USMAI Resource Sharing Task Group
Minutes October 15, 2007 - UMBC Technology Center

In attendance: Stephen Miller, Beverly Gresehover, Robin Moskal, Sharon Payne, LaTanya West, Tammy Taylor, Sharon Epps, Carol Vaeth, Mark De Jong, Nancy Patterson, Everly Brown (note taker)

Welcome to new RSTG Members: LaTanya West, Tammy Taylor, Nancy Patterson and Mark De Jong.

Approve September 2007 Minutes: minutes approved.

New Members Orientation: Reviewed RSTG: charge, vision, history, accomplishments, membership expectations, Circulation sub-group, Circulation and ILL agreements. Most of these items can be reviewed in detail on the RSTG web pages.

Consortial ILLiad Implementation Overview:

• Carol and Robin went to Bowie recently to do retraining on ILLiad. Bowie is now running ILLiad successfully. Tim Clarke at Bowie is committed to making it work.
• Morgan is the last implementation that is not fully successful. They do not have all of the needed equipment and are not in their new building yet. They hope to move by December 2007. Carol and Robin will go back to Morgan to retrain when needed.
• Implementation of ILLiad 7.2 is still on hold. It has been held up by the Aleph V.18 roll-out. College Park will be the 1st to go up with 7.2.
• There will be a presentation at the MAILL meeting on 10/18/07 that will present the USMAI ILLiad implementation and training model.

Current RSTG Issues:

1. OCLC Union Listing
2. Ebooks Forum

Terms of Office for RSTG Members:
The group previously discussed having a 2 year tem of office. Celia Rabinowitz, Chair of the CLD, suggested varying terms of 1, 2 and 3 years. RSTG and CLD feel that the co-chair model works well.

Current status of RSTG members:

1. Beverly Gresehover, Co-chair – rotate off in December 2007
2. Stephen Miller, Co-chair – rotate off in December 2007
3. Sharon Payne – rotate off in December 2007
4. Carol Vaeth – rotate off in December 2007
5. Robin Moskal – rotate off in June 2008
6. Everly Brown – three year term (began July 2007)
7. Sharon Epps – two year term (began September 2007)
8. Tammy Taylor – one year term (began October 2007)
9. LaTanya West – two year term (began October 2007)
10. Mark De Jong – two year term (began October 2007)
11. Nancy Patterson – three year term (began October 2007)
12. Jamie Bush – permanent member

Beverly is willing to continue coming for a few extra meetings after December to help facilitate.

Action items from the August meeting:

• Carol will send the final August minutes to Laura Arnhold at ITD. done
• Stephen will talk with Celia about reimbursements for food and room rental for the Circulation meeting in December. Done – refreshments & cost of room at UMBC approved by Celia Rabinowitz for reimbursement.
• Bev will send out the invitation for the Circulation meeting. done
• Everly will send an RX request to change the global due date in the test database. done
• Jamie will forward the global due date information to Hans. done
• Jamie will follow up on the request from SU concerning DB Access in relation to ILLiad. ?
• Everly will get the final specifications for the next phase of patron purge. Not yet
• Everly will send the survey for alumni borrowers. done
• Stephen will create questions/discussion points for the E-Books forum to be held 10/9/07. done
• Stephen will send out the invitation for new members to attend our 10/15 meeting. done
• Stephen will review our web page and send the changes/updates to Laura at ITD. Not yet

Patron Purge/Scrub Parameters Discussion:
Purge – remove patron record entirely
Scrub – break link between patron and item

A purge of the patron database using the Phase I parameters was approved by the CLD in 2006.

The Phase I parameters were:

• patron expiration date before 1/1/2001 (rolling date)
• no loans
• no holds
• no active cash

Additional Purge Info:

• We can purge z36H (loan history) without simultaneously purging z31 (cash transactions) and z36 (active loan status).
• Scrubbing the patron id from records will not have any outcome on statistical reports. We are scrubbing the patron id only, so transactions records are not deleted.
• BUT, purging loan and hold history (z36H and z37H) will have an effect on many of the statistical reports. ITD can't keep the history transactions forever.
• Statistical reports are now generally run only for the previous year. If history records are used in statistical reports how long should these transaction records be kept? Are statistical reports older than one year needed?

Request from UITG for Circulation Department Contact Information:
Will be addressed at the Circulation meeting on December 3rd.

Ebooks Forum Update:
ERIC II sponsored the forum on October 9th, 2007 to get a handle on the process issues and workflow involved in purchasing ebooks for a consortium. A representative from each task group attended. They are currently doing an ebooks survey of vendors to see if they allow ILL, what their interface is like, how many seats are available, etc. ITD will be working on SFX issues related to ebooks, adding ebooks into ResearchPort, loading MARC records for ebooks and handling vendor remote access issues. The CPC will evaluate the quality of the MARC records, define loader specifications, and handle cataloging issues. The RSTG will promote access to ebooks throughout the USMAI if possible, try to ensure that adequate seats are available, advocate for an ILL and Reserve clause in licences, and try to ensure that holds and recalls work smoothly with ebooks.

Challenges identified at the Forum: cross searching, linking in e-reserve, alternative interfaces, downloadable audio books, streaming video, marketing, ILL, page printing issues, licencing. A flow chart will be put together for ebooks. Where will RSTG be involved? Perhaps in evaluating how well a vendor meets USMAI needs. Vendors will be coming in to do presentations to USMAI. They may have pre-existing agreements with publishers or may want USMAI to go to the publisher to work out an agreement. ECTG will work on the consortial purchasing aspect.

Task Group Chairs Meeting:
Travel to regular task groups meetings will not be supported by USMAI funds, only by your own campus. Presentations and USMAI special projects will be supported by USMAI funds.

CLD and ITD will request assistance from a task group on works in progress.

CLD’s top priorities for the year are:

1. Patron Privacy
2. Reporting
3. Metalib V.4

The CLD would like the RSTG to review our charge and send in any recommended changes to Celia Rabinowitz. The CLD would like each task group to produce an annual work plan (due in January) and an annual report. CLD and ITD will review these documents.

The CLD would like task groups to have co-chairs and staggered membership terms. Current members can apply to continue serving. The usual application process will continue to be used. Observers are welcome to come to task group meetings, but should inform the chairs that they are coming. Finally, IT people will not be chairs of task groups, only ex officio members.

Jamie’s Update/Action Items List: none

Circulation Subgroup Update: none

ILLiad Update:
Carol received information from Ariel about the union listing project for the consortium. There would be an evaluation fee of $351.00. This project is not on ITD’s workplan, so we cannot ask them to look into it. Perhaps it could be linked to the WorldCat Local project as a union listing would enhance its performance. There are certain MARC fields that are necessary for the project to work. OCLC will present to the CLD in November re: WorldCat Local. RSTG would like to know how WorldCat Local will interact with a union listing. Would WorldCat Local manage it?

ACTION Items:

• Everly will send updated Circulation meeting agenda to RSTG to finalize
• Everly will send out finalized agenda and meeting reminder to USMAI Circulation
• Everly will ask Circ sub-group for volunteers (need timer & minute taker)
• LaTanya will check out laptop at UMBC to bring as back-up to Jamie’s laptop
• Jamie will bring his laptop
• LaTanya will bring her Circulation desk list for group to correct (response to UITG)
• Carol will report on Meg Del Balivo’s findings on what MARC record fields each campus maintains for the union listing project.
• Sharon will see what other circulation documents were circulated and updated at previous circulation meetings.
• Stephen will send a list of current ITD (?) members to COIall
• Everly will set up a meeting at UMCP with Jamie and the Circ Sub-group to hammer out the Phase 2 purge parameters and report back with recommendations.
• Everly will confirm that CLD approved an annual patron purge using the Phase 1 parameters. If so, she will send an RX to schedule the 2nd Phase 1 purge for sometime in January 2008 (at a date convenient to ITD).

Meetings and Note Takers:
November 12: Moskal, UMBC Tech Center
December 10: Epps, UMBC Tech Center

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