RFPs are due by December 1, 2000
• Evaluations by work group done before the End of December '2000
• Contract in place by January 31, 2000
• Complete purchasing process April 2001

III. Trial Databases
A. Policy and Procedures

• A system will be developed for requests to try new databases

B. Evaluation

• Evaluation procedures will be developed to streamline the process

C. Policy , Procedures, and Evaluation Committee

• Elaine Moore, Chair - WKU
• Carol Nutter - Morehead State University
• Mary Beth Garriott - Centre College
• Teri Weil - KCVL
• Sherree Williams - JCC

IV. Evaluation of Current Databases
A. Web based survey on KCVL Gateway and on individual institution servers

• David Horvath has drafted a survey to be placed on the KCVL Gateway
• The work group is to look at the draft and submit comments and suggestions to David by Wednesday, August 2nd
• A survey on individual institution servers was mentioned but no process was formalized
• A printed copy of the survey is to be available for those institutions that utilize the native interface or might respond to a hard copy

B. Focus groups

• Focus groups will be convened by the members of this Work Group.

C. Evaluation of Current Databases Committee

• David Horvath, Chair - U of L * Diane Culbertson - KDE * Ida Cornett - Lexington Public Library * Teri Weil - KCVL

V. Report on the Division of Purchase
A. The acquisition method for databases will be different from last time

• The RFP process will be used to select several databases providers
• This will put these vendors under state contract
• New databases and products that come available after that point in time will be treated as a single source for procurement purposes
• The small group will write the RFP and evaluation instrument for the vendors
• Databases may be selected on an annual basis from vendors on state contract

VI. Other
A. Committees

• Vendor RFP and Evaluation Instrument
• Charlene Davis, Chair - KDLA
• Jackie Calvert - MADTC
• Milton Skeen - KCVU
• Teri Weil - KCVL
• Database Selection & Evaluation
• Collections Work Group

B. Next Meeting

• The next meeting is tentatively scheduled for Wednesday, September 13th at KCVL in meeting room A.

Submitted by Teri B. Weil
8/1/00

This page last updated: 9/25/00

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