2023-02-16 Meeting notes - Steering Cmte

Attendees

Sarah Sheets, UCM
Sherry Lochhaas, CDL
Michelle Polchow, Chair, UCD

Not in attendance:

Jharina Pascual, (acting vice-chair) UCI
Tamara Pilko, Vice Chair, UCSC (on leave)

Meeting documents:
Meeting Recording & Chat (link to file in Google Drive)

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Record: Michelle Announcements	Review team process for agenda note taking and management vs. work plan management	5 min		Notetaker: - semi-permanent (quarterly) Time Keeper: - permanent – standing 11 am mtg Actions:		Steering committee to determine how to rotate notetaker/time keeper/action duties - within committee or exclude committee.
2	CDLNZ-TF	As TF winds down work, how would Sherry like to convey transition, updates, action items, etc? Keep a running written document, verbally report, etc?	5 min	@Sherry Lochhaas	April or June - winding down for TF LEAVE ON AGENDA - @Michelle Polchow
3	Joint ACQ + ERES Meetings	Meet once a month			ERES- Thursdays 10 am - 11 am ACQ - Mondays 1 pm - 2 pm	March 16 invite ACQ to joint meeting @Michelle Polchow meet with Stacy
4	Agenda building	Share the work create agenda assign roles - DONE work plan docs - communicate with All-Chairs and other subteams communicate with other stakeholders (CDL, SCP, etc) Balance work plan vs immediate campus concerns (example - UCB’s Shibboleth concerns)					Decisions – @Sarah Sheets @Sherry Lochhaas @Paula Pascual @Michelle Polchow
5	Discovery Work plan - CDI Limit by Availability	Test case in reporting as a stakeholder. All-Chairs asked for chairs to read through all work plans to see where cross-over topics might occur. Comments - ERES consider all possible settings? https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/040Resource_Management/080Configuring_Resource_Management	10 min	@Michelle Polchow	CDI Limit by Availability Keep Easy Active setting in mind when troubleshooting Local settings can be changed / be aware of these settings when we are troubleshooting as a group Need to make sure librarians & public service staff understand the implications of these options (and are made aware of any changes)
6	Work Plan prioritization	Review survey responses prioritize deliverables assign deliverables			https://docs.google.com/forms/d/1KVHVZ3mxeTQJhAAhLarkxvRAXtD25uC8u15KjDdnE54/edit#responses Top priorities include: perpetual rights tracking, authentication/authorization protocols, space to discuss local e-resource practices, multi-series electronic collection level request Sharing of e-resource licensing information across campuses was the least priority		Additional process work on NZ/IZ de-duplication/reconciliation. @Sarah Sheets
7	Notes: Workplan Items Prioritization SWOT for ERES strengths weaknesses opportunities threats	Notes left here from prior meetings Planning + Prioritization	15	@Paula Pascual	Ongoing notes: Agreement on needing to go over work plan again, and whether it still reflects campus priorities Need to prioritize things on the plan asking for feedback - are the things that are high priority for campuses, or need attention, reflected on the work plan? Multi-series e-collection level records: CDL working on this? Need to follow up on status Sharing of e-resource licensing info across UC: still high priority for UCI original recommendation is for CDL to host listserv. Need to follow up on status Shared decisions around the CZ: No campuses seem to be struggling with this. Consider removing from the work plan Additional process work on NZ/IZ deduplication: RM may be working on this more Current language is a bit vague Potential issues: coverage dates if a resource is activated in more than one place possible to purchase eDDA title that’s already owned by CDL any others? Need page to document use cases CDL/campus e-resource workflow: CDL working on it reporting/analytics some covered by project team ongoing sharing in ERES Scoping IP ranges gather status at each campus? engage Discovery - probably delegate Perpetual access create a policy page about the mechanics between IZ and NZ and how portfolios show coverage (IZ trumps NZ) “Best Practice” for recording IZ perpetual access need to flesh this out/break down into components - long term v short term goals consortially. What do we need to know in this area? Space for discussing current campus practices/workflows E-Resources troubleshooting communication Is Slack working? Need another avenue? Where are we at with multi-series e-collection records? SCP/CDL seems to be doing alright in determining which collections to activate for Primo; this issue may come up again when POLs are attached to collections Sharing licensing information: determined that a database of licenses is not realistic, however we may clear sharing licenses with campus council as a CA Public Records Act request		@Paula Pascual Check with Sherry/CDL about multi-series e-collection level records and sharing of license info @Sherry Lochhaas to take back to the group to discuss further. Team to review priorities and review next week. @Michelle Polchow to send out survey on priorities.
8	Wrap Up	Review actions and decisions	3 min
9	Parking Lot	Capture important topics for future discussion:
10		Total	60/60