2023-08-23 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/C0za1i9WLngcNgXvjHzYKazbIU9m6ELVtsoqPBFlcvRbvwAJTQzhnyVNEaZf02rC.5nrpzBaV7yqqe3OV

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

• Provide updates from other SILS meetings

6 minutes

Jackie

• LG (Lynne)

  • reviewed group charge

  • ExL issues touched upon (upcoming reindexing, NZ and UCB, SILS membership transition subgroup, lived name compliance spreadsheet)

• AC

  • discussed upcoming meeting with Erika and Stacy re: acquisitions group Chair and VC (2 year time commitment may be a factor)

    • some group suggestions

      • may think they can do 2 years, but in actuality can only do 1

      • knowing there’s an option to do only 1 may help - “interim vice-chair”?

    • continue this discussion in SILS OT SC

  • will be discussing team charter, work plan, and Signature Success Program more in the future

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

• Any questions from the team?

• Questions from Slack?

9 minutes

Team

• patron notes

  • show up in history and not as pop-up notes

• fines and fees in patron accounts

• Salesforce accounts

  • questions resolved via Slack

• UCI authored books is not showing up in UC Library Search

  • faculty have complained

  • suggestion to create a ticket with CDL shared collections

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?

40 minutes

Jackie/ Team

Invited: Hermine Vermeij, Gem Stone-Logan

• ExL Support Meeting recap (last meeting was 8/18/23)

  • Exception reports update

    • Update from Gem

      • ExL feels we can ignore them as long as we don’t see any issues

      • they may consider hiding this job

      • pushing back on hiding this job was suggested

      • semi-annual reindexing progress is usually hidden, so this plan for reports would fall along those lines

  • Primo Kanji issues update

    • ExL had a defined set for reindexing and may include other sets (such as Kanji) in the future

  • NZ order issues update

    • Update from Gem

      • Bug affecting IZ

      • ongoing since December - fixes have been promised but not yet delivered

      • now claiming bug is due to commas in code

      • would like to see testing in the Sandbox to see if commas are still an issue

• CJK UCB re-indexing debrief

  • Document for reference: CJK Doc

  • Timetable document for reference: Preferred CJK Configuration Dates

  • Friday reindexing takes longer than Saturday reindexing, but otherwise went well

• CJK NZ reindexing prep and questions

  • Bring NZ CJK to OT for confidence check on Wednesday; confirm 8pm start time.

  • Craft a communication out to the UC Libraries community to let them know about NZ disruptions (GEM is drafting)

    • will take at least 24 hrs.

      • Could go into Monday

    • recommend no work that will affect the NZ take place (cataloging and AFN)

  • Questions to consider (from Allison):

    • What might patrons experience when placing requests during this time?

    • What might be the state of requests after reindexing?

    • Could AFN requests negatively impact the speed/timing of the CJK reindex?

    • What can UCs do to mitigate these negative consequences? How can they implement a mitigation?

      • suggestions to turn off patron requesting and/or turn off AFN partner for some/all IZs

  • RS OST agenda (shared by Allison)

    • Is there the possibility to delay reindexing?

      • Possibly move from this weekend to Labor Day weekend (UCB and UCM classes have already begun)

      • Best to know by mid-day Thursday (8/24/23) - will continue discussion via Slack

      • Start time would ideally be at 9pm on a Friday

    • Suggestion for Allison and Jason to communicate information from RS OST meeting to Jackie and Sarah via Slack, then distributed to SILS OT

• Tap Shi Deng for testing CJK in the NZ. (GEM)

  • Discuss AFN patron disruption for the weekend. A banner is probably proportional to the risk.

  • 9am Pacific available just in case for discussion? Should we call Steven in for NZ discussion?

• Sandbox refresh:

  • UCB disinclined to schedule a manual refresh at this point; no concern with waiting until February

  • Question: Do we need to manually refresh the NZ for testing purposes?

UCLA Dashboard plan review

0 minutes

Jackie team

• table for next meeting

Pending projects / materials:

FYI updates on anything we’re waiting for

0 minutes

Team

• Update from Tom on CAP program - how to access

• Data Forms Privacy - revisit after data policy and privacy project team recommendations have been published

Review/Update OT Workplan

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

0 minutes

Jackie/ Team

• Training Documentation Hub update from Jackie?

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

  • incorporate into the reboot

• Upcoming Reindexing Release (August 2023)

55 minutes