2024-05-01 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/1Af53Y96aD2zB8j98e38wieBIjN_UQ1us/view?usp=drive_link

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

• Provide updates from other SILS meetings

5 minutes

Jackie/Team

• LG update (Tom)

  • currently finishing the draft of SILS privacy and data security document

  • CKGs and their role in decision making in SILS governance discussed

  • Open Athens - pending topic

    • discussing if it’s possible for all to participate

  • Renewal Negotiation Team - feedback to ExL has generated an update to the negotiations, mostly on track with a slight delay

• AC update - no meeting last week

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?

14 minutes

Jackie/ Team

• last met on 4/19/24 (attended by Gem and Jackie)

  • UCR ticket related to SQL (sp?) attack discussed at length

    • ExL was unable to offer much on their side to avoid this issue in the future, other than white listing our current campus IPs

    • does not account for bad actors within that list - a concern

    • they are unable to provide any kind of report

    • question: why were they not more proactive on this issue?

    • this topic needs more discussion - need more ExL support personnel involved directly

      • open invitation to SILS OT members to attend such a meeting

  • Download binary file from Import report not working

    • expressed our dislike of stock answers to closed tickets

    • ExL is considering a change to their workflow to include more information about why a ticket is closed when it is closed

  • Gem added outstanding tickets

  • List of tickets closed without a fix: Closed Defect without a fix

• next meeting is 5/24/24

SILS Membership Transition

• any takers for position of VC for SILS OT?

• election timeline:

  • poll distributed on 5/1/24, nomination set by 5/29/24 with voting complete the week prior

5 minutes

Jackie/Sarah

• Sarah reminded members to put their names or the names of colleagues forth for VC

  • Jackie, Sarah, and Tom are unfortunately not available for this position

  • vote will close 2 weeks from today (5/15/24), but ideally respond by 5/7/24 for SILS OT SC to discuss

  • Sarah to send out a poll to SILS OT members

Alma Data Privacy

• Ensure all Alma accounts holders have signed the Data Privacy Agreement - discuss if this should this be an annual task

12 minutes

Caitlin/Sarah

• Should this be an annual task? Something that OT manages?

  • suggestion: send an annual email with a request to answer and acknowledge that their campus is in compliance

  • vote put to SILS OT: make this more of a reminder as opposed to a task

    • add to OT Work Plan?

    • still a task for each individual campus to ensure compliance - especially any shared accounts

  • NZ access

    • current NZ policy is that campus staff have to sign the NZ form as well

    • campus data security agreement and NZ data security agreement should both be signed

• Data Privacy Agreement will become an annual reminder for each campus to be in compliance. No longer considered an official task for SILS OT.

SSO use in the NZ

• introduce and discuss options

• should this be implemented?

20 minutes

Gem

• Document for discussion: SSO Options for Network Zone Accounts

  • Current users mostly include: CDL users with UCOP accounts and CDL Shared Collections users who have UCSD accounts

  • UCOP SAML login currently does not allow signing out

    • need to shut down the browser to “log out”

    • it might time out though

  • would like to do additional testing before implementation

  • OT is the official administrator of the NZ

• Gem is seeking official approval of implementing SSO in the NZ

  • approved by OT

• current options for SSO implementation (2):

  • use UCOP proxy

    • like UCPath, choose your campus from a drop down menu

    • unable to log out though

  • use individual campus SSO

    • ExL would be in charge of the interface setup

    • Side note: UCSD needs a system ID in addition to the SSO - would this be an issue for this option?

• Question: does anyone object to using the UCOP proxy?

  • Gem would like to proceed with testing - no objections

  • If the UCOP proxy works, there will be no need to go the route of individual campus SSOs.

• Gem has approval to use and test the UCOP proxy for UCOP staff

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

• Any questions from the team?

• Questions from Slack?

0 mins

Team

Pending projects / materials:

• FYI updates on anything we’re waiting for

0 mins

Team

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

  • revisions are still pending

  • final report will be shared after revisions

  • Still awaiting final report from LG before further action

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

  • incorporate into the reboot

• Lessons Learned on Kanopy kbase from UCSC

• Project Team Check-ins (quarterly basis - last check in was around March 2024)

  • OARM-PT

  • EIMP-PT

• Signature Success Program

  • paused during renegotiations

• RNPT update in June/July?

• Known Issues with Alma/Primo VE

• Alma Consortia Advocacy Group (ACAG) updates as needed

• New workplan - does OT need a new workplan?

56 minutes