USMAI Resource Sharing Task Group

December 15, 2006

Bev Gresehover (co-chair), Stephen Miller (co-chair), Robin Moskal, Carol Vaeth, Tanner Wray (minute taker), Jamie Bush, Paula Langley Not present: Sharon Payne

11/10/06 minutes were approved with edits.

• Future RSTG meetings
  
  • Jan. 8th meeting is at UMBC - including a dry run of the Educause presentation - Robin is sending out parking passes
  • Feb. 14th meeting is at UMBC Technology Center
  • March 5th - Robin will get a room - including a dry run of the ILLiad presentation
    
    
• Snow days
  
  • In case of snow – we will call each other and use the RTSG reflector to determine if the meeting is happening. We will also check the website for the campus to see if campus is closed.
    
    
• Consortium ILL meeting planning - February 19th, 9 - 2:30 (snow date - Feb. 22nd)
  
  • Bev will put out a call to the COI about what topics people want to see on the agenda.
    
    Agenda Draft
    1. Refreshments/arrival – 15 minutes before 9am start
    2. Introductions – all – 10 minutes
    3. RSTG Highlights of the last year – Stephen – 10 minutes
    4. ILL Agreements, OCLC Policy Directory, Custom Holdings – Robin and Carol – 45 minutes
    5. Topics from COI
    6. Break – 10 minutes
    7. ITD Update: Workplan highlights, RXs, Shibboleth, ILLiad implementation (timeline, VPN, site visits, current status, challenges, 7.2 upgrade, consortium Odyssey expectations) – Jamie – 45 minutes
    8. Lunch – 45 minutes
    9. Atlas Systems (if available) – 60 minutes
    10. ILLiad questions, tips and tricks – 60 minutes
        
        
  • The meeting will have an emphasis on ILLiad tips. RSTG is considering having a live version of ILLiad available for demo purposes. We might have the meeting at UMBC if Robin can get the room. Carol is working on an ILLiad tips document which will be distributed before the meeting. We will ask sites to share their tips in a round robin part of the meeting. Robin will invite Atlas Systems to send someone to discuss new developments.
  • Review Odyssey system and consortium expectation of all sites to use Odyssey.
  • ILLiad 7.2 will be available January 24th. ILLiad 7.2 will have an option to use style sheets for web pages. To use style sheets, sites would have to put any web page customization into the new web page system. An approach will need to be developed to support sites with upgrades, like when we have Aleph upgrades.
    
    
• ILLiad implementation update
  
  • Consortium implementation of ILLiad began late May. Bulk of the implementation and training is done. By February 19th ILL Meeting all sites except Bowie will be up.
  • Frostburg is sending on Odyssey and has not yet received with Odyssey. UMBC will send a test article for Frostburg to receive.
  • Morgan Odyssey is not up. Jamie will work with Robin and Carol to set a date (January?) to turn it on.
  • Coppin emails are not going out from ILLiad. Need to resolve that before Odyssey can come up.
  • Salisbury site visit (Robin and Carol) occurred.
  • Robin, Carol, Jamie and Uche will meet with Dr. Bradberry at Bowie about the ILLiad implementation on January 9th.
  • RSTG will develop a report for CLD on the ILLiad implementation when the implementation is complete (April?). Bev will inquire with Barbara Gontrum whether RSTG should meet with CLD on the ILLiad project and other items, possibly in May.
  • Educause presentation is being drafted. Jamie and Tanner are working on an ILLiad article. Work will begin soon on the March ILLiad panel presentation.
• Agenda items for next meeting – Stephen Miller is chair
  • Final Feb. 19th ILL Meeting Planning
  • EDUCAUSE presentation dry run – 45 minutes
  • ITD Workplan – review RSTG-related items in advance of meeting
  • Review Fixed due dates for global campus faculty/staff responses
  • ENews items from RSTG
    
    

• Circulation Meeting review and action items
  
  • All campuses were represented. Minutes will be available on the RSTG web page.
  • RX emails can now be filtered by RX type (ILL, Circ, etc.). Nominations call for an additional Circ Subgroup member went out.
  • AV 18 implementation task force has been created.
    • PDQ configuration and testing will be required. PDQ testing will be done by a specially formed task group. PDQ will replace PPH if testing proves positive.
    • Circ subgroup will need to review version 18 documentation, which is being added to the USMAI website, and will assist with testing version 18 circulation functionality.
      
      
  • Circ Subgroup will send a report/recommendation on offline circ to RSTG in the New Year.
  • More time was needed in the meeting for discussion of tips, tricks, and other needs. In February or March RSTG will discuss how to accommodate that need.
  • Wiki/COI. RSTG will discuss later using a wiki to work. Paula will use wiki for circ subgroup communication. RSTG will continue to communicate with USMAI resource sharing community via COI.
    
    
• Circulation subgroup update
  
  • Reviewed the protocol about how communication works between subgroup, RSTG, COI and campus contacts. The protocol is in the circulation subgroup expectations document.
    
    
• Fixed due dates for global campus faculty/staff
  
  • Any proposal will need to go to CLD for approval. Today is the deadline for campuses to reply about the proposed policy. Paula will summarize campus replies for the RSTG. Bev will then send a reminder to respond to the survey to the COI and campus contacts.
    
    
• Records retention and patron privacy
  
  • Hans is able to create reports with various dollar amounts for the subgroup to make decisions about deleting more patron records with smaller fines.
  • Besides purging patron records, an issue that needs attention is to break links between patron records and items. We need to make sure that statistical information (such as borrower type, home library) is kept when links are broken. Someone needs to develop scrubbing specifications for breaking links. This is within the Circ Subgroup charge.
  • SSN removal. Jean is working on removal/suppression of SSNs. How does this impact the Circ Agreements and the policy requirement of an SSN in the patron record for consortial borrowing? When there is more understanding about how PDQ will function with patron records and about whether SSNs can be suppressed from staff viewing, RSTG will discuss SSN issues again (spring).
  • Circ Subgroup is tasked with reviewing the USM records retention schedule to see what changes RSTG might recommend to CLD. It was noted that records with financial impact are more important to keep, whereas availability and overdue notices seem like records that should not be kept. The RSTG expects a report from the Circ Subgroup in February.

Action Items

Robin: Call Genie Powell about 2/19 ILL meeting

Paula: Email RSTG with results of fixed due dates proposal

Bev: Send out a reminder before the holidays to those who haven't responded to fixed due dates proposal Draft RSTG Status report to CLD in April, including ILLiad implementation. Meet with CLD if so desired.

Circ subgroup: Send report on offline circulation testing results to RSTG in January
Make recommendations to RSTG in February for changes to records retention policies and standards

Bev/Stephen: Email Carlen Ruschoff with cc to Barbara Gontrum on impact of local network issues on ILLiad implementation

Jamie: Send email to Bev/Stephen detailing ILLiad/local network problems

RSTG: Discuss social security number removal from Aleph once PDQ is understood

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