USMAI Circulation Meeting
12-3-07
BW TECH CENTER

Meeting started at 9:30

Everly Brown- facilitator; Mark de Jong-timekeeper; LaTanya West- minutes;

Introductions

RSTG overview -Beverly Gresehover

• Presentation on ILLIAD in Jan 2007-Educause
• Annual ILL meeting-guest speaker from Atlas
• AV. 18 testing
• Common faculty due date
• Paula and circ group- looked at off line circ
• Record retention-state recommendations vs. current practices
• Reviewed terms of office
• Developed annual reports for updates on activities
• Updated circ and ILL agreements
• Involved in consortial Iliad implementation and training-Robin, Carol, Jamie B. FULLY implemented except Morgan
• Phase I record purge
• Planned for Phase II purge
• Carol researched becoming part of OCLC union list; also looked at book transport within consortium
• Carol, Robin, and Jamie have done 3rd presentation on ILLIAD

Circulation Update- Everly Brown

• Reviewed hand-out about updates
• Purpose of group to make recommendations- not decisions for consortium
• Suggested term lengths for Circulation-subgroup
  • Staggered; possibly a co-chair
• Celia stated that CLD is establishing guidelines for current and new task groups to include terms of service, leadership model, and templates for workplans and annual reports.
• Reviewed Record Retention Standards
• Global due dates- 13 out of 16 campuses agreed-
  CP, Morgan, and Health Sciences chose to be excluded
• Fixed dates of 5/1 and 12/1
  On 10/1 goes to 5/1 and on 3/1 goes 12/1
• March implementation is expected

Phase II purge discourse

Report on how much money would be involved and how many patrons fall into the second set of parameters will probably be ready in January to be sent to campuses to determine how to proceed with Phase II (2nd set of parameters: expired before 1/1/2002, no active loans, no holds, fines under $34.99 that are not lost book charges).

ITD Update- Jamie Bush

Discussed USMAI Workplan

V.18 features

• Advanced Booking/ Media Booking
  • Can place-item level request on something in the future
• specific time and possibly place
• Questions about how it would affect checked out items, recalls, reserves, and types of items
  • Bringing it up in spring
• Circulation log-gives history of loans-some concern about privacy; provides details about transactions that were previously only available to ITD

Workplan-
3 main goals for ITD:

• Metalib 4.0
• Patron Privacy
• Reporting

Workplan interface improved- has active projects listed at top

Discussion about SSN and Patron Privacy ensued-

SSN patch-suppresses SSN in Aleph
Patch should be available by end of January in test
- Circ-subgroup/RSTG will test and talk about workarounds
- Concern about duplicates; reports of new records added may be needed daily
Implementing patch may require additional discussion

V.18 upgrades will be presented to campuses for discussion in January from CLD/ITD- They will look at ranking of which ones are wanted and assessment of effort required to implement

Discussion:

• Alumni borrowing
  Reviewed survey 9 out of 16 campuses responded; waiting for more info
  Robin suggested place on site for everyone to refer patrons to about alumni privileges
• Review of Circ agreement Everly suggested removing 4e (re: ssn)
• Removing blocks from other campuses
• discussion of types of blocks and levels
• more stringent standards in notes
• possible re-discussion on number of overdue items/lost
• possibility to fix at home campus if it involves books and not money
  • Circ subgroup to further discuss
  • automatic first renewal (had been discussed previously- tabled?)
  • asked about date of blocks
• Renewal limit: can be over-ridden unless on recall (5b-circ agreement) ---
  Members may renew items, if no holds, as long as books are physically present
• Clarification was asked for about who is responsible for lost items in transit (MILO)
• Labeling for shipping holds-UPS address list for shipping-to be updated
• Remove 2c from Circ Agreement
• Registering community borrowers (addendum: adding without erasing current or other campus information)
• Departmental borrowing- suggested to be done through ILL-maybe manual transfer can help if implemented
• Faculty Emeritus status in Aleph and on other Campuses
  [Eligible for full-services]
• Open spot for Circ-Subgroup as of January
• Suggested set price for replacement/processing cost throughout consortia; possibly by call numbers
  - Some people stated its not a Library decision on fees charged

Mark de Jong is looking into a better rate for DHL and UPS; he also suggested better searching of Lost In-transit report.
-DHL has good Commercial rate- $2.00
-New UPS Contract-$4.00; through 7 lbs-3 years. Need to talk to UPS rep about being a part of Contract

Asked Bowie to send info about itemized shipping recordkeeping

Meeting adjourned at 1:30 PM

USMAI Circulation Staff Meeting 12/3/07
Attendee List

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