Minutes of the 54thmeeting of the Library and Information Services Committee, held at 2pm on Monday29thMay2012 in The Library, the Royal College of Psychiatrists, 17 Belgrave Square, London SW1X 8PG.

1)Present:

Sally Blake

Deborah Hart

Shaun Kennedy

Francis Maunze

Dr Fiona Subotsky

2)Apologies Received

None

3)Minutes of the previous meeting (7hNovember 2012)

4.a.i Drafting policy on moving books to be completed by Sally Blake not Shaun Kennedy

Approved

4)Matters arising from the minutes:

a)Stock Management

i)Books

Shaun Kennedy reported the initial cataloguing of the Foreign Language collection was done. There were a number of monographs which still have to be matched to their collections or volume set. It had decided to wait until after the reorganisation of the collection to complete this project.

ACTION: SK

Shaun Kennedy reported he was currently shelf checking the English/Latin books in the Antiquarian Collection against a list from Heritage. All texts not on Heritage are being catalogued, cleaned and that the items are in the correct shelf order in the Members room. The next step will be to ensure that all the records on Heritage have the necessary information and all the texts have shelf mark numbers.

ACTION: SK

Sally Blake informed the Committee that the current Antiquarian/Foreign Language collection was now on COPAC. Copac is a union catalogue which provides free access to the merged online catalogues of manylibraries in the United Kingdom and Ireland, and the British Library, the National Library of Scotland and the National Library of Wales

Sally Blake reported she was still looking into developing a policy for moving books from the library to the antiquarian collection. She had not yet contacted the Royal Medical Colleges.

ACTION: SB

ii)Journals

Sally Blake reported thatshe had reviewed the journal subscriptions and had not renewed a number of journals to help save money for the College.

b)Heritage

Sally Blake reported that Heritage Online was live and could be accessed via the library page on the College website. She added that it provided a link to items catalogued within the last 30 days.

Sally Blake reported that she had attended the Heritage User Group meeting and it had been very interesting.

c)Website

Shaun Kennedy reported that the updating of the list of mental health organisations was complete. He also indicated that it had been agreed that he would check the list once a year to ensure that it stays current.

Shaun informed the Committee that he intended to scrutinise the website to compile a list of old PDFs of leaflets which were to be deleted. This was due to the older leaflets still being accessible on the website even though they have been updated, replaced or even removed. Deborah Hart indicated that Emma Leishman was currently doing similar project on the website for the entire College. The Committee agreed that Shaun should liaise with Emma to ensure there was no duplication of work.

ACTION: SK

d)Marketing of Library

Sally Blake reported that Heritage Online allowed for links to new books was included in the latest eNewsletter.

e)Policy Unit & Policy Index

Shaun Kennedy reported that he had received the recent Council and FMC minutes which still needed to be added to the Policy Index.

ACTION: SK

Shaun Kennedy reported that Helena Brice would now be cataloguing any material for the Policy Unit collection.

f)Archives & Records Management

i)Records Management

a)Records Survey

Francis Maunze reported that he had not been able to find any copies of the missing Welsh records, thereby exhausting all avenues in the process. To ensure this did not happen with the other regional offices he will visit them and facilitate the transfer of records to the Archives. He will visit Scotland at the end 2012 as currently their older archives are being managed by the Lothian Health Services Archives based at the Edinburgh University Library. He was planning to do the same for Northern Ireland in 2013.

b)Records appraisal and disposal

Francis Maunze indicated that 279 boxes had been destroyed at the beginning of the year.

ii)Archives

Francis Maunze reported that he had decided not to weed out or destroy the accompanying papers ofCouncil minutes. The situation will be reviewed in the future.

a)Cataloguing

Francis Maunze reported that he was now using Archives Hub to do online cataloguing of the archives. He added that seven descriptions had been done at the time of the meeting.

b)Adopt-a-Book-Scheme

Francis Maunze reported that three books had been adopted since the beginning of 2012. £210 had been donated so far.

Sally Blake suggested that copies of the latest Adopt-a-Book leaflet be displayed at the International Congress

Francis Maunze informed the Committee that he had contacted the Divisional and Committee Managers to inform them that the RCPsych in Northern Ireland used the scheme for thank you gifts to retiring members of the Executive Committee. Deborah Hart suggested that she will contact Vanessa Cameron about using the scheme for gifts for the Assistant Registrars whose terms of office were ending soon.

ACTION: FM & DH

c)Friends of the College archive (FOCA)

Francis Maunze reported thatFOCA currently had between 50-60 members subscribing to the Newsletter.

The Committee agreed that flyers advertising FOCA should be available for the International Congress. It was suggested that Shaun Kennedy might assist Francis in designing the flyer.

ACTION: FM & SK

Dr Fiona Subotsky asked about circulating information about FOCA to the attendees of Professor Edgar Jones’s lecture. It was recommended that either she or Francis Maunze liaise with Nicola Boyce to find out if it was possible.

ACTION: FM or FS

Francis Maunze reported that the Archives had applied for the membership of the British Society for the History of Medicine. He would investigate if it could be used as an avenue to promoteFOCA.

ACTION: FM

d)Public Catalogue Foundation

Francis Maunze reported that the pictures of the paintings had been taken. He was waiting for the catalogue to be published. Sally Blake asked how many copies the College would be receiving. Francis Maunze indicated that he did not know, although he was certain that he would receive at least a copy for the College.

e)Listing of paintings and artefacts

It was agreed that the project would be placed on hold until after the College had moved to new premises.

f)Photo Library

Francis Maunze reported that he had written to the Divisions and received a few photographs related to College events. ACTION: FM

Francis Maunze also reported that at the moment he was involved in re-housing the photographs in proper archival sleeves.

ACTION: FM

g)Digitisation of Supplements

Francis Maunze reported that he was waiting for Andrew Morris to approve the indexingof samples which had been sent from the company which carried out the scanning of the supplements. Once approved the College would be sent CD-ROMs of the supplements which will then be sent to Highwire Press to be added to the online edition the British Journal of Psychiatry.

h)International Congress

Dr Fiona Subotsky informed the Committee that she was chairing a session on Friday 13 July 2012 at the International Congress titled “Psychiatry: Medicine and the Future.”

g)Any other business

Dr Fiona Subotsky reported that she was doing a course on the history of madness through Birkbeck University. The classes were held at the Wellcome Trust. She asked about offering the class the opportunity to visit the College in order to see the archives that were relevant to the course. The Committee agreed.

Deborah Hart reported that the President, Professor Sue Bailey, had been approached by the national Books on Prescription scheme inviting the College to be involved in putting together a national list of self-help books on CBT. Books on Prescription schemes are being done at thelocal level when GPs can recommend books held at the local library that deals with a relevant mental health issues which can be of help to the patient. Sally Blake and Deborah Hart had agreed to explore the College’s involvement further.

ACTION: DH & SB

Francis Maunze reported that framed photographs of Dr Alexander Walker and Sir Martin Roth will be ready soon.

In view of the College’s possible move to new premises, Francis Maunze suggested that photographs of the College’s currentbuildingand functionrooms should be taken for posterity and Archives. The Committee agreed to the suggestion and instructed Francis Maunze to contact Vanessa Cameron to get permission. If she agreed then he was to contact Dominic Turner to get a quote. Deborah Hart reminded the Committee that the move to new premises was still under discussion and that it might be preferable to wait until the College had decided to purchase a new building, if at all.

ACTION: FM

Sally Blake reported that she had had a plaque made for the door which said “Library.”

Francis Maunze and Deborah Hart reported that they were working on a poster for the International Congress on the development of mental health information over the last 30 years.

Sally Blake reported that sheandThomas Kennedy had given a presentation to staff on dealing with difficult patient calls. It had been very well attended and they had been invited to run a similar session at Standon House.

Date and time of next meeting

13 September 2012 2pm.

1