1. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 SLAC Library Advisory Committee January 25, 2007 1. Space issues in the Library 2. HEP/PPA Information Resources Summit May 9-12, 2007 3. Meeting with DESY to set up a MOU between the major photon science labs 4. New Library Committee members from Photon Science

2. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 Known facts Pulse will be moving to Bldg. 40 No specific size goals have been given All areas south of the corridor outside the Library have to move This includes TIS offices (none for the Library) for 7 staff (Pat Kreitz, Pat’s AA, Jean Deken (Archivist), & IMS staff, Stephanie Weitzenkamp, Sharon West, & Yasuko Weyhrauch)

3. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 Known Facts Also includes two dual purpose rooms used by the Library: Private meeting room for Library supervisors & their staff + storage Stanford University TV for viewing SU classes + storage & printers Suggestion is to move all offices and storage rooms into the Library area

4. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 Attitude of Library Management Library staff is excited—we will be at the heart of the new research at SLAC We will be able to serve this community in a very positive and productive way We will essentially become ‘embedded’ Librarians

5. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 Attitude of Library Management Good opportunity to rearrange & consolidate the Library to best maximize its use Gives us a chance to look at the Library in a new light and incorporate new technologies

6. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 Appoint Space Subcommittee First, appoint a subcommittee Steve Williams stated that all interested parties from the Lab should be welcome This should represent all user communities so the input has credibility

7. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 Subcommittee considerations Library committee charge the subcommittee to address the following questions and prioritize: Do in depth analysis of how the library will be used in the future, which the Library has done Look at what will be needed re Library staff to furnish needed statistics and analysis of What journals are online What journals need to be kept for browsing purposes Will onsite storage be required and, if so, how much Look at services and collections

8. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 Subcommittee considerations Look at areas in the Library that “take space” Reading room 6 Study carrels Lounge chairs Study area with table General interest displays Welcome foyer Look at equipment in the Library that “take space” 1 Printer 2 Photocopiers 3 Public computer terminals Microfiche/film reader

9. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 Subcommittee considerations Look at services in the Library that “take space” Circulation/first line reference desk Ability to browse books Ability to browse journals Ability to browse standards Individualized service Interlibrary loan

10. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 Subcommittee considerations Look at collections in the Library that “take space” Books Journals Abstracts Reference books New book displays Current journals in reading room Standards Paperback exchange Microfiche and microfilm Videos/DVD’s

11. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 Subcommittee considerations Look at office areas in the Library that “take space” Book Acquisitions area, incl. receiving and storage for received boxes Shelving for books to be catalogued Journal Acquisitions, incl. receiving, routing, and storage End Processing of books area Journal routing area Reserve Collection of books Equipment lending storage area Fax Machine Photocopier Printer Filing cabinets

12. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 Subcommittee considerations Look at office areas in the Library that “take space” Mail room Small kitchen sink Refrigerator Staff meeting room Storage for supplies Book trolleys with returned books Book trolleys with new books Binding area 11 desk areas for Library staff—1 is at front desk 2 desk areas for visitors and part time staff

13. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 What the Library perceives as requirements…….. A meeting room for the Library Staff Private office for Ann Redfield, Library Manager Private room for other supervisors to meet with staff Two storage rooms will be lost so will need additional storage in new design or somewhere on campus

14. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 What the Library perceives as requirements…….. Retain the prominent reference and reception desk of the Library The Library had 714 walk-in users in September 2006, of whom 293 had reference questions for the staff. Preserve the reading room for current journals. May keep back issues of monthly journals in shelving up to a year—may need more shelving purchased Preserve the ability to browse books Preserve the ability to browse conference proceedings

15. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 What the Library perceives as requirements…….. Most journals are online and therefore, the print copy would be the 1 st to go However, some would need to be kept for browsing if not online Preserve some quiet work spaces, with both carrels and lounge chairs for reading Provide a separate, soundproofed multimedia space for viewing video material (SU classes) shared with a microfiche reader and other nonstandard Library equipment

16. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 What the Library perceives as requirements…….. Preserve the welcoming foyer of the existing Library Preserve reading table Preserve the public terminals Preserve photocopier and printer

17. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 Contingencies & Assumptions Extra staff hours to weed journal collection Offsite storage will need to be funded on an annual basis, if used Or storage will need to be found onsite No. of office spaces needed in the Library, i.e. all the “south of the corridor” TIS people?? This will affect the outcome

18. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 Action plans Appoint a subcommittee Ask for other interested parties Contact Steve Williams re setting up appt with the architect Conceptual plan due to Space Committee by end of February

19. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 Other agenda items Trip to DESY, CERN Sept 2006 PPA Information Summit SPIRES Collaboration Meeting MOU with DESY re Photon Science— considering other Photon labs, e.g. Japan’s Spring 8, Jefferson Lab FEL, & Argonne Lab New Library Committee members from Photon Science

20. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 SPIRES-HEP Collaboration Meeting May 9, 2007 Tuesday night, May 8th SPIRES-HEP Collaboration members arrive. FNAL, SLAC, DESY Wednesday, May 9th SPIRES-HEP Collaboration members meeting, i.e. FNAL, DESY, U. of Kyoto, & Durham

21. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 PPA Information Summit May 10-12, 2007 Wednesday, May 9th PM-- Attendees arrive. Thursday, May 10th Morning Welcome -- Persis Drell (SLAC PPA Director) AM—Stan Brodsky (SLAC Library Advisory Committee) as MC Invited scientists give talks about the future of their field and their future information needs/wants. Lunch Break PM—Talks from participants 10 minutes with 5 mins. discussion SLAC, FNAL, U. of KYOTO, DESY, DURHAM, ADS, Cornell/arXiv, PDG, CERN, and JaCOW. In addition possible ten minute presentations by APS, IOP, JHEP, PhysMathCentral, and Elsevier Evening Recap of days talks and small unstructured discussion period Group Dinner

22. Ann Redfield, SLAC Library Advisory Committee Meeting 01/25/07 HEP Information Summit May 10-12, 2007 Friday, May 11th AM—Brainstorming session to identify: Scientists' ideas about the future of information resources Providers' ideas about the future of information resources Gaps—what are we not thinking about but should be? Lunch Break PM—Consolidation of ideas and generation of action items Prioritizing goals/action items Define working groups and partnerships Next steps Group Dinner (if enough interest) Saturday, May 12th AM - Conclusions Review action items from previous day Agreements to be drawn up Tasks Plan next meeting