Scenario 7: Resource Sharing in a Special Library Group members: Barrett Gordon Danielle N. Kramer Wade Stewart

Create a Chicago Art Library Consortium  Bring together resources that enhance and promote the history and current scene of the arts in Chicago  Incorporate a broad spectrum of “the arts” including fine art, architecture, film, music, performance.

Chicago Artists Alliance Libraries  Consolidate unique digital materials and generate savings by sharing costs of common databases  Enhance and facilitate an increased circulation of book and paper collections between consortium members showcasing Chicago artists  Create a digitization project featuring the special collections of each consortium library highlighting the Chicago arts in one centralized resource

Chicago Artists Alliance Libraries Founding Members  Diebenkorn Fine Arts Library  Reinhardt Library of Music  The Werner Herzog Libraries for Film, Television, and Theater Studies

Diebenkorn Fine Arts Library  The Diebenkorn is a large modern and post modern fine arts and architecture library that contextually supports their parent museum

Diebenkorn Fine Arts Library Strengths  Fine arts and architecture resources  Strong Chicago outsider art special collections  The location next to museum and pre-existing interlibrary loan policy with regional art libraries generates visibility and connectivity

Diebenkorn Fine Arts Library Areas for Growth  Effectiveness in creating interdisciplinary connections between artists, and connecting artists with resources  Film, music, and new media arts

Diebenkorn Fine Arts Library Access  Open to the general public Circulation  All materials are non-circulating with the exception of interlibrary loan materials, which must remain on-site at host library location

Diebenkorn Fine Arts Library Proposed Role in the Consortium  Hub library  Database consolidation  Website design and host

Reinhardt Library of Music  Medium sized library dedicated to the research, study, and enjoyment of music spanning various genres and musical cultures serving the University’s School of Music and other departments with a music component

Reinhardt Library of Music  Collection includes popular American music, film scores and soundtracks, jazz, and classical music on a variety of formats such as vinyl, CD, and digital  The Special Collections house books, manuscripts, musical scores, and sheet music  The Jazz Musicology Archive collects recordings and videos of Jazz from North and South America, Europe, and Africa

Reinhardt Library of Music Strengths  Rich collection of Chicago Music spanning a variety of genres  Accompanying music history archive  Over 85% of the Collection has been digitized

Reinhardt Library of Music Areas for Growth  Lacks film supplement to film scores collection  Collection is limited to a mostly musical audience

Reinhardt Library of Music Access  The Library is open to all students, faculty, or staff, and the community at large  Check out of materials limited to students & faculty Circulation Policy  With the exception of any rare items in the specialty collections, the library circulates most materials

Reinhardt Library of Music Role in Consortium  Oversees purchasing of physical collections  Manages interlibrary loan policy  Primary organizer of special events

The Werner Herzog Libraries for Film, Television, and Theater Studies  Film, television and theater library and archives that support a large university with a prominent film, television and theater program and an affiliated museum that covers the history of film and television and a performance art center

The Werner Herzog Libraries for Film, Television, and Theater Studies  Film archives house 8mm, Super8mm, 16mm, and 35mm films  Cover a broad history of avant-garde and experimental films  Features student films of the university program and other regional films and filmmakers  Special collections include scripts, posters, stills, and other ephemera

The Werner Herzog Libraries for Film, Television, and Theater Studies Strengths  Film, television and theater history, history of contemporary art Areas for Growth  Narrow coverage of art history, history of music

The Werner Herzog Libraries for Film, Television, and Theater Studies Access  Students, faculty, staff and alumni of the university and museum Circulation Policy  Materials are circulating with the exception of archives and special collections

The Werner Herzog Libraries for Film, Television, and Theater Studies Role in Consortium  Write grants to fund the CAAL digital collection  House the digitization process for all consortium libraries  Hosts special screening events

Mission Statement  Our mission is to create a consortium showcasing Chicago artists, performers, and filmmakers and their history, bringing together resource materials and creators in the community, increasing access and awareness of local collections, and creating a partnership between institutions that represent the widest possible vision of the local arts community

Project Goals  Consolidate databases to share each library’s unique material and save on common materials  Purchase materials to culminate a physical collection devoted to Chicago artists  Promote circulation of new and existing materials through interlibrary loan  Digitize items from special collections and archives that highlight Chicago arts to create an online digital library

Database Consortium

Access  Databases only available to the public onsite at any of the three library locations

Collective Book Buying and Sharing Advantages of group purchasing  Availability of special group discounts which raises our purchasing profile on all levels  Cost sharing frees up funds for physical collections  Cooperation amongst libraries will benefit users and provide for strategic alliances with our shared physical collection

CAAL Interlibrary Loan Policy  Serves to circulate new and existing collections pertaining to Chicago Artists  Circulates items such as research materials, books, CDs, etc.  Distributes film, music, and digital art surrogates through consortium website  Excludes Special Collections from circulation

Digitization of Archives and Special Collections  Digitize items from special collections and archives that highlight Chicago arts  Digital images, sound bytes, film, artists books, manuscripts, etc.

Digitization of Archives and Special Collections  Apply for Digital Imaging Grant Offering from the FY09 Library Services and Technology Act  hat_we_do/lsta2009.html hat_we_do/lsta2009.html  Option 3: To Digitize a Significant Collection  Illinois State Library seeks to fund projects that will increase Illinois citizens’ access to local history and cultural material in digital form

Grant Requirements Must explain the importance of the collection  We aim to bring rare and one of a kind objects from our fine arts, architectural, music, and film collections together in a digitized collection to create a comprehensive look at Chicago’s arts history and allow international access to digital surrogates of this work to encourage scholarly study of our city’s creative legacy  Increase access to Chicago arts archives and special collections  Increase visibility  Facilitate scholarly research

Timeline  5/12/09: Application deadline  9/09: Grant Awards announced  10/1/09: Grant activities begin  8/15/10: All funds expended. All grant activities end

Funding of CAAL Digital Collection  Grant monies will help fund salaries and supplies used in initial digitization process  Digitization will take place onsite at the Werner Herzog Libraries  Digital Collection will be hosted on the CAAL website maintained by Diebenkorn  Consortium members agree to dedicate a portion of their budget to maintain CAAL website and digital library

Final Products  CAAL Website  Strengthened partnerships between institutions that support the Arts in Chicago  Educational programs and monthly events for the development and support of CAAL

CAAL Website  Introduction, mission and goals of CAAL  One-stop searching and loaning of all consortium members catalogs and databases  New digital library of Chicago arts archives and special collections  Schedule of CAAL events and educational programs  Links to affiliated institutions

Project Promotion  Grand opening with Chicago artists, performers and filmmakers as guest lecturers to promote Chicago Arts Resource Consortium  Each library hosts a calendar of events that promote and support CAAL  Each location incorporates educational components to help patrons discover and utilize CAAL