2023-08-09 Meeting notes

Attendees

Jackie Gosselar, Chair
Sarah Lindsey, Vice Chair
Lakshmi Arunachalam
Ramon Barcia
Greg Ferguson
Jeremy Hobbs
Caitlin Nelson
John Riemer
Zach Silveira
Xiaoli Li (out)
Lynne Grigsby, Past SILS Leadership Group Chair
Anna Arrieta, Support Member

Meeting Recording
The meeting recording is available for download in the OT Shared Google Folder, which you can access using this link: https://drive.google.com/file/d/1Fh1fEpG0e7LHUdg2zHtnxk5bywVj01q9/view?usp=drive_link

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Updates - from All-Chairs, Leadership Group, etc.	Provide updates from other SILS meetings	3 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
2	Q & A Session - Including Questions on Slack since last meeting	Any questions from the team? Questions from Slack?	5 minutes	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
3	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?	12 minutes	Jackie/ Team	ExL Support Meeting recap CJK re-indexing debrief Updates from UCSF, UCR, 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 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
4	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
5	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
6	Project Team Quarterly Reports	discuss quarterly reports from April	12 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.” small groups suggested 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?
7	Pending projects / materials:	FYI updates on anything we’re waiting for	0 mins	Team	update from Tom on CAP program - how to access
8	Review/Update OT Workplan	Follow-up discussion on review/update to the OT Workplan from OT-SC meeting	0 mins	Jackie/ Team	Training Documentation Hub update from Jackie? table for another meeting
9	Executive Session	Private discussion as needed	0 mins
10	Parking Lot	Capture important topics for future discussion	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)
11		Total	58 mins