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FEDLIB  June 1998

FEDLIB June 1998

Subject:

OCLC Users Council May Minutes

From:

Marcia D Talley <[log in to unmask]>

Reply-To:

FEDLIB: Federal Librarians Discussion List

Date:

Wed, 3 Jun 1998 16:01:19 -0400

Content-Type:

text/plain

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Parts/Attachments

text/plain (592 lines)

From your 1997-98 OCLC Users' Council Delegates:
   Benard Strong          Marcia Talley
   [log in to unmask]        [log in to unmask]
   ph: 202-287-9463       ph: 410-293-6905

3 June 1998

OCLC USERS COUNCIL MEMORANDUM

TO:             OCLC Users Council Delegates

CC:             Network Directors
                OCLC Board of Trustees
                OCLC Staff Distribution
                Users Council Alternates

FROM:           Richard Van Orden, Users Council Program Manager

SUBJECT:        Minutes of the May 18-20, 1998 Users Council Meeting


        Conducted by President Merryll Penson, the Users Council meeting
convened at 7:30 PM on Monday, May 18, 1998 at the OCLC Smith Building
in Dublin, Ohio.  Fifty-two delegates and six alternates participated in
this meeting with a topic of "Internationalize: The Value of OCLC
Membership in a Global Library Community."

BUSINESS

        At the opening session Merryll announced the election of Barbara
Gubbin (AMIGOS) and Victoria Hanawalt (OCLC Pacific) to the OCLC Board
of Trustees.  In reporting for the Nominating Committee, Vice Chair
Kristin Senecal announced the names of delegates who were selected as
nominees for the Users Council Executive Committee.  A Candidates Forum
was held on Tuesday morning.  Brad Baker (ILLINET) serves as president
of next year's Users Council.  He is joined on the Executive Committee
by the following individuals who were elected on Wednesday morning.

Betsy Wilson (OCLC Pacific), Vice President/President-Elect
Larry Alford (SOLINET), Delegate-at-Large
William Sannwald (OCLC Pacific), Delegate-at-Large
Kristin Senecal, (PALINET), Delegate-at-Large

        Neosha Mackey, Chair of the Election Certification Committee,
reported the completion and certification of network election results
for delegates and alternates to next year's Users Council.

        Brad Baker, Chair of the Finance Committee, presented the
proposed 1998/99 Users Council budget.  The budget of $181,806 was
approved unanimously by Council during the business meeting.

        Delegate Larry Frye (INCOLSA) commended OCLC for its response to
the issues raised about the OCLC Access Suite.  This software for
accessing OCLC and some OCLC workstation applications is available now
at no charge to users.

        The following departing delegates were honored for their
contributions to Users Council:

1.      Bonnie Juergens         (AMIGOS)                9.  Linda Bills
(PALINET)
2.      Charles Townley         (AMIGOS)                10. Dan Iddings
(PALINET)
3.      Benard Strong    (FEDLINK)                      11. David Cohen
(SOLINET)
4.      Carolyn Snyder   (ILLINET)                      12. Agnes Grady
(SOLINET)
5.      Richard Olsen    (NELINET)                      13. Elsie
Weatherington    (SOLINET)
6.      Cynthia Clark    (OCLC PACIFIC) 14. Edward Meachen (WILS)
7.      Victoria Hanawalt (OCLC PACIFIC)        15. Theresa Muraski
(WILS)
8.      Joanne Young    (OHIONET)

AN EVENING HONORING K. WAYNE SMITH

        On Monday evening Users Council hosted a dinner and program
honoring Dr. Smith upon his retirement as OCLC president and Chief
Executive Officer.  Network delegates and past Users Council presidents
presented various resolutions, letters, and mementos reflecting his 10
years of distinguished service.  K. Wayne Smith gave a heart-felt
farewell address during which he noted some of the accomplishments of
the last decade and thanked Users Council for its contributions to OCLC
and libraries.

USERS COUNCIL PRESIDENT'S REPORT

        Merryll Penson gave her final report as Users Council president.
The Executive Committee met monthly to plan this year's meetings and
activities.  Actions taken include recommending increased integration of
OCLC and library services and asking for more innovation from OCLC to
keep libraries in the forefront of providing electronic information.
Our discussions suggested cooperation with networks in providing
information support to distance learning and the development of the OCLC
Institute as the premiere educational think-tank for leaders in the
library community.  We received the response from OCLC requested in the
report of the Task Force on Original Cataloging Credits and have passed
it on to the Technical Services Interest Group for final consideration
in its meeting tomorrow morning.  An exciting web site
(http://www.oclc.org/uc) including delegate photographs and contact
information plus foreign language versions of the Users Council press
releases is available through the OCLC home page.  We also recommended
an increase in the Users Council budget.

        The Executive Committee followed closely the implementation of
the bylaws changes and the 20 recommendations from the Ad Hoc Committee
to Review Nomination and Elections Procedures.  We monitored
developments such as Electronic Collections Online and the OCLC Access
Suite, the roll out of the new TCP/IP network, planning for FirstSearch
5.0, and electronic archiving.  The discussions this year of the 4 I's,
integrating, innovating, informing, and internationalizing are an
important follow-up on our suggestions last year for the OCLC strategic
plan.  This afternoon we will celebrate the twentieth anniversary of
Users Council and what is one of the unique institutions in the library
community.

OCLC PRESIDENT'S REPORT

        Jay Jordan, new president and chief executive officer, talked
with delegates about his interest in coming to OCLC and initial
impressions.  His reasons for accepting the position include the
opportunity to join a strong organization serving a great purpose, the
challenge of compounding the already significant performance of OCLC, an
exceptionally high-quality workforce, and high levels of support the
Board of Trustees, Users Council, and RONDAC.  His priorities are to
learn products and services, to meet members and users, to engage
employees in open dialog about the future, to review international
initiatives, and to listen to the leadership of the library community.
His long-term goals are to assure that OCLC continues to deliver
increasing levels of value to the members, to leverage the Internet to
facilitate access, to reach more libraries in international markets, and
to develop new products and services rapidly.  The current year reflects
being on plan to finish with healthy revenue growth.  This year's
performance constitutes a solid basis for the coming year with good
contribution to equity.

Mr. Jordan's priorities include:
*       Learn a new vocabulary
*       Listen and learn from staff
*       Visit member libraries early and often
*       Review business plans and the strategic plan
*       Don't break anything that is working
*       Continue to build on OCLC's strengths
*       Employee recruitment, development, and retention
*       Pursue the four I's of integrate, innovate, internationalize,
and inform
*       Understand the content arena and determine where the added value
will be
*       Pursue the OCLC mission and public purposes.

In answering questions, Jay noted the significance of user involvement
in the planning process, the importance of an international approach to
information services, and the benefit of inheriting a well-managed,
fiscally sound organization.  His previous experience with Information
Handling Systems included extensive involvement with international
marketing, the development of standards, the licensing of information
services, and never missing an expense budget in 23 years.  He talked
about his experience in converting from microform to online information
and finding ways to reasonably accommodate the differing needs of
important user groups.  In response to one question, he said that one of
the things he would like to accomplish is a more visible presence in the
marketplace for OCLC and getting the message out more effectively around
the world.  To expand development capability, the use of remote
programming teams may be important and allowing technical staff
increased training opportunities to stay current with their peer group.
Some offshore programming may be necessary to meet aggressive delivery
schedules.  Planning for international products from the beginning of
the development cycle is essential.  Parallel development of products
for different market segments such as public and school libraries should
be considered.

GLOBAL INFORMATION TRENDS AND THE VALUE OF OCLC MEMBERSHIP

        Colin Steele, University Librarian at the Australian National
University in Canberra since 1980, was the keynote speaker.  In the
paper supplementing the presentation, he said:

"It's a truism that the information world is getting smaller.  We are
linked in an information
society in a way probably only realised by some science fiction writers.
. .The physical
embodiment of this global information world which (Arthur C.) Clarke
envisaged may come
about through the Microsoft/Intel/Boeing alliance of low-level satellite
blanket provision in the
early years of the next century.  This may put in effect what Bill Gates
has called the global
digital nervous system.

Based on Colin's slides, some highlights of the presentation were:
Global Commerce Predictions:
*       $6 billion in goods and services were sold on the Internet last
year
*       Electronic trade is forecast to boom to $300 billion by the year
2002
*       7 per cent of all airline tickets in the United States are
expected to be will be bought over the Internet by 2000
*       Internet usage in general is doubling every 100 days
*       1 billion people expected to be on the Internet by 2005

Societal Issues
*       Libraries and their social responsibilities
*       What is the role of OCLC as a non-profit organization?
*       What are the ten information commandments for the millennium?
*       What are the belief systems of the information society?
*       Is all that remains the quick sands of relativism and rampant
consumerism?

Predicting the Future
*       By 2047 almost all information will be in cyberspace
*       One-chip fully networked systems will be ubiquitous at very low
cost
*       The issue will be to define the interface between physical and
cyber space
*       Will we have a body network - the mobile phone/watch
communicator?
*       Speech (English?) recognition does away with keyboards & allow
universal access by all ages & nationalities
*       Visions can be achieved - the underlying technologies may be
different (Babbage and Bush analogies)
*       Those in work work harder and longer while those out of work
increase?
*       Work will be independent of location.
*       Piecework on the Net.
*       Globalization will be by interest not location.
(Denning and Metcalfe,  Beyond Calculation:  The Next Fifty Years of
Computing

Global Information Access Necessities
*       Ubiquitous desktop access
*       Tailored and flexible gateways to information
*       Ease of access to information with location no barrier
*       Interchangeability, interoperability and compatibility
*       Slices of electronic information e.g. chapters contributions to
symposia, articles will be the norm for electronic access rather than
simple replication of books or journal
*       Value added databases and features such as multimedia hot links
*       Increasing ease of network print delivery with authentication,
copyright protection,  electronic payment
*       Customized personal information filters
*       Adequate directory services
*       An increasing jungle of complexity of electronic licensing in
the short term
*       The academic community reclaiming the copyright and their
distribution of their research output to combat rise in costs of much
"essential" electronic information e.g. in law, medicine, and
engineering

New Organizations/Users and their impact on
*       Libraries
*       Library subscription agents
*       Document supply agencies
*       Traditional and electronic publishers
*       Users of information both individually and institutionally
*       Global organizations such as OCLC

The Information Industry Food Chain
*       Global fast food information or gourmet access
*       Quality - comprehensive, timely, and accurate data
*       Relevance - efficient filtering and access tools
*       Integration - seamless access to data
*       Applications - easy access to data provided in format required
by users

Scholarly Communication Issues
*       UK Pilot Site License Initiative outcomes - subject gateways and
one stop shopping
*       Monographs and the Net
*       Loans across oceans - Australian clipper service faster in
nineteenth century
*       Electronic liaisons e.g. UMI with OCLC Network monographic
access and printing
*       Network distribution and bandwidth
*       Mirror sites and caching
*       Australian costs - $142 per gigabyte for overseas date, $22 for
internal
*       Use of consortia role of ICOLC (The International Coalition of
Library Consortia)


OCLC Mission
*       Integration, innovation, internationalization, and information
*       Bulkinization and balkanization of information
*       Opportunity driven, communication based, learning based and
coalition building (Voogt)
*       Gatesian drive without monopolistic ethos
*       Smith's prediction of next OCLC CEO needing combination of
Einstein, Houdini and Mother Theresa
*       International expansion - OCLC as H.G. Wells's World Brain

OCLC'S GLOBAL INFORMATION SERVICES

        Phyllis Bova Spies, Vice President, Sales and International,
started her presentation by asking the question, "Are the challenges
libraries face global in character?"  She illustrated the global
character of information by a series of quotes from international
library leaders.  She noted the rapid diffusion and acceptance of
technology innovation during the last 25 years.  She cited statistics on
decreasing telecommunications and computing costs and the increased
wiring of the world.

        In internationalizing itself as a global library cooperative,
OCLC will enhance systems to support international growth, commit
resources to support multi-lingual services, partner with key
organizations in each country, and implement international standards.
Among the prerequisites for the adoption of OCLC Services are an
openness to US-based services, good telecommunications infrastructure,
commitment to education, investment in new technologies for libraries, a
stable economic and political environment, and the use of international
standards.

        OCLC initiatives in support of international expansion are:
Extended hours of system operation
UNIMARC support
Multi-lingual sales and user support
Market expansion into Latin America, Middle East, South Africa, and
Southeast Asia
Implementation of international standards
International book suppliers on PromptCat
Education outreach through the OCLC Institute
International representation on OCLC Board, Users Council, and advisory
committees
Multi-lingual interfaces for FirstSearch
Cataloging rules harmonization
Promoting the library cooperative model

        Planned future investments include:
Operate OCLC systems 24 hours a day/ 7 days per week
Develop language-independent software
Develop software for non-Roman character sets
Assist OCLC staff to develop a "global" mindset
Establish telecom network access points around the world
Add non-US content to FirstSearch
Enhance OCLC administrative systems/processes to be global
Facilitate global resource sharing partnerships
Learn how to manage virtual organizations
Web-interface to Cataloging/ILL

        Phyllis concluded her remarks by saying, "WorldCat is OCLC's
greatest asset for global cooperation.  We need to make it easy to
search and contribute records and holdings.  OCLC has come a long way in
international expansion and has a long way to go.  OCLC has good
opportunities to expand all core services internationally.  It has many
country markets, not one international market.  OCLC must innovate with
deliberate speed."

OCLC International Area Reports

        Also addressing Council were the OCLC international area
directors:
Janet Mitchell Lees, Executive Director, Europe
Andrew Wang, Director, Asia Pacific
Daniel Boivin, Director, Canada
Nicholas Cop, Director, Latin America & Caribbean

        These four directors discussed the information environment
distinctive to their areas and updated delegates on recent OCLC
international developments.

SMALL GROUP DISCUSSIONS

Ian Mowat (OCLC Europe) summarized these type-of-library discussions as
follows:

What are the emerging global trends and developments affecting OCLC
libraries?
*       International partnerships increasing
*       More local demand for international information
*       Curricula internationalized
*       Off-Campus international programs
*       Impact on foreign language programs
*       Global consolidation of information market
*       Increasing diversity of populations served

What are the opportunities for libraries in sharing resources
internationally?
*       Expanded ILL access to foreign language material
*       Cultural exchange
*       Z39.50 opportunities

What are the difficulties for libraries in sharing resources
internationally?
*       No universal mindset
*       Lack of standards
*       Lack of consortia
*       Licensing restrictions abroad
*       Difficulty cataloging foreign language material
*       Staffing limitations
*       Inadequate indexing of foreign material
*       English language a barrier

How can libraries, networks, and OCLC work together to strengthen global
information?
*       Global versus just American
*       Models
*       Training
*       Increased contact
*       Content
*       Limits to missionary zeal
*       Differences

What are the benefits of OCLC membership in a global library community?
*       Needs assessment for foreign language materials
*       Identification of sources for foreign language materials
*       Membership versus subscription
*       Resource sharing
*       Consortia purchasing
*       Contact with place of origin
*       Greater cultural awareness
*       Equalization of institutions

THE YEAR 2000 AT OCLC. THE NETWORKS, AND LIBRARIES

        Susan Olson, Director of Network Relations, described OCLC's
Year 2000 Project and its impact. on OCLC, networks and OCLC
participating institutions.  Correcting the year 2000 problem of dates
without century identifiers became a project at OCLC in 1996 and is on
schedule.  Assessment is completed, re-mediation is in process, and
end-to-end testing is currently planned for the fall of 1999.  The Year
2000 project is a large one affecting some 1.7 million lines of software
code.  Most changes are already in place.  The most significant effect
on networks is changes to the billing data.  OCLC will change dates in
billing data in the Fall of 1998.  Networks also will need to change the
look of dates in training and other materials.  These changes will occur
gradually.

There are two impacts on OCLC participating institutions. First, most of
the Year 2000 changes affect only the visual representations of dates.
Dates in the OCLC online systems and print products will have four digit
years and will conform to significant aspects of the ISO 8601 standard.
Second, OCLC and participating institutions must make sure that they can
accommodate any changes to electronically exchanged data.  Electronic
data exchanged with libraries will reflect the information on US MARC
records as implemented by the Library of Congress.  See
http://lcweb.loc.gov/marc/yr200htm and
http://lcweb.loc.gov/marc/lccn.html for what the Library of Congress
plans to do.  OCLC libraries need to watch for OCLC updates, watch for
LC information on LCCN, etc, verify local system vendors/ year 2000
plans, and review local year 2000 needs.  Watch the OCLC Newsletter, the
OCLC Web site (http://www.oclc.org), and OCLC product change
announcements for new information.

OCLC UPDATE

Liz Bishoff, Vice President for Member Services, updated delegates on
recent developments at OCLC including member milestones for the 39
millionth bibliographic record added to WorldCat and the 82 millionth
interlibrary loan.  More than 27,000 libraries now use OCLC services in
64 countries.  Eleven thousand six hundred and eighty-seven libraries
now use FirstSearch.

The OCLC Union List of Periodicals and the abstract and index files from
Electronic Collections Online (ECO) were loaded onto FirstSearch.  Full
integration of the ECO and FirstSearch Service is planned with the later
implementation of FirstSearch 5.0.  New databases such as WorldBook,
Facts on File, Informe, and Ethic NewsWatch are planned for FirstSearch.
A Spanish interface and around the clock 24-hour availability also are
planned.  Electronic Collections Online includes 1,200 journal titles
with 29 publishers.  ECO trials are underway with 3,000 libraries.

For resource sharing, custom holdings supplies 24% of all ILL requests.
Some local systems are testing OCLC's ILL Direct Request.  Two hundred
fifty libraries are using OCLC ILL management statistics.  ILL Fee
Management is used by over 1000 libraries, resulting in libraries saving
more than $9 million because of not having to write checks for ILL
transactions.  Focusing on the integration of OCLC cataloging with the
local library system including Z39.50 for cataloging.  PromptCat vendors
now total 8, used by 58 libraries..  The Blackwell's of North America
authority service, purchased last year, is now integrated with OCLC's
Authority Control Service offering a full set of processing options.

        Price increases for the coming year were held to an average of
2.8%.  Three hundred twenty-eight libraries are using the cataloging
fixed fee option.  The OCLC Access Suite is available to all users at no
cost.  The new telecommunications are rolling out as scheduled.  A flat
fee for Internet access has been introduced and TCP/IP costs are
declining.

        In response to recommendations made by Users Council at its
February meeting:

1.      OCLC continues to look at new solutions and services for print
collections.
2.      In partnership with other organizations, a pilot project is
underway for archiving existing collections.  OCLC Preservation
Resources is doing a scanning program.
3.      Some children's databases such as World Almanac for Kinds and
Reader's Guide for Young People are scheduled for loading on
FirstSearch.
4.      Links to full-text beyond First Search such as ECO and NetFirst
are activated.
5.      Seamless access for the local user is being accomplished through
various integration projects.
6.      Access to international resources is being expanded through
Retrospective Conversion and TechPro projects as well as major, new
foreign users.  (Delegate were given tours of the CJK, Retrospective
Conversion, and TechPro areas at the conclusion of the meeting on May
19.)
7.      A foreign language interface in Spanish is coming soon.
8.      OCLC is working with several groups to implement metadata for
electronic resources
9.      Partnerships with networks and associations for Institute
offerings.
10.     We are using the Web and distance learning technologies to
enhance training and communication with networks.
11.     OCLC Abstracts, a new, weekly electronic newsletter, is starting
soon.
12.     You have advised OCLC to "Stay the Course", which we are working
hard at doing.

INTEREST GROUP DISCUSSIONS

        Users Council co-leaders conducted two meetings of the various
interest groups.  Minutes issued separately at a later date will record
their discussions in detail. .  The major points that these groups
communicated to OCLC are noted below.

Communications and Access -- Susan Baughman

1.      Congratulations to OCLC on its planning and presentations at
this meeting.
2.      The group is especially pleased with OCLC's response and
handling of the Access Suite pricing issues.
3.      The group also is pleased with the handling of concerns related
to consortia pricing of OCLC TCP/IP access.
4.      OCLC should continue serving as libraries' advocate in
communication issues nationally and internationally.

Resource Sharing -- Ellen Hoffmann

1.      OCLC should consider using its research and development to allow
ILL functionality to reach the local date records of integrated library
systems.
2.      OCLC should establish a relationship with the U.S. Customs
Service to facilitate ILL's through customs.
3.      Consider a join session with the Technical Services Interest
Group on tables of contents services.
4.      Consider Mary Jackson of the Association of Research Libraries
as a speaker at Users Council.

Reference Services/Electronic Publishing -- Barbara Gubbin

1.      Move forward with document delivery for Electronic Collections
Online journals and identify ways to offer different payment options.
2.      Discussed/recommended lowering OCLC fee for archiving making
available Electronic Collections Online publications - encourage
publishers to lower electronic publishing costs.
3.      The group had an extended discussion about copyright in the next
five years.  Electronic management of copyright is expected.  How can
libraries manage/afford?
4.      Move forward with the OCLC Institute related to reference and
training models.

Technical Services -- Larry Alford

1.  The Technical Services Interest Group (TSIG) reviewed the actions
OCLC has taken in follow-up to the recommendations of the Original
Cataloging Task Force.  The group agreed that OCLC's response has been
satisfactory and that the report and follow-up can be considered closed.

2.  As a part of its final discussion on the report of the Original
Cataloging Task Force, TSIG expressed concern about libraries that do
not load all of their holdings information into the OLUC and are,
therefore, not in compliance with their Full Member agreements.
Libraries that use the system to borrow from other libraries and use
original cataloging created by other libraries but do not batch-load
their holding symbol when they obtain cataloging records (mostly LC)
from other sources are not "playing fair."  TSIG views this as a "good
citizen" issue that OCLC and the Regional Networks should take very
seriously.

3.  TSIG heard a report on the new WorldCat Collection Sets service.
The group thought the new service is an excellent idea but encouraged
OCLC to develop the service in a way that allows flexibility in updating
changes to individual records and adding new records to sets already
purchased.

4.   TSIG heard a report from staff on OCLC's Small Library Initiative.
The group thought this new service will be of enormous benefit to
libraries that do not currently use OCLC services.  TSIG encouraged OCLC
to customize the service for individual libraries as much as possible
and to be as flexible as possible in allowing libraries to choose which
parts of the service they need and want to use.  The group also
encouraged OCLC to find a word other than "small" to describe the
service.

ADJOURNMENT AND NEXT MEETING

        The meeting adjourned at 11:30 AM on Wednesday, May 20, 1998.
The next meeting of the OCLC Users Council is October 4-6, 1998 in
Dublin, Ohio with the meeting beginning on Sunday, October 4 at 4:00 PM.

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