2023-02-08 Meeting notes

The meeting recording is available for download in the OT Shared Google Folder, which you can access using this link: https://uci.zoom.us/rec/share/oIEWQuOulgnCvwrX_UM2TKf3Lo5q5tt0i-zTehVQdb3N-RE1dgTsYY5LzPQx_cYn.fI69uoLdZn8NBjiJ

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

• Provide updates from other SILS meetings

9 minutes

Tom

• RS OST working on a Tipasa plan draft: https://uc-sils.atlassian.net/wiki/spaces/RS/pages/2067693600/DRAFT+Tipasa+project+plan+outline+2023

  • Goal is go live in Summer 2023, but may be delayed

• Discovery decision plan page is also in development

• Onboarding/offboarding documentation

• LG (update from Todd)

  • digital collections project team recommendations

    • local campuses should make their own decisions

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

• Any questions from the team?

• Questions from Slack?

12 minutes

Team

• Analytics UI

  • Group asked if they’ve used it yet.

  • Some campuses have used this feature.

    • more date range flexibility

• Alma licensing updates and changes have led to some confusion and input of tickets, need to explore this topic more

  • discussed more in the listserv

• Discussion on Alma features releases

  • updates are on an ongoing basis

  • most testing is done in the sandbox

    • ExL expects campuses to bring up the majority of issues during the sandbox testing phase

  • Questions/points to address at next ExL meeting:

    • how is beta testing done?

    • how can we share feedback prior to production?

    • perhaps notify stakeholders of new features ready to test in the sandbox?

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?

11 minutes

Tom / Team

• See final point above in “Q & A Session” agenda item.

• Next meeting is at the end of February

• ExL representatives to visit UCLA soon

  • Will meet with UCLA first and a larger group at a later date

  • Talking points for ExL campus visit: https://docs.google.com/document/d/1soKNXHjyR58qnlJf2V6x-Yhen4y8SQCaUIjhB7lFg40/edit

    • everyone is encouraged to add to this list

    • decision made to share this list with AC and LG

• Primo

  • new records are not appearing

    • individual tickets created as well as a consortial ticket by Gem

    • communication on these individual tickets needs improvement

      • are they putting most of their efforts into the consortial ticket? where are the updates to all the campuses on that broader ticket?

Slack Best Practices

• Discuss and vote on codification of this document: https://docs.google.com/document/d/1yQSjqwwaxY4_J4vfJq3tB8dxAvaFTj_rVw7eNzDJ8cI/edit#heading=h.onpll6ebny61

3 minutes

Tom

• Vote taken to adopt these Slack Best Practices

Slack Best Practices document adoption approved

POL Data

• Discuss data for use in UCB project

11 minutes

Jackie

• email sent on 2/3/23

  • Synopsis: No official policy on the use of POL non-fund data, decision made to present to local campuses

  • UCB anticipates sharing the outcome of this project

• Feedback from campuses

  • UCI, UCM, UCSC, UCSF - approval granted

    • There were some questions from UCI Law and UCSC, but those will be addressed by Jackie later on an individual basis

  • UCSB, UCSD, UCLA - still awaiting feedback from stakeholders (objections are not anticipated)

RLF Configuration Project Team post-mortem

• Discuss: https://docs.google.com/document/d/11MVFPi5ruq3cLTMUT8IYicd33Fd1JRtIvhuScYWoBgc/edit

3 minutes

Caitlin

• Voted to discharge on 1/25/23

• What are the main takeaways that might be action items for OT or LG? What did we learn for the future?

• table for next meeting

SILS Membership Transition Processes: Operations Team Recommendations

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

• Discuss Role Transition Brainstorming: https://docs.google.com/document/d/1l9tUcIgM4K77y-2m-Jg4JvlP12ReyQcInTr0fd6xiYY/edit#heading=h.fsnha6d5m1e

2 minutes

Caitlin

• LG has approved the transition recommendation and sent it up to DOC for feedback approval.

• All Chairs are very interested in the role transition, but want to wait for most activities until closer to the June/July transition timing.

California Alma conference in Aug/Sept

6 minutes

Caitlin/Sarah

• recent email sent on 2/6/23 regarding this topic: first in-person meeting of ELUNA users of California (eCAUG) group

• Topics discussed

  • networking/in person opportunities

  • keep costs low (no registration fee)

  • may have 2 conferences (north and south)

    • looking at Oakland for a possible northern location

  • Contact Caitlin if you’re interested in hosting

OT topics for Town Hall

• Discuss possible topics to share at the next Town Hall

1 minute

Tom / Team

• Reminder to send in topics or bring them up at our next meeting

Review/Update OT Workplan

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

0 minutes

Tom / Team

• table for next meeting

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