Minutes
Fall Meeting
October 29, 1999
Columbia University, New York

Present: F. Acosta-Rodriguez, A. CarreÑo, E. Flores, F. Fonseca, P. Graham, D. Hibay (Chair), J. Holub, P.T. Johnson, Lourdes Vasquez, C. Rodríguez, L. Shirey, P. Stern, D. Waller (recording).
Absent: D. Block, D. Hazen, E. Lozano.

David Magier, Director of Area Studies, at Columbia also attended a portion of the morning session.

Denise Hibay welcomed members and asked everyone to introduce himself or herself as there were a few first time members present.

Minutes from SALALM 1999 LANE meeting were approved.

Agenda item: LANE Webpage
Fernando reviewed the reorganization of the page according to what was agreed upon at SALALM meeting. The newspapers union list has been updated with new information and links to free access to papers and magazines were available. Preservation project information was also added to the webpage.

Agenda item: Unionlist/Newspapers
Need to update/clean up. Decided to divide the list by country amongst members for clean up (and where possible according to ARL assignments). Each member will have the following responsibility for assigned country(ies):

Action item: Review all titles listed for the each country for accurate information including:
1) If ceased publication;
2) verify/add place of publication, beginning date, frequency, whether microfilm exists for title;
3) record "free-access" web version address for applicable titles;
4) add any new titles that would seem important for inclusion in the Union list.

Reminder that Union list is intended to record newspapers, news magazines, and business/finance/economic magazines (no annuals, no central bank pubs, no gov pubs)

Country assignments:

Columbia - Brazil
Cornell - Ecuador, Peru
Harvard - Colombia, Spain
NYPL - Argentina, Venezuela, English-Speaking Caribbean, Cuba, Haiti
NYU - Mexico
Penn - Portugal
Pitt - Bolivia
Princeton - Chile, Honduras, El Salvador
Rutgers - Panama, Costa Rica
UConn - Dominican Republic, Paraguay, Uruguay
UMass - US, Britain
Yale - Puerto Rico, Nicaragua, Guatemala

Action item: Editing/additional information is due to Fernando Acosta by March 15, 2000. Fernando will update the information on the webpage by March 30, 2000. Each member will then check their holdings against new list by SALALM 2000.

Some sources which can be helpful for review:
Newspapers in Microfilm (LC publication)
Princeton currently received serials database at: telnet://Library.princeton.edu:4005
(Example search: "fin cp argentina" will retrieve all published in Argentina.)

Action item: Edmundo Flores will create an updated list of titles from LC being filmed by Montalvo and by LC.

Libraries currently purchasing film from Montalvo:

Yale - 3 titles
NYPL - 3 titles
Harvard - 3 titles(?)
Pitt - 2 titles(?)
Cornell - 3 titles(?)
LC - all titles

Questions: Could LAMP purchase film from Montalvo for member use? Could this provide financial assistance to keep operation going? Why do National Libraries in Latin America not buy film? Is there a market there? Are funds the only issue or is it lack of future planning regarding microfilm preservation or lack of viewing equipment, or a combination of some or all of these factors depending on country?

Agenda item: SALALM Newspapers Task Force
Created at Nashville. Members include D. Hibay, C. Rodriguez, E. Flores, Adan Griego, R. Phillips, D. Hazen, David Block, Jana Krantz
Mission - Review what Latin American newspapers currently being received and preserved; investigate CRL program, ICON project, and Montalvo filming in relation to the above objective. Questions: Can SALALM support this task force financially? Can this task force become a grant writing arm of SALALM seeking funds to preserve the intellectual content of these newspapers?

Regarding newspapers the following additional information was offered:

LC has lost all of its collating staff. This is why newspaper filming has ceased. Still have photoduplication division/staff who now do not have enough work given lack of collators. LC talking about outsourcing collating to be filmed back at LC. Scholarly Resources marketing LC film and dealing with all orders. LC photoduplication division does the filming for orders.

Agenda item: LANE listserv
Denise referred to David Block's e-mail notes regarding addresses and listserv. LANE extends thanks to David for establishing and maintaining consortium listserv.

Other thanks extended: The group also extended thanks to Fernando Acosta for designing and maintaining the LANE webpage. Denise encouraged all of us to direct our administrators to view the page.

Thanks were also extended to Pamela Graham for hosting our Fall 1999 meeting at Columbia as well as for compiling and directing the government documents list project.

Agenda item: Chair succession
A special and enthusiastic thanks was extended to Denise Hibay for her many long years of dedication and hard work as Chair of LANE for the last 6 years. Denise is stepping down as chair after of SALALM 2000 meeting.

A motion was proposed and passed to change the term of LANE chair from 4 years to 2 years. LANE Statement of Purpose will be revised to reflect the change.

Regarding selection of a new chair, Denise will receive self-nominations and other nominations (via e-mail, phone, whatever) for next chair. Denise will appoint a new chair from those nominated (those folks NOT self-nominated will be contacted by Denise before appointment). New Chair will begin with Fall 2000 meeting.

Agenda item: Government documents
Pamela distributed the list of gov doc holdings by institution (for those who reported). The list will NOT be mounted on the web reversing a decision made at SALALM. Member institutions are encouraged to pay increased attention to gov docs as part of their ARL assignments. The list reflects only current holdings not retrospective which some folks see as limiting. Recording retrospective holdings would be an overwhelming task - no plan to attempt. Reminder that GODORT list was used as basis for LANE lists - GODORT list is selective not complete.

Decision made to consider the listing done for now. Gov docs will remain an ongoing agenda item for meetings where we will share information about new titles, cancellations, etc.

Question: What is held at Law Libraries at our institutions? We could attempt to find out but all agreed that this could prove a very difficult task - also issue of access to Law Libraries which is often difficult for even affiliates of the same institution!

Action item: Lynn Shirey has compiled a list of official gazettes from Latin America received at Harvard. She will share this list with the group.

NYPL sent all their official gazettes to CRL. Denise will share the list of what sent to CRL with the group.

Joe H. distributed a list of websites that correspond to gov docs list for Chile. Previously Joe has compiled lists that correspond to the Mexico and Dominican Republic lists.

Action item: Peter TJ and Frank Fonseca will report on regulatory agencies in L.A. for SALALM meeting.

Agenda item: Electronica
Obsolete hardware/software - Is anyone converting? Some reference works, etc. no longer readable. Are any institutions thinking about this in an organized way? If any institution initiates discussion, forms committees, or develops procedures dealing with conversion they will share with LANE.

New databases - Talked about full text journal locators that enable folks to discover what journals are available full-text to clients of given institution. UConn has developed a locator that will identify all full-text journals from Academic Universe, Dow Jones, Infotrac, JStor, Muse, etc. Other libraries have also developed such databases. Or is the OPAC the solution? Number of titles and instability of the large aggregators would cause nightmares for cataloging staffs. Talked a bit about how to deal with instability of aggregators - are we now risk managers? Perhaps we can ask the SALALM Electronic Resources committee to place this issue on their agenda for discussion.

Netlibrary - E-books - Columbia/Cornell/Middlebury/?? Consortium developing a library of electronic books. Will be one user at time. Allows printing of a few pages at a time (5). The cost will be per access. The lease will need to be renewed annually. The idea is to create an electronic version of similar to those rental collection of popular materials (e.g. McNaughton)

Borrow Direct - Yale/Columbia/Penn - will use a server to combine catalogs and provide patron initiated requests.

Agenda item: Videos
NYU Video consortium - will lend. Contact Angela if have problems borrowing. She will be updating the list soon. Instituto Cervantes also lends to members. Not expensive to join. UPS will deliver to your doorstep.

Agenda item: Preservation
NYPL, Latin American Collection received an NEH grant to microfilm monographs, pamphlets, journals for 1800-1950 (just L.A. historical materials - no literature). Almost $1,000,000.00; 2 yr grant; high production rate. This is the first round. Second round will address other time periods and formats. Approx. 11,786 volumes total to be filmed. Fernando is selecting materials to be filmed (by country and decade) Decision to film also depends on brittleness and whether already filmed. Statistics on hit rate for items already available in film will be reported at SALALM 2000 ( So far for Peru rate is 50% already filmed. Sample of the pamphlet collection searched yielded a 33% hit rate for existing microfilm - most found at Yale and Princeton). Copies of filmed monographs will be available for sale through NYPL. We also discussed the issue of what is considered a "rare book". This has become an issue in the NEH filming - if they find a pre-1850 imprint should it be cut and filmed and tossed or preserved?? We discussed the practice of defining rare books for Latin American according to history of printing in individual countries. Yale has internal list of "rare" dates for each L.A. country. Cesar will share that list with LANE.

Who is doing preservation photocopying? UConn and UMass on case by case basis, Princeton outsourcing quantities of materials for preservation photocopying based on comprehensive review of materials in collection.

Action item: Peter T.J. and Frank F. will distribute a list of serials at Princeton to be filmed by Scholar Resources.

Agenda item: Cooperation
Slick posters - LC thinking of purchasing a portion ; Yale interested in purchase of the Mexico portion ; UConn is a potential site for portion also.

LC has a project proposed to digitize posters in their collection. Other institutions are interested in collaborating with LC to digitize more. Members will evaluate poster holdings at respective institutions for potential inclusion in the project.

Off-Site Storage - Columbia/Princeton/NYPL have established a joint off-site storage facility near Princeton. A document was distributed which describes building and operations, planning, and progress.

Agenda item: Institutional announcements
Lynn Shirey has a new position at Harvard - that of ½ assistant to Latin American bibliographer (Dan the Man)

NYU - Director of Collection Services is retiring. Angela has been asked to serve as interim Director.

Yale - AUL for Technical Services will not be replaced for two years. Cesar has been appointed Coordinator of Area Studies for the next three years.

Princeton - engaged in a project to digitize images (e.g., squatter settlements, sugar cane cultivation) to be used in graduate and undergraduate curriculum.

UConn recently accepted two large gifts: 1) A collection of primarily Puerto Rican literature mainly from the 1970s and 1980s. 2) A collection numbers over 1000 volumes. Also a collection of approx. 4500 case files for Central and South American, and Caribbean refugees serviced through the New Jersey office of the IRC between 1980 and 1998.

Princeton is interested in shipping duplicates to Latin American countries. Others also expressed interest. Some folks have names of institutions in need, and contact people. Lynn Shirey will coordinate compilation of a list of places and contact people.

Yale, NYPL, and LC have all purchased the IDC Labor History journals microfilm collection. OCLC may be providing item level cataloging for this collection.

Princeton Theological Library bought the Presbyterian Church in Latin America film set.

LC will complete the purchase of the CEDOC collection. Princeton also has this collection.

Agenda item: SALALM panels
David Block is pulling together a panel on Andean archeological resources in collections around the country. The panel will highlight research trends, new findings, collection strengths.

Darlene W., Peter Stern, and Fernando Acosta will form a panel to highlight collections at UConn, UMass, and NYPL. Darlene will present content analysis of Andean newspapers (particularly Bolivian) in the Latin American newspapers collection at UConn. Peter will present analysis of the Lewis Hanke microfilm collection of Andean (Peruvian) materials filmed from the Archivo General de las Indias. Fernando will present progress and findings for Andean materials searched for inclusion in the NEH preservation project including % of materials already on film, who filmed, who owns, availability, etc.

Jo Holub is developing a panel relating to government documents.

The meeting adjourned at approx. 4:30.

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