2023-03-22 Meeting notes

Attendees

Thomas Bustos, Chair
Jackie Gosselar, Vice Chair
Lakshmi Arunachalam
Ramon Barcia
Greg Ferguson
Jeremy Hobbs (out)
Sarah Lindsey
Caitlin Nelson
John Riemer
Zach Silveira
Xiaoli Li
Todd Grappone, Past SILS Leadership Group Chair
Anna Arrieta, Support Member

Meeting Recording

Meeting Recording
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/1DP2iv4iVbLtrNkAFSAQT7RSPKceoGEIt/view?usp=sharing

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Updates - from All-Chairs, Leadership Group, etc.	Provide updates from other SILS meetings	14 minutes	Tom	Last AC meeting (3/17/23) was canceled Escalation process - AC, then SILS OT, then LG upcoming updated documentation from e-resources and acquisitions will first be presented to SILS OT, then sent to LG, and finally to Doc e-resources and ILL slowness touched upon contents are missing for e-resources workarounds have been proposed CDL managed e-resource activation is known to be slow due to lack of resources/staffing (from UCB)
2	Q & A Session - Including Questions on Slack since last meeting	Any questions from the team? Questions from Slack?	7 minutes	Team	XSL coding - issue resolved by Lakshmi and Ramon fixed with changes in the global file offline circ documentation shared with UCB by other campuses recent ticket (#06694453, continues #6289499) from UCB related to holdings fixed by reindexing, root cause never revealed/discovered may be related to issue experienced by UCSC Ticket contents: Alma Analytics does not always seem to reflect recent data updates for item records
3	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	Last meeting was 3/20/23 Root cause analysis only mentioned first instance, not 2nd down time. working with database vendor to prevent this issue in the future tempdb file size is increasing to accommodate ExL still working on this issue other NA07 institutions now known another resource to use in helping with future issues ticket routing is determined by tags “system down” goes directly to the hub inability to use the system constitutes a “system down” “tier 1/2” will go to the hub in an indirect manner best practice: send info to Slack channel first to see if other campuses are experiencing the same issue System/component down communication path update from UCB on Hebrew and Arabic searching requires milingo, only available in certain environments, will not be available in our systems UCB continues to advocate for this issue to be resolved satisfactorily
4	OT topics for Town Hall	Discuss possible topics to share at the next Town Hall	1 minute	Tom / Team	move to Parking Lot
5	HathiTrust materials in Campus IZs	Review and discuss Links to HathiTrust Materials In Campus SILS Instances	11 minutes	Jackie	HathiTrust would like more visibility of their materials in UC Library Search Who would determine next steps? Next steps: determine what are campuses currently doing, how can they make HT materials more visible Vote taken to send this to Discovery: decision made to send to Discovery UCB and UCM are currently using a plug in provided by UCLA Email to Discovery to include the following: include what we would like to accomplish and the ability to say they are unable to accomplish this task at this time Jackie, Tom and Caitlin to work on this email	Send this topic to Discovery
6	NERS voting		10 minutes	Jackie	Materials from last year: https://drive.google.com/drive/folders/1AFcu6FSzkVTWgggPUyU_JFLAX07mv_x8 includes all Alma and Primo enhancements Last year we went with something like “individual campuses can vote as they wish, the UC consortial account will vote on the top three entries as proposed by All Chairs” Questions to guide our discussion: Shall we do something similar this year? Or reconvene a committee to look into other options? first round of voting is in March (very large list), next round of voting is in June 5 campuses with 100 points each and an additional 100 votes to equal 600 votes total Next step for first round of voting: Send to AC - see if they are able to take on this task, determine the higher priorities Deadlines: 4/8 for Alma and 4/2 for Primo ELUNA members: UCSB yes; UCR, UCB and UCSF no
7	Signature Success Program	Discuss what kind of meetings with Ex Libris would be best	4 minutes	Caitlin	https://docs.google.com/document/d/1ZLZ-i7p69xzAjRtHpHQfjZ9HpP38QIoH3mTFcWoqG6w/edit#heading=h.73mt6hcudowh Current attendees for the first meeting: Tom, Caitlin, Jackie, and Gem opened up to other SILS OT members if they would like to attend members voted to receive updates only
8	Pending projects / materials:	FYI updates on anything we’re waiting for	0 minutes	Tom	POL Data: Additional updates from campuses that did not weigh in during the last meeting? California Alma conference in Aug/Sept: Update on hosting location(s) Membership Transition proposal Discuss updates/questions on DRAFT: SILS Membership Transition Processes: Operations Team Recommendations Discuss Role Transition Brainstorming Shared Print Harmonization outcome of the March vote?
9	Review/Update OT Workplan	Follow-up discussion on review/update to the OT Workplan from OT-SC meeting	0 minutes	Tom / Team
10	Executive Session	Private discussion as needed	0 minutes
11	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. SILS Community Slack: https://docs.google.com/document/d/14THVoCKawb-uS3axfFDTWphB1ZzVUZZluzBZNg5bC5A/edit#heading=h.cws0gu57ljh0
12		Total	58 minutes