Minutes of the Depository Services Program Advisory Committee (DSP-AC) teleconference, April 10, 2014

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Teleconference Date

April 10, 2014, 1:30 p.m. (EDT)

Meeting chairperson

Participating committee members

Participating observers

Unable to participate

Meeting summary

  1. Meeting commenced at 1:34 p.m. with opening remarks by Graeme Campbell
  2. The minutes of the March 4, 2014 DSP-AC teleconference were reviewed and approved with no changes
  3. Siobhan Hanratty reported that ACMLA feels it is important that maps are represented at the DSP-AC; Siobhan will act as liaison
  4. The updated Terms of Reference (ToR) were reviewed:
    1. Graeme read a revised version of the first paragraph aloud and asked for comment. The Committee discussed Graeme’s revision and it was accepted without alterations
    2. Amanda Wakaruk asked that the Order-in-Council (1927) for the Depository Services Program (DSP) be referenced somewhere in the ToR. Others expressed agreement; Graeme agreed that this would be done
    3. After some discussion it was decided that related information from the footnotes of the draft ToR could be added elsewhere and linked to from the ToR. Caron Rollins asked that a direct link to the Communications Policy be added to the ToR
    4. Catherine McGoveran suggested some rewording for the first paragraph of the Objectives section of the ToR. This was discussed by the Committee and minor edits were accepted
    5. Graeme suggested removing the phrase "at a place" from point 1 under Committee Operations since the Committee meets mainly via teleconference now. The Committee discussed this and it was decided that "at a place" will remain within the ToR as some members do participate in person
    6. The Committee discussed and approved some reordering of content for clarity
    7. It was decided that while the ToR and Committee meeting minutes would be made publicly available, other reports and related documents from DSP-AC meetings would be distributed electronically to DSP-AC members only
    8. Several members expressed that they liked seeing the DSP-AC meeting minutes publicly accessible through the DSP website and wished for them to remain as such regardless of changes to Government of Canada websites. Graeme noted that there may be challenges in maintaining public access as the future Government of Canada website integration plans are not fully known. Catherine suggested adding the DSP-AC meeting minutes to the DSP catalogue as a possible solution for the future
    9. The question of how the DSP would issue a public call for members at large was raised. The Committee discussed this and it was determined that Infodep would be used for this as it had been in the past. The Committee decided to make it a requirement of DSP-AC membership to be subscribed to Infodep. Committee members of the DSP-AC may also share the DSP's public call for membership with other interested parties
    10. The DSP-AC's updated Terms of Reference were accepted with revisions
  5. Update on the ILS project (Chantal Akeson):
    1. Chantal took over as project manager in January 2014
    2. Implementation is set for fall 2014
    3. The DSP will continue using the current public interface for their collection; the switch to an ILS is for cataloguing and acquisitions
    4. The DSP will continue providing MARC batch files as well as provide individual MARC records in the future
    5. Nadia Villeneuve asked whether the DSP would switch over to cataloguing in RDA. Graeme noted that the DSP has not yet come to a final decision on this, though cataloguing staff would like to use RDA in the new system. It was also noted that now might be a good time to switch to RDA along with the other changes taking place at the DSP
    6. Caron mentioned that her library is currently in a hybrid RDA/AACR2 environment since it is not possible to go back and change old records, resulting in a mix of the two standards in their system
    7. Caron asked if the DSP would only be doing MARC record cataloguing at the serial level and therefore no longer cataloguing issues. Graeme confirmed that this would be so
    8. Jennifer Pagnotta asked if anything would be excluded in migration from the old system to the new. Graeme responded that the plan was to migrate all records for electronic and print. There will be no access to print publications but this will let people know that they exist
  6. Proposals for a new member at large from a public library were discussed. It was decided that the DSP would send out an Infodep message asking for nominations
  7. The usefulness of the Senate debate indexes was discussed. Graeme noted that although committee members supported keeping them in the past, they could not be added to the e-collection as they are not official publications.
    1. Many Committee members felt very strongly that the Senate debate indexes should stay on the website and described them as very valuable, important information
    2. Several members noted that they were not available elsewhere
    3. It was decided that they would stay on the publications.gc.ca website
  8. Roundtable / other business:
    1. Catherine asked who to contact at the DSP should she wish to identify broken links and other cataloguing issues/concerns. Graeme responded that a message could be sent through Infodep. Chantal Akeson also noted that Customer Service could be contacted
    2. Amanda asked what the appropriate procedure would be if people came across government publications they thought should be publicly available but were not. Graeme responded that they could contact the DSP and it could be looked into it on their behalf
  9. It was decided that the next teleconference would be scheduled for Thursday, September 4, 2014 with September 3, 2014 as an alternate date
  10. Meeting adjourned at 2:51 p.m.
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