USMAI Resource Sharing Task Force

May 23, 2005 Meeting
MINUTES

Present: Beverly Gresehover, Jean Phillips, Jamie Bush, Tanner Wray, Carol Vaeth, Stephen Miller

1. Review of May 5th Minutes - Approved
   
   Robin Moskal - Coordinate review of ILL agreements. We will invite Robin to a future meeting and discuss needs, then she will work with a group to draft. Should:
   
   
   • Incorporate themes from national ILL standards
   • Include policies from each institution as appendix
   • Document policy agreements on shared ILL such as between Health Sciences and Shady Grove
   
   ACTION: Jamie will meet with Heidi on PAC display of ID issue, and bring screenshots to next meeting
   
   ACTION: Jean will check on old ILL agreements
   
   
2. Vision document - Reviewed feedback from CLD
   
   • On target for what CLD expects
   • Change wording – Add to mission statement: "…within the context of individual member missions."
   • ACTION: Jean will make changes on HTML page and Beverly will resubmit to CLD for June 16th meeting
   • Discussed demo of ILLiad for CLD
     
     • Discuss success of patron interface and benefits
     • Discuss Setup issues and maintenance – more complex workflow, BUT can handle more request quicker so overall more efficient; and ITD would provide setup support
     • Benefits of Odyssey
   • Discussed comparison of ILLiad, URSA, Aleph ILL
   • ACTION: Jamie –– draft description of Aleph ILL
   • ACTION: Tanner – draft description of URSA
   • Discussion of surveying document delivery practices and policies for campuses
   • Discussion of studying the relationship between SFX and increased ILL activity level –– Impacts: workload increase, cost increases; What pieces have cost impacts? Flat fees for OCLC mean no savings per transaction.
   • Discussion of using vision to strengthen consortium and the issue of consortial vs. local circulation policies. Pros/cons of approaches - protecting local collections vs. widely sharing. Evaluate and make recommendations; advocate for important changes.
     
     
3. ILLiad Consortial Pricing
   
   • Jean: According to Paula Asche, consortial pricing is available
     
     • Either single setup or Atlas hosted
     • Atlas would not "allow" us to host multiple campuses on one server except as satellites; ITD would have to install a separate server for each campus
     • Standalone Odyssey is up in the air at this time
     • Same machine for multiple installs not recommended for best system performance; ITD would need to run 7 machines
     • Day of training would still be required, but not needed
   • ACTION: Jean and Tanner will follow up to discuss and negotiate with OCLC/Atlas for June 13th meeting
   • For CLD, provide package cost with estimates for needed equipment, approximate price for consortial ILLiad including server costs, ITD HR requirements, and local HR requirements because of increased requests.
   • ACTION: Tanner will get feedback from Wisconsin on effects on the small schools within the consortial ILL system
     
     
4. Outline for June 16 CLD meeting (10–12am, UMBC)
   
   • Intro – Overview of initiatives, background
   • Three options: Address Aleph ILL and URSA findings, then on to…
   • ILLiad Features:
     
     • Public Interface
       
       • Requesting
       • Tracking requests
       • History
       • Self-service
       • Clearer for patrons
     • Odyssey
       
       • Document delivery to campuses
       • Web delivery direct to patron
       • Trusted senders, unmediated delivery to patrons
     • Stats
     • Open URL and SFX support
     • Patron confidentiality
     • Increased efficiency in processing by staff and faster delivery to patrons
     • Effort and time to start up and maintain – highly configurable and more functionality than previous systems
     • Interoperates with OCLC and RLG ILL Manager; ISO ILL compliance to come, working on interfaces with Docline and other systems
     • Currently available, being supported as OCLC product; currently installed at 8 USMAI institutions and there is widespread nationwide/worldwide use
     • Billing module is available
   • Proposal/presentation of initial findings for common ILL platform vis a vis the vision statement
     
     • Host ILLiad consortially for campuses who don't have it
     • ITD support for campuses who don't have it
     • Central site funds for training, hardware, software costs known so far
     • Minimum equipment required for ILL
     • Hosting ILLiad users forum for knowledge sharing within consortium
   • To investigate:
     
     • Relationship between SFX and ILL request volume
     • Cost to individual sites and other cost impacts
     • Current status of campus document delivery, including collecting policies and practices
     • Possible demo (15 minutes to include patron interface, workflow, stats)
   • Request comments/feedback to draft proposal. What info is needed in addition to what presented? Final proposal by September for decision at September CLD meeting. Part of plan is to solicit comments from COI and USMAI ILL open forum held in early August.
     
     
5. ACTION: Beverly will recommend that Robin Moskal join RSTG; Call Robin to discuss, and discuss with Barbara Gontrum when revised vision is sent.

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