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RBMS Executive Committee Minutes DRAFT Minutes ALA Annual, Anaheim, CA Monday, 25 June 2012 8:00 a.m.-12:00 p.m., Disneyland Hotel – North Exhibit Hall Room BC

Call to order The RBMS Executive Committee meeting was called to order by Mike Kelly at 8:00 a.m.

1. Introductions / Attendees

Executive Erika Dowell (Chair Elect; Indiana University), Mike Committee Kelly (Chair; Amherst College), Jeffrey Makala (Member-at-large; University of South Carolina), Henry Raine (Past Chair; New-York Historical Society), Nina Schneider (Member-at-Large; Clark Library-UCLA)

Guests Lois Fischer Black (Lehigh University), Erin Blake (Folger Shakespeare Library), Randal Brandt (Bancroft Library, University of California-Berkeley), Alvan Bregman (University of British Columbia), Charlotte B. Brown (UCLA), Jane Carpenter (UCLA), Danielle Culpepper (Rare Book School), Mark Danley (University of Memphis), Christian Dupont (Atlas Systems), Ellen Ellickson (), David Faulds (Emory University), Sarah Fisher (Yale University), Jane Gillis (Yale University), Katie Henningsen (University of Kentucky), Eric Holzenberg (Grolier Club), Athena Jackson (University of Miami), Jason Kovari (Cornell University), Mary Lacy (Library of Congress), Deborah J. Leslie (Folger Shakespeare Library), Margaret Nichols (Cornell University), Marilyn Rackley (Atlas Systems), Jennifer Schaffner (OCLC Research), Molly Schwartzburg (University of Virginia), Shannon Supple (Clark Library-UCLA), Cherry Williams (Indiana University)

2. Review and finalize Secretary’s note: Information Exchange reports from agenda (Kelly) June 24, 2012 are appended to the end of these minutes. A list of acronyms used follows the Information Exchange reports.

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2.1 New Item New business to be discussed at agenda item 10.6.5: 2014 Preconference Program Planning Committee (Pena)

3. Meeting protocol Kelly reminded attendees that the meeting is run (Kelly) informally according to Sturgis’ Standard Code of Parliamentary Procedure; motions are not necessary; matters requiring a vote will be clearly stated prior to the vote by the Executive Committee members.

Kelly also reminded attendees that it is not necessary to repeat reports made at the June 24, 2012 Information Exchange but that discussion is encouraged if needed.

4. Approval of The minutes of the January, 2012 Executive Committee minutes from ALA meeting were approved with no changes. Midwinter 2012 (Kelly)

5. Reminders for Kelly reminded Committee chairs the following: committee chairs (Kelly)

5.1 Meetings Chairs should attend the meetings of their committees.

5.2 Exec Chairs should attend the Executive Committee meeting at each ALA meeting.

5.3 Minutes Deborah Leslie, filling in for Annie Copeland as Secretary, asked for Information Exchange reports as soon as possible and reminded chairs that draft or final minutes are due July 20, 2012. The Publications Committee reminds us to post all items to ALA Connect as well as to the listserv.

5.4 Meeting Erika Dowell will handle scheduling for Midwinter 2013 schedule, meeting (Seattle). Kelly noted that the deadline for scheduling will room setups be early in the fall and will be announced on the listserv when ALA releases the date.

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5.5 Volunteers Those interested in volunteering for an RBMS Committee should:

5.5.1 ACRL Fill out a volunteer form (posted on the ACRL Website Form http://www.ala.org/acrl/membership/volunteer/volunteer).

5.5.2 Contact Contact the current Chair of the committee they are interested in.

5.5.3 Respond Respond to the appointment email (watch your spam filter).

6. Consent Agenda

6.1 Approved the The consent agenda was approved. Conference Development Committee’s recommendation of Las Vegas, NV for 2014 Preconference (April 2012)

6.2 Approved the Bibliographic Standards Committee’s request to petition CaMMS for liaison to CC:DA (May 2012)

7. Updates from The Executive Committee

7.1 Preconference Kelly submitted a request for $3,200 to the ACRL Scholarship funds Friends Fund Disbursement Subcommittee for support of the 2012 Preconference Scholarships (11/30/2011). $2,500 was approved by the ACRL Budget & Finance Committee to support 2012 Preconference scholarships. In the future, we will be able to request this money informally. It is definitely our money.

7.2 Elections RBMS participation in the ALA elections was relatively low.

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7.2.1 Returns Of 1497 ballots sent to RBMS membership, 297 were completed & returned (19%).

7.2.2 Encourage Exec should send out reminders to vote and add Participation something to rbms.info. Kelly will contact the Publications and Communications Committee about adding something to the website and will encourage the News Editor to blog about the opportunity to vote.

8. Old Business

8.1 Virtual meetings

8.1.1 ALA Connect Kelly created an ALA Connect discussion, and on the site included links to the ACRL rules for virtual meetings

8.1.2 Deadlines Jackson pointed out that for committees with strict deadlines, such as the ALA Annual Program Planning, there may not always be enough time to adhere to the proper protocols for announcing virtual meetings by the time appointments have been made. Raine encouraged Pena to make appointments quickly.

8.1.3 Documentation Kelly will ask the Publications and Communications Committee to document how to do virtual meetings.

8.1.5 RBMS.info We need to identify which committees are appropriate for working virtually, and record that on the rbms.info committee list.

9. New Business

9.1 RBMS Standards due for review

9.1.1 Competencies for special An email from JB Hill, member of Standards and collections Accreditation Committee, reminded us that this standard professionals was last approved July 2008. Suggestion that we rescind this standard (Schaffner) until we can have a program on competencies at the next preconference (Raine).

9.1.2 Guidelines on transfer of materials Last approved July 2008. from general to Action item: Appoint task force (Charlotte Brown special collections volunteers to lead), and draft a charge. A representative

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from PARS, from the cataloging community, and from the Security Committee all need to be on the committee. The first meeting will be held at Midwinter ALA.

10. Programs and Conferences

10.1 2012 No report. Preconference Program Planning (San Diego) (Nina Schneider/ Shannon Supple)

10.2 2012 No report. Preconference Local Arrangements (San Diego) (Lynda Claassen)

10.3 2012 Annual No report. Conference Program Planning (Anaheim) (Gerald Cloud)

10.4 2013 No report. Preconference Program Planning (Minneapolis) (James P. Ascher)

10.5 2013 No report. Preconference Local Arrangements (San Diego) (Arvid Nelson)

10.6 2013 Annual Alice Schreyer will moderate. Conference Program Planning (Chicago) (Jennifer MacDonald and Athena Jackson)

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10.6.5 2014 Program Co-Chairs for the preconference will be: Athena Preconference Jackson and Richenda Brim. Program Planning (Pena)

10.7 Conference Members-at-Large are not allowed to chair committees Development according to the RBMS manual; should we reconsider Committee (Deborah this policy (Leslie)? J. Leslie)

11. Task Forces

11.1 Task Force on No report. Metrics and Assessment (Sarah Fisher)

12. Publications & Communications

12.1 Publications and No report. Communications Committee (James P. Ascher)

12.2 News Editor No report. (Ethan Henderson)

12.3 Web Team No report. (Jason Kovari)

12.4 RBM Editorial No report. Board (Beth Whittaker)

13. Standing Committees

13.1 Archivist Chatham Ewing is leaving the University of Illinois. (Ewing report by Marten Stromberg will be taking over the role of email) Archivist for RBMS; the ALA Archives is housed at Illinois. Please continue to send donations of papers. Ewing thanks RBMS for his time serving the Section.

There is a new records group listing of materials currently in the archive which can be found by searching the ALA

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website. Records are being harvested from rbms.info and incorporated into the ALA Archives digital repository for online access. Ewing thanks Kate Moriarty and Melissa Salrin (formerly with the ALA Archies) for their hard work on this.

13.1.1 Action item: Ewing feels that the ALA Archives needs our help with Advocacy for digital advocacy. He suggests that we convey to ALA and records management ACRL, perhaps to Karen Muller and Mary Ellen Davis, (Kelly for Ewing) the following:

RBMS [EXEC?] strongly endorses the idea of establishing a digital repository as part of the ALA Archives at UIUC for the management and preservation of records related to the section. The section would be interested in using the repository to preserve the section’s electronic publications and administrative records. Because we believe that other ALA divisions and groups will also desire such a service, we imagine being part of an open-access disciplinary repository, with the content freely available via the web and managed for preservation purposes. Ewing encourages RBMS to act by engaging Muller and Davis information and sending a note up through ALA channels as well.

Dowell suggests more discussion before endorsing something more specific. No action taken.

13.1.2 Web site The entire RBMS web site will be going to the ALA archived (Kovari) archives (sending the hard drive).

13.2 Bib Standards No report. Committee

13.4 Diversity Request for travel support for two Diversity Committee Committee members to present RBMS Diversity Toolkit at the 2012 (Jackson) Joint Conference of Librarians of Color (Sept. 2012). See discussion at 13.6.2.

13.5 Exhibition Awards Committee (Schwartzburg)

13.5.1 Geographic Currently the EAC charge states that it is open to Scope applications from the and for

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catalogs in English or multi-lingual with English as one of the languages. Action: replace “United States and Canada with “North America and the Caribbean. Submissions must be in English or multi-lingual with English as one of the languages.”

13.5.2 Non- English Should we open the competition up to catalogs in other catalogs within languages? Deemed unfeasible because every member of scope? the committee must be able to judge every catalog. The task of judging is already extremely challenging. Raine cautioned that opening the competition to Spanish- speaking countries while restricting the language requirement to English would be so problematic that it would be better not to expand the boundaries; Nichols suggested that we might accept catalogs in any language for the archives, but that judging would be restricted to those in English. Action: EAC will revise the text of the Charge.

13.5.3 Brochures The brochure category has become a challenge and the committee wants to revise the guidelines to read: “Brochures are printed leaflets, booklets, and flat or folded single sheets that orient visitors to an exhibition or serve as a loosely-documentary keepsake.” Vote: carried unanimously.

13.3 Budget & More requests are coming in for the Section’s funds. Development (Shroeder)

13.3.1 RBM The editor of RBM asks for $1200 for 500 additional issues and an expanded page count for the fall RBM for distribution at an ARL Assessment conference meeting in October. The issue will be edited by Christian Dupont. Approved.

13.3.2 Diversity The Diversity Committee has requested support for two Committee librarians to attend the Joint Conference of Librarians of Color in Sept. where they will present the Diversity Toolkit. The cost of registration and one night housing will be split over two budget years ($700 from this fiscal year, $800 from the next) and EC would like to add another $500 for travelling costs from the fiscal year 2013 budget. Approved.

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13.3.3 Digital Audio Money has been requested (up to $250) for the purchase a Recorder third digital audio recorder. Approved.

13.3.4 Leab Every endowment has to have at least $50K, while we Endowment have about $32K in the Leab Endowment. We have 10 years to figure out what to do. Options are whether to augment it or spend it down. B&D will bring a proposal to Annual next year.

13.3.5 Your Old There will be upcoming expenses for the printing of Your Books old books.

13.6 Membership & No report. Professional Development Committee (Henningsen)

13.7 Nominating Committee (Leslie) No report.

13.8 Regional Workshops (Gillis)

13.8.1 New Name and charge Gillis presented a revised name and charge for the Regional Workshops Committee: Name: Workshops Committee Charge: In coordination with Preconference Program Planning and Conference Development Committees, to develop and coordinate workshops at section preconferences and other ALA venues, and to assist institutions or organizations who wish to host these workshops.

Discussion included whether or not the proposed charge includes webinars (Lacy)? Yes it does. This leaves open the possibility for RBMS endorsement for other venues (Makala).

Approved.

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13.9 Scholarships No report. Committee (Diane Warner)

13.10 Security No report. Committee (Alvan Bregman)

13.11 Seminars No report. Committee (Laura Micham/Danielle Culpepper)

14. Discussion groups

14.1 Collection No report. Development (Mark Greenberg/Randy Olsen)

14.2 Curators and No report. Conservators (Beth Kilmarx/ William LaMoy)

14.3 Manuscripts and No report. Other Formats (William Modrow,Diane Warner)

14.4 Public Services No report. (Nicolette Dobrowolski)

14.5 Technical No report Services (Ann Copeland / Ellen Ellickson)

14.6 Digital Special This group is rewriting their charge. Collections Discussion Group (Jason Kovari)

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14.7 Scheduling Some conveners did not come to the conference or find Discussion Groups substitutes. With six groups there are additional problems with scheduling; one suggestion is to mix up the meeting times so that the same group doesn’t always have to meet at 8:00 am.

15. ACRL

15.1 ACRL Board, No report. Leadership Council (John Lehner)

15.2 ACRL Budget No report. and Finance (E.C. Shroeder)

16. Closing business

Adjournment Dowell thanked Kelly for his year as chair. Kelly handed the gavel to Dowell.

The meeting adjourned at 11:40 a.m.

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Katharine Kyes Leab and Daniel J. Leab American Book Prices Current Awards Ceremony & Information Exchange

ALA Annual Conference, Anaheim Sunday, June 24, 2012, 4:00-6:00 pm Anaheim Convention Center, Room 207B

Moderator: Nina Schneider, RBMS Member-at- Large

Presentation of Leab Awards: Molly Schwartzburg

Secretary’s All who reported at Information Exchange were asked to submit Announcements their reports to Annie Copeland ([email protected]) as soon as possible.

Chairs were asked to submit to the secretary, Annie Copeland, by July 20 ([email protected]): 1) draft or final minutes of 2012 Annual meetings and final minutes of 2012 Midwinter meetings.

Programming

2012 Preconference A successful Preconference was attended by over 375 individuals Program Planning from around the world on June 19 – 22, 2012. The theme of Committee Futures! explored the multiplicity of paths that libraries and Shannon Supple & Nina archives might take with three plenaries that focused on Use, Schneider, co-chairs Discovery, and Object. These talks were supplemented by smaller sessions including discussion groups, short paper presentations and seminars. Tuesday featured two workshops, tours of local area attractions and collections, a book arts fair, and new this year, the

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Technology Petting Zoo. Wednesday’s full day allowed longer breaks between sessions for attendees to browse the ABAA Booksellers’ Showcase which also included a tour of the floor and wrapped up with the ABAA-sponsored reception. Thursday afternoon’s tours impacted some of the session’s attendance, but not significantly. An early start time, rescheduling the showcase, and the quality of the plenary speakers was positively received.

The co-chairs want to thank everyone who participated and attended. The preconference couldn’t happen without our amazing professional community.

2012 Preconference No report received. (San Diego) Local arrangements: Lynda Claassen

2012 Annual The 2012 ALA Conference Program, "The Current State of Conference Program Bibliography, and its future as practiced and supported in Special Planning (Anaheim): Collections Libraries," took place on Sunday, June 24, 2012, 1:30 - Gerald Cloud 3:30 p.m. In the Anaheim Convention Center, room 201D. The session was co-sponsored by the William Andrews Clark Memorial Library & the Center for 17-18th Century Studies, UCLA, and the Bibliographical Society of America. The speakers included three bibliographical experts, David Whitesell, Curator in the Albert and Shirley Small Special Collections Library, University of Virginia; David Vander Meulen, Professor of English, University of Virginia; Editor, Studies in Bibliography; James P. Ascher, Assistant Professor and Rare Book Cataloger, University of Colorado, Boulder, and was moderated by Gerald W. Cloud, Clark Librarian, William Andrews Clark Memorial Library, UCLA.

An audience of 78 attendees were in their seats when the program started promptly at 1:30pm, only to be interrupted by a fire alarm five minutes into David Whitesell's talk. The lecture hall was evacuated, but the all clear was soon sounded and the unflappable Whitesell picked up just where he left off. The audience's appreciation and interest in the program was expressed by 20 additional attendees post-fire drill, bringing the grand total to 98. The speakers' emphasized the importance of bibliography not only to librarians, but also to scholars, researchers, and members of the humanities in the broadest sense. Whitesell made his case by demonstrating how the discerning bibliographer can bring added value to library collections by identifying textual variants. Showing a sophisticated understanding of both physical

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books and their digital surrogates, Ascher revealed how an intimate knowledge of printing can assist the scholar in interpreting digital books when blank pages have been dropped or shuffled during the photographic process. Finally, Vander Meulen reminded the audience that bibliography, or the close study and understanding of the physical documents that record the thoughts and ideas of humankind, is a tool with which to comprehend that record and a means to discover the "knowledge we have lost in information."

2013 Preconference The title for the 2013 Preconference will be "O Rare! Performance Program Planning in Special Collections" and it will be from June 23 to 26 at the (Minneapolis): James Marriott in lovely Minneapolis, Minnesota. Our theme will be P. Ascher performance in performing arts collections, in non-arts collections, in how we perform our jobs in the library as theater, in performance assessment, and many other aspects. The full abstract is forthcoming. We will have a full complement of events including seminars, workshops, discussion groups, talks, posters, and a tech zoo. We don't want to spoil the surprise on the plenaries, but they are looking like they "will rock."

2013 Preconference Local arrangements co-chairs Arvid Nelsen and Maggie Ragnow Local Arrangements look forward to welcoming RBMS to Minneapolis in 2013. The (Minneapolis): Arvid conference hotel is the Minneapolis Marriott City Center, right in Nelsen/Marguerite the heart of downtown, with access to shopping and a wide range Ragnow of dining options literally on the doorstep. We'll also be close to the historic riverfront, walking and bike paths (plenty of public bikes), and several of our 10,000 lakes.

We already have a reception lined up at the Mill City Museum, which will include guided tours of this historic facility (http://www.millcitymuseum.org/). Also planned are special hands-on workshops at the Minnesota Center for Book Arts (http://www.mnbookarts.org/); details are still being discussed, but marbling, paper making and binding are possibilities for this half-day classes.

Possible tours include a trip to St John's University and Abbey, home to the St. John's Bible and the Hill Museum and Manuscript Library; the U of M campus, which would include tours of our state-of-the-art special collections cavern storage facilities; and backstage theater excursions, among others. Watch for the RBMS 2013 web site launch and stay tuned -- we'll update activities and events as they are confirmed.

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2013 Annual Seven people met at the Frontier Room at the Disneyland Hotel on Conference Program Saturday, 4:00-5:30. The proposal has been accepted by ACRL. Planning (Chicago): The topic is as follows: Athena Jackson/Jennifer “Fires and other disasters have impacted our physical holdings of MacDonald the historical record in libraries. When disaster strikes, how do we, as stewards of cultural heritage, mitigate the loss of rare and unique items? How do we fill in historical gaps, inform our researchers, and work with risk management specialists to ensure that we can rebuild (insofar as possible) what is lost? Speakers will address these questions from historical and practical perspectives.”

We are working on getting speakers who will discuss the practical aspects of filling the historical or intellectual gap beyond disaster preparedness, experiences researching a historical event and encountering challenges due to the loss of cultural objects, and materials and insurance and risk management issues.

We have been informed that ACRL is changing scheduling times, and as a result the slot for the program will only be 90 minutes.

Committees and Task Forces

Archivist/Records Chatham Ewing is leaving the University of Illinois and has asked Manager: Marten Stromberg to take over the role of RBMS archivist. Chatham Ewing (via Donations have been ongoing. We have gotten more papers from email) past officers. Keep them coming.

Bibliographic The Bibliographic Standards Committee met Saturday, June 23, Standards Committee: 2012 from 8 am-12 noon in the Disneyland Hotel, with an Jane Carpenter attendance of 38 people, including committee members and visitors.

DCRM and RDA The DCRM/RDA Task Force presented a preliminary draft of its report on how DCRM will be impacted by the implementation of RDA early next year. Discussion centered around how RDA elements should be incorporated into the published DCRM manuals, as well as those still in development, and how RDA will affect DCRM issues of transcription, extent, and abbreviations. The Task Force will issue a detailed report later this summer,

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incorporating information gleaned from the discussion session at the Preconference, and the BSC meeting at Annual.

New BSC Liaison to CC:DA For the first time, Bib Standards will have its own liaison to CC:DA. BSC’s petition to appoint a CC:DA liaison was formally approved June 1, 2012 by the Cataloging and Metadata Management Section of ALCTS (CaMMS). Francis Lapka of the Yale Center for British Art will serve a two-year term as liaison.

Cataloging Manuals The editorial teams for Graphics, Cartographic Materials, Music, and Manuscripts updated us on their progress. Graphics and Music are nearing completion, with Cartographic Materials and Manuscripts not far behind. Cartographic Materials has requested a public hearing at Annual 2013.

Cataloging Tools  The project to revise Examples to Accompany DCRM(B), headed by Nina Schneider, is in its final stages of review at LC, and should appear on Catalogers Desktop in October 2012, with a free version available on the BSC website. There is no plan to issue a print version.  The RBMS Thesauri continue to be developed and maintained by the BSC Controlled Vocabularies Subcommittee headed by Ryan Hildebrand. Five new terms, and eight new scope notes were approved.  The report of the Standard Citation Forms Revision Group, headed by Marcia Barrett, outlined the ways in which the revised citation rules deviate from the 2nd edition, by using title proper as the basis for the citation, and by eliminating abbreviations, and old citation forms as qualifiers.

RBMS Preconference 2012 Programs Bib Standards sponsored four programs at this year’s Preconference: two workshops, “Latin for Rare Materials Librarians,” and “Metadata for Digital Resources;” a discussion session on DCRM and RDA, and a seminar, “Metadata for Digital Projects.”

Budget & Development The Committee discussed funding of scholarships for RBMS Committee: E.C. preconference. Shroeder B&D recognized the need to expand fundraising for scholarships. ACRL will no longer be able to provide supplemental funds for scholarships to the Preconference.

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Created a small subgroup within B&D to:

o establish annual goals;

o create a timeline to guide planning and fundraising

o Arrange links on www.rbms.info

o Publicize donors and donations

B&D also have made recommendations to Executive to support an expanded print-run of the Fall 2012 issue of RBM and funds to support Diversity Committee members adding JCLC. (Joint Conference of Librarians of Color). Discussion began on a chance in ALA policy that requires all endowment funds to contain at least $50,000 in principal. This will impact the Leab Award Fund, but RBMS has five years to decide what to do and 10 years to resolve the problem.

Conference The 2014 preconference will be held in Las Vegas, the same city Development: Deborah as the ALA Annual Conference J. Leslie Coming soon: statistical portions of the preconference evaluations will be made available for every year starting with 2006.

A request for proposal form for hosting preconferences has been developed and is available now on ALAConnect, and eventually on rbms.info: http://connect.ala.org/node/174956

Diversity: Athena Members and visitors of the Diversity Committee met this Jackson morning to discuss our work toward fulfilling the mission of the committee. Discussions about future RBMS Preconference programming led to many new ideas for future seminar proposals. A retrospective Diversity Committee white paper is in the works and members will be contributing to the draft. We hope to have copy ready by summer, 2013. Two Diversity Committee members, Athena Jackson and Chella Vaidyanathan, will be presenting the RBMS Diversity Recruitment toolkit at the 2012 Joint Conference of Librarians of Color, this September. They aim to increase awareness of our profession and our section to librarians from diverse cultural and ethnic groups attending this conference.

We said a warm thank you to Meg Meiman, Michael Taylor, and

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Athena Jackson for their service to the committee. Katharine Chandler and Chella Vaidyanathan will become the co-chairs for the next cycle.

Exhibition No report received. Awards: Molly Schwartzburg

Membership & RBMS currently has 1,742 members. Since Midwinter 2012, 81 Professional new members have joined the section. At this year's Development: Katie preconference the Membership & Professional Development Henningsen Committee facilitated 14 buddy pairings and received 5 volunteers to act as mentors in the mentoring program. The buddy and mentoring programs are wonderful opportunities to welcome and encourage new members to become active in the Section. We are always looking for additional volunteers.

Publications & Valerie Prilop, Francis Lapka, Kate Moriarty, and Will LaMoy Communications completed work on making the RBMS Resolutions available in a Committee: James P. beautiful new template, designed by Prilop, with input from Ascher LaMoy. Lapka and Prilop then fit each resolution into the new model, Kate assisted by locating some of the older resolutions and they were all posted by the competent Web Team. They can been seen at: http://rbms.info/committees/executive/index.shtml

Your Old Books has been successfully translated to Spanish. The Committee voted to endorse the translation ably completed by Cecilia Bonner and Verónica Reyes-Escudero, which was reviewed by a team coordinated by Donald Farren of Matilde Farren and Everett Wilkie. This represents a major step forward for the Section in promoting diversity. Much work remains to be done, but the text has been translated.

Lastly, my term as Chair has ended and Jason Kovari will be beginning July 1st to run the Publications and Communications Committee. I have full faith that he will be able to continue to fulfill the Section's needs for publishing, online documents, and communications within the scope of the Committee.

RBM: Subscribers to the journal have recently received the spring issue Beth Whittaker (13:1), which features a mix of peer-reviewed articles and book reviews. Guest editor Christian Dupont and selected authors are

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hard at work on issue 13:2, which will focus on assessment for special collections libraries. We are grateful to RBMS Budget and Development for recommending to Exec. that section funds be allocated for a larger print run that will allow distribution to attendees of the Library Assessment Conference.

Those of you who attended the RBMS preconference will be excited to learn that preconference co-chairs Nina Schneider and Shannon Supple are preparing a special issue for spring 2013 that will feature responses to preconference themes from various perspectives. It should be a fascinating look at the preconference and will move beyond the kind of content currently available online to be a lasting contribution to the literature.

Submissions continue to be robust, particularly for peer reviewed articles. With 13:1 and 13:2 being consumed with special issues, we already have several submissions on tap for fall 2013, which is a first in my two terms as editor. As always, we welcome discussion of possible submissions, or of the journal as a whole, from anyone who is interested. We also anticipate a few vacancies on the board in July 2013, so please speak to me if you are interested.

The editorial board is still assessing the impact of ACRL’s decision to move College & Research Libraries to open access. Preliminary numbers show that RBM still makes money for the division, and we are under no immediate pressure to abandon print publication. However, I believe eventually we will face this decision, and I continue to believe it will provide flexibility and greater access for all potential readers of the journal.

We have only begun to explore the rich statistics that are available through web analytics of the Highwire platform that delivers RBM in electronic format. The board will be working with ACRL staff to better understand and use this data to guide the future of the journal.

RBMS News editor: No report received. Ethan Henderson

Web Team: Jason The web site received nearly 56000 visits since January, with Kovari YOB receiving 26% of the visits.

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The web team has been incredibly busy in the past six months. Our main task was migrating the web site from GoDaddy hosting to DreamHost. We have continued our work hosting the digress.it collaborative platform; posting minutes, agendas, resolutions and 2011 preconference documentation; and performed many edits for the 2012 preconference web site.

Our work is impossible without the dedicated efforts of our liaisons: Randall Brandt, James Capobianco, Melanie Griffin, Eva Guggemos, Jocelyn Karlan, Christine Megowan, Kate Moriarty and Lynne M. Thomas; our web editors: Jason Kovari, Shannon Supple, Christopher Thomas Smith and Melissa Hubbard. And out emeriti web editors: James P. Ascher, Christian Dupont and John Pull.

Beginning June 1st, Thomas Smith and Jason Kovari will be cycling off the web team and becoming emeriti. Melissa Hubbard will become the web editor. Shannon Supple will remain Senior Web Editor. Melanie Griffin will become Assistant Web Editor.

For full statistics and project descriptions, please see the web team report: http://connect.ala.org/node/180588

Regional The Regional Workshops Committee met on Saturday, June 23, Workshops: Jane 2012, from 4 to 5:15PM. In April, just before the New York Gillis Book Fair, the Committee sponsored a workshop, Building collections: Acquiring Materials and Working with the Antiquarian Book Trade, given by E.C. Schroeder and Dan Slive, and hosted by Library. Twenty people attended. The committee chair also worked with the 2012 Preconference Committee to develop and coordinate workshops at this year’s preconference. Two all day workshops, Latin for Rare Materials Librarians and Beyond MARC: Metadata for Digital Resources, were held, both at capacity. The committee also discussed the proposal to restructure the committee with a new name (Workshops Committee), and new focus (to develop and coordinate workshops at the section’s preconferences). The committee discussed possibilities for the Minneapolis preconference, including workshop on the born digital, a how to do online exhibits, and security.

[From E.C. Shroeder: Finally in case you are interested: What has become known as the Dan & E.C. show – or also known as Collection Development for the Trade: Building Collections and Working with Special Collections Librarians will be offered again

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next February before the California Bookfair, sponsored by ABAA. (Feb. 13, 2013)].

Security Committee: The Security Committee met on Saturday, June 22, 2012 in Alvan Bregman Anaheim. This has been a busy and eventful time for the Committee, whose discussions involved three interlocking themes: communication of various kinds, interaction with other organizations with an interest in security, and the development of new initiatives.

Here is a brief summary of these discussions: (1) An emailing to heads of institutions with special collections promoted the ACRL/RBMS Guidelines on Security and Theft: this will be followed with further communications. A subcommittee will design an instrument which institutions can use as a self-study on security readiness or as a security audit template. (2) The Committee will continue to work with the SAA and its Security Roundtable on the subject of marking as outlined in the Guidelines and on other issues where SAA and RBMS viewpoints need reconciliation. (3) The Committee will continue to work closely with the ABAA Security Committee on dealing with materials of dubious provenance or authenticity, as both organizations closely follow the Girolamini Library thefts and forgeries and other crimes associated with de Caro and his associates. (4) New forms of communication with our constituencies will be studied and the Committee’s web site will be updated. (5) A subcommittee will investigate and report on best practices in carrying out inventories in special collections. (6) The Committee will take an interest in the forthcoming review of the Guidelines on the Selection and Transfer of Materials from General Collections to Special Collections.

Seminars No report received. Committee:Laura Micham & Danielle Culpepper

Task Forces

Task Force on 24 people attended the Task Force on Metrics and Assessment Metrics & Saturday morning in the Adventure Tower of the Disneyland Assessment: Martha Hotel. After reviewing our charge we discussed what Conway / Sarah our deliverable should be and what they should include. We Fisher decided to look at this task force as phase one of a multi-part project. Per our charge, the task force will undertake a literature

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review (largely completed thanks to the forthcoming special issue of RBM - (Fall 2012 is dedicated to all things assessment. subscribe today!) And an environmental scan. We've identified four very broad areas and assigned task force members to focus on each of the following areas:

Collections Management: Martha, Jennifer, Eva Acquisitions Cataloging/metadata creation Processing Digital processing

Conservation/preservation: Ian, Sarah, Moira Exhibits, conservation, digitization, etc.

Use and Users: Christian and Mark, Emilie Digitization, duplication, ILLuse/circulation website visits and digital projects exhibits/exhibit loans

Reference and Instruction: Lisa, Ann, Heather Instruction (linked to mission) Reference Discussion Groups

Collection This group did not meet due to lack of attendance. Currently this Development: group has no conveners. Mark Greenberg

Curators & On Sunday morning at 10:30 am, the Curators and Conservators Conservators Discussion Group met jointly with the meeting with Public Public Services Discussion Group with 22 in attendance. The Services: William conversations focused upon the increasing efforts to implement LaMoy the recently approved and published security guidelines issued by the RBMS Security Committee. It was felt that this confluence of forces made this a most opportune time to enhance and support these critical endeavors. A special topic raised was the renewed attention to the list of library security officers. Alvan Bregman, the chair of the Security Committee, provided a report on the current activities on these various fronts, and this helped to generate some of the other subjects on the agenda.

Digital Special Digital Special Collections discussion group attracted 40 Collections: Jason participants for our first meeting. An exhilarating discussion Kovari ensued on the topic of shifted digital priorities based on user,

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donor, curator and administrative expectations. The conversation evolved to discuss workflows, documentation, institutional infrastructures and even silos. We were so engaged in our conversation that the group did not have time for the second discussion topic.

Manuscripts & Erin Blake reported that there were 17 attendees, but none of Other Formats: them were the co-convenors. After a decent interval, Mark WilliamModrow Danley canvassed the attendees in order to create an agenda. A and Diane Warner lively discussion followed. Topics included the implications of the replacement of MARC for manuscripts and other non-printed- book formats; the relationship between DACS, DCRM(MSS), and RDA; and funding issues, particularly funding for processing large collections.

Liaisons to Other Groups

ACRL Budget & ACRL Budget & Finance approved the ACRL budget for next Finance: E.C. year; ACRL continues to look for ways to increase revenue and Schroeder hold down costs; next year is a conference year so there is planned surplus. Planning for the National Conference in Indianapolis is underway; more than 50% of sponsor fundraising has already occurred.

The ACRL Budget & Finance Committee approved changes to Friends of ACRL process – 1 request a year which occurred just before ALA with a deadline of August 1st. RBMS Scholarship Fund is outside of this process. Now we tell ACRL staff what we need from RBMS scholarship fund.

Recommend making C&RL an online only publication effective in January 2013.

ACRL Leadership No report received. Council: Erika Dowell/Mike Kelly

American Printing No report received. History Association . (APHA): Fernando Peña

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Antiquarian No report received. Booksellers’ Association of America (ABAA): Ron Lieberman

Association for No report received. Library Collections and Technical Services / Preservation and Reformatting Section (ALCTS/PARS): Donia Conn

Association of ARL’s Transforming Special Collections in the Digital Age Research Libraries Working Group is working on several fronts: launching a (ARL) Special collaboration with SAA to bring its Digital Archivist Curriculum Collections Working to ARL libraries, publishing an article in a forthcoming issue of Group: Jackie Research Library Issues on legal documents associated with Dooley acquiring and digitizing special collections materials, and selecting proposals for case studies on mainstreaming special collections for a future publication.

Bibliographical No report received. Society of America (BSA): TBA

Joint Committee on CALM sponsored a program at this ALA Annual conference in Archives, Libraries Anaheim titled "Linking Data Across Libraries, Archives, and & Museums Museums." The speakers were: Martin Kalfatovic, Assistant (CALM): Jeffrey Director, Digital Services Division, Smithsonian Institution, who Makala introduced the concept of linked data and spoke briefly about his institution's efforts to build linked data into its collections; Patricia Harpring, Managing Editor, Getty Vocabulary Program, Getty Research Institute, who spoke about the Getty Vocabularies and their role in the linked data movement; Rachel Frick, Director of the Digital Library Federation at the CLIR, who reported on the ALITA-ALCTS Preconference "Creating Library Linked Data: What Catalogers and Coders Can Build" and discussed the DLF's work on linked data; and Richard Wallis, Technology Evangelist, OCLC, who described the recent addition of linked data to WorldCat and the efforts to extend schema.org to make it

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more useful to the cultural heritage community. This program also ran, with a slightly different set of panelists, at the AAM Annual Meeting in May, and will be repeated at the SAA Annual Meeting in San Diego in August.

Maps and MAGIRT (Map and Geospatial Information Round Table) Geospatial members developed some t-shirt designs for the Anaheim Information Round conference. They are available from the producer/online vendor Table (MAGIRT): Zazzle (www.zazzle.com). Nancy A. Kandoian The MAGIRT program at the Anaheim conference took place shortly before the RBMS Information Exchange. “The Nuts and Bolts of Map Scanning: Building Your Map Scanning Toolbox” included 3 presenters, from UCLA, LC, and University of North Texas, who variously concentrated on planning, standards, and access aspects of map scanning projects. Though a fire alarm and evacuation of the Convention Center intervened, it seemed as though we didn’t lose any of our approximately 60 attendees in the process. For Chicago 2013, MAGIRT is planning a program on RDA and cartographic materials. A group of MAGIRT members has been working on some LibGuides web pages to provide useful reference material for map and geospatial librarianship and the work of MAGIRT. We will spread the word when they are ready for prime time. The newly elected chair-elect of MAGIRT is Kathleen Weessies of Michigan State, incoming chair is Tracey Hughes of Colorado Mountain College, and outgoing/past chair is Hallie Pritchett of University of Georgia. Secretary is Carol McAuliffe of Univ. of Florida, and treasurer is Paige Andrew of Penn State. The cartographic community has a representative, Paige Andrew, serving on the PCC task group on relationship designator guidelines, and MAGIRT’s Cataloging and Classification Committee (CCC) likewise has a task group working on relationship designators for cartographic resources. The CCC is also offering input (support) to LC on its proposal for changes in form/genre terms related to globes. Questions recently came up about the differences between the authorized form/genre terms “Geodatabase” and “Geospatial data.” MAGIRT CCC members will work on suggesting scope notes to LC to clarify the difference. Min Zhang, MAGIRT’s representative to CC:DA, will draft a discussion paper or proposal about the applicability of the FRBR Work/Expression/Manifestation/Item model to cartographic resources.

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Society of American SAA Liaison: Archivists: Jennifer - SAA has endorsed the RBMS Security Guidelines, kudos to Alvan Schaffner Pollock for managing the delicate and byzantine SAA procedures - I have started the process to secure SAA consideration of the RBMS Loaning Guidelines; there is a session on high-level principles, experiences, and applying the guidelines at the annual SAA meeting in August. - EAC-CPF (name authorities for archival collections): o large grant from IMLS will fund scholarships to workshops, if you have staff to train to create authorities for whatever is not in NACO. o Kick-off meeting in May about a US National Archival Authorities cooperative that can lower the bar for participation by institutions with local authorities, non-bibliographic entities and modest resources. o Experiment with EAC underway with the Houghton and the Beinecke, linking their Samuel Johnson collections and simultaneously testing EAC tags - Any issues or themes I should take to SAA annual meeting in August?

Society for the This will be my final Information Exchange, but you will now be History of in the much more capable hands of Richenda Brim. Authorship, Reading & Publishing This year's SHARP conference - the 20th annual! - starts Tuesday (SHARP): Garth D. in Dublin - sadly, I will not be there, but hopefully some of you Reese may be making the trek? Entitled, "The Battle for Books," the papers will examine the censorship, constraint, and restraint of books in especially broad ways. Presenters will consider the financial, emotional and organisational struggles of authors, printers and publishers to bring books to market, and then also analyse the distribution, sale and reception of books across a range of time periods and geographical locations. If you're a Twitter-er and would like to follow the conference tweet, the hashtag is "sharp12"

Incidentally, this year is also the 20th anniversary of the SHARP listserv, which even made me feel a little old, because I remember when I first signed up, and I wasn't that young... . Other

Thanks to a grant from the Leverhulme Trust, the Diasporic Diasporic Literary Literary Archives Network was created this year. Members Archives Network: include the University of Reading, Yale University’s Beinecke E.C. Schroeder Library, l’Institut Mémoires de l’édition contemporaine

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(IMEC), the National Library of Namibia, Trinidad & Tobago (the University of ; the National Archives of Trinidad and Tobago; the Heritage Library of the National Library; and the University of the West Indies at St Augustine), and the Centro di Ricerca sulla Tradizione Manoscritta di Autori Moderni e Contemporanei at the University of Pavia. The network is organizing a series of workshops at member institutions with the last held at Yale in September 2014. For more information visit the website – www.diasporicarchives.com

ESTC: Brian Geiger No report received.

Documents Round No report received. Table (GODORT) Rare and Endangered Government Publications Committee (REGP): Manon Theroux

Grolier Club: Eric No report received. Holzenberg

International The annual meeting of IFLA will be held 11-17 August in Federation of Helsinki, Finland with the theme of “Libraries Now! Inspiring, Library Surprising, Empowering”. 2 business meetings of the Rare Books Associations and & Manuscripts Section will be held on Saturday 11th and Institutions (IFLA): Tuesday 14th E.C. Shroeder An offsite day will be held at the National Library of Finland – with session entitled: Marketing of rare and special collections in a digital age ; on Thursday June 16thh – Session entitled: Cataloguing standards and special collections — Rare Books and Manuscripts.

OCLC OCLC Research Library Partnership: Research/RLG - Partner conference in early June, including a large component Programs about re-aligning special collections with the mission of the Jennifer Schnaffner university: http://www.oclc.org/research/events/2012-06-05.htm - ArchiveGrid: moved into OCLC Research as a research project, ‘liberated,’ a free service to any and all contributors and researchers, we are tinkering with interface and algorithms continuously, contributions are increasing, researcher survey report at preconference, planning research text-mining project recognized names and extract “aboutness.” http://beta.worldcat.org/archivegrid/; Merrilee Proffitt in the lead.

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- Born-Digital “Baby Steps” project: http://www.oclc.org/research/activities/borndigital/default.htm Jackie Dooley in the lead. - Rough-and-Ready Typescript Finding Aids Conversion: project to explore how to create semi-structured metadata from unstructured legacy descriptions, possibly a lightweight service to OCR paper finding aids and mine text? http://www.oclc.org/research/activities/roughandready/default.htm Merrilee Proffitt in the lead. - Sharing Special Collections project: companion project to RBMS Guidelines for Loaning and Borrowing, hands-on tiered approach, report forthcoming. http://www.oclc.org/research/activities/sharing/default.htm contact Jennifer Schaffner. - Survey of Special Collections in the UK and : companion parallel survey to US 2009 survey, adapted to national contexts, report coming soon. http://www.oclc.org/research/activities/specialcollections/default. htm Jackie Dooley in the lead - Contact Jennifer if you are interested in talking about the following topics: o Gaps in the corpus of digitized special collections and filling gaps with truly collaborative selection for digitization o Strategic planning in special collections (a companion to the RBMS Task Force on Assessment) o “Good enough” digital preservation o Analysis of CLIR grant methodologies (Jackie in the lead)

California Rare No report received. Book School: Susan Allen

Rare Book School: No report received. Danielle Culpepper

Not reporting at Info Exchange:

Nominating Committee

Scholarships Committee

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Technical Services Discussion Group

Respectfully submitted,

Annie Copeland RBMS Secretary July 27, 2012

Submitted

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.

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Acronyms

ABAA Antiquarian Booksellers’ Association of America ACRL Association of College and Research Libraries ALA American Library Association ALA OITP ALA Office for Information Technology Policy ALCTS/PARS ALA Association for Library Collections and Technical Services Preservation and Reformatting Section APHA American Printing History Association ARL Association of Research Libraries BSA Bibliographical Society of America BSC ACRL/RBMS Bibliographic Standards Committee CALM Joint Committee on Archives, Libraries & Museums CalRBS California Rare Book School DCRM Descriptive Cataloging of Rare Materials DCRM(B) Descriptive Cataloging of Rare Materials (Books) DCRM(G) Descriptive Cataloging of Rare Materials (Graphics) DCRM(S) Descriptive Cataloging of Rare Materials (Serials) GODORT REGP ALA Government Documents Round Table Rare and Endangered Government Publications Committee IFLA International Federation of Library Associations & Institutions LGBT Lesbian, Gay, Bisexual & Transgender MAGIRT ALA Maps and Geospatial Information Round Table OCLC Online Computer Library Center, Inc. RLG RBM RBM: A Journal of Rare Books, Manuscripts, and Cultural Heritage RBML Rare Books & Manuscripts Librarianship RBMS ACRL Rare Books and Manuscripts Section; also IFLA Rare Books and Manuscript Section RBMS-L Rare Books and Manuscripts Section electronic discussion list RBS Rare Book School RDA Resource Description & Access RUSA ALA Reference and User Services Association SAA Society of American Archivists SAC ACRL Standards and Accreditation Committee SHARP Society for the History of Authorship, Reading & Publishing