University System of Maryland and Affiliated Institutions

RSTG August 18, 2008 Minutes

August 18, 2008
UMBC Tech Center
In attendance: Nancy Patterson, Sharon Epps, Tammy Taylor, Hongyan Sun, Mark De Jong, LaTanya West, Everly Brown (notetaker)

ACTION ITEM Approval of minutes from July 21, 2008 meeting: will be done via email.

1) ITD Report (Hongyan):

a. Aleph "printing dispatch" testing – need to work with LaTanya at UMBC to see printer.

b. Aleph "closed days" application and survey of campuses – works well, was implemented and tested on the test server. Each library can add and update their closed days. Hongyan recommends that this be maintained by one or two persons at each campus. They can request the capability by contacting Hongyan directly and providing a username and password.

ACTION ITEM LaTanya will query the CircResILL COI and campus contacts about their interest.

c. Aleph DOB or other field suppression - (Ex Libris indicated this is doable at ALA) more research needs to be done as there is no program to allow the suppression of DOB. A non-viewable field may be a better option. Ex Libris indicated that they are willing to help ITD with the suppression script but ITD will have to do the actual work.

ACTION ITEM Hongyan will ask ITD if they would be willing to work on this.
ACTION ITEM Mark & Nancy will email Celia & cc: Carlen to ask if the CLD will get the FERPA guidelines.

d. ITD timeframe for ILLiad 7.3 update - (pre-Dec implementation requested) Hongyan is currently moving UMCP webpages to ILLiad 7.2. This should be completed by the end of August. She will know by the September RSTG mtg. when ILLiad 7.3 update can be implemented.

e. ITD timeframe for enabling "groups" on shared ILLiad server for stats generation - Hongyan needs to have programming help from Dave Kennedy (or another programmer) to do this. No timeframe yet.

ACTION ITEM Hongyan will ask Carlen which programmer is responsible for ILLiad implementation.

f. Editing of shared ILLiad server email notice templates – this can be done by sending an RX Request to Hongyan.

ACTION ITEM Sharon will let the ILL Sub-group know to request this way.

g. Affirmation of 5 business day turnaround on addressing WebRx requests – ITD’s low staff levels are hindering this.

ACTION ITEM Mark & Nancy will report which RX Requests are outstanding to Hongyan and cc: Carlen & Celia.

h. Aleph able to generate report of patron registrations/renewals by campus - The campuses would like to have this statistic (totals only) as part of the monthly reports that are released on the 3rd of the month.

ACTION ITEM Hongyan will ask Hans if this is possible.

2) Circulation Subgroup Report (Everly, LaTanya, Nancy & Mark):

a. Report on last meeting's resolutions, changes, ideas, etc. ¬– The Circulation Sub-group met on July 31, 2008 at the UMBC Tech Center. The group reviewed their charge and responsibilities. It was decided that chair responsibilities would be rotated and that the group would meet every other month. Meeting dates were set for: 911, 11/13, 1/8, 3/12, 5/14, 7/9. Chair and note-taking duties were assigned in advance. A new member joined the group, Jeff Elliott of UMB’s Marshall Law Library.

b. Update on patron purge phase II Rx requests for "lost cash" reports - addressed by 1.g. above

3) ILL Subgroup Report (Sharon):

a. SG site visit date set? – The SG site visit will be August 26th and will be a combined ILL Sub-group meeting. The group will meet with SG staff and determine what SG is capable of doing. They will then pursue their recommendations for brining SG up to speed with ILLiad.

b. Survey results for preferred delivery & notice – The survey went out on July 29th, results have not been compiled yet, but will be considered at the 8/26 mtg.

c. SG recommendations document update – waiting on 8/26 visit to SG.

4) RSTG Co-chairs' Report (Nancy & Mark):

a. Call for new RSTG member – a new member has tentatively agreed to join RSTG. We are waiting for their formal application to Celia.

b. FERPA memo from CLD - not yet available.

c. RSTG Web page and wiki pages – ITD has a new GA (Miranda Johnson) who is now available to update web pages.

d. 2008 Workplan progress report (on wiki) – the RSTG workplan is on the wiki. Most goals and strategies have been achieved or are in progress. Many are waiting for ITD input/work.

4) Other Business (Nancy & Mark):

a. Subgroup protocol document sent out – Mark & Nancy worked with Celia to clarify sub-group protocols. It is expected that sub-groups will use their wiki space and post documents, agendas, minutes and have a representative attend the RSTG meetings. Sub-groups may suggest workplan projects, but should float these to the RSTG first.

ACTION ITEM Everly will let Paula know that the Circulation Sub-group should revise and update the parking lot list (new ideas to be included) at the next sub-group meeting on September 11th. Paula will chair the September mtg. The list should then be forwarded to the RSTG.

b. New Subgroup charging docs based on RSTG model – The old sub-group charges were outdated.

ACTION ITEM Mark & Nancy will update the sub-group charges to reflect the new more generic RSTG charge.

c. Discuss possible change in meeting times/days – The RSTG will continue to meet on Mondays, but will try to shorten the meeting to 10am-1pm.

d. Use of resshare@itd.umd.edu – When using this list, please indicate in the subject line who should read your email, for example, “ILL Sub-group”

5) Other (All):

Auto removal of the LOST processing status is now available
ACTION ITEM LaTanya will send a survey to the CircResILL COI to ask which campuses want this feature activated.
Note-takers for future meetings – 9/15 Tammy, 10/20 Sharon, 11/17 LaTanya, 12/15 Everly
The RSTG and Sub-group note-takers should aim to post draft minutes to the wiki within 3 business days, emailing the group to let them know when this is done. Other members should have edits completed within a week of the meeting. Mark will request that final minutes are posted to the web.

Submitted by Everly Brown August 19, 2008

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