2023-01-25 Meeting notes

The meeting recording is available for download in the OT Shared Google Folder, which you can access using this link: https://drive.google.com/file/d/1xLDkUWxNZM8VjihYUUofU2jo6ijtRyqt/view?usp=sharing

Updates - from All-Chairs, Leadership Group, etc.

• Provide updates from other SILS meetings

5 minutes

Tom

• LG - sent update on transition process

  • Current document (please send updates/changes to Tom) https://drive.google.com/drive/folders/1fO5xtUHyi2l1ateXC8QUVog6drTwSMce

Q & A Session - Including Questions on Slack since last meeting

• Any questions from the team?

• Questions from Slack?

0 minutes

Team

Topics or questions for the Ex Libris Support Meeting

• Ex Libris Support Meeting Agendas & Notes

• Any topics or questions that should be addressed at the next monthly Ex Libris Support Meeting?

• Ticket roundup?

18 minutes

Tom / Team

• Updates from January meeting

  • met new member Donald

  • recognition that responses from development need to be faster

  • Notes from previous meeting: https://docs.google.com/document/d/1XzIbWj_N6fVUbmM-dU3KMjCo8qL8o7tSKg1D9NEdbm0/edit#heading=h.i87cjz7a2aop

  • Highlights:

    • comments will reopen tickets

    • no way to escalate a ticket that has already been closed - encouraged to create new tickets if not resolved satisfactorily

    • Tipasa testing is still ongoing (alert SILS OT if issues are not being addressed)

    • patron address and patron status inclusion may be placed on pause or removed entirely due to recently discussed concerns

• recent January service interruption discussed

  • ExL offered some information during the meeting but may provide something more comprehensive at a later date, still looking into the matter

  • Lakshmi provided this update from their website: https://knowledge.exlibrisgroup.com/Cross-Product/RCA_Reports/North_America/NA07-_RCA_-_January_18-19%2C_2023

  • Something to keep in mind for future issues: copies of our instances should be on file, but are not immediately accessible by us; were not utilized in this instance however

• CJK

  • character mapping discussed - asked for a batch method for accomplishing this

RLF Configuration Project Team

• Discuss updates

3 minutes

Team

• Post-mortem is ready: https://docs.google.com/document/d/11MVFPi5ruq3cLTMUT8IYicd33Fd1JRtIvhuScYWoBgc/edit

• Recommend to discharge. (accd to discharge doc)

  • discharge confirmed by vote

Decision: RCPF is discharged! (FoF decision)

EIMPT

• approve roster

5 minutes

Caitlin

• Proposed roster: https://docs.google.com/spreadsheets/d/1cL6yE6Ho0gNyrHigbwdmoZ53RwqrU1ZraTcoE9k_vhM/edit#gid=0

  • roster confirmed by vote

• add to agenda for quarterly updates

Roster Confirmed

SILS Membership Transition Processes: Operations Team Recommendations

• Discuss Google Doc: https://docs.google.com/document/d/1dyz-IFyW8qGWj46tTO2f39FsdqS3kfN9UfwE7340_aA/edit#heading=h.trq7f6bvofir

• FYI Role transition brainstorming doc

16 minutes

Team

• feel free to add notes to this document

• Questions discussed

  • What if a sitting member reaches their term limit, but both they and their institution's leadership feel that they should remain on said group?

    • ultimately determined by the institution, assumed to rotate out but could stay longer in a different capacity

  • Does "change default status" also mean extending or renewing their group membership?

    • short answer: yes

    • official review period every 3 years with member rotation (Chair and Vice Chair) on an annual basis, changes can happen at other times on an institutional-determined basis

• Current step for OT: consultation phase now (please read and comment)

• Next step: send to AC for consultation (next meeting on Tuesday 1/31/23)

• Final step: send to LG for approval (next meeting on Friday 2/3/23)

OT topics for Town Hall

• Discuss possible topics to share at the next Town Hall (soon)

8 minutes

Tom / Team

• Suggestions of items to share:

  • groups that have been created/discharged (EIMPT)

  • things that we are working on/discussing (ExL monthly meetings)

  • governance structure

• Talk to Tom if you would like to be involved in making a list of topics

Miscellaneous Topics

3 minutes

Team

• Discrepancy noticed between timeline for release dates in email listserv vs. Eluna documentation website

• Sarah to send a message out to Slack/email (email deliverability issue in Alma)

Review/Update OT Workplan

• Follow-up discussion on review/update to the OT Workplan from OT-SC meeting

0 minutes

Tom / Team

Executive Session

Private discussion as needed

0 minutes

Parking Lot

Capture important topics for future discussion

0 minutes

• Taking the Temperature Survey

  • Discuss Responses from Survey, particularly the What worries you? and What are you most excited about? sections

• SILS Ops Center would like to have a “Communication Tools Policies” page where we document the current best practices and policies for Slack, Confluence, Google Docs, email etc. Create draft and discuss in SILS OT.

• Discuss the retention and purging of Network user records in our respective Alma environments, primarily from a data security and privacy standpoint.

58 minutes