ARL Working Group on the German Demonstration Project
March 30, 1995
Washington, DC
Meeting Summary

Present: Tony Angiletta; Martha Brogan; Roger Chickering; Martha Hsu; Margrit Krewson; Sarah Thomas; James Spohrer; Winston Tab
Absent: Konrad Jarausch; Michael Keller

1. Approval of Minutes

Winston Tabb asked for revisions to the minutes. The minutes of the December 7, 1994 meeting were approved.
2. Review of Methodology for Acquiring Monographs

James Spohrer began the discussion with the question whether the aim for 100% coverage of political science research monographs is realistic. He noted that the project scope is narrower in its subject focus on German politics and public life since 1945 than the study of German political science monographs that he and Michael Olson undertook in 1993. Discussion centered on ways to identify the universe of the current output of research monographs that fall within the proposed project scope. It was agreed that 100% coverage is unrealistic, but that the aim would be to ensure indepth collecting. The Group considered the draft report from the WESS Subcommittee. Mirroring the discussion of the WESS Subcommittee, the Group acknowledged the difficulty of generating a list of titles within the project scope that had not been acquired by North American libraries. Winston Tabb suggested that the Research Libraries Group may be able to develop the list and agreed to pursue this approach.

In response to a question about the project scope, the Group reaffirmed that the project scope encompasses German imprints and language materials related to German politics and public life since 1945. The broadest possible definition of politics and public life are assumed.
3. Report on the Analysis of Access to German Political Titles in Yale's Backlog

Sarah Thomas summarized the results of the searching 68 German social science titles from Yale's cataloging "frontlog" in LC files. Of the 68 titles searched, 33 were found to be: on order at LC (6), in process (3), cataloged by LC (11), not cataloged by LC, but on OCLC (7), not cataloged by LC, but on RLIN (6). Thirty-three titles were not at LC or on OCLC, or on RLIN backlog. The results of other studies have shown that generally 10-15 percent of recent titles, which were not found in the bibliographic utilities, were in cataloging backlogs at major research libraries. The Group recommended that the Project should promote gaining currency in processing of German materials. A three-pronged strategy was proposed. Sarah Thomas agreed to explore the feasibility of expanding the cooperative cataloging project in German materials. A second exploration is a discussion with Knut Dorn about current plans by Harrassowitz to include cataloging data with book shipments. Although there are financial barriers for Harrassowitz to prepare independently the cataloging information, a partnership with LC could offer substantial benefits. The Group recommended and James Spohrer and Sarah Thomas agreed to pursue this concept with Harrassowitz. The third approach is to determine the feasibility of mounting the Deutsche Bibliographie on the LC server to provide access to German cataloging records to libraries participating in the German Project. Sarah Thomas agreed to investigate the legal and technical constraints of offering LC-facilitated access to the Deutsche Bibliographie.

A question was raised about the possibility of enriching monographic bibliographic records with table-of-contents information. The Group decided to postpone consideration until a later stage in the Project. The two immediate priorities are to ensure acquisitions of at least one copy of each research monograph in the sphere of German public policy and to expedite bibliographic access to these materials.
4. Agreement on Next Steps in Building a Union List of Available Serials Within the Project Scope

Sarah Thomas summarized the steps taken so far in generating a comprehensive list of journals. None of the consulted sources had a comprehensive list. It was agreed that the serial list issued would be an amalgamation of titles from several sources, including Ulrich's, the listing of Deutschsprachige Zeitschriften, and potentially a search of the CONSER database. The Group reaffirmed that the listing would exclude ephemeral newsletters. After the initial list has been compiled, we would seek the advice of the WESS Subcommittee to determine the inclusion of relevant titles. The target for completing the list is May 15.

It was also agreed that building a union list of German newspapers held by U.S. and Canadian libraries would be referred to the WESS Subcommittee. Such a union list would embrace the concept of identifying 15-20 major German newspapers. The Group acknowledged that it is impossible to collect local newspapers.
5. Discussion of List of German Government Documents Held by the Library of Congress and Agreement on Next Steps

Margrit Krewson distributed a series of printouts that show LC receipts. There was not enough time for an in-depth review of the lists, but the Group suggested that in addition to the information on specific titles received, there was a need for a structural list of the key German government agencies for which LC has substantial holdings. The discussion also underscored the complexity of locating and accessing German government documents in print. The need is to accelerate the portion of documents available in electronic form. As a key step in determining what documents are already available on the Internet, Sarah Thomas agreed to prepare a list of electronic servers for German political science materials.
6. Update on Project Funding

Winston Tabb reported that the application to the German Marshall Fund had been unsuccessful. Concern was expressed by staff at the Fund about the large amount of the grant proposal. We have since approached the German Marshall Fund with a smaller proposal. In addition, another grant application is pending at a foundation in Germany. Margrit Krewson noted that she was confident that the proposal would be funded and that the decision would be made by May 1. Discussion next centered on the question of the participation fee. It was noted that the major investment of participating libraries would be in the staff investment of time, and that a participation fee would be offset by long-term savings through improved access to German language materials. A final decision on the need for a participation fee will be made when the grant proposal has been successful.
7. Cooperative Opportunities with German Institutions

Jutta Reed-Scott reported on the meeting with Elmar Mittler, Director of the Niedersachsische Staats- und Universitatsbibliothek Gottingen. During the discussion on March 15,1995, Dr. Mittler proposed a pilot project for mounting digital files of government documents issued by the Niedersachsische Landesregierung. Using the soon-to-be established WebDOC server, the Niedersachsische Staats-und Universitatsbibliothek would create image files of selected classes of regional government documents and offer electronic access to project participant libraries. In exchange, he indicated an interest in obtaining materials in American Studies from ARL libraries.

There was unanimous support for exploring a pilot project, but Group members underscored the need to clarify the categories of materials that would be digitized. Members will send suggestions to Jutta Reed-Scott as soon as possible after the meeting. There was also interest in finding out in more detail what German libraries would like to obtain from ARL libraries that could be a basis for collaboration. It was agreed that Jutta Reed-Scott would draft a letter that would help to clarify expectations. Tony Angiletta noted that he would be in Germany in early May. During that visit he will talk further with Dr. Mittler about planning a joint pilot project along the lines that was discussed in Washington. Winston Tabb also advocated that exploration of joint projects encompass discussions with the Director at the Deutsche Bibliothek. He will contact Klaus Dieter Lehmann, Director General to arrange a meeting, if possible in connection with Dr. Lehmann's trip in early May.

It was also suggested that it would be useful to contact PICA to learn about the plans for implementing the PICA system in Germany. Winston Tabb agreed to follow up on this suggestion.
8. Discussion of Revisions in Project Work Plan and Process for Soliciting Project Participation

It was agreed that once the funding for the project coordinator has been assured that a letter would be sent to ARL libraries inviting their participation. Winston Tabb commented that the project will provide significant benefits through improved bibliographic control of materials, broader coverage, collaborative strategies in making materials available with concomitant cost avoidance. Two critical strategies are partnering with research institutions in Germany and expanding the availability of electronic resources.

The Group also agreed not to schedule a meeting until the project coordinator is in place.
9. Communications Efforts

While concerted efforts to publicize the project will await appointment of the project coordinator, a number of venues have been used to inform the library and scholarly communities about the project. Roger Chickering reported that had sent out a message to the H-German listserv. Since he did not receive comments he will resend the information. He will also include an article in the newsletter of the Conference Group for Central European History. ARL has sent summary information to AAU, the American Political Science Association, and
10. The meeting adjourned at 2:30p.m.

Summary prepared by
Jutta Reed-Scott
April 12, 1995