Page Comparison

Updates - from All-Chairs, Leadership Group, etc.

• Provide updates from other SILS meetings

5 mins

Jackie3 minutes

Jackie

• Leadership Group (Lynne):

  • SILS Townhall 8/17 at 11am

  • Suggesting post mortem of membership transition (Todd G taking to transition team)

  • Alma Analytics Annual Statistics Project Team (AASA-PT) informational webinar – recording and slides will go out widely

• AC

  • meeting was canceled, no updates

Q & A Session - Including Questions on Slack since last meeting

• Any questions from the team?

• Questions from Slack?

5 minsminutes

Team

• reindexing

  • NZ timing addressed in chat

• internal use count

  • not used by everyone as a metric

  • Alma is not always consistent in tracking

  • Sarah plans to ask in Slack about how others are using this metric

    • Questions asked in Slack during the meeting: Does your campus still use these as an assessment tool? Have you noticed or do you see inconsistencies? Did you stop using internal use as a metric?

  • Sarah submitted a ticket regarding the inconsistencies

Topics or questions for the Ex Libris Support Meeting

• Ex Libris Support Meeting Agendas & Notes

• Any topics or questions that should be addressed at the next monthly Ex Libris Support Meeting?

• Ticket roundup?

10 mins12 minutes

Jackie/ Team

Data Forms Privacy

10 mins

• ExL Support Meeting recap

• CJK re-indexing debrief

  • Updates from UCIUCSF, UCSDUCR, UCM?UCLA?

    • went relatively smoothly over the past weekend

    • errors are being kept track of for UCLA - not sure how they will be handled later

  • Document for reference: CJK Doc

  • Timetable document for reference: Preferred CJK Configuration Dates

  • How did baseline tests go (before/during/after reindexing)?

  • Updates from ExL on custom times PSBR?

CDL NZT report

• final feedback/voting will take place during this meeting

10 mins

Jackie/Team

• Other topics discussed:

  • reindexing exceptions could be due to temporary lack of that field when indexing the record

  • reports for exceptions are empty - no data on why they occurred

    • ExL does not always have an answer

  • Ask ExL for clarity on this issue in the next ExL meeting - send in advance of the meeting?

    • Questions to ask:

      • What is the purpose of this (empty) exception report?

      • What action are we expected to take from this?

      • How would we correct or test these exceptions?

• Next ExL meeting Friday 8/18/23

  • Message Jackie or Sarah with anything additional

Tipasa

Talk through previous concerns (FYI for the group)

11 minutes

Jackie/Team

• Replace VDX with Tipasa

  • Additional information: Resource Sharing

  • Tipasa testers are testing biweekly, no input required from OT at this time. Perhaps in October/November OT input will be solicited

  • Pressure has been growing from OCLC to accept an alternative to VDX (i.e. Tipasa)

    • things are moving forward (testing, communication, etc.), but schedule keeps moving and adjusting

    • suggestion for Allison to provide a public communication piece (“Tipasa tidbits” or during the Town Hall?)

•  Caitlin Nelson to speak with Allison about a public communication piece on Tipasa

Data Forms Privacy

Get a confidence check from the OT group on privacy policy for these forms.

15 minutes

Caitlin

The data privacy form (which is a Google form) lives in the SILS Cohort folder, as do the responses, which contain personal names, etc. UCSB was curious about if there is a risk with this data being accessible to SILS Cohort members (though it’s fairly buried deep) .

• Current path to the document: SILS Cohort > Operations Team > Phase 4 Handoff Docs > Implementation Coordinators > Data Privacy Agreement Forms > [campus forms]

• Options to vote upon:

  • Option 1: Leave it as is

  • Option 2: Move these things to a new Google Drive with limited permissions.

  • Option 3: retire this document

  • concerns discussed:

    • concern about PII discussed (names, emails may be included in this - considered directory information instead)

    • confidentiality documents are already signed upon hiring - is this universal? also for students who have access?

      • Yes, universal for everyone who has an Alma account. Persistent form - applicable even if there is a break in service

    • data policy and privacy project team is currently working on issues along these lines - await their recommendations?

    • theoretically, filling out the form itself covers confidentiality issues

    • website submitted for clarification: https://security.berkeley.edu/data-classification-standard

• OT will wait for data policy and privacy project team report to make a decision

Project Team Quarterly Reports

• discuss quarterly reports from April

10 mins12 minutes

Jackie/Team

• Documents to discuss (from April):

  • OARM

    • biggest topic: “We will likely propose the creation of a new, ongoing (as opposed to time-limited) group once our charge is complete, which would help manage the OA workflow once approved and/or implemented. Alternatively, we may recommend that some of the OA workflow be incorporated into existing SILS groups.”

    • Looking to have small groups, but adding more members means spreading the work around more and making it more manageable

  • EIMP

    • suggestion to handle the 1st half of the project in this team and proposing another project team to handle the 2nd half of the project

  • Questions discussed:

    • How can we continue to collaborate among these groups? People are interested in more of this.

    • How can SILS support non-SILS work?

Pending projects / materials:

FYI updates on anything we’re waiting for

10 0 mins

Team

• NERS voting process

  • Updates from Caitlin/Greg?

• update from Tom on CAP program - how to access

• Replace VDX with Tipasa

  • Additional information: Resource Sharing

Review/Update OT Workplan

• Follow-up discussion on review/update to the OT Workplan from OT-SC meeting

5 0 mins

Jackie/ Team

• Training Documentation Hub update from Jackie?

• table for another meeting

Executive Session

Private discussion as needed

5 0 mins

Parking Lot

Capture important topics for future discussion

5 0 mins

• Taking the Temperature Survey

  • Discuss Responses from Survey, particularly the What worries you? and What are you most excited about? sections

  • incorporate into the reboot

• Upcoming Reindexing Release (August 2023)

Total

65 58 mins