2024-06-26 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/1luGA2HMx48U1KS-Hq9vLoLoJp_mSBXDK/view?usp=drive_link

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

• Provide updates from other SILS meetings

23 minutes

Jackie/Team

• Lynne’s last attendance as past SILS chair

• LG update (Last meeting was 6/21/24) - Lynne

  • Accessibility team

  • patron privacy and security team will be starting soon

  • next quarterly newsletter - Lynne will be assisting with team updates for this

  • document currently going to Doc for review/approval

• AC update - Jackie

  • Document discussed: 2024 - Lessons Learned All Chairs - Google Docs

    • past lessons learned - helped guide actions for the current year

  • workload for each group is imbalanced (action based vs. general discussion/support)

• input from Lynne - OT has a better handle on the demands of Chair and VC positions than LG and can/should provide input on this issue

• input from Tom - confirmation that OT Chair is a large commitment, VC too (2 years)

  • feeling empowered to take action may also be a factor in recruitment

  • remind sub teams that they are the experts and are empowered to take action/make suggestions

• question from Gem - why are people hesitant to be Chair or VC? Time is one issue, but others are suspected (lack of perceived knowledge on the subject, etc.)

  • side question: is it appropriate for CDL representatives to be chair or VC?

    • stemmed from Caitlin’s recent arguments against automatically taking on those roles

    • CDL tries to be reflective of campus needs, but does not have the same experience

    • they do heavily steer the discussion, though

    • if a CDL representative was chair, it would require more input from campuses

    • Lynne feels there’s a campus concern that campus voices might be lost if CDL was in that position

  • Chair tends to be the driving force

• input from Jackie - workload expectations for staff vs. librarians

  • motivations differ (sometimes related to promotions/merit increased, etc.)

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?

5 minutes

Jackie/ Team

• Last meeting was 6/21/24

• semi-annual re-indexing (SARI) took up most of the meeting

  • communication, dates, etc.

  • re-indexing implemented by ExL does not provide additional information, only re-indexing implemented by individuals

  • ExL does not have plans to provide exact dates for re-indexing

  • CDL can provide limited information, but not the ideal solution to this information issue

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

• Any questions from the team?

• Questions from Slack?

1 minute

Team

• no questions

NZ Analytics and Sensitivity of Alma Data

14 minutes

Jackie

• document for reference: NZ Analytics and Sensitivity of Alma Data

• Update from Caitlin re: Bala: Bala says yes for sure we can share financial data.

• Update from campus discussions?

  • question from Xiaoli - user information - what type of job would require viewing of this information?

    • answer from Gem - can't specifically restrict this information, they would need to make an effort to view this information

    • input from Lynne - we need to trust people to not seek this information if it is not needed, part and parcel of current technology, may need to add language to the current NZ waiver?

  • input from Jackie - possibility of misinterpretation of data from other campuses

    • outcome of UCB local discussions: How to use an API to send filters and retrieve an Alma Analytics report in 5 easy steps - Ex Libris Developer Network (exlibrisgroup.com)

• Is the data privacy form still covering the needs of the NZ?

  • suggestion from Jackie - may need data security and privacy team to take a look at the language in the current waiver - make sure it covers user data in the NZ

  • Patron Privacy and Data Security Team has not yet begun to meet - Gem will ask once the group forms/meets

• Questions to guide the discussion:

  • Training or learning: what would be necessary? Best Practices? Tri-annual webinar? Other guardrails?

Project Team Check-in: EIMP-PT

• Discuss written update provided to OT on 6/12/24 via email; Have comments ready for the ream by end of meeting

16 minutes

Jackie

• For discussion: EIMP PT Update, June 2024 - Google Docs

• group requested a year extension

• meeting paused for 2 minutes while members read the report (recording not paused)

• feedback from OT solicited

  • Gem - adding another team that requires more resources may prove to be a challenge, a wider group extension of an existing group might be more manageable

  • Lynne - concerned about creating more groups and impacting current FTE requirements

    • add digital collections - with data coming from Alma/MARC, is this a wider issue?

  • Xiaoli - use existing groups to solve some of these issues, one subgroup will not cover all these topics

    • specifically DEI

    • information supplied by John in response and question “rely upon this group?”: EDI CKG Proposal (universityofcalifornia.edu)

  • Sarah - should still consider a solution to the problem, even if this group recommendation does not cover everything

• need to continue this discussion at another meeting

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

• SSO use in the NZ - updates from Gem as needed

  • SSO Options for Network Zone Accounts

• New workplan - does OT need a new workplan?

• Alma Data Privacy - annual reminder

59 minutes