2023-10-25 OT-SC Meeting notes

Ex Libris support

4 minutes

Team

• For reference: Ex Libris Support Meeting Agenda and Notes

• last meeting was productive

• internal error and itemized sets

  • internal error and high prioritized sets update shared with OT and AC via Slack

• reminder to AC to have OST chairs send in languishing tickets

• side question regarding enhancement requests

  • can ask via Slack or on “Beeves” document

All Chairs meeting update

8 minutes

Jackie

• mostly updates from members

• talked about “Beeves” (Alma/Primo VE Issues and Themes) document

  • asked AC to add items to the above document (impact section in particular)

  • specific examples column - can add case numbers

  • meant as an internal document only

  • document made it clear that NZ/IZ needs are not being met

  • could be a useful document for the renegotiation team

  • can be used with Adriana in the Signature Success Program talks

    • will need to be specific in themes/needs/priorities in discussions with Adriana

    • find time to meet with Adriana - clarify her role in the support manager’s meeting and our expectations (meet during the next OT SC meeting or action item for Anna to create a poll?)

    • side note for Signature Success Meetings: make it optional for a LG representative to attend Signature Success meetings

      • Jackie will suggest at next LG meeting

Miscellaneous

7 minutes

Jackie

• review of last SILS OT meeting

  • spoke about Gem’s updates and testing plan

    • Gem’s assurances that she had tried all of the suggestions that OT made

    • clarification on issue

    • reviewed people/campuses that will be involved in testing (Tamara, UCM, UCLA)

  • Aeon

    • needs to be handled separately

    • suggestion to erase all data and have users relogin using their single sign on access and confirm their information, add preferred name field

GRLN

3 minutes

Team

• GRLN spreadsheet

• next steps?

  • waiting for campuses to fill out the form - reminder via Slack

  • Sarah will touch base with Lakshmi for UCI input

OARMPT

35 minutes

• Document for review: SILS Open Access Resource Management Project Team

  • discussion between Jackie and Sarah before guest entrance to clarify questions

• Suggestions from Carla and Erica

  • add OA items to UC Library Search

  • add individual records (OA and serials)

  • continuing with in-progress items in the report

    • advocacy, assessment, etc.

  • ideally would like data (from a pilot) to determine next steps at the end of the 2 yr time period

    • expand NZ access?

  • using existing workflows to accomplish goals, but may need specialized group to consult on more complicated issues (advocacy?)

• input/questions from Jackie and Sarah

  • how can this work fit in with existing workflows/groups/structures?

  • what is OA’s relationship with SCP? (clarified by Erica and Carla)

    • currently not cataloging monographs

    • process for OA requests - bibliographers and catalogers can fill out a form

      • individual journals - generally a fast process and added to catalog

      • OA items - evaluated more (consultation with other CKGs/etc., then goes to Joint Steering Committee) before adding to the catalog

    • OARMPT has a representative from SCP on their team

      • Shi Deng (SCP) has expressed concerns over workload

      • may need to add more FTE

  • What is the SILS role in this work?

    • can help with advocacy

    • how can we move this forward?

      • present to OT

      • maybe discuss with LG?

  • interaction between this group and CZ collections? (clarified by Erica and Carla)

    • advocacy is part of the OARMPT charge

    • ongoing projects to improve cataloging

  • Pilot proposal

    • this is a way to see the campus response and predict future workload and feasibility of work

    • start in May/June, have it run over the summer months

  • next interim report will be out before the end of the next calendar year (or perhaps end of January 2024)

    • may stop at recommendations only that would fit in with existing groups, forgo an actual pilot

• invited Carla and Erica to attend again whenever they would like

Trials/Pilots in SILS

• Discuss guidelines on how we should handle these

0 mins

Jackie

• table for next meeting

• Topics for discussion:

  • include appropriate stakeholders when we have resources that are an exception to a systemwide practice.

    • ex: Kanopy Kbase

      • brief summation of this example: one group made a determination that it would be handled in the IZ and not the NZ; didn't seem like there was a process to share with other subteams to include their input

      • current consequences: Kanopy Kbase is not discoverable

      • current efforts at resolution: Resource Mgmt-Cataloging Metadata Operations team has begun discussions

      • current issues: This was a surprise to them that they would need to catalog it and campuses don't seem to have the right information to move forward. Handling in the IZ creates duplication of effort. If not all campuses load them, then a user from a non-loaded campus will find the title, and it will show up as an ILL request. The inability of individual campuses to mark IZ items as "non-ILL" in the system is another issue that has yet to be explored.

Executive Session

• Private Discussion

0 mins

Team

Build agenda for next OT meeting

• Build and finalize the agenda for next week’s OT meeting

0 mins

Team

• See proposed agenda here

Parking Lot

Capture important topics for future discussion

0 mins

Team

57 minutes