2022-07-11 Meeting notes

Welcome/Assemble

Allowing people to join from other meetings, etc.

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Announcements

Share new general information.

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All

CDLNZ-PT Needs Assessment

Provide overview of draft “Summary of Needs” tab, gather feedback on Needs Assessment.

60

@Erika Quintana

@Lisa Spagnolo

Feedback requested by July 22

7/11 - Review CDL Needs

7/18 - Review Campus Needs & compile feedback.

Needs Assessment Summary (note doc is view-only). First group is focused on CDL general work needs. Erika went over the considerations and complications related to CDL processes:

• Vendor file that corresponds to how CDL is paying content providers (many processes are contingent on this)

• Estimate and track intake by CDL from campuses (recharge/deposits)

• To record and/or pay invoices that are payable by CDL

• Expenditures from CDL to track campus cost share current and historical

• Acq focus: CDL needs to record and track order and renewals with link to inventory

• CDL needs to manage and store licenses in a manner that is accessible and viewable to campuses

• E-management focus: CDL needs to manage all inventory for which it stewards access and when applicable link to related order and licenses information.

• Report to internal and external stakeholders

• Communicate to campuses renewal dates and decision deadlines

Preliminary testing revealed that NZ info is not viewable from the IZ and visa versa. Need to explore whether Analytics might bridge this gap or whether this is a consortial functionality enhancement need.

Many processes are dependent on designing and building out infrastructure (vendor file, fund structure, licenses) which will drive workflows.
Where we decide to represent data based on needs for persistence: whether cost share models and campus participation and their changes over time live in POL or License records.

Implications for staffing needed to clean up data, fully implement new workflows, and tackle incorporating essential retrospective acquisitions data.

Lisa M shared the CDLNZ-PT Meeting Notes and recordings: CDL Shared Collections in the NZ Project Team

and the group Charge: https://docs.google.com/document/d/1ltdwLhyyH6tvMTIgDST7UEr1q61CIWysfxaR7VLALig/edit

Please review Needs Assessment Summary for clarity and completeness. Comments can be added via the # acq Slack channel or SILS Acquisitions Operations Subteam list SILS-ACQ-L@LISTSERV.UCOP.EDU

ACQ Work Plan - License Terms

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All

New Decisions page at Licensing Terms for Display in Primo (of great interest to the Resource Sharing OST crew). @Lisa Spagnolo has updated / edited the license terms page to indicate licenses are linked to e-inventory.

deferred

ACQ Work Plan - Developing Policy/Procedures for MVP 003

Review Progress on Documentation

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Laura, Erika, Lisa S.

Use of (Brief) Order Records in NZ/IZ

https://docs.google.com/document/d/1sYpjvpv0wd-7DjERRWoBqOYqHNaCz1Rm9M-ImKolW_Y/edit

• 5/2: UCI update from discussion w/ Moriah and percentage of brief bibs w/out OCLC numbers. Can be 1-2%. Occasionally record in GOBI system can have OCLC number of a different title - would not be reconciled in API process (or can be not preferred record but same title). Additional discussion of complications, timing, etc. Potential clean-up issues downstream, so NZ maintenance concern.

• Risk/benefit - risk of non-matching etc. and NZ quality. Benefit of OCLC daily updates.

• Q re: how API works at IZ level - match on POL, so overlay happens. Does not complicate factor if loading in NZ (and mismatches, overlay mishaps, etc.). Discussion of campus implementations.

• Ebooks: not ideal situation for using API, creates standalone portfolios. Load of Digital Plus record should create portfolio in collection, etc. Using “unlink from CZ record” in import profile - to take advantage of full bib for an ebook and also reside in CZ collection. Minimizing unwanted duplication or complicating multi-match outcomes.

• Intersection with assessing the Gold Plan. If manually handling w/ OCLC record due to addressing other potential problems.

• Local approach to “Share/Link to NZ” permission, frequency of running, etc.

deferred

6/6: Decision page approved!

Gold Plan with GOBI - Renewal Information

Time Permitting

Assessment of GOBI OCLC Plus service

Proposal for the University of California System is July 1, 2021 - June 30, 2022 with two option years for renewal FY23 and FY24. All UC libraries can utilize the cataloging service, API service, etc. for a flat fee.

CDL using service for Wiley, Cambridge, Springer.

Contract decided before clear understanding of Alma workflows and WorldCat updates implications. Gold service is essentially $6 bets against whether anyone else will have updated the record - would in house cataloging be a better use of $? UCI API testing will give us a better idea of the kind and frequency of titles that come through without good records.

• Testing will be this week of 4/25 sometime.

5/2: assessing criteria for print (like supporting shelf-ready) vs. ebooks.

Discussion of enhancing/influencing CZ - could be role for SCP. Additional discussion of quality of CZ, and debating decision to use local collection.

Alma Analytics Overlap analysis can indicate whether CZ records exist, but doesn’t do a MARC field count (quality/completeness of metadata). Not certain yet how we might evaluate CZ records. It’s also possible that once older records have had enough time to be improved, they are more discoverable.

How much management is required for local records? Really weak CZ records: do we upgrade them (e.g. add subject fields)? How do we address CZ records which have much more robust CDI records?

Q: What led campuses to implement/not implement GOBI Gold Digital plans?

Erika: is it the best use of the plan when we know CZ record exists? Is it really time saving.

Osmun: cost reasonable for the fully-cataloged bib records

Laura: trying to use CZ records more in spite of shortcomings.

Erika: CZ records have improved over time. Starting to use them more than in the past. CZ offers speed of access and the advantage of having up-to-date URLs in portfolios (platform and link changes are well mapped and managed).

6/6: Laura’s analysis of CZ bib records is in the shared drive; about half of the bibs lacked subject headings, regardless of age.

Discussion of extra cataloging from GOBI – notes in bibs for award-winning books received on approval, or faculty authors

6/27: Group will continue to mull over and discuss on 7/11 meeting.

6/6: Decision page has been created. “Detailed analysis at each campus on the time/cost impacts of the Gold Plus program” is a suggestion for campuses concerned about the cost, not a blanket requirement.

Evaluate service, metadata, ease of use (interoperability between GOBI and Alma). Identify strengths and areas in need of improvement.

• review tech specs

• customer service

• look for common denominators (themes)

CDL / Local campus Workflows - Updates?

Time permitting

5/2: re: CDL-NZ group to support CDL Shared Acquisitions. Waiting to hear more.

4/25

• Lisa S. Alma does not handle negative allocations (that was one of the ways we managed the recharge/deposit w/ transactions by title to draw that down).

• Lisa M. CDL has met with ExL to outline processes / use cases to take ExL development. Current functionality doesn’t fully support current workflows

• Google Drive space for recording where/how recharges are recorded

• SCLG supplying fiscal close deadlines.

• CDL NZ Shared Collections reviewing current workflows, will start with performing needs assessment

Parking Lot for Previous Action Items

Wishlist: All-UC Import Profiles workshop for after Fall quarter

New Items

Capture important topics for future discussion

No new items at this time.

Actions from previous meetings:

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