RSTG Meeting Minutes
April 21, 2008
UMBC Technology Center, 9 am - 1 pm

Present: Mark de Jong (Co-chair), Robin Moskal (Co-chair), Hongyan Sun, LaTanya West, Everly Brown, Nancy Patterson (minutes)

Guests: Hans Breitenlohner, Linda Kleback, Carol Vaeth, Evelyn Yocco

Absent: Tammy Taylor, Sharon Epps

1. ILL Subgroup Update - Robin: Robin sent out an email for the training schedule for ILLiad 7.3 with links to online training class.
   
   The email survey about delivery method preferences was not done, but the ILL Subgroup will be sending this out soon.
   
   Robin finished the ILL statistics sampling and sent them with the LHR memo to Celia, who passed it on to CLD. If our request for CLD to approve OCLC's $351.00 fee for info-gathering is granted, Carlen will be compiling information from each campus to assess how much is involved with the LHR project as CLD considers it.
   
   Discussion:
   We discussed CLD's prior interest in WorldCat Local and wondered if that is still something they are considering and, if so, how it impacts the LHR project.
   
   
2. ITD Update - Hongyan:
   
   Hans agreed to suppress SSNs in all Cash Transaction Reports and Hongyan will be sending out an email to campuses and RSTG as this is completed.
   
   Hongyan emailed the 1st list of enhancements to RSTG: renewal list and Circ sounds. Hongyan needs more time to complete the testing of library hours with Jamie Edwards and the test printing from multiple printers (with LaTanya).
   
   LaTanya questioned the worth of checking with Florida State University about how they handle multiple ADMs because of ITD's concern about using multiple ADMs. Hans said that implementing multiple ADMs would be a major undertaking and is highly unlikely.
   
   Tammy's Rx about SSN suppression is addressed by ITD suppressing SSNs on all Cash Transaction Reports and the efforts to replace the SSNs with local IDs.
   
   RSTG's question about web pages access and editing will be reviewed by ITD next week.
   
   Hongyan's first attempt to get Copyright Journal Titles to display for each campus separately didn't work. She'll investigate further.
   
   Discussion:
   There is no revision in the timeline for SSN removal, according to Hans.
   
   Per Hans, multiple match-points can work if they are adopted by all campuses uniformly. Error reports would still generate in accordance with errors common to the chosen match-points. Local IDs could be match-points but they don't allow for global de-duping and there is a global-block problem with multiple IDs. We discussed whether there might be some funding for a project to assess this: patron loads, UID queries, and de-duping.
   
   Hans was asked about ITDs requirements regarding UIDs and he said the UID can be whatever is assigned - no alpha/numeric or length limitations.
   
   Hans asked how much effort should be expended in de-duping efforts. Input from several groups may be necessary to make that decision. Would Rx requests to de-dupe work?
   
   Campus CIOs approved patron loads for all campuses - a few need to be added to Aleph first, Frostburg, Coppin, and Bowie among them.
   
   UMCP is expecting a privacy/security audit this summer.
   
   Hans asked how billing will work on each campus with SSNs suppressed - LaTanya's Circ Subgroup survey may be helpful as we see how other institutions handle it.
   
   
3. Circ Subgroup Update - Everly/LaTanya:
   
   Circ subgroup sent out an email to survey campuses on several things: 1) how long an item should be allowed to stay on the hold shelf: 10 days (currently), 15 or 20 days. 10 responses were received, 7 campuses happy with 10 days, 2 who want 15 days, 1 that was confusing. 2) common lost book fees - Out of the 10 responses, the majority are not interested in that change. 3) patron progress reports - 5 yes, 4 no. 4) uniform renewals - 4 yes, 2 yes but, 2 no, 1 will abide by whatever the majority decides.
   
   Circ subgroup met on 4/8 and decided that they won't recommend implementing standard replacement costs and renewal periods or any changes to hold shelf times across campuses. They will try to establish an up-to-date webpage with campus-specific information. Much of the discussion was about the patron-privacy issues we're facing - lots of concern about multiple match points (email, dob, middle name, mother's maiden, etc.), patron loader changes, Local IDs, and testing the SSN patch. (sample reports are in discussion). Bursars offices don't need the SSN for local billing but do require it for central collection.
   
   Aleph Version 18 test database is to be refreshed within the next couple of weeks, according to Hans.
   
   Mark sent out invitations to garner interest in Circ subgroup new members and RSTG expects to welcome Evelyn Yocco (UMCP) at the end of today's meeting.
   
   Since Tammy isn't here today, we will wait for her to update us on responses to her Patron Registration and Charge & Return manuals.
   
   Mark hasn't received any response from the CCC regarding his queries about annual consortia license pricing.
   
   
4. Report on Phone Meeting with Carlen - Mark:
   
   Conference call occurred on 4/4 from 10 to 10:30am - Mark, Carlen, and Robin were main participants, Nancy & LaTanya listened in.
   
   Mark received the ITD Workplan from Carlen with timeframes for patron privacy & SSN issues as well as record scrubbing.
   
   Phase II purge parameters are spelled out in Rx 3546 - once that is responded to, the answer will be shared with all campuses.
   
   Cash Reports will begin having SSN suppressed.
   
   Celia, Don Spicer, Stan Jakubik and Carlen are working with the CIOs from campuses without patron loaders to get them up to speed.
   
   RSTG and ITD are to establish match-points in lieu of SSN.
   
   There was a question about which institutions are affected by the patron privacy issues - just USM or all of USMAI? It is all of USMAI - and the survey has been forwarded to all institutions.
   
   Auditors will be visiting UCMP this summer and will expect that SSNs be suppressed by then. (A question arose as to whether having a plan to remove SSNs would be good enough at that time.) Apparently, failure to comply with removal of SSNs is a felony and punishable by law (fines applied, federal and state funding jeopardized)
   
   Overall, the call went very well.
   
   
5. ILLiad Update - Robin:
   
   Robin has been working with Bowie to get their ILLiad running smoothly - even used Skype for a 2-hour long-distance training session with them.
   
   Morgan's move is complete but they don't have telephones hooked up yet so there can be no training until that happens. Robin has spoken with Donald and they are planning to do the training at some point, phones permitting. Morgan is/was having Odyssey problems.
   
   Carol mentioned the need to look at UMES because they are still using Ariel and not Odyssey.
   
   The ILLiad conference in March was great - a program on breaking the link between patrons and their requests was well planned out and worth reviewing for our current issues. More was presented about the Rethinking Resource Sharing initiative. Also, discussions arose there about Atlas training and the divide between the training provided upon implementation and the ongoing/follow-up training that is so expensive.
   
   
6. Welcome New Circ and ILL Subgroup Members - Robin:
   
   RSTG was thrilled to welcome Evelyn Yocco (UMCP) to the Circ Subgroup and Linda Kleback (Towson) to the ILL Subgroup.
   
   
7. Other: A discussion arose about the campus contact system of info sharing/gathering and how it is currently falling short, especially in matters of gathering responses to surveys. Hongyan agreed to follow up with Carlen so Carlen can follow up with the contacts and remind them of the importance of response and follow-through.
   
   LaTanya volunteered to take over Robin's room-scheduling tasks for RSTG meetings scheduled after August.
   
   

Action Items:

• Hongyan will discuss when to implement ILLiad 7.3 with Carlen and Hans
• ILL Subgroup will send out an email survey about delivery method preferences.
• Hongyan will test library hours w/ Jamie Edwards.
• Hongyan (and LaTanya) will test printing from multiple printers.
• Hongyan will follow up with RSTG about status of Cash Transaction Reports and SSN suppression.
• In May, Hongyan will send request to Laura Arnold about RSTG Circ/ILL pages and consideration of RSTG generated drafts of desired look/functionality.
• In May, Hongyan will investigate separating out each campuses copyright journal titles lists with Alison from OCLC.
• LaTanya will send an email survey to all campuses asking for possible match-points for global de-duping: full name, middle, dob, email addresses, etc.
• Robin will look into all consortial uses of Odyssey - St. Mary's and UMES especially.
• LaTanya will double check on campus contacts listing on USMAI site to find individual names/contact info for follow-up.
• Hongyan will ask Carlen to remind campus contacts about importance of timely and thorough replies to email queries/surveys sent through them.
• ALL - send agenda items for May to Mark [One Item: ILL Subgroup Update from 4/21 meeting]
• Assign someone to find out if WorldCat Local is still something CLD is considering and, if so, how it impacts the LHR project.

(Possible) future meeting dates and times:

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