USMAI Resource Sharing Task Group Minutes

August 7, 2006

1. MARINA demonstration – Pat Wallace and Emma Beaven, guests
   
   As part of the RSTG charge to study ways to improve resource sharing within the consortium, RSTG and guests discussed the statewide MARINA system/service (url for Enoch Pratt Marina information is http://www.epfl.net/iad/milo/; other Maryland public libraries have their own information about the service – look for their interlibrary loan web pages.) MARINA allows patrons to simultaneously search public library catalogs across Maryland and request titles from other libraries (like USMAI’s PPH service in Aleph, except across different library systems). Most requests are unmediated and go from the patron directly to the owning library.
   
   MARINA History: Software purchased in 1996/1999. In 2005, MARINA handled one-millionth request. Software supporting MARINA service is SirsiDynix’s URSA. URSA version 2.6 is in use with plans to implement version 4.0 this fiscal year. Planning and testing for the upgrade is underway.
   
   Current functionality (driven by version 2.6 and/or state policy): Cross catalog search for titles, place requests, review active requests, cancel requests. MARINA chooses a copy in the system based on load balancing; staff can override and request a specific copy and develop a lending string when creating a request in staff interface. Prevents requesting of volumes held in local library; requesting locally ‘lost’ items can be accomplished in staff module. Pickup locations are limited to branches of your home public library system. Patrons can add notes to requests, which then require staff mediation of requests. Staff client requires significant amount of keying of information. Requests can be rekeyed from MARINA/URSA into OCLC for fulfillment outside MARINA-based consortium. Article requesting can be handled via staff module; there is no integration with ARIEL. Service is free between MARINA Libraries.
   
   Future functionality (version 4.0, and/or local policy): Email communications to patrons. System will be hosted in Salt Lake City. Local holds may be possible (paging service from local stacks). Automatic movement of requests from MARINA to OCLC Review File should be possible. Possibility of tiers for things such as local holds/paging, nearby libraries, further away libraries, academic libraries, and OCLC referral. Allows renewing. Enhanced/power searching for public. Better functionality for receiving multiple items to fulfill a request.
   
   Library costs to participate: Setup ($2,500/new library + $500/branch), $7,500 for ‘mapping’ if system is NCIP capable, annual ongoing costs of 25% of setup costs (?). SIP2 license may need to be purchased if system lacks it (price varies based on collection size).
   
   RSTG had some initial conversations on how MARINA or URSA might be useful to the USMAI and how it might complement existing systems. Questions remained regarding integration issues including LDAP, openURL/SFX. A resource sharing request workflow would assist in better understanding the issues. MARINA/URSA Pros: popular literature could be borrowed from the public libraries, media requesting might be facilitated, URSA creates item records in integrated library system on receipt to facilitate circulation, help ‘escalate’ failed requests from local collections to the larger world without rekeying, one-stop-shopping for patrons, value in collaborating more between academics and publics. MARINA/URSA Cons: System is clunky, unsure how it will integrate with our systems environment, current version has limited searching options, and statistics must be requested from a central office, rather than self serve. Question: Is ILL of leisure/public materials to get them for USMAI patrons part of ILL mission?
   
   
   Next steps:

   Wait for version 4.0 improvements and determine how MARINA/URSA might better meet USMAI needs at that time.

   Conceptualize future resource sharing model; where the USMAI is and where it needs to go; solicit input from patrons and staff. Stephen will lead this effort and bring a draft framework to RSTG. September RSTG meeting: an update for RSTG feedback. October RSTG meeting: framework.



2. July 10th minutes were approved
   


3. Circulation subgroup update – Paula
   
   Group met 7/12/06 and brainstormed more issues. The patron purge proposal has gone out for comment, with an August 11th deadline for campuses to express concerns. Plan is to purge 245,800 inactive (no activity since January 2001) patrons by the end of summer.
   
   In transit overdues (in transit 2 weeks or more). Campuses are supposed to search these items in their collections daily and monthly. The Circulation Subgroup recommends an annual cleanup process occur across the USMAI, based on a cumulative report that ITD would produce. The report will have all campus’ items and all campuses would need to look for all consortium items on their shelves to clear as many as false in transit indications as possible. College Park offered to review the current report and clean up as much as possible. Other campuses will review the report after CP’s cleanup is done. For those items that are not located, a workflow needs to be developed to start a process to flag these as ‘missing.’ CPC should be consulted on that process.
   
   The Circulation Subgroup may wish to pull the standardized due date item off the parking lot list and work on it, in which case RSTG will be consulted.
   
   
4. ILLiad implementation update – Jamie/Carol/Robin
   
   St. Mary’s and Salisbury are up with ILLiad. Eastern Shore needs to archive their historical ILLiad data and resolve some technical issues. They are scheduled to go live on the 22nd. Frostburg is next, with a trip to Frostburg today to discuss a go-live date. Following Frostburg will be CES. The remainder of the libraries will probably come up in this order: Coppin, Morgan, Bowie. The goal is to be done with the implementations by October. Consortium-wide reports are being set up. Salisbury has reported some Odyssey problems, but they are being resolved.
   
   Bev will talk with Barbara Gontrum about travel reimbursement rules for Jamie, Robin and Carol, as they are doing all the site visits.
   
   Stephen will update the ILLiad implementation timeline.
   
   
5. ILLiad presentation proposal/other presentation opportunities
   
   Bev will talk with Barbara Gontrum about RSTG interest in promoting of our activities at conferences and ask about possible travel support.
   
   2007 International OCLC ILLiad Conference (March). Tanner will coordinate activities related to this conference. Tanner Wray, Jamie Bush, Robin Moskal and Carol Vaeth will submit a panel presentation proposal.
   
   EDUCAUSE (January). Stephen Miller will coordinate activities related to this conference. Stephen Miller, Jamie Bush, Uche Enwesi (ITD) and Dave Kennedy (ITD) will submit a proposal for a panel presentation.
   
   
6. ITD Report - Jean
   
   ITD Work plan. The work plan is being reframed and campuses will be reviewing the plan. Status on selected items in the plan: Patron loaders: only a few campuses remain to have loaders done.
   
   • Automatic patron loaders (which will facilitate more frequent loads) are almost ready for production; will be tested first for UMUC; updated records will be loaded rather than whole file; UMUC wants daily loads. HSL has expressed interest in using Shibboleth for ID management.
   • Circ stats report by IP: in production.
   • Patron purge: coming soon.
   • SSN Suppression: Hopefully coming; CLD is interested in this issue.
     
   • Bursar extracts: Coming soon (?)
   • Multiple ADM architecture: Expectation is that we will move to multiple ADM architecture after upgrading to version 18.
   
   
   
7. Monthly RSTG reports to USMAI e-newsletter – Bev/Stephen
   
   Bev will write reports and send to RSTG for comment.
   
   
8. Schedule November and December meetings
   
   Fall meetings with note takers:
   
   • September 25 (new date) Carol
   • October 30 Jean
   • November 17
   • December 15
   
   
   
9. Other agenda items:
   
   • September RSTG Agenda will include:
   • ITD work plan report (1 hour)
   • Plan Circulation Meeting
   • Plan ILL Meeting
   • Review of revised charge and framework – Stephen
   Email reply from Barbara Gontrum re communication – all

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