2023-10-31 OARMPT Meeting

Attendees

@Erica Zhang (co-chair)

@Carla Arbagey (co-chair)

@Yoko Kudo

@Rebecca Culbertson

Regrets: @Lisa Mackinder@Nicole Arnold@Jared Campbell

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Gather & Announcements	Assemble as a group and share info	5	Team	Happy Halloween! Reminder: No meeting on Nov. 7; informal check-in on Nov. 21
2	Update from Meeting with SILS OT Steering Committee	Review feedback for our Interim Report	20	Erica & Carla	Our report is a topic on the OT agenda for 11/01 Notes from the meeting: They're exploring how CKGs can be more integrated into SILS, Exploring what kind of advocacy SILS can do (was that referring to both ExL and the idea of more FTE?), Like the idea of pilots, Confirmed the expectation that our group will provide recommendations They will take on looking into which groups can do advocacy (if it's a CKG or SILS group)
3	Work plan goal discussion: Provide recommendations for models of work	Compile a list of questions from our documents & discussions; decide which questions our group can answer, and which an ongoing group could tackle; decide on recommendations to propose	20	Carla/All	See spreadsheet for OARM-PT Workflow Proposals Metadata Maintenance CZ Update Task List in scope? - update from E-Resource group CDL E-resources group checks the weekly updates and acts accordingly Electronic Collection 'CDI full text rights' field updated (esp if change to/from OA)”: what would be the workflow when something stops being OA? WorldCat daily updates: where does this issue stand? Note any contingencies in our final report SCP is working towards subscribing to the daily updates, so OA items updated by SCP will not be updated by WorldCat daily updates until they subscribe Discuss Advocacy Idea Exchange/NERS New group can keep tabs on any new ideas or enhancements that would be beneficial to OA workflows or discoverability In final report, we can note advocacy avenues (for ongoing group); ExL, also to publisher who provide metadata to ExL; provide wishlist of enhancement requests to support Assessment Pilots recommended to produce data to make a decision Pilot can also be used to develop decisions about certain types of scenarios (such as requesting a duplicate title because the existing CDI record isn’t good enough for discovery) Visibility needed for tickets to Ex Libris Support and CDL Helpline - what issues have come up since migration? Also for ongoing group Communication and Info Sharing Slack channel in SILS Community?	Make these recommendations in final report: Using CDL helpline for troubleshooting When we can, we should advocate for OA metadata in record (opportunity for an ongoing group) Rely on existing CDL workflow in dealing with CZ Update task list, since OA items should be in the NZ. Reactive maintenance means we would update changes from OA to paid as they are reported	@Carla Arbagey Next steps: start draft of final report synthesizing recommendations
4	Report back from SILS groups	Understand what other SILS groups and campuses are doing in relation to OA	5	All	E-Resources - Discovery - Resource Management - Proposal for Expanded NZ Access will be sent to OT by 11/16 Campus Updates Other (JSC, SCLG, CKGs, etc.) - SCP may be favorable to our recommendation that they also process single monos
5	Wrap up & Homework	Review actions and decisions		Team
6	Parking Lot	Capture important topics for future discussion		Team	How to find items that are OA but have slipped thru the cracks, not being labeled OA? Another area is to rethink JSC and whether they want to continue approval role. Considering ongoing maintenance of OA in Alma/Primo - who is responsible? Because OA would be in the NZ, most maintenance requests would go through CDL Helpline - where in CDL would these requests go? From CDL: With broken links, Helpline will route the issue to the CDL Acq staff, in some cases we may loop in SCP, to review what needs to be done in Alma. For troubleshooting OA: With collections like ROAD, DOAJ, or Free e-Journals, those are turned on in bulk with thousands of titles -- and the titles are not individually requested by users either. If we can’t immediately find a correct URL or the user doesn’t suggest one when reporting the issue, we will just deactivate the portfolio. In short, not a lot of time is spent trying to fix a problem with one of those types of collections. With a collection like this, the titles are all coming from individual publishers and it will more often be the case that there is a problem with a single title and not the full collection, such as a small OA website disappearing from the internet. If there is a problem with an entire CZ-collection, we can report it to Ex Libris to resolve. For OA collections maintained locally, SCP may batch update the URLs too. Of course there are also OA materials that we pay to support. Generally speaking, those would be treated as if they are paid collections and we would work with the publisher to resolve any issues there. Statistics/Resource Management as related to the workflow Related to CZ Updates Task List: Consider a cleanup project to compile a list of open access collections in the IZ that are already activated in the NZ. Deactivate and delete those collections from the IZ. This would help with maintenance since we would not have to sift through redundant data if we decided to use the CZ updates task list. Solving the missing OA links issue: determine what is within our scope: From Becky: UCSD’s Serials Cataloging Group has the following info as to how UCSD is handling this. Please read the following especially the Content Corner Update: “Are we doing anything with the Community Zone Updates Task List at the moment? When a portfolio is deleted from a community-managed CZ collection, the IZ copy of the portfolio is deactivated and unlinked from the CZ and becomes a "local" portfolio. We currently have no way of being notified of these changes except via targeted periodic sweeps. Using the CZ updates task list would give us a list of updates that directly affect our resources. Who would review the updates, how often, etc.? Who would take care of cleanup?” a. Content corner: 2022 Alma CKB Release Notes: September-December b. Who would review the list of the updates and do the cleanup? TBD.
7		Total	60/60