OCLC Canada Advisory Council: Conference meeting minutes -February 2nd, 2009


Daniel Boivin, Director, OCLC Canada

Bill Maes, University Librarian, Dalhousie University

John Teskey, Director of Libraries, Univ. of New Brunswick

Elizabeth (aka Beth) Barlow, Chief Librarian, Surrey Public Library

Bruce Crocco, Executive Director – Global & Segment Marketing, OCLC

Hélène Roussell, Directrice générale, Direction générale de la diffusion, Bibliothèque et Archives nationales

Ernie Ingles, Vice-Provost, University of Alberta

Ingrid Parent, Assistant Deputy Minister, Library and Archives Canada, Documentary Heritage Collection Sector


Pam Bjornson, Director General, CISTI.

Submitted Agenda:

  1. Update on the Americas Regional Council and discussion regarding Beth’s presentation to the May Members Council meeting on “Libraries in Canada
  2. Review the minutes of the October OCAC meeting (update, questions)
  3. Review of Members Council agenda for the February meeting (includes governance study) ( Click here to view)
  4. WorldCat Copyright Evidence discussion with Bill Carney, OCLC
  5. Changes to the Charter
  6. CLA activities
  7. Other business
  8. End of the meeting

Note: The following minutes capture the essential components of the meeting. Action items are listed at the end of the minutes.

1. Update on the Americas Regional Council

Beth started her explanations by sharing the following data:

  1. The transition committee is made of delegates from Trinidad (LAC), Canada and US.
  2. One of three (3) Regional Councils. The two others are Asia Pacific and Europe, Middle East & Africa.
  3. Mandate is to promote, expedite information flow and facilitate the execution of OCLC’s business plan.
  4. In the future, the ARC will elect the delegates to Global Council. It is proposed that Canada has a minimum of three delegates on the Global Council to best represent OCLC membership across the country (west, central and east).
  5. The distribution for the other regions of the Americas Council is proposed to be as follows: a minimum of twelve (12) delegates is required from the US, two (2) from LAC and two (2) from memory institutions (Archives, Museums, Historical Societies).
  6. These minimums were developed based on actual totals on Members Council and taking into account how regions are represented in a given country/territory. Ex: Canada known as having West, East and Central.
  7. Americas Council officers will be constituted of the chair, vice-chair and secretary, as well as four (4) delegates at large (one (1) from Canada, two (2) from US and one (1) from LAC).
  8. The nominating committee for the Global Council’s (GC) and ARC Executive Committee elections will be made of three (3) from the US, one (1) from LAC and one (1) from Canada. It is expected that everybody could vote for all the delegates but nominations and ballots may be set up to ensure the sub-regional representation that ARC is hoping to have. Further discussion is required on this topic.
  9. Pat Wilkinson, Univ. of Wisconsin is the Americas Council chair until June 2010.
  10. The executive committee will be composed of the transition team until 2010.
  11. Global Council will first be made of Member Council delegates (until 2010 for Beth and John). Eighteen (18) of them will run until 2011 as their term do not expire before then. There will be elections for Global Council likely for terms beginning in July 2010.
  12. Travelling expenses for the Regional Council meetings will not be covered by OCLC (there may be funds if the individual is on the executive committee, depending on the level of funding the ARC receives). Consequently, RC executives have discussed having the annual meeting of ARC near a major activity like an ALA meeting. Teleconferencing is another approach considered.
  13. Global Council will meet annually. GC will continue a lot of duties already started by Members Council at the start of FY2010.
  14. Beth will get the ARC document out to OCAC members as soon as it is ready to share.
  15. What is the OCAC status with all these changes? OCLC and Members Council have no problem with the group continuing its activities. It is often referenced to by other regions and group as a great way to be closer to the membership in specific regions of the world.
  16. Beth Barlow will be presenting to Members Council in May 2009. Theme is “What is special about libraries in Canada” and/or “What are the most attractive aspects of OCLC for Canadian libraries?” Daniel Boivin will assist Beth in building the presentation. Ms. Barlow is also requesting suggestions from OCAC members on topics such as: national collaboration, bilingual needs, OCAC, library pictures, etc.).

2. Review last minutes

  • Helene Roussel will submit four (4) changes to Daniel Boivin.
  • Ingrid Parent asked how OCLC was responding to the arrival of RDA and how we were encouraging our members to implement it. Additionally, Ms. Parent wants to know if OCLC is interested in distributing online the RDA and if we are, how could this be done?
  • All action items from the previous fall meeting were completed.
  • The minutes are accepted assuming they will include Helene’s changes.

3. MC Agenda

The group asked to receive the instructions to attend the virtual MCV meeting on Febr. 9-11. Since the group had already been presented with the RC and GC updates, only a few other points were raised:

  • Additions to the FirstSearch Base Package: OAIster, start up CONTENTdm license, Archived grid and CAMIO.
  • A brief update on the migration of FirstSearch databases to the WorldCat.org platform was provided.

4. Changes to the Charter

OCAC addressed this item before the WorldCat Copyright Evidence one since Mr. Carney had not joined the call yet.

As a follow-up activity from the fall meeting, two scenarios were presented to OCAC in order to introduce the notion of making CISTI and LAC “ex-officio” delegates on OCAC. The OCAC members preferred the second scenario but it was decided to review it in light of the following information:

  • BAnQ should also be added as “ex-officio” to OCAC and all members present agreed.
  • It was indicated that ex-officio members do not have voting rights. Consequently, OCAC members felt that this was then not the proper naming convention to use. Bruce Crocco proposed to use the expression “permanent assignment” for LAC, CISTI and BAnQ.
  • OCAC requested that Mr. Boivin rephrased the clause (first option submitted) and submit it by email for approval by the Council.

5. WorldCat copyright evidence

Bill Carney, Content Manager at OCLC, discussed this project with OCAC members. Here are the highlights of this talk:

  • The WorldCat Copyright Evidence Registry (CER) is a community of people, libraries, and other organizations working together to discover and share information about the copyright status of books.
  • The Copyright Evidence Registry uses cooperation to help reduce the time and cost of copyright status investigations. It lets you and others in the Copyright Evidence Registry community share your evidence and work results and build consensus about best practices. Through cooperation, the community can address orphan works and other critical copyright issues more efficiently and effectively.
  • Bill acknowledged with gratitude the support of Microsoft during the development of the pilot.
  • U.S. copyright law is complex, but many believe that books published within the U.S. prior to 1923 may possibly be in the public domain; however, each case is unique and each library should make their own decision based on the data available to them. OCLC looked at WorldCat and found that approximately 1.6 million records represent books published in the U.S. prior to 1923.
  • Years 1923 to 1963 represent a “Black hole” for the field because while all of these books must be considered as in copyright, there is a possibility that their copyright was not renewed. Due diligence should be completed to determine the status if these books, and that is what the CER was designed to assist librarians with. As copyright status investigations are in process and completed, sharing the findings with other libraries could help them to make their own determinations. In WorldCat, this represents more or less 2 million records/titles.
  • Access to the CER is available freely at www.worldcat.org/copyrightevidence.
  • Cataloging members can use their Connexion cataloging authorization to log in. Users can also use their free WorldCat.org authorization, or for full pilot access, can request a full authorization from Mr. Carney.
  • The project is going well with the partners we have but there is room for improvements.
  • How OCLC does the CER registry compare with the book rights registry? They are both related as Google said they would share their information. The BRR is focused on the books that have been scanned by the Google Book Search program, while the CER is a tool for librarians and interested parties to share what they know about the copyright status of books they are interested in.
  • What if the information provided by libraries was wrong? OCLC has a set of terms and conditions and clearly states that this is not a legal database. The CER is not a database of assertions, but a database of knowledge. The Copyright Evidence Registry does not provide conclusions or assertions about the copyright status of a book. Instead, it provides the information, tools, and community to help someone conduct her/his copyright status investigation and form her/his own conclusions.
  • University of Michigan is one of the ten (10) pilot examples in this project.
  • A library can contact Bill Carney to participate in the pilot, which will continue until the end of this coming June.

6. CLA activities

Daniel Boivin provided an update on what is presently scheduled during CLA in Montreal

  • OCLC Symposium on “The New World of Metadata”. Two (2) speakers have agreed to present: Ted Fons, OCLC, Director, WorldCat Global Metadata Network, Joel Sammerlin, Deputy Director, Information Standards, The Associated Press. We are searching for a third candidate. We have approached someone from the Library School of the U of Montreal. Apparently, there might also be a lady in the east end of New Brunswick that could be a good candidate based on John Teskey’s memory. Mr. Teskey will try to find her name.
  • OCLC was also accepted to present the results of the most recent market survey on “Funding Awareness” but date and time not fixed yet. George Needham will be the presenter.
  • OCLC Canada is considering possible activities (visit, training, presentations) at its new office in Brossard.

7. Other business

Next conference call meeting will be on May 13, from 1h pm to 3h pm.

8. End of the meeting.

Actions required from this meeting Responsibility
1. How is OCLC responding to the arrival of RDA and how are we encouraging our members to implement it. Additionally, is OCLC interested in distributing online the RDA and OCLC is, how could this be done? Bruce Crocco
2. Instructions to attend the virtual MC meeting on Febr. 9-11. Daniel Boivin (done)
3. Rephrased the charter based on the recent changes and comments and submit it by email for approval by the Council. Daniel Boivin
4. Find the lady’s name from New Brunswick that could be a good candidate to present during the CLA Symposium. John Teskey