Resource Sharing Task Group Meeting
January 28, 2008
UMBC Technology Center

Present: Robin Moskal (Chair), Jamie Bush, Sharon Epps, Beverly Gresehover, Hongyan Sun, Tammy Taylor, LaTanya West (Minutes)

Absent: Everly Brown, Mark de Jong, Nancy Patterson

Minutes of December 10, 2007 were approved

Jamie's Report: Jamie said "Good bye"- January 31, 2008 is his last day- he will be greatly missed!

• ITD Update: Long-term plans include reclassifying one of the systems librarian positions to a manager position that would be responsible for the ILS and ILLIAD- ITD is in the process of approving the search committee and the position will, hopefully, be filled within 6 months.
• Interim plans are not confirmed- there will likely be a shared management model for now.
• ITD is in the process of training a current staff member to become a programmer which will handle a number of the reports to free Hans up for other duties.
• In the meantime, several people will be doing the work. There are new statuses for RX's including information on who was assigned a particular RX. In addition, the status of "deferred" will be used on RX's which means that the item is not being worked on currently for various reasons. This is a change from the status of "pending".
• Hongyan Sun is the new RSTG liaison and serves as representation for only Circulation and ILL. Hongyan is also the Circ Subgroup contact person.
• Laura Arnhold will be graduating in June so there may be a transition period between Graduate Assistants.
• Hongyan is strong in the technical portion of systems; but we can contact Hans if necessary.
• V.18 list of enhancements - Jamie is planning to get them out before he leaves. The list will probably go out to Campus Contacts and campuses will vote on them for prioritizing.

Hongyan's Report:

• ILLIAD Update: Upgrade for 8 campuses was completed on January 16, 2008. Software was updated to version 7.2 and web pages were updated.
• CP did application update only and are working on web page.
• Still working with OCLC to fix some problems with Connection Manager to OCLC- all of the requests was going to the test database; had to change it to live.
• One of the changes in ILLIAD 7.2 is that disavowed patrons are blocked from their accounts- previously they could still access information.
  
  

Patron Privacy

• Hans has not completed cash report for Phase II purging yet.
• Social security patch will hide SSN- Hans was ready to apply it but there are a number of fixes that need to be reviewed prior to going live with it because of the USM customization.
  • Should only spend about a week on testing so that it can be moved forward- will probably handle testing issues through RSTG and Circ Subgroup
  • Circ Subgroup should be working on workarounds for not having SSNs.
    
    

RSTG

Co-chairs met with Celia about assignment of additional tasks- Celia stated that patron privacy was an important issue and handling patron privacy issues would take about 2 years.

Should be working on:

• Policy and procedures for local patrons
• Annual purge cycle and recommendations
• (assigned) Testing of V. 18 SSN patch and scrubbing mechanism
  • Need to identify problems patch might cause
  • Need to identify policy issues and handling multiple affiliations and duplicate patrons
    
    

CLD is looking at rewriting all charges.

Multiple affiliations: PPH works the way it does because we have a single ADM environment that requires matching on the unique identifier (SSN). It is possible that there could be a workaround in a multiple ADM environment but it would require extensive work. Jamie suggested that it may need to be addressed by the Circ Subgroup at a policy level.

30-60-90 day overdue: Aleph allows for debt notices and they can now be run at campus level with a "true on" date. Hongyan will take up work on this project.

Discussion ensued about Jamie's contribution to RSTG. He suggested the following to help with communication with ITD:

• Use the test database liberally and keep detailed notes for reporting problems
• Ask for feedback
• Join ELUNA list for information from other ALEPH users
• Present specifications and expectations of how a function should work to expedite help from ITD

Robin mentioned doing ILLIAD visits to check progress and that Morgan is in the process of moving and will need training to get them up and running.

ILL meeting:

Robin gave a review of the agenda for the ILL meeting which will include:

• A review of the ILL agreements
• ITD workplan overview (Hongyan)
• Overview of RAPID (Sharon)
• BC Lending pages for non-OCLC users (Robin) *Robin also mentioned that the University of Illinois has "outside" borrower pages as an example
• Statistics in ILLIAD
• Discussion and Questions
• Overview of RSTG accomplishments

Robin will handle food arrangements

Review of Action Items from December meeting:

• Response to Celia was completed
• Beverly sent out copy of work plan template on December 13, 2007; due January 31, 2008
• Co-chairs had lunch with Celia
• Emails were sent concerning ILLIAD change over- completed January 16, 2008
• Carol sent out email reminder about ILL Meeting- January 28, 2008

Action Items:

• Hongyan will ask Hans about cash report for patron purge
• Everly will send out request for additional member to Circ Subgroup
• Everly will ask ITD to implement common faculty due date
• Mark or Robin will send a letter to Celia re: LHR
• Everly will schedule a circulation subgroup meeting
• Everly will review issues surrounding overdues, late fines, and global blocks and discuss them at the circulation subgroup meeting
• Jamie will send out a list of V.18 enhancements
• Mark will facilitate February meeting
• LaTanya will check out laptop for ILL meeting on February 25, 2008
• Talk about recruiting other librarians/staff to help with CLD directives
• Robin will send out annual report for review
• Everly will send in an RX requesting ITD investigate the feasibility of standardized replacement costs
• Everly will include special borrowers on circulation subgroup work plan
• Everly will contact those who have not responded to alumni survey and report back results to RSTG
• Sharon will take up work with LHR in conjunction with ILL Subgroup
• Sharon and Nancy will be joining ILL Subgroup
• Robin and LaTanya will draft workplan to send out for RSTG comment
• LaTanya will send out email with suggested meeting dates (Done 1/30/08)

Accomplishments - 2008:

• ILLIAD upgrade to 7.2 for consortial implementation - January 2008
• ILLIAD update of web pages - January 2008

Next meetings:
February 25, 2008 (1pm-4pm) - LaTanya will take minutes
March 24, 2008 (9am-1pm) - Tammy will take minutes

Minutes submitted by LaTanya West
1/30/08

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