May, 2008 Minutes

RSTG Meeting
UMBC Tech Center
May 19, 2008

Mark de Jong, Robin Moskal, Tammy Taylor, Hongyan Sun, LaTanya West (minutes), Sharon Epps, Everly Brown, Nancy Patterson

1. ILLIAD 7.3 implementation in December will do 7.3 and 8.0 at same time. Robin mentioned that 8.0 may not be ready until January-so maybe 7.3 should not wait, especially for consortial instance because cannot troubleshoot for 2 systems at the same time.Robin would like for 7.3 to be up this summer because most of the independents already are running 7.3.
2. OCLC has sent link for a query to separate individual titles for copyright in the consortial client of ILLIAD but Honqyan said it did not work. She will continue to work on it, hopes to have a solution by June. Will ask for different query from OCLC or may be able to develop a web report.
3. Closed days management is still under testing-hope to update on progress next meeting.
4. Still testing print dispatch with UMBC. EPSL has it up and running, BC will hopefully have it up next week. Hongyan will then send out instructions for other campuses.
5. Question about difference between cash reports and Bursar extract: already answered in an email from Hans.
6. For possible use of Worldcat Local, OCLC will demo single sign on to work on our system, maybe by summer this information will be available.
7. Question about slow response from Campus Contacts – Hongyan not sure of answer.
8. 3/24/08 document correct about status of patron loads and patron load automation – Hongyan thinks more automation will occur this summer.
9. Lowry’s departure will not impact any patron privacy plans as these plans are coming from the campus, not just the library.

1. LaTanya gave an update on the results of the match point survey, 13 out of 16 campuses responded:
   8 suggested date of birth
   2 suggested full name, including middle name
   1 suggested a combination of full name and email
   1 suggested a combination of date of birth and official email address
   1 suggested telephone number
   The remaining 3 campuses will be contacted individually
2. Mark suggested suppression of DOB–just using it for match point and not make it visible. Hongyan will ask about suppression. Also discussed expunging people with no activity every year then re-register them as needed.
3. Everly recently sent out a request for updates to the router list; she will compile changes and send them on to ITD for updating the web page.
4. Discussion about use of SSN for billing ensued because there is still concern about how this will affect sending patrons to collections.
5. Hoongyan will ask if Hans could run a test Bursar report – LaTanya will send email requesting the report and cc: Hongyan.

ILL Subgroup – Robin

1. Discussed Shady Grove recommendation for document delivery; will be working with SG and will upgrade ILL chart–Carol is looking at how ILL and ILLIAD will work for SG. Sharon stated that SG will be a base campus but students will still authenticate through their home campus.
2. Delivery preferences in ILLIAD: Needed additional information; will draft something with ILL Subgroup and bring to RSTG–Will ask Robernette from Coppin to test–hopefully next week.
3. Subgroup will request 6 categories of statistics from ILLIAD from campuses for July 07–June 08.
4. There is some concern about RAPID and the ability to meet their requirements; may not use but co–chairs plan to talk to RAPID representative at ALA.
5. ILLIAD 101 training; may do it in place of annual ILL meeting.
6. Next ILL Subgroup meeting June 10
7. ILLIAD not as concerned with patron privacy because they do not use SSN.

1. Mark suggested that we have a co–chair sit in on CLD meetings – Mark will draft a letter for review. Sitting in on meetings would occur only through patron privacy implementation.
2. Discussion about opening up resshare to lurking. Mark feels that complete openness is a better model for communication. There was some disagreement about whether resshare should be open. The group will try the wiki as communication tool. In addition, Robin will send out draft of webpage to make it more user friendly.
3. Communication protocol; information is not official until it comes from CLD chair. This will help with clarification and alleviate miscommunication.
4. Sharon will help out as ILL Subgroup co–chair to meet rules of subgroups.
5. CCC price quote for USMAI covers initial use, storing, and dissemination. To get the quoted price it requires a contract from all campuses.
6. Mark will draft a letter to Celia re: CCC pricing; he will also check into law schools, Bowie, and Coppin not being on the price quote list.

1. Patron renewal reports–Honqyan thinks individual reports may be possible and will check into whether it is possible with patron load schools because of overwriting. Needs to know where it is as a priority for UB–Hongyan will talk to Hans about the report.
2. A message will be sent to COI for campuses to put in RX if interested in getting this report. Hongyan will email after speaking to Hans.
3. Circ agreement needs to be updated to remove wording about SSN.
4. Removal of SSN is in Fall; auditors will be coming in Fall maybe – updated SSN workplan on website. Robin suggested that direct information about changes be given to subgroups so that they can plan work accordingly.
5. ITD is interviewing for a new grad student. Send web pages to Laura Arnhold until end of May. After May, send to Hongyan.
6. Will keep an eye out for report/ memo about privacy that is being sent to directors. Mark will ask Celia about getting a copy.
7. Discussion of registering special borrowers. Some problems with multiple affiliations will be eliminated after SSN removal; however, accounts will no longer be linked. Mark suggested creating a new status that would work similarly to the "DB Access Only" patron but it isn’t clear whether this is possible or will be helpful. One of the main concerns is billing for non-home campus patrons.
   1. Circ subgroup will discuss billing back to owning campuses to help with inability to get billing information from off-campus borrowers.

• LaTanya and Hongyan will continue to test printing dispatch
• Hongyan will check into bringing ILLIAD 7.3 up before December
• Hongyan will report on closed days application in ALEPH at next meeting
• LaTanya will send out compilation of responses on match point survey and contact remaining 3 campuses
• Everly will gather updated information on router addresses and have website updated
• If DOB is used for matching, Hongyan will check into whether it can be suppressed from view after matching
• LaTanya will request a test copy of the Bursar report from Hans
• Mark will draft a letter to Celia requesting permission for a co–chair to attend CLD meetings
• Robin will send out draft version of updated RSTG webpage
• The group will look at making more use of the wiki to improve communication
• Sharon will help out as a co–chair of ILL Subgroup
• Mark will draft a letter to Celia about CCC pricing
• Mark will contact CCC about law schools, Bowie, and Coppin not being included in price quote
• Hongyan will check whether report of patron registrations and registration renewals can be requested by campus
• Mark will ask Celia about getting a copy of the memo about privacy that is being sent to directors

• ILLIAD upgrade to 7.2 for consortial implementation – January 2008
• ILLIAD update of web pages – January 2008
• ILL Annual Meeting – February 25, 2008

Next Meetings:
June 16, 2008 – Tech Center Cafeteria; Sharon – minute taker
July 21st: Tammy minute taker
August 18th: Everly minute taker

Minutes submitted by LaTanya West, May 28, 2008

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