2023-02-09 Meeting notes

Attendees

Jharina Pascual, (acting vice-chair) UCI
Sarah Sheets, UCM
Katie Keyser, UCSF
Kevin Balster, UCLA
Carla Arbagey, UCR
Sherry Lochhaas, CDL
Michelle Polchow, Chair, UCD
Natalee Bell, UCSB
Jason Dezember, UCB
Sarah Lindsey, UCSC (substituting for Tamara)
Judy Keys, UCSD

Not in attendance:

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
1	Record: Michelle Announcements	Share announcements Sandbox refresh 2/12 UCLA customer service visit at end of month -doc - OK to add issues, put your name next to additions in case of questions	5 min		Notetaker: Judy Keys Time Keeper: Kevin Balster Actions: Natalee Bell	For access issues related to renewals, continue to use CDL Helpline; forward any vendor e-mails regarding renewals to Sherry	Steering committee to determine how to rotate notetaker/time keeper/action duties - within committee or exclude committee.
2	CDLNZ-TF	Updates Should Order Button ticket go to Operational Team for ExL monthly mtg?	5 min	Sherry Lochhaas	Order button issue - ticket has been escalated with Ex Libris, contact Gem who is the owner of the ticket Task force is a time-limited group. Still looking at hiring Ex Libris consultant for help with workflow questions. Order records and Analytics reports in Alma may not be able to fully replace the recharge reports currently produced; procedures are still a work in progress. Campus testing feedback has been useful, but not advising that anybody create order records off of NZ bibs or inventory at this time. CDL is not currently in a position to keep campuses up to date with details of every change of bib/collection/etc in the NZ, which would affect campuses using NZ inventory for orders. As task force rolls off, Acq & E-res ops groups may begin to have joint meetings (possibly monthly or bimonthly in the Acq Monday 1-2 time slot?)		Sherry Lochhaas to reach out to Gem Stone Logan.
3	Helpline Update	Updates	5 min	Sherry Lochhaas	Email sent out this week	Send questions to Sherry	Michelle Polchow to debate survey on what systems each campus uses to track tickets.
4	Discovery Work plan - CDI Limit by Availability	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 [Phase 4 delegated] 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)
5	Idea Exchange - All-Chairs needs input from all Subteams “Ability to run Analytics reports on Alma Configuration settings”	Review UCSC suggested recommendations - agree or modify our vote based on these suggestions UCSC has submitted recommendations	15 min	Michelle Polchow	https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/050Administration/050Configuring_General_Alma_Functions/210Alma_Code_Table_Reference How should we vote on this item? Which group would benefit the most - fulfillment, acquisitions, etc.? License settings would be useful for our group Discussion o the UCSC recommendations list: advocating for licensing terms, related records, online services order	Our group voted to support licensing terms, related records, online services order	ERES (Michelle Polchow Jason Dezember Judy Keys Katie Keyser Kevin Balster Natalee Bell Paula Pascual Sherry Lochhaas Tamara Pilko)
6	Feedback for OARM-PT	Request comment on defining OA - reminder to read for discussion at next meeting			Background: Open Access Resource Management Task Force in their Phase 2 Report Current definition: https://cdlib.org/services/collections/licensed/policy/open-access-resources-at-the-uc-libraries/ Requesting feedback on our draft document here The following questions may help guide your feedback: Does the definition of OA generally align with UC Libraries’ understanding/expectations of what might be labeled as OA in UCLS? Do the definition and evaluation criteria allow for inclusion of too much content, or are they prohibitive? Is there any other feedback you would like to share about this draft document?
7	Work Plan prioritization	Review survey responses			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
8	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.
9	Items of Concern Single-sign On (shibboleth) (Jason) new topic for 1/26/2023	Information Sharing	10	All		Add to work plan	Michelle Polchow to move to next week’s agenda.
10	Wrap Up	Review actions and decisions	3 min
11	Parking Lot	Capture important topics for future discussion:
12		Total	60/60