The 86th annual conference of the Potomac Technical Processing Librarians (PTPL), “Kaleidoscope of Choices - Collection Development Today” was held at the Library of Virginia in Richmond, VA, with approximately 60 attendees. Registration began at 9 a.m., and a continental breakfast was served. Library tours were offered by Sandra Treadway, State Librarian of the Library of Virginia, and Tom Ray, Collections Management Coordinator. The conference began at 10 a.m. with a welcome to the group from PTPL Chair, Jim Gwin. Sandra Treadway added her welcome and spoke briefly of her appreciation for the ingenuity and creativity of technical services personnel.
Peggy Johnson, Associate Librarian for Access Services, University of Minnesota Libraries, provided the keynote address, “NextGen Collection Development: Where Are We Going and How Will We Get There.” She pointed out that currently, 66% of public libraries make e-books available. She discussed the challenges collection development staff face in meeting the needs of a public that is quickly becoming increasingly attuned to digital formats, while libraries continue to maintain fiscal accountability and ethical standards as they try to make the best decisions in acquiring, maintaining, and managing digital and print collections. The job becomes more complex as technology progresses and new products and services are introduced. Challenges for libraries include the variety of different e-readers which are aimed at individual readers rather than libraries, lack of clarity and standardization in digital rights management, and the hasty migration to e-formats. The digital marketplace is in upheaval. Meanwhile libraries face shrinking revenues from their endowments and government sources, while library users number 25.5 million and have high expectations for collections and services. Materials prices rise annually. As a result, libraries are forced to cut staff and add more responsibilities for existing personnel. They purchase fewer materials and spend less time with selection and collection management. They cancel journals and switch to e-journals and e-books and purchase commercial cataloging records. Research libraries are moving to “on-demand” purchasing, rather than purchasing “just in case” someone needs a resource, since 40% of materials acquired on approval plans are not circulated. More coordination and cooperation among libraries is needed to avoid acquiring similar collections. Johnson believes the biggest risk libraries face is being passive in these changing times. She feels public libraries should form a national consortium for leverage with publishers and vendors. Johnson sees the current environment presenting certain opportunities for libraries: a push for e-book reader certification and compatibility; opportunities for libraries to form partnerships to work together; libraries becoming distributors of access rather than curators of collections; a chance to look at existing acquisition plans and selections processes, restructure agreements, and renegotiate licenses; and focus on providing content and move to content-on-demand delivery. Johnson closed with key ideas to remember: the future is digital; central collection development and management functions endure as do core values; limited funds call for creative ideas; and collective action is imperative. A question and answer period ensued.
After a brief break, David Greenebaum, Educational Services Librarian, Lyrasis, spoke on, “Selection and Deselection in the Digital Age.” The presentation described the myriad factors to be considered when selecting and purchasing e-resources. Greenebaum pointed out that, in addition to pricing, selectors must consider criteria such as contractual commitments, reader attitudes and preferences, and the quality of the e-publications. Collection development standards for appropriate content and support of curriculum apply to e-resources as well as to print. Indicators of quality include peer or library-professional review, currency and frequency of updates, consistency of content between print and digital versions, and branded titles for collections. Since there are no established standards for price models, each item is considered individually. Librarians must understand clearly how payments will be structured and whether they are purchasing rights, unlimited access, or per use access. Other caveats are deceiving introductory prices and non-cancelation clauses. Librarians must consider ease of use and necessary training for staff and patrons. Licensing terms that must be clearly understood include usage restrictions, length of contract, possible charges to download or print from a resource, modes of access (IP validation, number of simultaneous users, etc.), resource sharing of content, enforcement of limits, access issues (including back files, publisher archives, what happens if publisher should go out of business, whether a publisher will require purchase of both print- and digital titles for access to the digital). Librarians must be prepared to negotiate a license agreement. Furthermore, when making a decision regarding print or e-resource, librarians must consider whether the e-title will supplement or replace the print, whether print will offer more permanent or content missing from the digital format, whether current digital formats will be migrated to future digital formats, whether print and digital formats will serve different needs of different users. Greenebaum foresees that patrons will continue to drive the acquisition of e-resources, and their acquisition must be well planned and the resources promoted. The increasing use of e-resources will necessitate changes in traditional staffing and workflows as libraries deal with fewer total volumes of content but increasing discovery and access issues.
After Greenebaum’s presentation and a question and answer session, the conference attendees enjoyed box lunches of gourmet sandwiches, salads, and desserts. During the lunch break, they also had the opportunity to visit the Library of Virginia’s exhibits and its gift shop.
The annual business meeting followed lunch. The first order of business was the approval of the minutes of the 2009 annual meeting. Then Treasurer Linda Wirth reported that PTPL’s current bank balance is $19,556.94. Her report covered June 2009-October 2010 because of the change in PTPL’s fiscal year. The treasurer’s report was approved. Linda further noted that the availability of free meeting space for PTPL’s annual meetings and workshops has been instrumental in preserving the stability of PTPL’s treasury balance in recent years; PTPL is constantly seeking partners for its programs and cost-free venues to be able to continue its low-priced programs for its membership. Linda also reported that PTPL now has convenient online banking.
After a drawing for door prizes, Vice Chair/Chair Elect Vera Clyburn presented the slate of candidates for the coming term which included: Suzanne Picken for Vice Chair/Chair Elect, Linda Wirth for Treasurer, Mimi Games for Maryland Representative, Amy O’Connor for Virginia Representative, and Allison Jai O’Dell for District of Columbia Representative. All candidates were elected by unanimous vote from the floor.
Old Business. Maryland Representative and local arrangements organizer Bobby Reeves reported that 22 persons attended the Metadata and Digital Library Development Workshop held on May 11-12, 2010, at American University Library. Jennifer Roper of the University of Virginia was the instructor. Feedback from workshop participants was excellent. Bobby requested suggestions for future programs.
DC Representative Elaine Donnelly stated that 71 people attended the MarcEdit Workshop on June 26, 2010, which made it PTPL’s largest workshop ever, even drawing several participants from outside the PTPL regional area. Terry Reese, Gray Family Chair for Innovative Library Services, Oregon State University, and creator of the MarcEdit program, was the instructor for the workshop, which was held at the National Geographic Society. Participants’ evaluations of the workshop were most positive.
New Business. Vera Clyburn noted that this is the fifth year PTPL has offered scholarships to highly qualified students enrolled in local and online library and information science programs. She presented certificates to this year’s scholarship winners, Jennifer Hamilton and Pachara Yongvongpaibul, who earlier had received their $1,000 checks from PTPL.
Webmaster Bobby Reeves reported on PTPL’s website, which is now hosted by Wild Apricot. PTPL is now able to use the website for information and registration for PTPL events and will gradually attempt to phase out paper registration. He asked for suggestions for additions to the website.
Linda Wirth outlined a proposal for a change in bylaws to grant emeritus status to some long-term PTPL Board members. The PTPL board is still discussing the idea, and a formal proposal to the membership may follow next year.
Historical Moment. Since Past Chair Polly Khater was unable to attend the meeting, Virginia Representative Jean Pec read her Historical Moment, which considered meeting topics throughout PTPL’s history. Many topics, such as cataloging codes, subject cataloging, change, education and training, and collection development, have recurred repeatedly as times changed but somehow challenges to the profession stayed the same. After the historical moment, Chair Jim Gwin closed the business meeting.
The afternoon program continued with a presentation by Emily Howie, Acting Collection Development Officer, Library of Congress, entitled, “The Road to E-Deposit and the Library of Congress.” She described the changes in collection development at the Library of Congress over the last 25+ years, starting in 1978. Over the years the Collection Development Office has had varying responsibilities for receiving, routing materials to Cataloging, training, policy development, and cooperative initiatives. Communication has been a continuing problem since the office was so large. In 2004 a group of acquisitions specialists formed to address problems and make recommendations from which the current Collection Development Office has taken shape. Its general attitude is to collect everything, but storage and budget realities limit collection activities. The budget for this year is flat and there is no money for new incentives or needed storage facilities. Ten new storage modules located at Fort Meade are planned, but only a few have been built and will be used to house general collections. As the Library of Congress is inundated by approximately 20,000 new items daily, storage space becomes increasingly critical. Howie outlined mandatory deposit history which began in 1870 when owners of copyrights were required to deposit two copies of each work within three months of publication or be fined. In 1978 new regulations exempted machine-readable works. In 1989 databases and other machine-readables were included in depository requirements when there was also a physical format version. Online publications were exempted until the 1990s. Now there are digital works which have no print analog. Howie sees these born-digital works as a solution to libraries’ storage problems while building collections. A working group on e-deposit is initiating a plan for demand depositundefinedthat is, mandatory deposit for these e-publications but exempting them until the Library of Congress initiates the demand for the resource. Unexpected manpower and time issues have arisen, and the publishers want such limitations as two simultaneous users and no right to print whole articles. So the digital depository is still under development.
Following a question and answer period, a break and refreshments, the afternoon session continued with a panel discussion of e-books and e-readers. The panelists were Scott Reinhart, Assistant Director, Operations, Carroll County Public Library and Maryland’s Digital e-Library Consortium; and Lindsey Levinsohn, Collection Development Team Specialist, OverDrive, Inc. Levinsohn described OverDrive’s products and services that assist public libraries in the acquisition and management of e-resources. OverDrive provides software to public libraries to download e-books and other digital media which have been uploaded to their by publishers. Libraries log in to the OverDrive website to download the content to their e-readers. E-book popularity has increased dramatically, and downloads have doubled between 2008 and 2010. Scott Reinhart reported that Maryland’s Digital eLibrary Consortium, which was founded in 2004, includes all Maryland county libraries except Prince Georges’. OverDrive makes e-books available for download by Consortium members. The e-books are popular; Reinhart’s Carroll County Public Library keeps usage statistics and will order additional copies if needed. The OverDrive e-books are compatible with a wide variety of e-readers. Reinhart noted that one challenge Carroll County libraries face is that their patrons expect librarians to be familiar with all e-formats and e-readers. OverDrive assists with training and testing e-readers. This issue is recurring because new reader devices are introduced constantly.
After questions and answers by the panel, outgoing Chair Jim Gwin passed the official PTPL gavel to the new Chair Vera Clyburn, who formally closed the 86th meeting.
Sue Neilson, Secretary
The 83rd annual conference of the Potomac Technical Processing Librarians, “Skills for the 21st Century Technical Services” began with registration and a continental breakfast. Mykie Howard, Chair of PTPL, called the meeting to order at 10:00 am and introduced Robert Strohm who welcomed the group to Richmond on behalf of the Virginia Historical Society. Mykie then introduced the first speaker, Emily Hicks, Director of Information Acquisition & Organization from the University of Dayton. Her presentation entitled “Across the Great Divide: Building Generational Bridges in the Technical Services Department” introduced four generations currently in the work force: Traditionalists (born between 1900-1945), Baby Boomers (1946-1964), Generation X (1965-1980), and Millennials (1981-2000). She provided profiles and preferences for these four generations as well as shared historical experiences of the different groups during their youth. Music and the video “Shift Happens” from youtube.com made the presentation very entertaining as well as educational.
At 11:30 after a short break, the second speaker, Kimberly Kelley, Dean of the School of Library and Information Science, Catholic University of America, began a conversation with participants on the training of library staff. She created a list based on input from the participants at the meeting of training needed for new staff beginning work in a library. She then presented the ALA competencies for library staff, the Catholic University competencies for library students, and the curriculum of their library school. She discussed theoretical training versus practical skills in the development of future library professionals with many opportunities for the audience to participate.
A buffet lunch was served at 12:30. Starting at 1:00 pm, PTPL conducted its business meeting. Mykie Howard, Chair, introduced the current PTPL Board members and presented the minutes of the 82nd annual meeting held in Washington, D.C. on October 27, 2006. The minutes were approved as written.
Linda Wirth, Treasurer, presented the annual Treasurer’s Report. She noted that the figures are six months behind in the report as the fiscal year runs from July to June. Income from the workshops is in the report but not all expenses from the workshops have yet been deducted. She also noted the treasury has done very well since PTPL has been able to hold its past three annual meetings in venues with no charge for use of their facilities. PTPL’s receipts for the year were $5,007.14 and expenditures were $3,492.98, for a bank balance of $21,239.52 as of July 2007. The report was approved.
Next, Tom Ray, Past Chair, and Polly Khater, VA representative, gave reports on the two PTPL workshops hosted this year. PTPL partnered with ALCTS for the workshops. It worked very well and was a good experience. Tom Ray reported on the Supervisory Academy workshop, held in June 2007, which was attended by 14 participants. One of the participants came from as far as Texas to attend and Tom received great suggestions for future workshops in the evaluations. Polly Khater reported on the Basic Collection Development workshop taught by Peggy Johnson held in July 2007, which was attended by 21 participants. The class was well received and attendees suggested offering the next level of this class.
Tom Ray, past Chair, presented a proposal for PTPL to fund ALA/ALCTS dues for the current Chair of PTPL. A written copy of the proposal was part of the packet received by all attending the meeting. Bylaws require that a proposal be presented to the membership 30 days in advance to a vote. A vote will take place on this proposal next October 2008. A suggestion from the floor was made to try online voting for the membership. Mykie Howard, Chair, stated that we must make sure that online voting is permitted in the bylaws.
Mykie Howard, Chair, presented the PTPL Scholarship Awards for 2007. This is the second year that PTPL is giving scholarships to students studying library science. The PTPL scholarships awards were given to Ping Wu and Donald Woodward. Ping Wu, who will graduate from Catholic University in December 2007, received a certificate from Mykie and a check for $1,000 from Linda Wirth, Treasurer. Donald Woodward was not able to attend the meeting.
Jane Penner, University of Virginia Library, informed all participants of the opening for Head of Cataloging Services at the University of Virginia. She encouraged all those interested to take a copy of the posting that she placed in the back of the room. Review of applications begins on October 15, 2007 and will continue until the position is filled.
Tom Ray, Past Chair, presented the slate of candidates for the coming year: Chair, Marilyn Estes; Vice-Chair/Chair Elect, Polly Khater; Secretary, Sue Neilson; and Regional Representatives: District of Columbia, Maryalls Bedford; Maryland, Linda Alexander; and Virginia, Jim Gwin. The slate was approved by the membership. The candidates were unanimously elected by a voice vote from the floor. Congratulations to all the new board members!
Tom Ray presented the historical moment for PTPL this year. He gave the history of the PTPL gavel. This gavel was hand carved from boxwood by the husband of a past chair. It is traditionally passed from the Chair each year to the new Chair at the end of the annual meeting.
Mykie Howard, Chair, thanked all members of the current board for their support this year. Soon after becoming chair of PTPL, Mykie moved to Kentucky to accept a position with Morehead State University, and the assistance she received from the current board allowed her to complete her term as PTPL chair. Mykie then introduced the third speaker, Carlen Ruschoff.
Carlen Ruschoff, Director of Information Technology and Technical Services Division of the University of Maryland Libraries, gave a presentation entitled “Technical Services Skills for the 21st Century.”
She spoke of the necessity of training on top of library education. She described many of the changes in our work such as the tension between responsibility for both print and online publications and an acquisitions model that has changed from ownership to access. She emphasized the need for continuous learning and the need for all of us to review our goals. She gave some great suggestions for all of us related to learning. These suggestions included reading blogs and journals in our field, using your own funds for workshops, developing your own individual develop plan (IDP), bringing experts to your library, volunteering for “train the trainer” programs, and developing your own professional network. She also suggested that we each spend eight hours per month on personal training.
William A. Mayer, University Librarian of American University spoke on “Looking Around Us: Assessing and Understanding Current and Future Trends.” He summarized the points from the other speakers on generational awareness, skills and competencies, and training. His closing points were to remember to trust ourselves and market our services.
After Bill Mayer’s presentation, Mykie Howard, Chair, passed the gavel to the new Chair, Marilyn Estes, which concluded the 83rd annual meeting of the Potomac Technical Processing Librarians.
District of Columbia Representative
82nd Annual Meeting (2006)
The 82nd annual conference of the Potomac Technical Processing Librarians, "Show Me the Money! 21 st Century Acquisitions & Collection Development" began with registration, a continental breakfast, and a tour for about 30 people of the Government Printing Office. At 10:15 a.m. PTPL Chair, Tom Ray, opened the annual meeting. He greeted the attendees and apologized that the GPO tour could not accommodate as many as expected because one of the tour guides was ill. He promised to arrange an additional tour at a later date for those still interested. Tom introduced Judy Russell, Superintendent of Documents, who welcomed us on behalf of GPO. Her PowerPoint presentation about GPO was entitled, "Expanding Access for Government Imprints: Digitizing for Access and Preservation" outlined the history of GPO since its founding in 1861 and described its recent technological progress. The presentation will be posted on PTPL's website.
Tom opened the business meeting. Linda Wirth, Treasurer, gave the annual fiscal report, explaining that the PTPL fiscal year differs from its membership year. The membership year runs November to October. Members submit dues and conference registration fees in October, and conference expenses are paid out. Consequently the PTPL treasury experiences much activity and variation with the frequent inflows and outflows during this period. PTPL's fiscal year runs from July to June and provides a more accurate reflection of the actual financial status. Linda reported that as of June 2006, PTPL's receipts for the year, including memberships, were $6,355 with expenditures of $4,216, for a bank balance of $13,822.32. The report was approved.
Sue Neilson, Secretary, presented the minutes of the 81st annual meeting in Annapolis on October 28, 2005. The minutes were approved as written with no additions or corrections. They will be posted on PTPL's website.
Suzanne Picken, Past Chair, presented the slate of candidates for the coming year: President Elect, Marilyn Estes; Treasurer, Linda Wirth; and Regional Representatives: District of Columbia, Elaine Donnelly; Maryland, Suzanne Picken; and Virginia , Polly Khater (to serve a one-year term) and Paulette Schwarting. The slate was approved by the membership. Tom conducted the election. The candidates were unanimously elected by a voice vote from the floor.
Tom reported on PTPL's spring workshop on managing e-resources, which was presented in cooperation with SOLINET. PTPL presented the workshop at cost, so registration fees could be kept low. There were 26 attendees. The workshop received mixed reviews, and Tom urged conference attendees to indicate on their evaluation forms any workshop topics of interest to them.
Tom introduced PTPL's new $1,000 scholarship to be awarded to a PTPL-region graduate student in library science with an interest in an area of technical services. The PTPL Council was delighted to receive 10 applications from well-qualified applicants and, after much discussion and debate, had a difficult time selecting a winner. The first scholarship was formally presented to Cheryl Duncan of Carrier Library, James Madison University . She is enrolled in a distance program at Texas Woman's University and expects to graduate in August 2007. Tom introduced Cheryl and presented her with a certificate to go with the check she had already received. Then Tom introduced the other scholarship candidates who were PTPL's guests at the conference, given a year's PTPL membership, and encouraged to re-apply for next year's scholarship.
Suzanne Picken presented a brief historical moment. She noted how conference topics, such as change, automation, the future of cataloging and other areas of technical services, etc., have been recycled and updated at PTPL conferences over the years.
At the close of the business meeting, the speakers and departing Board members were thanked. Tom formally passed the PTPL gavel to the new Chair, Mykie Howard.
Because the morning session had moved more quickly than anticipated, there was adequate time before lunch to proceed with the keynote speaker, Rick Anderson, Director of Resource Acquisition, University of Nevada , Reno , Libraries. Rick's thought-provoking presentation, "The Future of Acquisitions and Collection Development in a Radically Changed Information Environment," was lively and well-received.
After Rick's presentation, a buffet luncheon was served and the conference ended early.
81st Annual Meeting (2005)
The 81 st Potomac Technical Processing Librarians' annual conference was held in the President's Conference Center of the Miller Senate Office Building in Annapolis , Maryland . Suzanne Picken, PTPL Chair, welcomed the conference attendees. She introduced Representative Thomas V. Mike Miller, President of the Maryland State Senate. He in turn welcomed the group and then recounted memorable and humorous events from his political career and spoke of his affection for books and libraries.
Barbara B. Tillett, Chief, Cataloging Policy and Support Office of the Library of Congress, gave a presentation entitled, "The Future of Cataloging Codes and Systems: IME, ICC, RDA, and FRBR." Providing context with a brief historical overview of cataloging codes, she explained each of these current initiatives. She discussed their progress and outlined future steps in formulating cataloging standards for improved bibliographic access in which the guiding principle is the convenience of the user.
Following a short break, Judy Mansfield, Chief, Arts and Sciences Cataloging Division of the Library of Congress, presented, "The Future of Cataloging: A Manager's Perspective." Mansfield described the myriad challenges in the present information environment for information seekers, catalogers, and their managers. She believes the future of cataloging and the catalog lies in the metadata specialist and application of metadata and new standards to broaden the usability and ease of the OPAC for patrons. She concluded that a cataloging manager's responsibilities are to assure the availability of technology and well-trained staff to use it, to adhere to relevant standards, to use resources judiciously to optimize and balance operations, and to form collaborative partnerships.
After Mansfield 's presentation, Suzanne Picken called the business meeting to order. The minutes of the 2004 session in Charlottesville , VA were approved as written. The approved minutes will be posted on the PTPL website.
Linda Wirth, Treasurer, presented the financial report. The spring 2004 workshop on disaster planning and recovery brought in $355 in registration fees. Workshop expenses were $206.99. Thanks to careful planning and spending by the workshop leaders, Yvonne Carignan and Sue Koutsky, there was a small profit of $148.01. The 2004 annual conference in Charlottesville grossed $6,468.72 with expenses of $7,119.99. The PTPL bank balance in July 2004 was $10,927.71. In June 2005, the balance was $10,632.25. The Treasurer's report was approved.
Tom Ray, Chair Elect, outlined a proposal for an annual PTPL scholarship. The $1,000 scholarship would be awarded to a graduate student living or working within the PTPL membership area. The student must be enrolled full- or part-time in an accredited library school, including distance education programs, and demonstrate strong interest in some area of Technical Services. The PTPL Board would develop selection criteria and choose the winner. A five dollar increase in PTPL membership dues would provide scholarship funding. The new scholarship would replace PTPL's annual donation of $500 to ALA 's Spectrum Scholarship Fund. The Advisory Council believes the library community in the PTPL region would be better served by a local scholarship directed especially towards Technical Services. It was moved and seconded that PTPL offer the scholarship. The motion was carried unanimously. The scholarship will be awarded for the first time in August 2006.
Tom Ray, as Chair of the Nominations Committee, introduced the slate of candidates for PTPL's Advisory Council: Officers: Tom Ray, Chair; Mykie Howard, Chair Elect; Sue Neilson, Secretary. For regional representatives: Yvonne Carignan, Maryland ; Marilyn Estes (1 year term, to fill a vacancy) and Linda Geisler , District of Columbia ; Deanna Chavez, Virginia . The candidates were unanimously elected by a voice vote and will begin their terms of office at the close of the conference.
Suzanne Picken introduced the revisions to PTPL's by-laws, which are posted on the website and which members were requested to preview. There was little discussion. A motion was made and seconded to accept the new by-laws. They were approved by a voice note.
Past Chair, Barbara Dean, presented the Historical Moment. Her retrospective described the 1948 meeting of the Maryland, Virginia, and District of Columbia Regional Group of Catalogers and Classifiers (now PTPL), in which a representative from Library of Congress requested input on its "Rules for Descriptive Cataloging in the Library of Congress." Perhaps not surprisingly, the familiar themes of simplification and cost were prominent in the discussion. Also not surprising is that no firm agreements could be reached on best practices, proving that the more things change, the more they stay the same.
After the Historical Moment, Suzanne Picken adjourned the meeting and invited attendees to enjoy the catered buffet lunch.
Following lunch, Kristin Antelman, Associate Director for Information Technology at North Carolina State University Libraries in Raleigh , replaced the scheduled speaker, Andrew K. Pace, who was recuperating from unexpected surgery. In her presentation, "The Dis-integration of Library Systems of the Future," Antelman discussed problems in managing and displaying electronic resources and in catalog searching. She described how the libraries at NC State are trying to meet the challenges and resolve problems with their locally designed and built electronic resources management system, E-Matrix.
Suzanne Picken wrapped up the meeting by thanking the speakers and presenting them with small gifts. Outgoing PTPL Advisory Council members were introduced and thanked: Past Chair, Barbara Dean, and Regional Representatives, Vera Clyburn and Dawn Hale. Suzanne passed the gavel to Tom Ray, who added his thanks and adjourned the meeting.
After the meeting, there was a pre-arranged, private tour of the Maryland State House for PTPL members.
80th Annual Meeting (2004)
The 80th annual meeting of the Potomac Technical Processing Librarians (PTPL), Regional Affiliate of ALCTS, was held on Friday, October 15, 2004, at the Zehmer Hall Conference Center, University of Virginia, Charlottesville, VA. The theme of the meeting was "Serving and Preserving Digital Collections." There were 57 in attendance, plus the Advisory Council and speakers.
Following registration and a continental breakfast, Barbara Dean, Chair of PTPL, opened the session and introduced Karin Wittenborg, University Librarian, University of Virginia Libraries, who welcomed the group. Barbara announced a program change. Speaker Gail McMillan was unable to attend because of a family emergency. In her stead, Leslie Johnston of the University of Virginia's FEDORA Project had agreed to substitute a full-scale presentation for the FEDORA demonstration scheduled during the morning break. Barbara introduced the keynote speaker, Victoria Reich, Director of Stanford University's LOCKSS program.
In her presentation, "Libraries in the Digital Age: Collection and Preservation for Generational Access," Victoria Reich described the role of libraries as societal memory organizations challenged by digital information trends. Libraries can no longer easily and affordably build research collections of past and current information as the move toward access without ownership intensifies. Reich explained how her LOCKSS (Lots of Copies Keep Stuff Safe) initiative helps libraries to meet the challenge by using LOCKSS software to collect and preserve intellectual content on participating publishers' servers. She believes librarians must work collectively and locally to persuade publishers cooperate in LOCKSS and to select and preserve subject content against potential loss. She foresees possible "dark ages" or information gaps if librarians don't employ a variety of approaches to prevent this.
Leslie Johnston, Director of Digital Access Services at the University of Virginia libraries, described the FEDORA (Flexible Extensible Digital Object Repository) Project. UVa is working cooperatively with other research libraries to develop digital repository software and is also working individually to tailor it to complex local UVa issues and collections to create a digital library system. Ms. Johnston described the development program and its challenges, the architecture and functionality of UVa's FEDORA and its ability to serve as a management tool for digital data components and management rights, a tool to preserve collections, as well as a research tool for dissemination of information scholars.
The morning program concluded, and a hot buffet luncheon of chicken, salads, vegetables, and PTPL birthday cake was served. There was a demonstration of FEDORA. Afterwards Chair Barbara Dean called the business meeting to order.
The minutes of the 79th annual meeting were approved.
Treasurer Jim Gwinn reported that PTPL finances are on a firm footing with a balance of $10,927.71, as of June 2004. The 2003 conference in Washington, D.C. netted over $100 as did the preservation workshop held in May. The treasurer's report was approved.
Maryland Representative Marlene Vikor reported on the spring Preservation Workshop, entitled "Through Fire and Flood: Disaster Planning and Response." The program was coordinated by Mykie Howard and Marlene and held at George Washington University. The presenters were Yvonne Carignan, Chair Elect of the Preservation and Reformatting Section of ALCTS, and Sue Koutsky, Preservation, University of Maryland. Twenty-four people attended. Evaluations were extremely positive.
In previous years PTPL has given $500 towards the scholarship program of Spectrum, an ALA initiative to recruit minorities to the profession. The Advisory Council proposed making a similar contribution. A question arose from the floor regarding the possibility of increasing our donation since the PTPL treasury is healthy. Barbara explained about expected expenditures related to investigating PTPL liability issues. Another suggestion was to create an endowment which could be invested and grow to sustain and increase contributions. A conference attendee explained that prudent planning and use of funds demands that PTPL have on hand an amount equal to one year's operating expenses. Jim stated that annual conference expenses total $6,000 to $8,000. In addition, PTPL is required to maintain a certain bank balance in its special, nonprofit account. Another suggestion from the floor was to endow a scholarship at a local library school. Virginia Representative Tom Ray suggested research into how many other ALCTS affiliates contribute to Spectrum and their donation amounts to help determine PTPL's contribution next year. Former PTPL Board member Beth Picknally Camden said to endow a Spectrum scholarship was $5,000/year. It was finally moved and seconded that $500 be donated to Spectrum this year and that the Spectrum contribution become an agenda item for the Advisory Council in the coming year. The motion was passed by voice vote.
The candidates were introduced. Tom Ray - Vice Chair/Chair Elect; Linda Wirth - Treasurer; Mykie Howard - DC Representative; Carole Irwin - MD Representative; Bridget Miller and Erin Stalberg - Virginia Representative. A paper ballot was provided to vote for the Virginia Representative since more than one candidate was running, with the winner, Erin Stalberg, announced during the wrap-up session. The other candidates were elected by popular acclaim.
Approvals of the proposed vision and mission statements were moved, seconded, and passed by unanimous voice vote. The new statements are:
Vision statement: PTPL contributes to our profession by preparing librarians to meet the challenges of technical services in 21st century libraries.
Mission statement: The mission of PTPL is to promote innovation in the face of change in library technical services by:
Past Chair Beth Weston presented an environmental scan of the library world in 1924, the year of PTPL's inception. At that time, ALA was already 48 years old and had a Board of Education (now Board of Accreditation). That year's ALA meeting was held in Hot Springs, Arkansas with 5,669 members attending. The University of Chicago had the first Ph. D. level program in library science. Regional specialty groups had formed and were writing reports for publication in library journals. There was growing interest in professional development. The Maryland Library Association was a year old, having been formed in 1923. ALA membership was discussing whether ALA should meet bi-annually to permit local library associations a chance to meet in the off-years. There were no references to PTPL in the literature.
Barbara Dean closed the business meeting.
The afternoon program began with a presentation, "Metadata Strategies for Creating Digital Collections in a Library Consortium," by Allison Zhang, manager of the Digital Collections Production Center (DCPC) of the Washington Research Library Consortium (WRLC). Ms. Zhang described DCPC's digital conversion services for WRLC's eight member libraries. DCPC employs seven strategies to design and create effective metadata for each digital collection. For each project it reviews materials and available information and consults with library staff regarding its user needs. It uses Dublin Core and maps all other formats to Dublin Core. It sets up required filed across collections that will facilitate combined searching. DCPC provides very basic metadata but also the tools for member libraries to enhance it, if they choose. System capabilities are studied and optimized to obtain maximum results from the metadata used. DCPC creates and applies structural metadata to assist the user in navigating through the resource. Finally the DCPC automates metadata creation whenever possible. Ms Zhang illustrated her presentation with examples from WRLC member libraries' digitization projects.
Phil Michel, Digital Conversion Coordinator, Prints and Photographs Division, Library of Congress, gave a presentation entitled, "Building and Evolving Digital Collections for American Memory." Michel outlined the development of the American Memory project from its inception in 1985 as a pilot project using video discs. The initial goal of preserving materials through reduced handling evolved into goals of preserving cultural heritage and access for all Americans. The project migrated to CD-ROM and eventually its present online format. In 1994 LC began an initiative to digitize five million items in five years. Michel described the metadata processes and patterns and their development and how they enabled such rapid progress with project.
Chair Barbara Dean wrapped up the conference by presenting gifts to the speakers and by thanking departing Advisory Council members, sponsors, and the local arrangements coordinator. She passed the gavel to the new PTPL chair Suzanne Picken. Following the conference, tours of the UVa library's electronic centers and its Special Collections Library in new Harrison/Small Building were offered.
79th Annual Meeting (2003)
The 79th annual meeting of the Potomac Technical Processing Librarians (PTPL), Regional Affiliate of ALCTS, was held on Friday, October 31, 2003, at the Cafritz Conference Center of George Washington University, Washington, D.C. The theme of the meeting was "The Future of MARC -- R.I.P. or Let 'er RIP?" There were 98 registrants.
Following registration and morning beverages, Beth Weston, Chair of PTPL, opened the session and introduced Andrea Stewart, Assistant University Librarian for Administration, Development and Personnel, at George Washington University's Gelman Library. Ms. Stewart welcomed the group. Beth introduced the conference topic and explained the idea for this conference stemmed from Roy Tennant's article, "Marc Must Die" in the October 2002 Library Journal and Rebecca Guenther's letter published in response to his article. The Advisory Council was certain this topic would be thought-provoking for conference attendees and stimulate lively discussion. Beth then introduced Roy Tennant, who is the associated with the California Digital Library at the University of California.
Roy Tennant sees MARC as an amazing feat for its time that enabled the transformation of libraries through inexpensive cataloging, union catalogs, and bibliographic utilities. He feels, however, that MARC has outlived its usefulness. MARC was designed for "inventory control" whereas current needs are for resource discovery via multiple diverse metadata streams, online delivery of full text and other information in multiple formats. Tennant believes that major changes in computer systems, such as cheap disk space, faster processing, etc., permit better technological solutions to deal with many metadata schemas. Current information transfer requires an infrastructure that is versatile and extensible, open and transparent, with modularity, hierarchy, and granularity. He proposes using METS (Metadata Encoding and Transmission Schema) as the XML infrastructure for handling bibliographic metadata and further suggests that librarians be familiar with many varieties of metadata and their crosswalks. Particular challenges facing the information community lie in the diversity of record formats, crosswalking and merging records, system migration, and staff retooling. Roy Tennant's presentation is currently available on his website at http://escholarship.cdlib.org/rtennant/presentations/2003ptpl/marc/
Beth introduced Rebecca Guenther of the Library of Congress's Network Development and MARC Standards Office. Her presentation was entitled, "The Future of MARC: New Directions in Descriptive Metadata Standards." Guenther disagrees with Tennant's theory that MARC will die. As proof of MARC's success, she cites its wide use by bibliographic utilities and integrated library systems, its evolution into MARC21, and its status as a communications format standard. She agrees that XML is the language of the web. She believes that in the XML environment, elements from different descriptive schemes can be combined, including a MARC21 representation in XML, or used together in library catalogs. The Library of Congress created MODS (Metadata Object Description Schema), which uses XML schema, to provide more flexible, simpler syntax for the MARC element set, yet one that is richer than Dublin Core. MODS was developed for electronic resource description and was not intended to replace MARC. Guenther discussed the "roundtripping" of records between MARC and MODS, which is not now possible in full. She observed that the multiplicity of metadata schemes require librarians to broaden their knowledge base. In conclusion, she stated that libraries have well-developed bibliographic traditions to serve the digital future and can share their expertise and established standards with the metadata environment.
Following the presentations, a sandwich buffet lunch was served. After lunch, Chair Beth Weston called the PTPL annual business meeting to order. The minutes of the 78th meeting were approved. Treasurer Jim Gwinn reported a bank balance of $10,634.94 as of June 2003. The treasurer's report was approved.
Tom Ray, Virginia Representative, reported on the four SCCTP workshops sponsored jointly with PTPL and held last winter and spring in Richmond and Washington, D.C. Eighty registrants, mostly from the Washington and Virginia areas attended, although one came from as far as the Chicago area. Based on its experience with these workshops, the Advisory Council decided that four workshops were too many to coordinate in one year and that careful cost-recovery scrutiny was necessary in the future.
Beth Weston explained the need to change PTPL's By-laws regarding the treasurer's responsibility for the growing membership database. The treasurer now has numerous and significant other responsibilities. Kristina Tryon of NLM has volunteered to manage the database and related projects once the by-laws are officially changed.
Beth Weston presented information about ALA's Spectrum Scholarship and proposed that PTPL donate $500 to the scholarship fund, as it had done in past years. There was no discussion from the floor. It was moved and seconded that PTPL make the donation. The motion was carried by a unanimous voice vote.
Jim Gwin, Chair of the Nominating Committee, presented the slate of candidates for the 2003/2004 term. This year's ballot includes both a Chair and Chair Elect because of the resignation of the previous Chair Elect. There were no additional nominations from the floor. The candidates were elected unanimously by acclaim:
Chair: Barbara Dean, Arlington County Public Library
Chair Elect: Suzanne Picken, Washington Research Library Consortium
Secretary: Sue Neilson, American University
D.C. Representative: Mykie Howard, George Washington University (1-Year term)
D.C. Representative: Vera Clyburn (Library of Congress)
Maryland Representative: Dawn Hale, Johns Hopkins University
Virginia Representative: Deanna Chavez, Randolph-Macon College
Past Chair Polly Khater presented the Historical Moment outlining conference topics from 1923 to the present and how library automation has become an increasingly sophisticated and frequent theme.
Beth Weston introduced the afternoon session, a presentation by Roy Tennant, "Emerging Metadata Standards" which discussed various standards for the creation, processing, transmission, and uses of metadata. Tennant stressed XML's importance as the foundation for all modern metadata standards and briefly discussed Dublin Core, ONIX, RDF, and MODS as examples of descriptive metadata. He described transfer standards and protocols, citing METS, RSS, OAI-PMH and others, and briefly discussed their applications. Tennant advised catalogers to be conversant with a variety of metadata, to think of new ways to exploit metadata, and to apply their professional skills to the new environment. His presentation is currently available on his website at http://escholarship.cdlib.org/rtennant/presentations/2003ptpl/metadata/
The speakers were presented with CNN Crossfire mugs and Border's gift certificates. Beth thanked Mykie Howard who was on-site coordinator, and American University Library for underwriting photocopying and postage expenses for the conference. She recognized the Past Chair Polly Khater and the continuing Council members. Beth passed the gavel to the incoming chair, Barbara Dean, who invited everyone to next year's meeting in Virginia and closed the meeting.
Following the meeting, tickets were available for the taping of CNN's Crossfire across the street from the conference center.
Sue Neilson, Secretary
78th Annual Meeting (2002)
The 78th annual meeting of the Potomac Technical Processing Librarians (PTPL), Regional Affiliate of ALCTS, was held on Friday, October 4, 2002, at the Homewood Campus of Johns Hopkins University, Baltimore, MD. The theme of the meeting was "Getting to the Core: Competencies and Education for Library Technical Services." There were 89 registrants.
A continental breakfast and a buffet lunch plus beverages for breaks were provided. A tour of the digital collections in the Milton S. Eisenhower Library was offered by library volunteers before the morning meeting and was repeated concurrently with the afternoon's breakout sessions.
Polly Khater, Chair of PTPL, opened the session and introduced Dawn Hale, Head of Cataloging at Johns Hopkins University's Eisenhower Library. Dawn welcomed the group to campus. Polly then introduced the topic of the meeting.
Beth Picknally Camden, Past Chair of PTPL, introduced Karen Calhoun, Assistant University Librarian for Technical Services at Cornell University. Calhoun spoke on "Technology, Productivity, and Change in Tech Services," noting that technical services units are doing more work with the same resources and emphasizing the need for increased productivity through technology and change. She suggested that change in a learning environment is less threatening if viewed as just something more to learn.
Joanne Adetayo, Maryland Representative, introduced Barbara Dean, Head of Acquisitions at Arlington County Public Library. Dean's talk entitled, "Cross-Training Staff for Better Results," described her library's reorganization and training of cataloging and acquisitions staff to share certain functions and the ensuing management, personnel, and technical challenges inherent in such sweeping changes as a new computer system, retiring managers, and introduction of new staff responsibilities. She contrasted Arlington Public's situation with a similar and more successful project at Phoenix Public Library and drew conclusions concerning improved methodology for cross-training and implementing changes.
The PTPL annual business meeting followed lunch in the Glass Room. Chair Polly Khater called the meeting to order. The minutes of the 77th meeting were approved.
PTPL treasurer, Marlene Vikor, reported a bank balance of $ 8,471.48 as of June 2002. Receipts from the 2001 annual meeting, including dues-only members, totaled $ 2,735, and expenditures for the meeting were $ 934.27. A $ 500 contribution was made to the ALA Spectrum Scholarship Initiative. The SCCPT workshop in May netted $ 142.37.
Suzanne Picken, Nominating Committee and Maryland Representative, introduced the slate of candidates for the 2002/2003 term. The candidates were elected unanimously with no nominations from the floor:
Vice-Chair/Chair Elect: John Buelow, Virginia Tech
Secretary: Sue Neilson, American University (one-year term)
Treasurer: Jim Gwin, University of Richmond
D.C. Representative: Joanne Adetayo, DC Public Library
Maryland Representative: Marlene Vikor, University of Maryland
Virginia Representative: Tom Ray, Library of Virginia
Sue Neilson, DC Representative, reported on the Serials Cataloging Cooperative Training Program (SCCPT), Electronic Serials Cataloging Workshop, sponsored jointly by PTPL and the Library of Congress on May 17, 2002. With a bargain registration fee of $45, the 20 available spaces filled quickly with librarians from academic, government, special libraries, and private contractors. The SCCTP trainers were Gene Dickerson and Hien Nguyen, both from the National Library of Medicine. The workshop evaluations were good and encouraged future workshops.
Beth Weston, Vice Chair/Chair Elect, reported on partnering with the North American Serials Interest Group (NASIG) Continuing Education Committee to sponsor a future SCCPT workshop, perhaps to be held outside the Washington metropolitan area to accommodate PTPL's more distant members. Beth requested information from the PTPL membership regarding their preferences for training topics and possible training sites.
Beth Picknally Camden reported on PTPL's donation of $500 to the American Library Association Spectrum scholarship and noted that some of 2001 scholarship winners were from the DC area.
Polly Khater introduced a proposed change in the PTPL By-laws to formally provide for a manager of the membership database. Presently the treasurer maintains the database, but this is no longer feasible with the growth of membership in the past 5 years. Proposed alternatives for a database manager include 1) a volunteer from the Executive Board; 2) a Membership Committee comprised of the Regional Representatives; and 3) a PTPL member (not necessarily an Executive Committee member) with the necessary Access software skills. Further suggestions from the membership were to place database responsibility in the hands of the 1) the Secretary; 2) one of the Regional Representatives; 3) the Vice Chair, who has no formal responsibilities; or 4) a newly-created membership officer. Further discussion will be conducted on the PTPL Listserv.
There was no further new business.
Beth Picknally Camden, Past Chair of PTPL, presented the traditional Historical Moment concerning perennially-recurring topics of discussion at the annual meetings. Some of these timeless themes are the cost of cataloging, recruiting and salaries, revision of cataloging rules and tools, mechanization/computerization, training and education, and the future and change in the profession.
In his afternoon presentation, "Do You Want to Keep Working?" Salvatore Costabile, President of Costabile Associates, discussed the requisite skills and training technical services librarians must have to continue in the workforce. In addition to more traditional competencies, Mr. Costabile cited knowledge of licensing practices and fund raising activities as new areas of necessity for technical services librarians.
Following Costabile's presentation, the group divided for breakout sessions with the individual speakers and for another digital collections tour. The group reassembled for a wrap-up session before adjournment.
Polly Khater thanked the speakers. She presented them, Dawn Hale, and PTPL's outgoing board members with PTPL logo tee-shirts. Polly thanked Dawn Hale for handling the local arrangements, the Eisenhower library volunteers for assisting with the tours, American University Library for underwriting the printed program, and Dorman Camden for crafting the new PTPL hand-carved gavel. Polly recognized the outgoing PTPL board members:
Beth Picknally Camden, Past Chair
Paul Rittelmeyer, Virginia Representative
Linda Alexander, Secretary
Polly recognized the continuing PTPL board members:
Marlene Vikor, outgoing Treasurer, continuing as Maryland representative
Sue Neilson, outgoing DC representative, continuing as Secretary
Beth Weston, Chair
Barbara Dean, Virginia Representative
Suzanne Picken, Maryland representative
Vera Clyburn, DC representative
Polly passed the gavel to Beth Weston, Chair for the 2002/03 year. Beth reminded attendees to complete the evaluation forms, invited them to the 2003 meeting in DC, and adjourned the meeting.
77th Annual Meeting (2001)
The 77th annual meeting of the Potomac Technical Processing Librarians (PTPL), Regional Affiliate of ALCTS, was held on Friday, Oct. 5, 2001 at the Library of Virginia (LOV) in Richmond. The theme of the meeting was "Library/Vendor Partnerships for the 21st Century."
Approximately 80 attendees registered in advance. Two meals served to the assembly on-site were catered by a local concern and included a continental breakfast and a box lunch as well as the usual beverages for the breaks. Tours of three LOV areas were offered at two points in the day's activities. Volunteer guides walked visitors through the public service area, archives, and the technical services area. There was also one tour of the conservation area.
Beth Picknally Camden, Chair of PTPL, opened the session with a moment of silence in tribute to the victims of the terrorist attacks of September 11. Her welcome was followed by Kip Campbell, head of Technical Services for the LOV, whose greeting included the introduction of his staff. The LOV co-sponsored and generously supported the annual meeting.
Tom Camden, head of conservation for LOV, described a successful conservation partnership with the Don Etherington Conservation Center in which the vendor supplies two full-time workers at LOV for production-level conservation with back-up for special projects at the vendor's lab in North Carolina. Camden noted that conservation faces a mushrooming crisis but that at LOV the combination of commitment, communication, and coordination has resulted in a strong and ongoing program. He closed his talk by showing an array of restored library materials ranging from a 1776 act of the Virginia legislature through three extra-miniature books.
Barbara Albee, manager of electronic resources for Faxon Library Services, reviewed the complexities of licensing the use of e-content and e-journals in libraries. Governed in some states by UCITA , licenses are legal agreements often based on contract law rather than copyright law. Successful licensing requires a great deal of negotiation, knowledge of the library's needs, and understanding of the generic license process. Albee noted that vendors can be successful agents for libraries in this process. She closed with a review of current state, national, and international initiatives in licensing.
William C. Anderson and Bridgetta C. Jenkins, members of the Serial Record Division of the Library of Congress, described the ongoing conversion of the massive manual serials file to electronic holdings as part of an integrated library system. Working with the vendor Library Systems and Services, LLC, Anderson created a manual for training the contract staff and a procedure for reviewing the converted records. He noted that the key to the success of this dynamic project was an open door communication policy. Jenkins' talk expanded on the project's effect on in-house staff who had to deal with incoming receipts - which total 1.2 million per year - while the records were in flux. Training, workstation upgrades, arrearage management, and redesign of workflow were just some of the issues that had to be resolved.
Steve Sutton, a representative of the firm Alibris, noted that 3000 libraries have used the firm's services to fill back orders, and conduct retrospective collecting and replacement projects. Alibris combines a high level of service with cost effectiveness so that dealers supplying books and libraries ordering them are equally well-served, said Sutton. A recent study at New York University showed that Alibris has a 60-70% fill rate for imprints of 1999 and older. The firm is able to handle large lists of over 50 titles without requiring a particular file format thus eliminating the need to search each title separately or re-key any information.
A lively question and answer period followed the presentation of each speaker.
The annual PTPL business meeting began with approval of the 2000 meeting minutes. The financial report, delivered by Treasurer Marlene Vikor, noted that the bank account was changed to a small business account and is free of service charges. The balance as of June, 2001 was $8471.48. The Basic Serials Cataloging Workshop yielded a small profit of $43.52.
Paul Rittelmeyer, chair of the Nominating Committee, offered the slate of candidates for the new term. The slate was elected unanimously with no nominations from the floor.
Vice-Chair/Chair Elect: Beth Weston, National Library of Medicine
Secretary: Linda Alexander, Gallaudet University
DC Regional Rep: Vera Clyburn, Library of Congress
Virginia Rep: Barbara Dean, Arlington County Public Library
Maryland Reps: Suzanne Picken, Washington Research Library Consortium
Joanne Adetayo, DC Public Library (one-year term)
Marlene Vikor reported on the results of the policy change to allow late/walk-in registration. There were two registrants in this category so the policy will continue.
Beth Weston, MD regional rep and chair of the workshop committee, reported on the successful workshop sponsored by PTPL on serials cataloging and held at the Library of Congress. Registration for the 20 seats filled very quickly. The trainers were Jeanne Baker, University of Maryland, and Hien Nguyen, National Library of Medicine. This workshop was the first continuing education activity by the PTPL and was co-sponsored by the DC Library Association. Committee members included Beth Weston and Barbara Conaty for PTPL and Patricia Goldman and Claire Dygert for DCLA.
The Chair presented a proposal that PTPL support ALA's Spectrum Scholarship program with a donation. The audience responded favorably with several members, among them a prior recipient of an ALCTS scholarship, speaking in favor of the proposal.
Heidi Hanson, past Chair, in the Historical Moment segment of the agenda, highlighted notable speakers at past programs for years ending in "1". In 1931, J. C. M Hanson, a key figure in the development of cataloging documentation, spoke on the topic of the new ALA Rules for Cataloging. Earl Gregg Swem, foremost bibliographer of Virginia materials, was also a speaker. His work was known to be so comprehensive that the phrase "not in Swem" became a standard for bibliographers. In 1941, Ralph Shaw, founder of Scarecrow Press and ALA activist spoke at the Baltimore PTPL meeting on the topic of the cost of cataloging. Widely known for his epigrammatic style, Shaw is credited with the phrase "how I run my library good" as a description of the contents of the library literature of his time.
The Chair closed the meeting with gratitude to various individuals for their support. The speakers all received PTPL mugs. The VOL staff, among them Tom Ray, Harriet Edmunds and the tour guides, was thanked. Tokens of appreciation were given to outgoing Advisory Council members Heidi Hanson, Barbara Conaty, and Mary Ann Ferrarese.
The meeting was adjourned on time.
February 8, 2002
Barbara Conaty, VA Representative
76th Annual Meeting (2000)
The 76th annual meeting of the Potomac Technical Processing Librarians, Regional Affiliate of ALCTS, was held on Friday, October 6, 2000, in the Ripley Center, Smithsonian Institution, Washington, D. C. The theme was “E-Potpourri: A Blend of E-Topics for All in Technical Services.”
Approximately 128 attendees registered. A continental breakfast was available in the Ripley Center prior to the opening of the morning session which was held in the Center’s Lecture Hall.
Heidi Hanson, Chair of PTPL, welcomed everyone and introduced Mary Augusta Thomas, Smithsonian Institution Libraries, who welcomed the PTPL members to the Smithsonian and acknowledged those members of the Smithsonian Institution Libraries staff who assisted in the arrangements for the meeting. The Chair then introduced the three speakers for the morning session.
Victor McCrary, National Institute of Standards and Technology, Washington, D.C. spoke on “E-Book 2000: Turning the Corner in the New Millennium”. He outlined the history, current status, and his vision of the future of the E-Book.
Nancy Jean Gibbs, Assistant Head, Acquisitions, North Carolina State University, entitled her talk “E-Resources: The Fast Track to the Betty Ford Clinic”. She explained the procedures her library follows in order to successfully acquire, process, and provide various E-resources to the user. She stressed the importance of learning to read and understand a license.
Mackie Crow, Catalog Manager, netLibrary, Boulder, Colorado, told the attendees about “Cataloging E-Books: the netLibrary Experience”. netLibrary is one of the major producers and distributors of E-Books for libraries.
A brief question and answer period followed the talks.
The PTPL annual business meeting took place in the Lecture Hall immediately after the morning session.
The minutes of the 75th Annual Meeting were approved with two corrections of typographical errors.
The Treasurer, Kathy Miraglia, reported a balance of $8,555.24 in the treasury as of June 8, 2000. She noted that our funds are currently in a checking account which charges a monthly service charge. This service charge is in excess of the monthly interest earned. The new treasurer and advisory council will look into finding a more favorable situation.
Marlene Vikor of the Nominating Committee, presented the slate of candidates for the 2000/2002 term:
There being no nominations from the floor, the slate was elected by voice vote.
The Chair then thanked all the current members of the advisory council and turned the meeting over to Beth Picknally Camden, incoming Chair.
Marilyn Estes, Past Chair, gave as her “historical moment” a concise history of the book which emphasized its appearance and constancy through history. She noted that while a book may change its physical appearance, it will always exist as a literary work which is a by-product of civilization.
The new Chair recognized the departing members of the Advisory Council - Marilyn Estes, Kathy Miraglia, Carol Bradwell, and Frank Sun.
A discussion followed concerning whether or not PTPL members wished to allow on-site registration at future annual meetings. Members voiced various opinions and raised various points. The Advisory Council will keep these points in mind when planning the next meeting.
The meeting was adjourned.
Lunch was served buffet style across the Mall in the Atrium Café of the Natural History Building where a section of the dining area had been set aside for the attendees.
Following lunch, tours of the various Smithsonian Institution Libraries located on the Mall were conducted by Smithsonian Institution Libraries staff. The tours were:
Evaluation forms were distributed to all attendees. A total of 51 forms were filled out and returned.
Mary Ann Ferrarese, Secretary
75th Annual Meeting (1999)
The 75th annual meeting of the Potomac Technical Processing Librarians, Regional Affiliate of ALCTS, was held on Friday, October 8, 1999, in the Decker Center, Western Maryland College, Westminister, Maryland. The theme was “Technical Services Librarians: The Training We Need, the Issues We Face.”
Approximately 90 attendees registered. A continental breakfast was available and tours of the Hoover Library were offered.
Marilyn Estes, Chair of PTPL, welcomed everyone and introduced the keynote speaker and the four panelists.
Marietta Plank, Executive Director, Chesapeake Information and Research Library Alliance (CIRLA) spoke on the theme, “The Training We Need, The Issues We Face.” The four panelists focused on issues and training in a particular area of technical services:
A buffet lunch was served. During lunch, Marilyn Estes conducted the business meeting.
Following the business meeting in the afternoon, five breakout sessions were led by the speakers:
After the sessions, the groups re-assembled as a whole and one representative from each of the sessions recapped the major topics discussed within the breakout session.
Each speaker was presented with a PTPL mug and the day’s meeting came to an end.
Attendees filled out evaluation forms prior to departure. Fifty-two evaluations were collected.
Mary Ann Ferrarese
74th Annual Meeting (1998)
The 74th annual meeting of the Potomac Technical Processing Librarians, Regional Affiliate of ALCTS, was held on Friday, October 23, 1998 in the George W. Johnson Center, George Mason University, Fairfax, Virginia. The theme was "To Merge Or Not To Merge?: Libraries and Computer Centers."
Following registration, attendees toured the George W. Johnson Center including the Library.
Marianne Rough, Chair of PTPL, welcomed everyone and introduced Marilyn Estes, Vice-Chair/Chair Elect, who introduced the keynote speaker.
Janet Swan Hill, President of ALCTS, Associate Director for Technical Services, University of Colorado, chose as her topic, "The Martyr Trap". She addressed the following:
Following a delicious lunch and an opportunity for networking among those present, Marianne Rough conducted the business meeting at 1:00 P.M. The minutes of the 73rd annual meeting were accepted and approved. Kathy Miraglia presented the treasurer's reports, which were accepted and approved. The 73rd Annual Meeting report as of June 9, 1997 showed a balance of $7,478.83. The current report as of June 8, 1998 showed a balance of $7,917.60.
Marianne thanked the 1997/98 PTPL Advisory Council and On-Site Coordinators for their efforts in planning the day's program. They are:
The following council Members will be continuing next year:
The following Council Members have completed their term of office:
Beth Picknally Camden presented the following slate of officers for the 1998/99 term:
Since there were no nominations from the floor, the slate was elected as presented. Beth Picknally Camden shared a "Historical Moment" which had been prepared by Elizabeth Sudduth, Past Chair.
Marianne symbolically "handed the gavel" to Marilyn Estes, Chair for the 1998/99 term.
With a reminder to complete an evaluation at the end of the program, the business meeting was adjourned.
The afternoon discussion began with a panel composed of Robin Wagner, Gettysburg College, Director of Library Services, Musselman Library; Nancy Dagle, Bucknell University, Associate Director of Library and Information Services, Bertrand Library; and Ann M. Palkovich, George Mason University, Deputy Director, Department of Instructional Improvement and Instructional Technology. Each addressed libraries and computer centers unique to her workplace.
First, Robin Wagner spoke about Gettysburg College's merger of the Library and Computer Departments. She gave a detailed synopsis of why the union was a failure. Some contributing factors included not establishing ground level support, not addressing the cultural differences between the two Departments and eliminating all duplication of work whether the staff was qualified to do the assigned task or not.
Second, Nancy Dagle spoke about the merger of the Library and computer Departments which are loosely joined at Bucknell. Their directive from Administration was to be sure that no current service would decline as a result of the merger. She stressed the importance of the two Departments sharing a vision and value statement. Nancy stated that rumors contribute to the downside of the merger.
Third, Ann Palkovich spoke of George Mason's Administration supporting innovation. Thus, restructuring has resulted in the Library and the Computer Departments. Together they are encouraged to share, eliminate redundancy and integrate expertise. Progress has begun but Ann stressed that innovative efforts such as these take time.
The panel fielded questions. Each speaker was presented a PTPL mug by Marianne. The meeting was adjourned at 3:30 P.M.
Ann R. Kietzman
73rd Annual Meeting (1997)
Following registration, some attendees watched a demonstration of the National Digital Library Program.
Elizabeth Sudduth, Chair of PTPL, welcomed everyone and thanked Mary Ann Ferrarese, PTPL's on-site coordinator, Beacher Wiggins, Director of Cataloging, and Nancy Mitchell, from the Library of Congress' Special Events Office, for their work.
Marianne Rough, Vice-Chair/Chair Elect, introduced Walt Crawford, Access Services Officer of RLG. Mr. Crawford's keynote address was entitled "Tomorrow's Librarians: Thriving on Complexity." In his speech, he asserted that the new electronic media will not replace the old media; instead, they will exist in addition to the old media. Books will continue to be an important part of future libraries. As the Internet continues to grow, Crawford foresees a greater need for technical processing librarians to select and catalog Internet resources.
Elizabeth Sudduth conducted the business meeting. The minutes of the 72nd annual meeting were approved. Kathy Miraglia presented the treasurer's report, which was accepted; the balance on October 17, 1997 was $9,184.17. Elizabeth Sudduth presented the slate of candidates. The following were elected:
Elizabeth Sudduth recognized the following who are leaving the Advisory Council:
Kathryn Scott, Past Chair, gave some highlights of PTPL meetings 15 and 50 years ago. In 1982, PTPL met at George Washington University; the topic was "Treasures in Miniature: Microforms in Libraries." Lunch was $12.00 and dues were $2.00. In 1947, the Maryland, Virginia and District of Columbia Regional Group of Cataloguers and Classifiers met at the Lafayette Hotel. The keynote address was "New Developments in the Teaching of Cataloging." Dinner was only $2.75; dues were 50c.
Attendees had the choice of purchasing a box lunch or going out to eat. During the last part of the lunch break, Walt Crawford autographed copies of his book Future Libraries: Dreams, Madness & Reality for those who desired it.
After lunch, Erik Jul, Associate Director of OCLC Institute, talked about "Knowledge Access Management: Overview of OCLC Activities." Mr. Jul discussed the OCLC Internet Cataloging Project in which participant libraries identified, selected, and cataloged Internet resources using Anglo-American Cataloging Rules, 2nd edition, and Library of Congress Subject Headings (LCSH). He also discussed the use of PURLs (Persistent URLs) to provide an answer to the problem of "here today, gone tomorrow" on the Internet.
Rick Weingarten, Senior Policy Advisor, ALA Washington Office, discussed "The Future of the Internet: Policy Challenges." After giving a history of the Internet, Mr. Weingarten outlined several areas which future information policy needs to address--intellectual property, freedom of speech, access to government information, security, and privacy.
Walt Crawford led a wrap-up, summarizing the participants speeches and drawing out common threads in the speakers' topics.
The meeting was adjourned at 3:30. Those who had signed up for the afternoon demonstration of the National Digital Library went downstairs to the first floor.
District of Columbia Regional Representative