February 12th, 2007

Present: Judith Anderson (Chair), Simon Brassell, Hal Evans, Roger Levesque (Recorder), Rosemary Lloyd, Patrick McNaughton and Pamela Walters.

We met at the Wells Library at 4:00 pm. Recall that Patricia Steele, Ruth Lilly Interim Dean of University Libraries, had invited us on a tour so that we could see, first hand, the library’s responses to pressing challenges. Also recall that we were most interested in the transfer of thousands of books to the ALF and potential issues such transfers raise for faculty’s use of library resources.

We first met with Dean Steele and three staff members: Carolyn Walters, Executive Associate Dean, Sherri Michaels, Interim Head of Customer and Access Services and Kathleen McCarnes, Director of Administrative Services. They briefly updated us on recent changes and highlighted emerging plans for the library’s renovations. We then proceeded for a tour of the research collections. We saw stacks that were severely overflowing as well as some that had benefitted from the use of the Auxiliary Library Facility, popularly known as "ALF". The results were impressive. It quickly became clear to us that there is an urgent need to remove and transfer more books to ALF. This conclusion came as a surprise to most of us, especially those who previously had been alarmed when we had heard that thousands, now over a million and a quarter, of library items had been transferred to ALF.

We then proceeded to ALF, for a tour guided by Vaughn Nuest, ALF’s Department Head. Our tour was revealing. We found the E. Lingle Craig Preservation Lab remarkable. Lynn Hufford treated us to examples of preservation work that revealed to us the importance of preservation, especially regarding 19th-century materials and those that had had very high use. We also were most impressed with the overall ALF storage facilities and processing capabilities. We learned that materials transferred to ALF are selected very carefully to ensure that the items transferred are only those in need of special preservation or in very low use. (Only about 2-3% of materials in ALF are requested for use each year, with 95% of these materials being requested just once per year and a high percentage going to inter-library loan patrons.) We also learned that the entire process is strikingly efficient. Patrons who request items from ALF can receive same day service, with deliveries made to 22 library service points. We also saw how the electronic document scanning services worked, which allows patrons to have copies delivered to their computers. All of us were really impressed with the storage vault. It is a state-of-the art facility that significantly prolongs the "shelf-life" of materials to literally hundreds of years. We encourage skeptics to take a group tour. For those of you who cannot, here is the website that can give you a sense of how ALF works: http://www.libraries.iub.edu/index.php?pageId=541. All of us left with the impression that we were in the middle of a revolution and that IU was again cutting-edge. Some of us who were skeptics actually wondered why more items were not being sent to ALF! We send our deepest appreciation to Dean Steele and her colleagues.

The meeting was adjourned at 6:05.

Roger Levesque, Recorder

Questions or comments regarding the minutes and actions of the College Policy Committee may be addressed to its Chair, Judith Anderson (anders@indiana.edu – 855-3845). Past minutes and College Policy Statements can be found at the CPC web page: www.indiana.edu/~college/faculty/policy/policies.shtml.