IFLA SECTION ON BIBLIOGRAPHY, Standing Committee meetings, Bangkok, August 1999 - Minutes

FIRST MEETING, Saturday 21 August, 12:00-14:50

1. Welcome and attendance

Werner Stephan (Chair, Germany), Francoise Bourdon (Secretary[Treasurer, France), Kirsten Waneck (Information Coordinator, Denmark), John Byrum (USA), Matjaz Hocevar (Slovenia), Talbott Huey(USA), Sumana Jayasuriya (Sri Lanka), Unni Knutsen (Norway), Eeva Murtomaa (Finland), Retha Snyman (South Africa), Eva Tedenmyr (Sweden), Cheng Huanwen (China, corresponding member)

Apologies from:

Marcelle Beaudiquez (France), Barbara Bell (USA), Maria Calabresi (Italy), Pilar Dominguez Sanchez (Spain), Joao Goncalvés (Portugal, retired), Anne Langballe (Norway), Bohdana Stoklasova (Czech republic), Tamara Vasilieva (Russia)

Observers:

Helen Jarvis (School of Information Systems, Technology and Management, Sydney, Australia), Nakamura Yumi and Yasukawa Erni (Cataloguing Department , TRC Library Service Inc., Tokyo, Japan)

The list of SC members was circulated and each member checked his/her address. The updated list is given as Appendix I.

2. Adoption of the agenda

3. Minutes of the previous meeting and matters arising

4. Reports

The Section had 3336,89 French Francs in August 1998, spent no money during the year, received no money from IFLA Headquarters, and has the same amount in August 1999. Administrative expenses are supported by the officers' institutions (Bibliothéque nationale de France, and especially the Universitaetsbibliothek Stuttgart which took in charge the Newsletter of the Section).

Review of the Section activities 1998-1999 :

Francoise Bourdon prepared the annual report of the Section which is printed in the booklet 4 and available on IFLANET http://www.ifla.org/VII/s12/annual/ann99.htm. printed copy can be sent to the members on request. Werner Stephan presented the 2 issues of the Section Newsletter circulated in March and July 1999, and asked members for contribution for the next issues.

Kirsten Waneck reminded the SC regarding procedure to follow for having documents on the web site of the Section on IFLANET : she is the right person to contact first. During the Conference a meeting of the information coordinators is planned to improve the process.

Report from the Coordinating Board meeting :

Werner Stephan reported on the last meeting of the CB which took place on Friday 20 August. Some practical information was given about the opening session, the evaluation form, the simultaneous translation, the meetings planned during the conference for the newcomers and for the new officers, the new procedure to obtain booklets free of charge.

A short report of the Spring meeting of the CB held in Paris was made by Francoise Bourdon, specially to mention the creation of a new working group under the auspices of the Division and of the UBCIM Programme : the FRANAR working Group (Functional Requirements And Numbering of Authority Records). F. Bourdon was asked to chair this Group, which will have its first meeting during the Bangkok Conference.

5. Bangkok Programmes

• Sunday 22 August, 9:30-11:30 : FRANAR Working Group

• Monday 23 August, 9:00-10:25 : Open Forum of the Division, followed by a coffee party to welcome thc new members of the standing committees of the 3 sections of' thc division.

• Tuesday 24 August, 15:30-17:50 Open Forum of the Section on Bibliography

• Thursday 26 August, 9:00-13:00 Joint workshop of' the Section of National Libraries and of the Section on Bibliography.

• Friday 27 August, 8:30-10:20 : SC Il of the Section on Bibliography

6. Election of SC officers for the period 1999-2001

Kirsten Waneck agreed to continue as information coordinator and was warmly thanked.

SECOND MEETING: 27 August 1999, 8:30-10:20

Present

Werner Stephan (Chair, Germany), Francoise Bourdon (Secretary/Treasurer, France), Kirsten Waneck (Information Coordinator, Denmark), John Byrum (USA), Matjaz Hocevar (Slovenia), Talbott Huey (USA), Sumana Jayasuriya (Sri Lanka), Unni Knutsen (Norway), Eeva Murtomaa (Finland), Retha Snyman (South Africa), Eva Tedeninyr (Sweden), Cheng fluanwen (China, corresponding member)

Observer:

Barbara Tillett (USA)

7. Review of the conference

7.1. Joint Workshop organized by the Section on bibliography and by the Section on National Libraries on the theme "Electronic publications and (national) bibliographies".

Werner Stephan reported on this well attended workshop. He introduced the session with his paper entitled "Problems arising : introduction to the theme". This introduction will be included in the next Newsletter of the Section. J. Byrum presented a paper on "Integration of Electronic Publications in bibliographies : report of a survey conducted in May-June 1998". This survey was briefly presented to thc SC members during the SC meeting in Amsterdam (see minutes of this meeting on IFLANET http://www.ifla.org/VII/s12/mom/min98.htm. John Byrum's full paper is also available from IFLANET http://www.ifla.org/IV/ifla65/Papers/124-153e.htm. Thc WS was a success but W. Stephan mentioned that it would have been better to have some publishers of electronic resources in attendance.

7.2. First meeting of the FRANAR Working Group

Francoise Bourdon reported on this fruitful meeting thc goals of which were having the terms of reference, the tasks and the methodology of work approved by the participants. The minutes of this meeting are attached as Appendix 2.

7.3. Meeting of the metadata working group

This WG is under the umbrella of the Section on cataloguing, but Eeva Murtomaa represents the Section on bibliography. Eeva reported on the meeting : the goal is to compare different standards prepared by different national libraries in order to define a core information. For example are compared : USMARC, Dublin Core, CIMI (Consortium for the Computer Interchange of Museum Information), VRA (Virtual Resources Association), TEI (Text Encoding Initiative), EAD (Encoded Archival Description), GILS (Government Information Locator Service), DGM (Digital Geospatial Metadata), etc. For each type of metadata is registered information about how title, coverage, description, rights, subjects are managed. A document circulated during the meeting of this working group is given as Appendix 3 "Subject data in the metadata record".

8. Current projects and future activities

• Section of National Libraries : for recommendations 1, 2, 4 and 20. lt is also necessary to have thc Functional Requirernents for Bibliographic Records well understood by the decision-makers in this type of institutions. B. Tillett could help at the Division level.

• Section on Government Information and Official Publications : recommendation 18

• Section on Information technology : recommendation 15

• Division of Regional Activities : recommendation 17. Perhaps a joint workshop with this Division could be useful to approach the problem of national bibliographies in developing countries.

• UBCIM Programme : recommendation 19

• FRANAR working group : recommendation 14

A new project on Effective Bibliographic Services could be promoted by the Section on bibliography : using the criteria recommended by the ICNBS, this project will identify those national bibliographies which meet these standards in order to commend them and to promote them as examples for others. A determination of those national bibliographies which do not meet those criteria would enable the Section to offer suggestions and assistance for improvement to agencies responsible for them. Anne I-angballe, Barbara Bell and Retha Snyman could work on that theme and 2000 NLG could be asked for organizing their meeting. This will cover recommendations 9 and 11.

Mona Madsen could contact IFIA Journal to request that the major texts of the ICNBS disseminated by this media. And it was also decided to take appropriate action for having the texts of IFLANET.

9. Medium Term Programme and new Action Plan

10. Jerusalem Programme

• a paper from Maria Calabresi on the bibliographic situation in Italy : cooperation between the different national libraries

• a paper from Bohdana Stoklasova on thc new structure of the national bibliography in the Czech Republic.

After discussion, it was decided to have 4 papers for the open forum :

• the bibliographic situation in Israel, by someone from the Haifa University

• a report from Talbott Huey on cooperation with publishers,

• the reconstruction of the Czech bibliography, by B. Stoklasova

• changes in bibliographic work between the different national libraries in Italy, by M. Calabresi

A half-day workshop will be organized on the role of bibliography in the curriculum of library and information schools (in accordance with our PMT, goal 7 "Promote the importance of bibliography at library and information schools"). Francoise Bourdon proposed to take charge of the organization of this workshop, and Retha Snyman offered to assist her.

11. Boston conference in 2001

• a workshop with Division 8 on ICNBS recommendation 17 and the implementation on ICNBS recommendations in developing countries

• for the open forum : the report on subject gateways - report on the new project Effective Bibliographic Services - progress report on the implementation of ICNBS recommendations through the world and selection criteria used by national bibliographies regard electronic resources

Attached Documents

• updated list of standing committee members (not available on-line)

• Minutes of the meeting of the Working Group on FRANAR, 22 August 1999

• Subject data in the metadata record : a report from the ALCTS/CCS/SAC/Subcommittee on metadata and subject analysis, July 1999

• Section on Bibliography Action Plans 2000-2001 (not available on-line)