2026-04-01 Meeting notes

Attendees

Lakshmi Arunachalam, Chair
Greg Ferguson, Vice Chair
Ramon Barcia
Tom Bustos
Jackie Gosselar (out)
Claudia Horning
Jeremy Hobbs (out)
Sarah Lindsey
Caitlin Nelson
Lisa Spagnolo
Zach Silveira (out)
Gem Stone-Logan
Anna Arrieta, Support Member

Meeting Recording

Meeting Recording
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/1ORqe7zSLucFr-ahwqB7Iisxgy7Anwlzh/view?usp=drive_link

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Updates - from All-Chairs, Leadership Group, etc. (recurring item)	Provide updates from other SILS meetings	1 minute	Lakshmi/Team	AC cancelled LG next meeting is on Friday 4/3/26
2	Primo NDE Project approval	OT votes on SILS Ops taking on the PM role for NDE transition	4 minutes	Caitlin	SILS Operations Center Project Manage Next Discovery Experience (NDE)Transition brief overview by Caitlin Allison Ray will be the Project Management lead vote by OT: SILS Ops will coordinate this	OT approves SILS Ops as coordinatof Primo NDE transition
3	Topics or questions for the Ex Libris Support Meeting (recurring item)	Ex Libris Support Meeting Agendas & Notes Any topics or questions that should be addressed at the next monthly Ex Libris Support Meeting? Ticket roundup? Discuss in development tickets	11 minutes	Gem/Team	last meeting was 3/20/26 next meeting will be 4/17/26 brief review of the last meeting, focusing mostly on the recent down time February down time updates to the status page are not automatic everyone was affected root cause analysis for 2/7 is still pending multiple incidents over several weeks were related Ramon: was there any talk about a possible data center issue for the cause? from Gem: “For February 27? Or the 24th and 25th? My impression is it wasn't a data center issue exactly but probably unexpected bot activity which they weren't resourced to deal with.” knowledge center transition no redirects planned at this time new knowledge portal to be released soon (possibly at ELUNA) For reference: UCS Open Ex Libris Support Cases March 2026 Reminder to send Gem any tickets you’d like to add to this list Discuss in development tickets Document for reference: UCS Development Cases March 2026
4	Network User Harmonization	discuss updates	4 minutes	Greg	Network user records purges (discussion to be continued) Decision page for reference: Recommendation for Including Expiration and Purge Dates in User Records Across UC Campuses revisit on Apr 20, 2026 Side note: Caitlin proposed guidelines for teams that don’t have 100% representation team will do their due diligence and give OT a heads up to keep an eye on something in the absence of 100% representation
5	HathiTrust ETAS	briefly talk about potentially loading HathiTrust ETAS records (estimated 3.5 million) into the NZ sandbox for a two-prong test on Memorial Weekend	15 minutes	Gem	Document for reference: HathiTrust ETAS Sandbox Test Load For consideration: Testing the process to figure out if it's a good solution in the future Testing if the improvements Ex Libris made to the sandbox for WIP allows us to do this kind of large scale testing. proposed start date: Friday before Memorial Day weekend monitor slowness and report it on the following Tuesday if slowness is too much, the process can be stopped but portfolios wouldn’t fully load Gem will ask ExL if the process can be undone please send any concerns to Gem before the vote Caitlin noted the sandbox is purposely underpowered and slowness would be expected Sarah noted that the portfolios would assist our users in the event of a building closure (think the recent pandemic) Tom noted that sandbox slowness would affect production to some degree How are resources allocated? Would this affect everyone and every instance? Lakshmi asked about the current limit on the max number of records the sandbox could handle Sarah - portfolios are different than records and the same limits would not apply Vote on this topic again on 4/15/26		all OT - review the HathiTrust ETAS Sandbox Test Load in preparation for a vote on 4/15/26
6	Ex Libris Quarterly Report	Discuss latest Quarterly Report and make it useful	20 minutes	Caitlin	Review the latest Quarterly Report Document for reference: UCs Jan 2026 meeting think about our use for this data and how we’d like to interact with this data cases closed, Alma case trends, Alma satisfaction Gem (from chat): “One question we should ask is where the "content" tickets end up. (It might be outside of Alma/Primo.) Because we certainly do more content tickets than is showing here.” Caitlin would like to see the amount of time tickets take to close Thoughts from the discussion Tom - mean time to resolution would be helpful if it were mean time based on categories Based on categories: how many tickets were opened/closed in fulfillment over the last 12 months? how many questions are the same? what is the mean time to resolution within that category? Ramon - how many tickets have been reopened? Gem: we can’t reopen the ticket once it’s closed, but can “clone” it (flagged as “cloned”, sometimes unable to change the original language) “cloned” (aka reopened) tickets have the potential to inflate their numbers - we’d like to see more data on this topic Gem - closure times for consortia tickets vs. campus tickets What is the mean time to resolution for consortia (UCOP) tickets vs. campus tickets? MTTR (mean time to resolution) all priorities - we would like to see a breakdown of all priorities in a different way than has been presented survey satisfaction rates above 18% is considered satisfactory Alma and Primo survey satisfaction rates are skewed toward the small percentage of people who currently respond who are the respondents? encourage people to respond to surveys more ExL does take the survey responses seriously possibly ask about other tickets … in the survey for a closed ticket (any and all means necessary to spur action from ExL) How many tickets were told “this is an enhancement”?		@Lakshmi Arunachalam, @Ferguson, Greg, @Caitlin Nelson, @Gem Stone-Logan to look at notes regarding the latest Quarterly Report and aggregate them for the next quarterly report (mostly the items in bold)
7	Q & A Session - Including Questions on Slack since last meeting (recurring item)	Any questions from the team? Questions from Slack?	0 mins	Team	Gem shared this document Primo VE 2026 Release Notes and noted “Ex Libris will start restricting search queries to 500 results and, starting in June, will add the ability to go past 500 for authenticated users” Will this be an issue for us? ExL customer support unavailable from 6pm on 4/17 to 6pm on 4/19 reminder to email 24x7Hub@exlibrisgroup.com or call updates will appear here ELUNA 2026 Slack channel for those interested
8	Pending projects / materials:	FYI updates on anything we’re waiting for	0 mins	Team	Inclusive Metadata Subgroup Charge: https://docs.google.com/document/d/16tO4ROw8pEICKvQZEHdTppYDPqUkcs3NCuc5hwZYlGE/edit?tab=t.0#heading=h.ddwxntgzjowq Inclusive Language in UC Library Search Document for reference: DRAFT Inclusive language in UC Library Search Will be discussed by new IMS group and Discovery to see who can work on this. as of 2/11/26: nominees have been sent to Doc RMOST will oversee this subgroup Network user records purges (discussion to be continued) Decision page for reference: Recommendation for Including Expiration and Purge Dates in User Records Across UC Campuses revisit on 4/20/26 SLF naming Recap: (from SILS OT meeting on 12/10/25 - revisit in January) send email to OST chairs about the work done by UCB and UCLA updates regarding “sign off” page for SLF naming tasks/checklist? Sent to ACH 2/3/26 with a several week deadline. 2/4/26: RSOST "RS-OST reviewed this checklist today and confirmed that we feel comfortable saying "all good" from our point of view. I did want to confirm that we are very much in favor of the decision to not update any of the Alma Codes." (Dawson) SLF “due diligence” checklist: RSOST RMOST FFOST DISCOST eRESOST … Caitlin to look at to look at CERV/NERV voting process bring to OT at a later date Physical Items Workflow wide release in August, revisit in June 2026 For reference: Physical Item Workflows
9	Executive Session	Private discussion as needed	0 mins
10	Parking Lot	Capture important topics for future discussion	0 mins
11		Total	55 minutes