State Documents Interest Group
SDIG

Documents Association of New Jersey
State Documents Interest Group
Meeting Minutes
December 6, 2002
East Brunswick Public Library

Present: Mary Fetzer, Rutgers University - Alexander Library; Ann Grice, East Brunswick Public Library;; Tracey Hershey, Ocean County College Library; Susan Kadezabek, Monmouth University; Sue Lyons, Rutgers Law Library - Newark; Deborah Mercer, New Jersey State Library; Catherine Pontoriero, Ocean County College Library; Wen-Hua Ren, Rutgers Univ.; Susan Sabatino (Chair), William Paterson Univ.; Rebecca Silverstein, Seton Hall Law School; Dorothy Warner, Rider Univ.

The agenda was approved.

The minutes of the October 4, 2002 meeting were approved with minor corrections.

The Chair welcomed Deborah Mercer, the new supervising librarian of the New Jersey Depository Library Program. The members present introduced themselves. Two new members were welcomed: Tracey Hershey and Catherine Pontoriero, both from the Ocean County College Library.

The Chair explained the concept of a "starter Kit" for state documents librarians. The members present thought it would be a worthwhile pursuit. Deborah Mercer also endorsed the idea. Several items were mentioned for possible inclusion: examples of processing guidelines, classification schemes for monographs, and numbering schemes for annuals and serials. The Chair will compile a list to be reviewed at the next meeting.

Deborah said that, while staffing for the program is not as great as it has been in the past, the real problem is getting the paper documents. Not everyone who should know about the program does know. Deborah has written a "press release" explaining the program and its importance, and will try to distribute it to all of the state departments. In the press release, Deborah explains that the documents are used every day, and even if a department couldn’t send the required 75 copies, as many as possible would be appreciated. To streamline the linking of electronic documents, Deborah is planning to put alink on the State Library’s web site where a department can submit the URL for an electronic document.

Deborah mentioned that the position of the support person for the Depository Program will be upgraded to Librarian III.

Deborah asked if libraries still use the catalog cards that are sent with the depository shipments. The librarians present do not use them, but Deborah will put a message on the shipping list before discontinuing them. Deborah asked the librarians present to send her a message if they notice a good electronic document.

It was suggested that Deborah identify someone at the individual departments who might help in acquiring new documents. Several departments, for example, Legislative Services, D.E.P., and Transportation, have their own libraries. It was also suggested that O.C.L.C.’s digital archive site could be used to download digital documents. Deborah said that she would check with the information technology group at the State Library.

Other suggestions from the group:

1. Letters from individual libraries supporting the depository program. As agencies are losing funds in their budgets, they will print less.
2. Promoting the award for the "Document of the Year Award" on the web site of DANJ.
3. Let the departments know how the documents are distributed.
4. Conduct a survey of the depository libraries asking if they want to maintain their status.
5. Let the departments know that the libraries appreciate receiving the documents and make use of them frequently.

Mary Fetzer reported that Alexander Library and Library of Science and Medicine are trying to catalog older documents. There are an estimated 6,000 - 7,000 titles. Mary is trying to get funding to do back cataloging of documents with publication dates of 1850+.

Deborah asked a question about claiming issues of the New Jersey Register. She does not have an account number for the issues that are sent to depository libraries. Someone will check their files for a contact person at West.

The members of the Interest Group thanked Deborah for attending the meeting and expressed their admiration for her enthusiasm for the depository program and her plans for the future.

The next meeting will be held on February 7, 2003 at the East Brunswick Public Library.

Meeting adjourned at 1:20 p.m.

Respectfully submitted,

Susan Sabatino