2023-04-19 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/1iaPbIZ9HnPfsxZo6q9iWAxlL7ejO83z9/view?usp=sharing

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

• Provide updates from other SILS meetings

1 minute

Tom

• LG approved the Membership Transition Subgroup to move forward. Recommended that we look into clarifying the charge to express the timing of the membership of this subgroup to accommodate Chair/ViceChair duties.

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

• Any questions from the team?

• Questions from Slack?

31 m minutes

Team

• Reminder about the email for confirming Alma Data Security & Privacy statement → due 4/14

  • UCLA - will send soon

• Third Iron issues (UCSB)

  • not all data has been reestablished, unsure if it will be

  • suggestion to republish as a solution - discouraged by ExL in the past

  • ticket from UCSD - issue may have resolved on it’s own

    • Side note: records that fail to publish are automatically added to the next update

• Analytics reports

  • good practice to see who is using particular features

• Release notes

  • published quarterly

  • reminder of good practice to review these notes

• patrons were erroneously assigned an admin role (UCD)

  • reminder that dashboard widgets can be used to see who has admin roles - good practice to double check

  • group discussion and suggestions on how this situation occurred - including questions to ask ExL and items to look for in our own systems

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?

28 minutes

Tom / Team

• update from Caitlin

  • New Analytics UI

    • must opt out, otherwise automatically included

  • ExL Support Meeting Agenda and Notes: 4/17/2023

  • Consortial user accounts are not an option, but super user accounts are

    • super user accounts thought to be limited to 3, but ideally would have one per campus - will ask for the ideal number of 20 accounts

    • concern: how would swapping out personnel work? (could change password for the account?, would we ask ExL to make the changes?)

    • add to new team tasks

    • super user accounts can see all UC tickets, as well as those from other universities and ExL clients - Gem confirmed only UC accounts are included

  • Security concerns about access to these accounts

    • unable to determine responsible parties when multiple users have access to the same account

    • password is less secure

  • ExL reindexing - concerns about solutions when/if issues occur in the future (specifically CJK issue)

    • annual reindexing will occur in May

    • options: custom reindexing, but drawbacks regarding alerts; timeline concerns with the regular reindexing which could occur any time between May and July

Pending projects / materials:

FYI updates on anything we’re waiting for

0 mins

Tom

• NERS voting process

• table for next meeting

Review/Update OT Workplan

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

0 mins

Tom / Team

• table for next meeting

Executive Session

Private discussion as needed

0 mins

Parking Lot

Capture important topics for future discussion

0 mins

• Taking the Temperature Survey

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

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

• OT topics for Town Hall (awaiting next meeting date announcement)

60 minutes