2022-02-17 Meeting notes

Team Charter

Responsibilities:
ongoing rotation of responsibilities

Assign Team Charter Doc, Part III for two volunteers to review other Phase 4 agreements for how to work together and propose set for our group.

5 min

Michelle Polchow

Kevin - Note taker
Sherry - Timekeeper
Jharina- Action Items

Team Charter Document (Confluence)

Suggestion for Part III to use previous team charter wording for this section.

2-3 week due date

Put on agenda for next week to work on Team Charter, Expectations and Work Plan

@Carla Arbagey to review

@Carla Arbagey to review Part III of Charter Doc

Impact Statement on Electronic Resources Management - December 2021
From AEFG

Update on document path

• Campus Leadership develop change management assessment, workflow analysis

• Ex Libris implementation follow-up visits

• Understand change driven by data sharing in Alma (moving work from personalized spreadsheets and legacy workflows, into a dynamically shared system) and impact given it’s design as a comprehensive and complex Electronic Resources Management System
  
  

5 min

Documents:

Impact Statement on Electronic Resources Management - December 2021

E-Resources Workflow Legacy v. Alma

• Need to pay ExL to return for follow-up visits? Possibly still covered by our implementation contract, but need to confirm.

• SILS Operations Team forming Communications Sub Team.

Defer to AEFG vision for document, sending up to SOT with instructions to deliver to DOC

@Michelle Polchow drafting cover letter explaining SILS Phase 4 transition had no pathway to move letter in November to DOC and AEFG’s document ended up in our kickoff communication. To send to @Lisa Spagnolo for additional input.

@Michelle Polchow to confirm details of implementation contract re: ExL return

Report on CDL Vendor/License/Acquisitions framework in support of local members processing new NZ acquisitions

Update E-Resources Subteam

5 min

@Michelle Polchow @Lisa Mackinder @Tamara Pilko

Update on 2/14/2022 meeting with ACQ

Work plan proposal Step #1 - test NZ

• Did a data test Feb 16, 2022: found some issues with implementation: Negotiating license functionality allows for cost sharing at campus level, but doesn’t allow for it every year. Doesn’t keep record of previous payments. Can we shoehorn something in to make it beneficial enough? Lots of data-entry. Might streamline from campus standpoint, but may not be worth it.

• Alternatively, could we let campuses connect to NZ records for licensing and local recharge

• Could be part of future ExL site visit

Need somebody to confirm whether cost-sharing data is carried over year-to-year. Maybe need to use Analytics to pull data.

@Tamara Pilko and @Lisa Mackinder to continue testing

@Tamara Pilko to reach out to ExL about additional details

Multi-Series Records

Educate Subteam on problem with ultimate goal to create a policy, or procedure for determining workflow and data consistency between campuses

@Lisa Mackinder

ERES Decision Page

Multi-Part E-Collections

Background:
Two documents CDL circulated October 2021
CDL proposals for handling electronic resources with “multi-part” collections

three proposed CDL models

• Alma organizes collections in similar way to 360 Search & SFX

• Identified 431 collection records that correspond to ~30 collections that we consider overarching collections.

• Some collections can have several different choices for overarching collection. Example, Elsevier - have two separate SD collections - one for books and one for journals? Or just one for all of SD?

• Another possibility is just suppressing collection bib records. CSU follows this method. But this is being discussed because CDL received feedback that users wanted single “JSTOR” collection record.

• If IZ’s enable Browse/Search function, then these collections would not show up. You would not see any NZ resources. @Tamara Pilko confirms she cannot find Factiva Db record using Browse Search by Title. It would be an enhancement request to fix.

• Possible for campuses to have local version of collection bib record

• Many questions about how to operationally create and manage top-level collection records

• Previously sent to Discovery folks for feedback, but didn’t ask for formal recommendation.

• CDL cleaning up up ~1600 collections in NZ

• Benefit in asking CSU and SUNY why they decided to suppress all collection bib records?

• Important to keep in mind which end users we’re helping/hurting by either suppressing or unsuppressing collection level records.

• Ok to ask for feedback just on JSTOR for the moment

• Need to be able to treat different collections differently. Rigid model won’t work.

@Lisa Mackinder to formulate feedback request on just JSTOR.

@Michelle Polchow to reach out to SUNY to get background on their practices

Wrap Up

Review actions and decisions

5

Parking Lot

Capture important topics for future discussion

x/x