2011

East Asian Academic Librarians of California

2011 Annual Meeting

Room 570, Langson Library, UC Irvine

September 15, 2011

Convener: Ying Zhang

Recorder: Jianye He

Participants

Peter Zhou, Xusan Xue, Jianye He, Karen Yu, Bruce Williams (UCB)

Myra Appel (UCD, via Lifesize)

Su Chen, Hong Cheng, Toshie Mara (UCLA)

Emily Lin (UCM, via ReadyTalk)

Kuei Chiu (UCR)

Cathy Chiu (UCSB)

Yi-Yen C. Hayford (UCSC, via Reday Talk and Skype)

Victoria Chu, Shi Deng, Bie-hwa Ma, Sanae Isozumi (UCSD)

Dongfang Shao (Stanford)

Ken Klein, Joy Kim (USC)

I. Welcome remarks

UCI’s Interim University Librarian & Associate University Librarian (AUL) for Collections, Lorelei Tanji was not able to present in person at the meeting. Her representative, AUL for Administration, Kevin Ruminson read her welcome notes to all attendees and wished the meeting would be productive in fostering future cooperation and collaboration.

II. Campus updates (in the order of presenting)

Stanford: Dongfang Shao first reported personnel change of the library. The Japanese Studies Librarian Naomi Kotake has retired in April, 2011 and SULAIR is trying to fill the vacancy. Eunseung Oh, the Korean cataloger, has returned to the EAL resuming her full-time job. Dr. Qi Qiu was appointed as the Assistant Head and Bibliographer of Chinese/East Asian Collection in the East Asian Library. He also reported the East Asian Library is included in a proposal to move to the new location (former Stanford Business School South Building) , which requires the board of Trustees’ approval of renovation of GSB South, which will take place in October at the earliest, maybe not until December. In addition, he reported that there is a 1.5% library collection budget increase this year (besides one-time currency adjustment). There was no program and faculty personnel change in the last year. As for library projects, he briefly mentioned the shelf-ready service project that was cooperated with the major Chinese vendor—CIBTC has been successful in the last year. They are also trying approval plan on certain subject area with the vendor.

USC: Ken Klein reported the new president of USC was appointed one year ago. He has just launched an ambitious fund-raising campaign, the goal of which is to get 6 billion dollars in the next several years. He also broke exciting news that USC will try to reestablish the Library School that was closed 25 years ago. As for the library collections, he reported that they got special fund from the Academy for Korean Studies to transcribe their Korean oral history collection in text form. Joy Kim is working with other North American Korean Librarians to seek for new fund from Korean Foundation. Ken also reported that Jiaxun Wu, the Chinese Studies Librarian of USC, has moved to University of Chicago. One library graduate student from UCLA is working as the interim now.

UCB: Peter Zhou first reported personnel change in the C.V. Starr East Asian Library. Two library positions lost during last year, one is the Public Service staff, and the other is the Korean acquisition staff. The library is seeking for outside fund to fill the latter position. The library also started search for the Librarian for Japanese Studies to replace Yuki Ishimatsu who retired last November and is currently on recall and will work part time for one year. EAL’s Executive Manager, Dr. Deborah Rudolph has just been reclassed as Curator of the library to tend the sizable rare book collection in East Asian Languages. As for the faculty personnel change, Prof. David Johnson (Chinese History) has just retired. He also reported that EAL lost up to 25% budget in the last 3 years. It is comforting that the library has been benefiting from donors’ endowments. A recent new endowment will help to strengthen library’s cotemporary China studies. EAL was also able to get considerable gift books (including quite a few rare books) in the last two years too. Peter also shared EAL’s several projects with the attendees. The Korean rare book collection (“Asami” collection) has been entirely digitized by Internet Archive and will be accessible via its website. The project was covered by the Korean University and it last for 3 years. Another digital project that just launched is to cooperate with the National Central Library of Taiwan to digitize the Song Yuan rare books. The third project is to digitize the Chinese rare books that originally belonged to the Chinese private library – Jia Ye Tang. It is cooperated with the National Library of China, and the goal of the project is trying to restore the Jia Ye Tang collection in digital form. Peter also announced that the EAL has cataloged more than 16,000 CJK titles in the last year alone (including vendors (CIBTC, Kinokuniya) supplied records). EAL also has been able to get help from a Tibetan language expert to catalog a considerable Tibetan rare materials printed before World War II. In the end, Peter also added that the EAL was ranked by UCB students to be the best library on campus.

UCLA: The new Head of UCLA’s East Asian Library, Su Chen briefly reported that the library’s budget for CJK collections has slighted increased. Korean Studies program is leading, in terms of personnel and funding. She announced a significant new change in the collection model. Selecting western language materials on East Asian studies will be reassigned to the EAL selectors. As for library personnel change, she reported one Chinese acquisition staff retired in June and she hopes the position can be filled in the near future.

UCSB: Cathy Chiu reported that Denise Stephens has been appointed the new University Librarian, effective July 1, 2011. Denise was the Strategic and Organizational Research Librarian at the University of Kansas, where she previously had oversight of library and information technology activities as Vice Provost for Information Services and Chief Information Officer from 2005 to 2010. One EA library staff, Peter Pang, retired in June after 35 years of service. A replacement, Hueiling Sun, was recruited and started her appointment last August. the library is trying to fill the position. The library also has a flat budget this year. As for the faculty personnel change, UCSB’s East Asian studies program has hired two new faculty members, one is working on Chinese history (1911-), the other’s specialty is on Colonial period Japan. There is no more Korean language program, but Korean Culture studies program is still being offered.

UCR: Kuei Chiu reported 8.9% overall budget cut in UCR this year. Since the collection budget (4.1 million dollars) is secured, there will be $900,000 deficit and the library might have to lay off staff. Some senior library staff might retire next year too. Kuei also announced that he was appointed as the Permanent Chair for Collection Development recently. He will work with both vendors for print and electronic resources. The librarian for art history collections has retired; the library is trying to cover faculty requests. He also mentioned that they are continuing working on processing considerable gift books from UCB. One new faculty member on Chinese film studies was hired.

UCSD: Victoria reported the closure of the IR/PS library (International Relations and Pacific Studies Library) on July 1, 2011. The collection of IR/PS library was kept. (She gave a 20- minute talk on this topic later in the meeting). This year the library’s budget is really bad. She also mentioned that there might be faculty retirement in the History Dept.

UCD: Myra Appel reported that UCD library has a flat budget at this point. It is not certain if there will be any further cut. The search for the position of new AUL for Administrative Services was filled in last December. Two new faculty members were hired, one is on Japanese literature in Edo Period, the other is on Chinese Language & Literature studies.

UCSC: Yi-Yen C. Hayford reported they are in a very tight economic situation at UCSC with 36% library budget cut since 2009. (this does not include loses to the inflation adjustment). The base collection budget now is only $100,000 higher than that in year 2000. The ability to commit to new resources will be very difficult outside of the one-time purchase with very low annual fees. The new library building was completed and reopened with the newly renovated building in June. The library is sharing the building space with IT Educational and Math Dept. Yi-Yen also reported UCSC library Technical Service began with the Firm order shelf-ready services with YBP late May and in July extended to Approval plan for the general collection. At this time, there is no approval plan for CJK collections as well as shelf-ready since the pilot projects in Fall 2007 with CNIIEC, they are exploring the possibility with the vendors in the future. .

UCM: Emily Lin reported the appointment of Dorothy Leland as the new Chancellor of UCM in July, 2011. Donald Barclay is the Interim UL now. She also shared the news that UCM Provost Keith Alley is set to retire in early 2012. Emily herself has been appointed as the Communication Manager for Next-Generation Technical Services.

UCI: Ying Zhang reported UCI library had 20% monograph budget cut last year, and is having additional cut in monograph budget and 5% serial budget cut this year. The EA collection fortunately expanded in space in spite of the shrinking collection budget. UCI announced Lorelei Tanji as Interim University Librarian early this year (April). The Library has been losing more librarians recently (3 in the last 6 months). Abraham Yu retired early this year, and Hui Shen (graduated from UIUC Library School) has replaced him as the Coordinator for CJK cataloging and the Chinese cataloger. Ying also reported that there are no newly hired faculty members on East Asian studies in UCI. One Korean historian has moved to University of Pennsylvania. It is encouraging that recruitment of graduate students has increased this year.

III. Special reports

Victoria Chu (UCSD) had a slide show on the closure of the International Relations and Pacific Studies Library at USCD—Logistics, Impact, and Implications. As the Acting Head of IR/PS library from June, 2010 to July 2011, Victoria was involved in each stage of the closure process. After briefly reviewed the history of the library and the significance of the collections, she made a chronicle of the process and showed the photos of the library upon closure. She also talked about the new location, staff and library service changes to both the collections of both IR/PS and East Asian Libraries.

Dongfang Shao (Stanford) gave a report on several projects that are finished or are still going on in Stanford East Asian Library. He first talked about CJK outsourcing project. They have signed a two-year contract with CIBTC (China International Book Trading Corporation) to buy 5,000 titles/year and have them fully processed. CIBTC will also try to set up approval plan for the library (starting from 2,000 titles/year). Their Japanese and Korean language specialized vendors that can supply shelf-ready services are Kinokuniya and TSL (Total Library Service). Kinokuniya can supply more than 300 titles/year, the contact will last for 3 years. TLS will help Stanford East Asian Library to clean up their Korean backlog—about 18,000 titles. The second project he reported was the ongoing digitization of 7 sets of Siku Quanshu (about 5,100 volumes), which is expected to be done by the end of 2011. It will be accessible on campus only. The third project is the compilation of the catalog of their Chinese rarebook collection. Dr. Ma Yuehua from Beijing University is the expert invited to tend this project. Two assistants are also hired to help her. Stanford has about 200 titles of Chinese classic books dated before 1795. The fourth project is analytical cataloging CJK sets. So far 5,607 individual records have been done. In the end he also mentioned their newly acquired archival collections, including Philip Huang’s legal files, personal archive (such as Taiwan’s Tao Baichuan???, Xie Senzhong???), 50,000 pieces of archives (from UCSD), old Beijing photos and Cultural revolution photos.

In her talk—Japanese Serials Cancellation and Future Coordination: Strategies and Outcome, Toshie Marra (UCLA) shared her successful experience in cooperating with other UC Japanese librarians to save cost in serial subscriptions collectively in last year. She introduced the background, strategy, steps, result of the project. In the end, she also encourage UC East Asian Librarians to vision the future directions for serials cost-saving projects, including the spheres, targeted groups, format of cooperation, etc.

Bie-hwa Ma (UCSD) gave an in-depth and detailed report on Shared Cataloging Program: Status, Priority, and Challenges for Chinese and Japanese Resources. She listed two types of important subscribed Chinese and Japanese electronic resources (database level, and title level) to show the large amount and complexity of cataloging them. Then she focused on 10 Chinese e-resources (CAJ, Century project, COJ, TEPS, UDNDATA, Chinamaxx, Apabi Yearbook database, Apabi Reference database, Apabi books, Tawain wen xian cong kan) to share with us how many titles each resource has and how many titles have been processed and to be cataloged. Based on her experience, she also gave suggestions on how UCEAB group can help: 1) forward mistakes to SCP; 2) incorporate clear requirements into licensing agreement; 3) upgrade print and online records in OCLC; 4) urge OCLC to resume communication with CALIS; 5)build international standards. She emphasized that the most important thing is to collaborate with organizations in the electronic resource supply chain. Bie-hwa also recommended two such good models to the UCEAB group, one is KBART (Knowledge Bases and Related Tools Working Group), the other is PIE-J (Presentation and Identification of E-Journals Working Group).

In the afternoon, there were 3 presentations and one discussion session.

Emily Lin(UCM)’s topic is East Asian contents in Integrated Systems—HathiTrust and the New Melvyl—Progress and Challenge. She first did some statistical analysis of the East Asian content in HathiTrust and how many titles are available in pubic domain. Then she tried to compare HathiTrust with our New Melvyl by showing their different search features and functions. She also pointed out that how to reconstruct cataloging workflow and provide better search for non-Roman materials.

Susan Xue (UCB) briefly introduced the CDL projects that she is working on—Web Archive of Chinese Local Gazetteers and Other Government Documents: a Cooperative Project. She logged in to the project site and showed the basic features of the Web Archiving database, also showed several entries (websites) she has just added to her two projects: Taiwan Historical Documents and Data and Chinese Gazetteers.

Ying Zhang (UCI) shared the findings from her research-- Areas of Potential Collaboration in Collection development as Informed by Numbers and Facts. Based on information drew on profiles of Chinese studies faculty, WorldCat Collection Analysis System (WCAS), VDX Statistics from CDL JReports, she analyzed the subject(s) strength and unique collections in each UC campus. She also suggested the potential areas of collaboration among UC libraries.

In the discussion session, four small divided groups had brainstorming on 4 topics:

1) shared series and monographs (Facilitator: Cathy Chiu UCSB)

2) Chinese and Korean serial cancellation (Facilitator: Jianye He UCB)

3) PDA & other Next Generation Technical Services issues (Facilitator: Kuei Chiu UCR)

4) Collaborative reference service (Facilitator: Hong Cheng UCLA)

The 4 facilitators reported their groups’ ideas and recommendations on 3-5 feasible goals. Ying Zhang will summarize all the action items that the 4 groups made and share with attendees. It was agreed that each of the four facilitators would lead the implementation of two action items with selective people in the year to come. Peter also proposed a collaborative project among UCEABers that is to have Su Chen of UCLA to lead a survey of archival resources held by UC campuses for future sharing.

After the breakout sessions, Susan Xue and Toshie Marra made brief report on UC Tier-1 and Tier-2 e-resource Review and Future Collaboration. Cathy Chiu (also on behalf of Hong Cheng) talked about SuperStar & Apabi e-books—Assessments on co-investment as well as collection and individual level accessibility.

Conclusion:

Before the meeting was concluded, attendees unanimously agreed that Dongfang Shao will continue to be the Chair of EAALC for one more year. It was also voted that Stanford will be the host for 2012 EAALC meeting, if there will be one.

IV. Presentations

Morning Session: What Have We Done?

10:40-11:00: Closure of the International Relations and Pacific Studies Library at UCSD - Logistics, Impact, and Implications

Victoria Chu, UCSD

11:00-11:20: Reports on Several Projects at Stanford East Asian Libraries

Dongfang Shao, Stanford

11:20-11:40: Japanese Serial Cancellation and Future Coordination: Strategies and Outcome

UC Japanese Serials Subscriptions 2010, after Cancellation

UC Japanese Serials Subscriptions + CiNii

Toshie Marra, UCLA

11:40-12:00: Shared Cataloging Program Report - Status, Priority, and Challenges for Chinese and Japanese Resources

Bie-hwa Ma, UCSD