2026-01-23 LG SC Meeting Agenda

Item

Desired Outcome

Time

Who

Notes

Decisions

Actions

Welcome

Announcements & Updates

(Please add in advance)

Share new general information

5

All

New Business:

Desired Outcome

Time

Who

Notes

Decisions

Actions

Digital Collections in UCLS Project Team Charge

• DOC is currently asking for names for more members.

• Question from Adrian Turner at CDL:

  • The scope of work has some overlap with the former Digital Collections Project Team's (DCPT) assessment and analysis activities. Is the expectation that the new Digital Collections Discovery project team will enact the recommendations and next steps outlined in DCPT's 2022 report (e.g., distributing and synthesizing the digital collections visibility questionnaire and decision tree, etc.)? The charge for the new group suggests that it may recommend implementing the tools formulated by DCPT, but not necessarily conducting the implementation work itself.

  • From the Charge: the Project Team should review and consider use of the prior DCPT Digital Collections Visibility Pre-Assessment Questionnaire. Decision Tree, and Final Decision Tree Companion Document and recommend whether these tools should be updated, redistributed, or adapted.

    The final deliverables will include:

    • A final report summarizing findings and recommendations.

    • Supporting documentation and data (e.g., survey results, Confluence documentation).

    • Recommendations for ongoing stewardship of digital collections discovery work within SILS.

Aislinn will respond to Adrian addressing his questions that yes, this group is intended to be a continuation of the Digital Collections PT work. The current PT should review the survey and decision tree to determine if they want to use them as is, or since so much time has passed since the DCPT wrapped up, if they need to be modified. The expectation is in the deliverables that we still want the information about what other campuses are doing, and to include the supporting data and documentations (survey results, etc.) whether that survey is exactly the one the DCPT recommended or a modified version.

Task Force to Strengthen Collaboration and
Alignment Across ILS Shared Governance and Services

request that LG identify nominees to share with Guidance Group

Sarah

On 12/19 CoUL endorsed the charge for the Task Force to Strengthen Collaboration and Alignment Across ILS Shared Governance and Services. This task force will focus on aligning CDL shared collections and the SILS governance groups.

The task force Guidance Group is looking for a few nominees from both the OT and the eResources OST, along with a brief description about why each of the nominees would be good candidates for the task force.

ST: share charge and put out a call to LG members for nominees from OT and the eResources subteam, 1/30 deadline

Harmonization Assessment

Next steps (do we really need more members for this subgroup?)

Anna

Pre-reads for LG

• Existing Harmonization Principles

• SILS Harmonization Final Report

Subgroup Members: Elizabeth Richey, Xiaoli Li, Anna Seiffert, Caitlin Nelson

Updated Timeline (to finish by June 2026)

SILS Strategic Harmonization Review – Stakeholder Questions

In your area, what SILS-related harmonization efforts have worked well?
(e.g., workflows, policies, configurations, shared documentation, training)

Where has harmonization been limited or stalled—and why?

What challenges (local needs, system constraints, policy gaps, capacity) are contributing?

What guidance or decisions from the Leadership Group or DOC would help move things forward?

Are there any areas where localization is working well and harmonization may not be appropriate?

Are there policies, documentation, or communication channels that need improvement?

Formation of SILS Renegotiations Tasforce (ExLibris)

Agreement on a process and structure for forming the renegotiations taskforce.

SILS Renegotiations Taskforce – Formation Discussion
SILS LG discussion on how to form a taskforce to support upcoming Ex Libris contract renegotiations, including desired expertise, representation, and next steps. Leadership has requested to remain outside the group unless escalation is needed, placing initial responsibility with LG.

Given where we are in the contract cycle, our focus is on using the WIPT’s concrete findings to inform near-term renewal decisions, rather than standing up a new, long-horizon negotiation structure.

Roles and Charge from 23/24

Condensed Timeline Proposal — Ex Libris Renewal (Jan–July 2026)

January–mid February 2026

• Request and receive a written recommendations update from the Workstream Improvement Project Team (WIPT), focused on:

  • What has been delivered under the engagement services

  • What remains incomplete or problematic

  • Renewal-relevant implications (must-have / should-have / nice-to-have)

Mid February–early March 2026

• To remain actionable, the revised charge should be finalized no later than mid-March 2026, following receipt of WIPT recommendations and prior to final DOC/CoUL direction-setting.

• Renewal Taskforce/SILS LG reviews WIPT recommendations and prepares a brief synthesis identifying:

  • Priority issues for renewal

  • Areas of leverage and risk

  • Items appropriate for escalation vs. acceptance

March 2026

• Share LG synthesis with DOC and CoUL to obtain:

  • Strategic direction for the renewal

  • Confirmation of priorities and red lines

  • Guidance on risk tolerance (cost, stability, scope)

March–May 2026

• Negotiations proceed in parallel, informed by:

  • WIPT findings

  • LG synthesis

  • DOC/CoUL guidance

• LG serves in a consultative and coordinating role as needed.

June–July 2026

• Converge on renewal terms

• Escalate unresolved issues as needed

• Final decision and renewal execution by July 2026

• Invite Sarah H. to talk more to LG about the renegotiation ask

• Invite Caitlin & Tom to talk to LG about WIPT update.

Standing Topics:

Desired Outcome

Time

Who

Notes

Decisions

Actions

OT

(Please add in advance)

Share relevant information from OT

5

Lakshmi

DOC

(Please add in advance)

Share relevant information from DOC

5

Sarah Troy

Other Topics As Needed:

(Please add in advance)

Desired Outcome

Time

Who

Notes

Decisions

Actions

Patron Privacy and Data Security Team (PPDST)

Darren

Alma Annual Statistics Analytics Project Team (AASA-PT)

Ex Libris Software Accessibility Project Team (ELSA-PT)

Sarah Hougton

Workstream Improvement Project Team (WIPT)

Tom

Wrap Up

Review actions and decisions

Parking Lot

Capture important topics for future discussion

All

• LG Work Plan update - Calendaring Newsletters and/or Town Halls - will determine if needed after Charge update

• Operation Team favorite things

  • SILS Talks

  • OARMPT Group - new team?