2023-07-21 LG Meeting Notes

Welcome new members!

5 minutes

Robin

Welcome Jackie Gosselar! OT Chair

Welcome Melanie Poloff! Support Member

SILS LG Roster and meeting structure discussion

5-10 minutes

Robin

• Identify Vice Chair - wait for new members to join before voting?

• Review current roster

• Review meeting structure

• Waiting until new members step onto the Committee to vote on Vice Chair. Robin asked if anyone did not want to run as VC: Tom and Sarah H. said they couldn’t.

CJK reindexing project escalation request

10 minutes

Everyone

Review email to SILS LG from the SILS/Ex Libris support team dated 7/17/23

• Jackie had meeting 7/21 on this, confirmed with X (check with recording for info on all of this)

Meeting on books on Tuesday, 7/25/23

Town Hall planning

15 minutes

Everyone

• Identify date in mid August.

• Write a short email to SILS news about survey results beforehand? Did we already do this? (see next agenda item)

• Agenda ideas

  • Introduce new chairs (i.e. meet the new chairs, new LG members)

  • SILS Governance Survey results main topic

  • Q&A

• Town Hall on August 17, at 11am (updated via Slack on 7/25 to 11am due to conflict for UCB Library folks)

• UC Davis will set up the Webinar, Robin will coordinate

• Aislinn and Sarah H will be presenters. Anna can help coordinate

• Robin will write and send “Save the Date” via SILS News, and Sarah T will forward to DOC by July 28

SILS Governance Survey

5 minutes

Anna, Aislinn

Follow-up item from 5-26-2023 meeting: communicate out to SILS cohort in advance of Town Hall a brief update on governance structure results with full report coming at Town Hall

• Send out before July 31

Data Privacy preliminary report

Robin

Robin is following up on status of final report

DOC update

5-10 minutes

Sarah Troy

Alma Annual Statistics Analytics Project Team (AASA-PT) report

• DOC discussed report at 6/20 meeting

  • "This is a great report - kudos to the team!

    For recommendation #5 - summer 2023 would be a bit arduous for UC Berkeley, because the staff involved in this work are already committed to other projects and it would involve hardship in adding more to those staff's already full workload. We would rquest a Spring 2024 extension for UCB."

  • Endorsement that Question #10 needs to be answered at some point -- who/what is the decision-maker for the question, and what is the answer?

  • great work. would like to see requirements updated for reporting as well i.e. review of what stats are requested and WHy. although it has likely been different for years some stadardization for special collections across campuses seems important too. campuses also need to look at their existing labelling such as for manuscripts v collection- so local campus clean up projects

• CoUL discussed at 7/10 meeting

  • CoUL endorsed AASA-PT’s 11 recommendations (including taking the status quo, “original depositor” approach for RLF holdings and committing to discuss alternatives in the future) as well as the team’s proposal to launch a communications and outreach plan.

  • The CoUL Steering Committee will discuss a timeline and approach for a future CoUL discussion on how to best count/report RLF holdings.

DOC met on 7/18

• 3 new members: Dani Cook (UCSD), Nicole Capdarest-Arest (UCD), Kristin Antelman (UCSB--CoUL Liaison to DOC)

• CoUL Liaison provided an update from the 6/29-30 CoUL meeting

• SILS governance membership nominations due to DOC by Monday, 7/24

• LAUC liaison to DOC may be adjusting term timeline (to July - June instead of September - August)

• DOC members debriefed on June conversation with CoUL 

• UCB rep (Salwa Ismail) gave update on goings-on at UCB

quick update on how SILS nominations are going so far (7/24 deadline)

• ST will notify SILS membership transition team after 7/24

• Sarah T. dropped information into agenda:

• Rec #5 Timing

• Endorsement Q #10

• Next step, Lynne, who is CoUL liaison, will take these recommendations back to the group.

OT update

5-10 minutes

Jackie Gosselar

OT met on 7/12

• Update from the AllChairs actions related to the SILS Membership Transition Subgroup – getting organized to start their reboot meetings with new members and new chairs

• CJK reindexing updates

  • See UCD’s notes from their vanguard experience

  • Document for reference: CJK Doc

  • Timetable for reference: Preferred CJK Configuration Dates - finalized (7/19)

• Quarterly reports to be discussed at next meeting:

  • OARM

  • EIMP

• CDLNZ-PT report - sent out as a pre-read

  • reminder to review and provide feedback

  • final feedback/voting will take place on 7/26/23 meeting

Ad-hoc ExL support managers meeting on 7/18

• UCSB/UCI/UCSC issues discussed

• Notes added to LG slack

OT SC meeting on 7/19

• Opened up to all OT members to discuss reindexing issues from last weekend, concerns for the upcoming weekend, and schedule for reindex

• Compiled several more questions for Friday’s scheduled ExL support managers meeting, including confirmation on communication expectations (submitting all tickets related to the reindex as “system down,” calling the 24x7 hub to follow-up on unanswered tickets, etc., addressing misinformation supplied on tickets, and clarifying question about bib/user/POL indexes running in parallel or sequentially

• Plan to create a document outlining issues for LG/negotiation team for advocacy → draft document started

• Sarah Lindsay new Op Team VC

55 minutes

Parking lot - things for us to keep an eye on

• Alma Analytics Annual Statistics Project Team

• Data Privacy Project Team

• SILS Governance Assessment subgroup

• Operation Team favorite things

  • SILS Talks

  • Ethical and Inclusive Metadata Practices in UC Library Search Project Team