DRAFT

USMAI Council of Library Directors
Minutes of meeting on September 20, 2007
UMBC, Room 767; 10:00 a.m. -12:00 noon

Attendance: Richard Bradberry (Bowie), David Gillespie (Frostburg), Alice Bahr (Salisbury), Deborah Nolan (Towson), Steve LaBash (U Baltimore), Will Tress (Law), M.J. Tooey (HSHSL), Barbara Gontrum (UMAB), Larry Wilt (UMBC), Charles Lowry (CP), Stephen Miller (UMUC), Kathleen Heil (CES), Celia Rabinowitz (St. Mary’s), Donald Spicer (USM), Carlen Ruschoff (CP)

TOPIC 1: Rabinowitz called the meeting to order at 10:15am

TOPIC 2: Approval of the minutes of the CLD Executive Group meeting in July.
The minutes were approved without changes.

TOPIC 3: ITD/IGELU Update
Leader: Ruschoff

Ruschoff distributed copies of the status report from the ITD Aleph Team. She reported that the ITD reorganization was implemented and expressed hope that the search for 3 new positions will be opened within the next 3 months. [Digital Technology & Interface Manager, System Librarian, Programmer]

Ruschoff highlighted outcomes from the IGeLU meeting. Important issues include:

• ExLibris’ announced plans to implement a new, decoupled version of its ILS system. The new structure will be modular, with separate components for each aspect of the system. The new product will be called: Universal Resource Management System. To assist in the planning and development of the URMS, ExLibris will form a “strategy group” consisting of a few experts from the field to help with system design. The release of the URMS is 3-5 years away. In the meantime, ExLibris will continue update ALEPH on an annual basis with versions 19-21. Version 19 is expected in January 2008. In view of ExLibris’ development plans, Ruschoff recommended that USMAI begin to identify its system needs in FY2009 to be prepared in the event that a new RFP is needed.
• Verde product development was discussed at two meetings. The first was a reporting session of the Verde development partners. Each reported that after a year’s work, the IT department Verde is still not ready to be implemented by the users. The partners are hoping that, with the patches distributed this fall, they will be able to have a useful product for their users by March. Some of the problems reported include: there is no interaction with ALEPH, the reports of active titles per package are not available, localization of e-constituents (titles) between SFX and Verde is not working, and Synchronization between the knowledge base and Verde is not working—therefore double work is required to keep the links in sync. However, the partners seemed very positive that things would get better throughout the year and they are anticipating that they will be able to launch Verde by March of 2008.
• At the second Verde meeting, ExLibris staff shared their roadmap for bringing Verde up to client expectations. Verde patches addressing the problems have been released and they are doing everything possible to stabilize Verde, version 2 as soon as possible. ExLibris will not release version 3 until version 2 is stable.

In the discussion that followed, concerns about the functionality of Verde were expressed. It was recommended that USMAI wait for the Verde patches to be installed throughout the fall and in December and then decide how to proceed. Further, it was suggested that USMAI evaluate all the available tools that support electronic resource management to determine what will best meet our needs.

Action: USMAI will assess next steps based on the progress of Verde and the capabilities of other products in December.

Lowry and Ruschoff summarized the highlights of a recent visit to OCLC Headquarters. One of the key topics discussed with OCLC staff was WorldCat Local. CLD expressed an interest in seeing of demonstration of this product.

Action: Ruschoff will invite OCLC staff to the November CLD meeting. Rabinowitz will invite the members of the Web Presence Study Group to attend the meeting

TOPIC 4: SSN /Patron Privacy Fix Leader: Spicer, Ruschoff, Rabinowitz Prework: Testimony from Task Force to Study Identity Theft; SSN Results Summary Spicer discussed the system-wide developments pertaining to SSN/Patron privacy issues. State legislation involving SSN and identity protection are anticipated. Federal and State regulations to protect privacy are anticipated in the near future. He cautioned that if the Libraries don’t need SSN, that they should not collect it. There was considerable discussion about why the Libraries collect SSN, and what other parameters may be used instead to achieve the purpose of de-duping, for which the SSN is currently used. Wilt suggested that we identify a tolerable number that won’t de-dup, and handle this matter separately (perhaps manually). It was also suggested that the Libraries need to be told not to collect/hold SSN, it being an unacceptable risk. Action: Spicer volunteered to take the Libraries concern to the VP and System Comptroller and will report back in November. Ruschoff and Rabinowitz will look into the de-duping issues and work closely with RSTG. Individual campuses will look at their local issues and determine what is a tolerable level of items that won’t de-dup as well as look into the issue of expired patrons with transactions. There was agreement that the materials are more important than collecting fines. A cost benefit analysis was also suggested.

TOPIC 5: Meeting with Provosts
Leader: M.J. Tooey

Tooey noted that a lot of provosts are new and may be unaware of the library issues and successes of the consortium, and that provosts are concerned with E&E (economies and efficiencies) type of issues. It was suggested that CLD make informational presentations to the provosts, quantifying USMAI activities to show what E&E are achieved with consortial work. Such a presentation would be an opportunity to talk about large-scale collaborations that save money and focus on scholarly communication. It also would be important to convey that USMAI is now in the fourth year of 5-year budget planning cycle. Partnership with provosts will be desirable. Further, it is important for each of the directors to get to know the values of their respective new provosts. An informational presentation is being prepared at College Park for the new provost there. This briefing may be beneficial to the USM Provosts as a whole. Action: Spicer will try to schedule Lowry’s briefing in the Provost’s calendar, possibly in November.

TOPIC 6: CLD Representation to MDL Governance Group
Leader: Charles Lowry

The representatives to MDL governance Group are Wilt, Gillespie, and Lowry. Nolan and Rabinowitz expressed interest in the seat vacated by Kim Kelley. Action: Rabinowitz suggested that all interested individuals should be encouraged to participate in lobbying efforts.

TOPIC 7: Task Groups, Campus Contacts, Shady Grove
Leader: Rabinowitz

Rabinowitz reported that a Task Group Chairs meeting will be held on Sept. 27. In addition to the sitting Task Group chairs, Bush, Ruschoff and Tooey will attend. On October 8, the fall Campus Contacts meeting will be held. And on October 9, ERIC II will sponsor a forum on the issues surrounding e-books. The new Shady Grove ad hoc group has been established specifically to work on issues connected with services and resources at the Shady Grove Campus. The members are:Tanner Wray (CP), Jeffrey Hutson (UB), Megan Davis (UMUC), Beverly Gresehover (HSHSL), Phillip Tajeu (Bowie), Paula Langley (TU), Moushumi Chakrborty (SU), Jessame Ferguson (BC), Madhu Singh (Shady Grove).

TOPIC 8: E-Newsletter
Leader: Rabinowitz

The e-newsletter has been inactive since last spring. While sharing news from each campus is desired, it was noted that the level of work involved in putting together a newsletter is great. A “self posting” alternative was suggested. Action: Ruschoff and Rabinowitz will contact Miller to discuss a blog format for the newsletter.

TOPIC 9: Announcements, New Business

Notes prepared by Lulu Barnachea
October 4, 2007

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