Present:

Guests and Other Attendees: Ken Harvey (UMI/ProQuest), Mel Thatcher (Genealogical Society of Utah), Kees-Jan Waterman (IDC Publishers)

A. Introductions & Approval of Minutes

B. Administrative and Executive Committee Reports

1. Presentation by Bernard F. Reilly, President of CRL
   Bernard welcomed the participants to town and discussed CRL’s strategic directions. The Center intends to put in place the ability to deliver its collections electronically by 2009. This decision is based not only on scholarly preferences, but also economics. CRL needs to broaden its membership base in order to support the ongoing acquisition and preservation of scholarly materials. Recently, CRL has approved a category of international membership, and electronic delivery will eliminate the physical and economic obstacles to traditional delivery.
   • In addition, trends in publication and distribution threaten to increasingly shift our activities into the periphery. Aside from recent events involving mass digitization (which may not impact CRL’s unique material), many materials will increasingly be published solely in electronic form. CRL’s Political Communications Web Archive study points to a prime example of materials being produced but not preserved. This is especially urgent as scholars are using the Web as a primary resource. These activities are going to be the responsibility of librarians, on top of regular library operations. Electronic news content is similarly evolving. News is often collected in research libraries for current awareness only, and many are shifting to electronic versions.
   • CRL envisions four streams of activity related to electronic delivery: conversion on demand, cooperative digitization of collections (selection model), licensing of content, and acquisition of born-digital content. The last option has yet to shake out in terms of who is responsible for what, but it is clear that the material outside the commercial sector is growing.
   • Our intent is to provide the capacity to deliver digitally, but not necessarily to actually deliver in all cases. Rights management, for example, may pose challenges. We hope to push the envelope of fair use, and to work with publishers to obtain limited and specific rights to use the material. For example, many of the materials sent out from CRL were from commercial micropublishers. To serve our members in a way that does not impact the commercial market, the Center may offer only limited functionality (image only?).
   • How would this work practically? There are many scenarios, including delivering materials on CD-ROM, or mounting on a secure server with limited password access. Will we scan a full reel? Possibly, but we will need to be mindful of the costs, effort, and time. We will likely try to mediate some user requests (we could not feasibly scan 100 reels as easily as shipping the same). Should our members be more tolerant of the 24-hour turnaround in favor of electronic delivery? This may require shifting our members perceived metrics for judging their value in membership.
   • Will we be archiving the digital images for future content? It makes sense in many cases. These materials may be repurposed in the future for a digital library collection.
   • To be clear, the Center is not moving away from microfilm, but rather seeking ways in which the appropriate media is serving the users better.
2. Financial Report, CRL & SAMP update (Simon)
   In Fiscal Year 2004, SAMP had a beginning balance of $25,179. The project took in revenue of $19,954 and expended $11,900. With a fund balance of $33,234 at the beginning of FY05, SAMP has received $24,750 (reflecting increased member fees and new members) and has expended $13,072 to date. Existing commitments of $37,436 leave SAMP with $7,476 for consideration of new projects.
   • CRL is publishing its next issue of FOCUS featuring its South Asian collections.
3. Executive Committee elections (Johnson, Guha outgoing; Bledsoe term expires)
   • Don Johnson and Sumit Guha’s terms are expiring, and Bronwen’s term as Chair also ends. For faculty representative, Valerie Ritter (University of Chicago) was nominated, and Rajwant Chilana volunteered to serve as librarian representative. These nominations were approved by the membership.

D. Updates on Approved Projects

1. Centre for Studies in Social Sciences, Calcutta cooperation (Simon/Magier)
   The production of duplicate microfilms is underway. CRL has received 119 negative reels to date (due to costs, SAMP approved the duplication of only one generation). We are awaiting MARC catalog records from CSSSC. SAMP will duplicate titles on demand. Members feared that costs might draw SAMP funds low. Simon agreed to monitor and provide ongoing reports as to duplication and costs.
2. Dastan-i Amir Hamza (Nye)
   A student has paged through volumes of this series, including those filmed by LC. We now have complete information on all missing pages, and are prepared to contact Shamsur Rahman al-Faruqi to borrow copies to film the missing pages. This will be done either through LC or with SAMP’s portable camera. To maintain archival quality of the film, we may choose to splice the missing issues onto the front of the film rather than in line with the rest of the volume.
3. Eelakesari (Nye)
   Based on NYPL’s report of holdings for (1932-June 1, 1958), Jim was to check the quality of films offered by International Tamils Archive in Sri Lanka for earlier years. RMRL was supposed to have received a reel and report on quality, completeness.
4. Itihasa Sangraha (Simon)
   This serial [v.1:no.2-v.7 (Sept.1908-1916)] was filmed by the British Library and delivered to CRL.
5. LC South Asian microfiche (Simon)
   Simon reported that fiche reproduction has resumed at LC. SAMP has received over 2,500 fiche in the past fiscal year. Admittedly, information is sparse due to some confusion over check-in and invoicing procedures. Simon will attempt to produce better information.
   • New Delhi reports that the staff occasionally have been inputting early card records. CRL has loaded thousands of existing records and stands ready to work with the South Asia Union Catalog to identify and catalog new records.
6. Official Publications of India (Nye)
   A set of 10,000 volumes have been collected and are being shipped to Chennai (expected in next couple of weeks). Nye reports a working group will convene to sort and prioritize titles for filming and/or digitization. SAMP currently has set aside $2000 for filming and may allocate more if funds allow. Jim is beginning to explore an additional 8-10k volumes.
7. Rahbar-i-Dakan – (Nye)
   This Urdu daily was published in Hyderabad from 1920-1948. The title is currently being filmed at RMRL..
8. Tej (Simon)
   This brittle title (1950-1961) was picked up by ICON with remaining grant funds.

E. New Proposals

1. Bengali Newspapers (Bhatt / Magier)
   Columbia proposed 4 titles (Ganabamla; Jayabamla; Saptahika Naya Duniya; Ajakera sambaya) from the 1970’s for filming. The information in these Bengali newspapers has tremendous historical value and reflect the mood of the nation before its birth as Bangladesh. From Dacca. $500. APPROVED.
2. Bombay Chamber of Commerce Annual Reports (Lum)
   A Harvard Faculty members was seeking for this title (1882-2003), and Ray Lum has identified holdings from the Chamber of Commerce in Bombay. The holdings approximate 100,000 pages. This proposal is still in development, and may be funded by Harvard. James Nye suggested SAMP provisionally reserve up to $1000 for this project so that Harvard could deposit a copy with the project. APPROVED.
3. EPWAPDA fortnightly bulletin (Bhatt / Magier)
   This title (Dec. 1963-1971) published by the Water and Power Development Authority provides important policy and other statistical data on the management of water resources and electricity in Bangladesh. $115. APPROVED.
4. Newspapers on microfilm from the British Library (Bledsoe)
   IDC is offering titles from the British Library via Praxess. CRL has searched for holdings in SAMP and other libraries, and there are considerable resources not held in the US (Harvard is considering purchasing some titles, and the committee recommended that SAMP and Harvard coordinate efforts to avoid duplication). Bledsoe, Lum, and Niessen will investigate titles further and make recommendations. Nye proposed SAMP allocate up to $10,000 from FY06 funds to acquire these resources. APPROVED.
5. Young Pakistan Weekly (Bhatt /Magier)
   This title (1961-1971) covers articles on the political, literary and social environment of East Pakistan of that crucial time period just before the birth of Bangladesh. It is more of a cultural journal than event-driven. In English. Will combine holdings from several institutions to complete the run. Likely will cost more. Up to $3000 APPROVED.
6. Nepali News IV (Simon/Magier)
   A "late entry" proposal, the Madan Puraskar Pustakalya has proposed an additional 9 titles on 20 reels of microfilm be duplicated for SAMP via the Roja Muthia Research Library. Some titles (Naya Samaj, Dainik Nepal, Janmabhoomi, Sharada) are continuation of series from previous efforts. Others are new titles (Rashtra Pukar, Chetana, Janadesh, and Balak). SAMP will make a dup. neg. and positive for the MPP and a backup master, duplicate, and positive for the project. No digitization was proposed for this round. Approximately $3200. APPROVED.
7. Asiatic Society of Bombay (Niessen)
   KK Agencies is offering a comprehensive index to the Asiatic Society of Bombay. There seems to be only fragmentary holdings at CRL? Niessen proposed $5000 to assess holdings and preserve missing issues. APPROVED. James Simon will investigate holdings and assemble for filming. Members recommended we also look at other societies holdings. Also investigate University of Bombay journal (1930-1940s).

F. Pending / Developing Projects

1. India Land Settlement reports (Bledsoe)
   No action proposed at this time.
2. Khyber Mail (Bhatt / Simon)
   Columbia holds Jun 23, 1956 to May 11, 1960 of this title. There are more complete holdings at the Library of Congress (bound volumes, 4/1944-12/1961). Would this be a candidate for ICON funding? Simon thinks not, but there may be funds available towards the end of the grant. Should we consider a special purchase?
3. "MIPP II" (Nye)
   The recent proposal for the successor to the Microfilming of Indian Publications Project was not funded (the funder expressed strong support, but did not have sufficient funds this year). We will submit to NEH next year. Funds requested approximate $250,000.

G. Other Items

1. Publication / Dissemination of collection indexes (Singer)
   Andrea Singer related the difficulties in having the Sukumar Sen manuscript by Rebecca Manring published in the "Resources for Scholarship in Asia" series. Singer wondered whether a letter of support (or resolution) from SAMP may help the editors consider publishing this resource.
   • James Nye proposed that SAMP issue a resolution to the publications committee with the strongest recommendation that this be published. SAMP should stress the importance of the work, and clarify that we cannot distribute the film without a published finding aid (this is a condition of the family in allowing us access). Should SAMP consider a subvention of up to $500 to assist in its publication? Members also suggested talking with SAC (Tony Stewart) for support. [editor’s note: subsequent developments indicate this will likely happen. jts]
2. Endangered Archives Proposal (Malik / Nye)
   The British Library invited proposals from individual researchers to locate vulnerable archival collections and to arrange for their preservation. Adnan Malik (Cornell) proposed identification and preservation of Urdu journals from the 19th and early 20th century needing attention. These titles (which have cultural importance for British India) are brittle and have been largely neglected by preservationists in India. The proposal suggested a committee to select 50-100 titles for digitization (and transfer to microfilm). The main collaborating institution is Aligarh Muslim University (with additional fill-ins from other private collections.
   • DSAL will index these journals, and SAMP may wish to purchase a copy of the film. A proposal for next year?
3. Other reports
   • Ray Lum – Harvard is withdrawing its material from the New England depository library. Many of these items are newspapers, and Harvard is microfilming all titles in the depository.
   • The meeting was adjourned.

Submitted by James Simon 4/28/05

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