Resource Sharing Task Group

Meeting

11/17/06

 

Present: Jamie Bush, Beverly Gresehover (Chair), Paula Langley, Stephen Miller, Robin Moskal, Sharon Payne,, Carol Vaeth

Not Present: Tanner Wray

 

I) Singles Record Proposal discussion

 

Cataloging Policy Committee (CPC) members Wilma Bass, Marlene Vikor, Vicki Sipe and Gordana Ruth attended the meeting to explain the Committee’s proposal for a single record for the cataloging of electronic journals. They will be holding a forum on the topic Dec.8 at UMCP.

• ISSN’s will help locate the right record
• OCLC system numbers will be added to the records whether print or electronic
• Conser has provisions for single record
• Some campuses have been doing this for years
• The FindIt button will replace the URL links from the record
• Easier for patrons
• Ultimately e-books will be handled the same way, (someday)

The CPC says the way this is being done will probably be transferable (SFX knowledge base). They recommend that the tags get indexed.

 

II) Circulation subgroup update

a) Records retention

CLD requested various groups to review the Record Retention guidelines to help clean up patron databases. Paula will check with the Office of Administration and Finance at Adelphi about the possibility of editing or updating the document and take the information to the subcommittee to address. They will review the standards and legality and Paula will report back at the December meeting.

 

Page. 13 of the record retention guidelines, item 3, under the ILL section-borrowing requests – PPH could be included in this section. . ILLiad libraries should ideally archive for 3 years from implementation and then delete. Atlas is working on a way to scrub patron information from ILLiad records. ALEPH allows the scrubbing/patron purge. There was a suggestion to purge by status. Item 4 covers Circulation and Reserves. For A, everyone’s interpretation is slightly different, which allows flexibility.

 

ACTION ITEM patron registration and retention – decide what is active and what is inactive.

 

Tanner’s questions on fines was deferred to the next meeting.

 

b) Common Due Dates

Paula would like to push this issue to the COI. There was much discussion. The subcommittee will propose two specific fixed due dates for faculty and staff from other campuses. Either April 1/Oct.1 or May 1/Dec.1. Paula and Sharon will develop a proposed handout to circulate to RSTG by 11/29/06. The handout will ask: what due dates would you prefer, would you participate and would you participate if the other due date was the majority choice. There needs to be consensus on this proposal. Once decided it will be set up in test to make sure it works correctly, This could possibly be in version 18.

 

III) Circulation Meeting Final Planning

• 12 of the 16 campuses have replied
• Sharon distributed parking passes
• Stephen will send a meeting reminder which will include what a round robin is, and info about the morning refreshments and that folks should bring their lunch.
• The agenda was revised.
• Paula will check with Bowie about getting a flip chart.
• Sharon will get nametags
• Someone from the subcommittee will take minutes.

 

There was a short discussion as to whether RSTG would like a presentation from the Verdi committee. Decided to wait.

 

IV) ILLiad implementation

 

Morgan is scheduled for Nov. 28, and Bowie is tentative for January 9. Coppin is live in lending but not borrowing yet, due to some campus email problems that are being resolved. They do not have Odyssey yet. UMES is having ongoing network problems on their campus, Frostburg still doesn’t have Odyssey, CES has had trouble with delivery errors, but ILLiad seems to be working. Carol and Robin are going back to Salisbury for further training for the staff.

 

Carol voiced concerns about ITD’s work with ILLiad/Odyssey. There is a perception that ILLiad issues may slip down the list of projects ITD is working from. Issues may need more time spent on them. ITD staffing is seen as a big part of the problem.

 

V) RSTG website revision

Bev and Stephen met about the revision of the website. There were mostly small changes, issues such as moving things into the Archive, word documents will be converted in HTML, PowerPoint of presentations to be added, rescanning forms too. Stephen will send this list to Laura Arnhold at ITD to make the changes. She will put all group agendas and minutes onto one page.

 

VI) Stephen and Bev will take turns facilitating the RSTG meetings beginning in January.

FYI: Task group chairs groups requires that meeting agendas go out a week before the meeting and minutes out a week after.

VII) Agenda items for next meeting

Shady Grove – CLD does not support standardized library services at Shady Grove, but will investigate the service discrepancies.

 

VIII) Agenda in December

 

• Off line circulation – Paula
• Review of resource sharing part of ITD workplan (from Carlen’s email) Stephen will bring equipment to review online.
• Verde
• ILLiad meeting in February
• Demo of Educause talk on January 8 (at UMBC)
• Records retention
• Circulation Meeting followup
• Snow days and phone numbers

 

Next RSTG meeting will be Friday December 15, at the UMBC Tech Center, 9 am – 1 pm.

 

Minutes submitted by Robin Moskal

12/12/06