MOUSS ILL Committee-- Association of Research Libraries Report

Prepared for the 2003 ALA/CLA Annual Conference

Table of Contents

  • New ARL Collections & Access Issues Committee Sets Agenda
  • Assessing ILL/DD Services Study
  • AAU/ARL German Resources Project Meetings in Munich, July 29-31
  • Portal Applications Update
  • Research Libraries and the Commitment to Special Collections
  • Exposing Hidden Collections: Conference Planned for September 8-9, 2003
  • AAU/ARL Global Resources Program Update
  • LibQUAL+™ 2003 Survey Completed
  • ARL Preservation Program Welcomes Three Visiting Program Officers
  • "Sound Savings: Preserving Audio Collections" Symposium
  • “Scholarly Tribes and Tribulations: How Tradition and Technology Are Driving Disciplinary Change” Conference in October
  • E-Metrics Project Update
  • Important Changes in ARL Data Reporting
  • SPARC Helps Establish Lund University’s Directory of Open Access Journals
  • Recent ARL Resources on Open Access
  • Institutional Repositories
  • ARL Urges Department of Justice to Scrutinize STM Mergers
  • ARL Survey on Licensing Electronic Journals Sent to Library Directors
  • ARL Membership Meeting Focuses on Libraries as Place and Space
  • Rethinking the Federal Depository Library Program

New ARL Collections & Access Issues Committee Sets Agenda

As a result of the work of the ARL Collections & Access Issues Task Force last year, the agendas of two committees were merged and updated. The collections and access programs will look for guidance from the new ARL Committee on Collections & Access Issues, as will three other ARL groups that are pursuing initiatives that touch on some dimension of the new committee agenda. These three groups are the Special Collections Task Force, the AAU/ARL Global Resources Program Advisory Committee, and the Portal Applications Working Group. The new standing committee is charged with examining issues raised by new approaches to collection development and access services, including:

· Integrating content and services with research and learning
· Expanding the range of content available to research library constituencies
· New uses and functions for physical library space
· Organizational implications of new roles for libraries

For more information, contact Mary Jackson, Director of Collections and Access Programs at <>.

Assessing ILL/DD Services Study

In summer 2002 ARL issued a call to participate in the Assessing ILL/DD Services Study. The self-funded study updates, replicates, and expands the 1997 ARL ILL/DD Performance Measures Study. The current study will obtain current data on the performance of mediated and user-initiated (unmediated) interlibrary loan (ILL)/document delivery (DD) operations in research, academic, and special libraries. The project is part of ARL's New Measures Initiative. A total of 75 ARL and non-ARL libraries are participating. Tom Delaney, Head of ILL at Colorado State, and Bruce Kingma, Associate Dean, School of Information Studies, Syracuse University, are assisting Mary Jackson, ARL, in the study.

Mediated ILL/DD Services
In February the General Characteristics Questionnaire and Cost Worksheets for the mediated services were distributed. Nearly all of the participants have submitted the questionnaire and worksheets. We will distribute preliminary results for the mediated services at the ALA Annual Conference in mid-June. Individual reports for mediated services will be sent to participants after the review of the user-initiated forms is completed as some libraries are asking to make changes to their mediated forms as they complete their data collection for their user-initiated services.

Turnaround Time and User-initiated Services
Turnaround time is being tracked using a small sample of borrowing and lending requests for mediated and user-initiated requests. In addition, participants are collecting cost and fill rate data on the following user-initiated services: INNReach (OhioLINK and Orbis), URSA (Borrow Direct), Loansome Doc, ILLINET Online, RAPID, user-initiated use of commercial suppliers, and local document delivery services.

Dissemination of Final Results
During the summer the participants will receive individual reports for mediated and applicable user-initiated services. In August ARL expects to distribute the final results for mediated and user-initiated services, with a formal publication following. A series of workshops will disseminate the findings of the study.

AAU/ARL German Resources Project Meetings in Munich, July 29-31

The Bayerische Staatsbibliothek and the AAU/ARL German Resources Project will host two conferences back-to-back in Munich this summer, immediately preceding the 69th annual IFLA meeting in Berlin. Both meetings will feature speakers from both sides of the Atlantic and will take place at the Goethe Forum. For more information and links to agendas for the meetings, see the ARL Web site <>; additional information is available from Helene Baumann at <>.

Portal Applications Update

The ARL Portal Applications Working Group seeks to foster the definition and development of portals for research libraries and the communities they serve, and ensure ARL’s presence in discussions of similar initiatives advocating the integration of information technology and content for the benefit of the academic and research communities. The working group is monitoring how libraries are applying portal technology and identifying common issues or barriers to successful implementations. The group is nearing completion of an update of the February 2002 survey of ARL member activity regarding portals. For more information, contact Mary Jackson at <>.

ARL will host a meeting on Friday, June 20, just prior to the ALA/CLA Annual Conference, on "Portals and Authentication Services." The session will feature presentations by several librarians from ARL member institutions about how authentication services are being integrated into their portals and how vendors of portal products are addressing the variety of authentication services on campuses and the issues in implementing portals in those environments. Confirmed speakers include Kris Maloney (University of Arizona), Matt Goldner (Fretwell-Downing), and Jenny Walker (ExLibris). Additional presenters are expected. For more information, contact Mary Jackson at <>.

At ALA Midwinter in January, Sarah Michalak (Utah) moderated a half-day ARL session that focused on how libraries are integrating and managing course/learning management systems (CMS/LMS) into their portals. Steve Gass (MIT) provided the MIT perspective on the relationship between Open CourseWare, Stellar, Command, and Sloan Space learning management systems. He asserted that the libraries' role in CMS/LMS should focus on the user, understand the culture, and provide expert services. John Kiser and Sandra Kerbel discussed the University of Pennsylvania Library's management of BlackBoard. Michael Whitchurch (Utah) addressed the integration of the Scholars Portal and scholarly resources into WebCT. PowerPoint presentations by Steve Gass and Michael Whitchurch are available on the ARL Web site <>.

Research Libraries and the Commitment to Special Collections

A statement of principles titled "Research Libraries and the Commitment to Special Collections" was prepared by the ARL Special Collections Task Force and adopted by the ARL Board at its February 2003 meeting. The key message in the statement is that "Special Collections represent not only the heart of an ARL library's mission, but one of the critical identifiers of a research library…. The development, preservation, support, stewardship, and dissemination of major special collections is both a characteristic of the true research library, and an obligation assumed by all members of the Association of Research Libraries." The statement also articulates the kind of actions that member libraries of ARL should take to support special collections, including providing reliable funding for the support, staffing, and preservation of special collections; building special collections in keeping with institutional collection development policies, existing strengths, and regional or national commitments, and entering a new collection area only if there is a firm commitment to develop the collection and make it accessible to users; and exploring the issues, implications, and promise inherent in acquiring primary materials that are "born digital." The full statement is available on the ARL Web site along with background on the Special Collections Task Force <>.

Exposing Hidden Collections: Conference Planned for September 8-9, 2003

The ARL Special Collections Task Force will sponsor a conference at the Library of Congress to explore the challenges of providing access to uncataloged and unprocessed archival, manuscript, and rare book materials. Barbara Jones (Head of Rare Books and Special Collections, University of Illinois at Urbana-Champaign) has compiled a white paper that lays out the problem, the opportunities, and some recommendations for how our communities might proceed. The white paper will be the focus for the discussions at the conference. See “Hidden Collections, Scholarly Barriers: Creating Access to Unprocessed Special Collections Materials in North America’s Research Libraries” <>.

To be held Monday and Tuesday, September 8-9, this working conference will develop an action plan for dealing with these materials. The target audience includes library directors and senior administrators, special collections librarians, archivists, heads of technical services, public services, collection development; preservationists, digital access librarians, representatives of funding agencies, scholars, and others from the research and educational communities who share a stake in making special collections more available and accessible. Carol Mandel (NYU) will present the keynote speech, Stan Katz (Princeton) will offer a scholar's perspective, and Barbara Jones (Illinois) will summarize various studies and recommendations that key stakeholders have proposed to date. These plenary presentations will be followed by breakout sessions to enable participants to develop specific recommendations on how to deal with uncataloged/unprocessed archival, manuscript, and rare book materials. The results will be integrated into an action plan. For more information, contact Mary Jackson at <>.

AAU/ARL Global Resources Program Update

The recently formed Advisory Committee for the AAU/ARL Global Resources Program (GRP), comprised of leaders in global and international studies from both higher education and research libraries, held its inaugural meeting on February 21. The committee reaffirmed the importance of the GRP as a platform through which AAU and ARL can shape a sustainable, broad-gauged program that combines cooperation with technology in order to expand access to international information. The group suggested several new project possibilities, including new projects focused on the Middle East, Scandinavia, and perhaps an interdisciplinary project that would support research underway within professional schools. The advisory committee also suggested a restatement of GRP's conceptual and organizational framework in order to situate each project within a coherent structure that is informed by the program's general mission. Barbara Allen, director of the Committee on Institutional Cooperation (CIC), has agreed to serve as the new chair of the advisory committee.

At the ARL Membership Meeting in May, the future scope and financial sustainability of the GRP was discussed extensively. These conversations showed strong support for continuing the partnership with AAU to strengthen North American access to international and foreign language resources in support of teaching and learning. There was also agreement that central coordination and encouragement of the GRP projects remains necessary and that ARL will seek partnerships with other agencies that could provide an operational home for the more mature projects. The Center for Research Libraries (CRL) was most often mentioned as a natural partner and leaders from ARL and CRL expressed their eagerness to explore this relationship. The discussion paper Dan Hazen prepared for the recent Membership Meeting, "Scholars, Libraries, and the AAU/ARL Global Resources Program: Conceptual Framework and Options for Action," is available at <>.
For more information, contact the GRP Director, Dan Hazen at <>.

LibQUAL+™ 2003 Survey Completed

More than a quarter million library users, representing over 400 institutions, have completed the LibQUAL+™ survey. Designed to measure user satisfaction with library service quality, the program is now in its fourth year of operation. The spring 2003 survey was completed by 128,958 people at 308 libraries; 66 of these were ARL libraries with a total of 31,479 people responding to their survey. The aggregate mean score data for ARL libraries shows that of the four dimensions measured by LibQUAL+™, Personal Control has the highest desired expectation mean score and Library as Place has the lowest expectation mean score. The Affect of Service dimension appears to be the one dimension where respondents feel their libraries comes closest to meeting their expectations. In the aggregate, the data show that respondents' expectations are not met by their library's provision of service pertaining to complete runs of journals and electronic access to library resources from home or office. The survey results will be distributed to participants during a survey wrap-up meeting held at the ALA/CLA Annual Conference. For more information, contact Consuella Askew at <>.

ARL Preservation Program Welcomes Three Visiting Program Officers

Carla Montori, Preservation Officer at the University of Michigan, is serving as an ARL Visiting Program Officer to help define and refine the ARL Preservation Statistics. Carla is working with her colleagues in the CIC to develop some initial proposals that will then be shared with the broader ARL preservation community. Evelyn Frangakis of the National Agricultural Library and Jill Thomas of Boston College are working together on a project to develop resources for use by the library community in the handling and preservation of still images in the digitization process.

“Sound Savings: Preserving Audio Collections” Symposium

Realizing the growing need for a forum on audio preservation, the Preservation and Conservation Studies program of the School of Information at the University of Texas at Austin, the Library of Congress Preservation Directorate, the National Recording Preservation Board, and the Association of Research Libraries are co-sponsoring "Sound Savings: Preserving Audio Collections." The symposium will be held Austin, Texas, on July 24-26, 2003. The two-and-a-half-day program will feature talks by experts in the field of audio preservation on topics ranging from assessing the preservation needs of audio collections to creating, preserving, and making publicly available digitally reformatted audio recordings. In addition to the formal presentations, breakout sessions will allow the conference participants to discuss the topics and share their experiences. For more information and to register, please visit <>.

“Scholarly Tribes and Tribulations: How Tradition and Technology Are Driving Disciplinary Change” Conference in October

The “Scholarly Tribes and Tribulations” conference will take place on Friday, October 17, 2003, at the end of the ARL Membership Meeting. The ARL Scholarly Communication Committee has planned this event, which will bring together scholars, librarians, information technologists, and administrators to explore how the disciplines and sub-disciplines are using technology and how technology is shaping and being shaped by traditional communication practices. Information and a preliminary program outline are now available on the Web at <>. Professor Blaise Cronin (Indiana) will deliver the keynote and other speakers will be added as they are confirmed. For further information, contact Mary Case at <>.

E-Metrics Project Update

During 2003-04, the ARL E-Metrics pilot process will be open to additional participants for a modest participation fee. Past participants who have financially supported this project will not be charged any additional fees. A call for participation to the 2003-04 data collection cycle will follow during the summer of 2003. For more information, contact Martha Kyrillidou at <>.

During ALA Midwinter, the University of Pennsylvania hosted a meeting of the ARL E-Metrics project participants at the Van Pelt-Dietrich Library. Participants discussed definition issues in relation to the measures being tested, examined process steps in collecting these statistics, and explored the possibilities for continuing the data collection cycle for a whole fiscal year. Sherrie Schmidt (Arizona State) and Rush Miller (Pittsburgh), who are leading this New Measures Initiative project, expressed the desire to see this set of activities soon become part of a library's mainstream data collection activities. Gordon Fretwell, Visiting Program Officer for the ARL E-Metrics project, provided an overview of the list of database products from five libraries reporting a total of 675 databases <>. Other participating libraries provided examples of their work, which are posted on the ARL E-Metrics Web page <>.

Important Changes in ARL Data Reporting

Informed by lessons learned from the accomplishments of the New Measures Initiative over the last five years, and with the understanding that the New Measures projects and experiments need to continue to inform ARL practices, the ARL Statistics and Measurement Committee decided on the following actions during their meeting in May: (a) in the ARL Statistics, the "volumes held" category will be revised to account for the positive impact of collaborative de-duping activities that are taking place as a result of volumes transferred or de-accessioned to a shared remote facility; (b) a series of questions will move from the ARL Supplementary Statistics to the annual ARL Statistics starting in 2004, after ten years of testing; (c) the data elements collected through the ARL E-Metrics pilot will be moving into a regular ARL Supplementary Statistics collection cycle starting in 2004; and (d) to streamline dissemination, the ARL Membership Criteria Index will be included in the ARL Statistics publication starting with the 2004-05 edition. For additional information regarding these changes, please contact Martha Kyrillidou at <>.

SPARC Helps Establish Lund University's Directory of Open Access Journals

SPARC and the Information Program of the Open Society Institute have announced the establishment of the Directory of Open Access Journals (DOAJ) <>. The Directory of Open Access Journals aims to increase the visibility and ease of use of open access scientific journals, thereby promoting their increased usage and impact. The directory will comprehensively cover all open access scientific journals that use an appropriate quality control system, and it will not be limited to particular languages or subject areas. The directory presently contains information about 350 open access journals, i.e. quality controlled scientific and scholarly electronic journals that are freely available on the Web. The service will continue to grow as new journals are identified. For more information, contact Rick Johnson at <>.

Recent ARL Resources on Open Access

In early 2002, ARL undertook to promote open access to quality information in support of learning and scholarship because it is a cost-effective way to disseminate and use information. Open access, an alternative to the traditional, subscription-based, publishing model, is made possible by new digital technologies and networked communications. Recent resources on open access published by ARL are:

“Framing the Issue: Open Access,” by Mary M. Case and Judith Matz, ARL. A guide to open access that highlights the key points to consider in thinking about and discussing open access, including examples of open access implementation and sources for more information, available at <>.

“On the Transition of Journals to Open Access,” by David Prosser, Director, SPARC Europe. The author, working from an idea introduced by Tom Walker (University of Florida), circulates a proposal for conversion of subscription-based journals to open access. The proposal is based on the idea of a transitional hybrid journal that offers different pricing models at the article level. <>

“Core Metalist of Open Access E-Print Archives,” by Steve Hitchcock, Intelligence, Agents, Multimedia Group, Southampton University. An annotated list of lists providing a broad overview of the structure, size, and progress of full-text open access e-print archives. The list is being maintained and kept up to date by the author on his Web site. ARL published this annotated version to demonstrate the great variety of open access scholarship already available. We recommend it for librarians and faculty as they promote implementation of open access scholarship. <>

Institutional Repositories

“An institutional repository is a recognition that the intellectual life and scholarship of our universities will increasingly be represented, documented, and shared in digital form, and that a primary responsibility of our universities is to exercise stewardship over these riches: both to make them available and to preserve them.”

“We must not lose the crucial distinction between the role of institutions in establishing institutional repositories and the roles of scholarly communities within the institution’s organizational units or within disciplines in creating and managing scholarly communication mechanisms that may build upon an institutional repository infrastructure.”

Excerpts from “Institutional Repositories: Essential Infrastructure for Scholarship in the Digital Era,” by Clifford A. Lynch, Coalition for Networked Information, published in the ARL Bimonthly Report 226, February 2003 <>.

ARL Urges Department of Justice to Scrutinize STM Mergers

ARL has joined with several other library organizations to urge the Department of Justice to carefully scrutinize mergers in the STM journals and legal serials publications market. The current transaction involves the sale of BertlesmannSpringer to Cinven and Candover (C&C), a partnership of British equity firms that also own Kluwer Academic. C&C have indicated that they plan to merge the two companies under the name Springer, creating the second largest STM publisher in the world. The joint library press release and a white paper on “Publisher Mergers: A Consumer-Based approach to Antitrust Analysis” will be available at the new Information Access Alliance Web site <>. ARL would appreciate hearing from you if you are contacted by the Department of Justice. We would also be interested in any anecdotes or data you may have on the impact of past mergers. Please contact
Mary Case at <> for further information.

ARL Survey on Licensing Electronic Journals Sent to Library Directors

In response to a request from members, ARL sent a survey on June 9 to library directors to determine how libraries are dealing with multiyear licenses for bundled packages and other key licensing issues. The surveys are due by June 19. Responses will be reported as soon thereafter as possible. For more information, contact Mary Case at <>.

ARL Membership Meeting Focuses on Libraries as Place and Space

One hundred seven institutions were represented at the ARL 142nd Membership Meeting on May 14-16. The theme of the meeting, "A Community Commons: Libraries in the New Century," was a popular one and clearly reflected the interests of research libraries. Paul Willis (South Carolina) and Sarah Thomas (Cornell) both spoke about the importance of the library as a gathering place for students, providing them a sense of community in an era of remote access. Wendy Pradt Lougee (Minnesota) described how the library works as a diffuse agent within the broader community, weaving its expertise throughout the learning, teaching, research, and services of the parent institution. Expanding on the vision of library participation in the research community, David Messerschmitt (UC Berkeley), addressed the expertise that libraries could bring to the creation and preservation of shared data repositories. Lorcan Dempsey (OCLC) followed with an analysis how digital content management is changing the library concepts of place, collection, and service. Finally, to better understand how people use information resources and libraries, Brian Schottlaender (UC San Diego) and Fred Heath (Texas A&M) presented research that clearly indicated library users see electronic access to information as crucial. Background papers, slides, and summaries of meeting presentations are available on the ARL Web site at

Rethinking the Federal Depository Library Program

At a Depository Library Council meeting in early April, Bruce James, the new Public Printer, and Judith Russell, the new Superintendent of Documents, facilitated a discussion with members of the library community concerning future directions for the Federal Depository Library Program (FDLP). In his remarks, the Public Printer noted a number of trends that are influencing the FDLP and its future. In a nutshell, he declared that the “FDLP will fall under its own weight unless it is reconfigured substantially.” Although some members of the library community have been strong advocates for changes to the FDLP for quite some time, this is the first time that GPO leaders have signaled the need for change. Judy Russell is now engaged in discussions with ARL, the American Association of Law Libraries, and the Medical Library Association as to how best to meet the diverse needs of different library types. For example, are there specific needs or different approaches that could be undertaken within the research library community or within the law library community to better meet the needs of those participating libraries? Russell is very interested in preserving the program and discussing what the benefits are, or should be, of being a federal depository library in the almost all-electronic environment. To that end, she spoke at the ARL Membership Meeting in Lexington, Kentucky, May 15, 2003. Russell’s presentation is available on the ARL Web site <>.

To pursue this topic further, Ridley Kessler and Beth Rowe (North Carolina at Chapel Hill) and Bill Sudduth (South Carolina) are conducting a survey of participating ARL federal depository libraries both regional and selective. (The survey will also include the remaining non-ARL regional libraries.) The goal of this effort is to gather current information on the depository library program, such as investments in staff, services, space, etc, to inform the debate and assist directors and GPO in their deliberations. The survey will be available in early July with analysis completed by early fall. For more information, contact Prue Adler at <>.

June 16, 2003