2024-06-05 OT-SC Meeting notes

Attendees

Jackie Gosselar, Chair
Sarah Lindsey, Vice Chair
Caitlin Nelson
Anna Arrieta, Support Member

	Item	Desired Outcome	Time	Who	Notes
1	Ex Libris support		9:12 min	Sarah	For reference: Ex Libris Support Meeting Agenda and Notes main topic of conversation: Root Cause Analysis - discussed factors that determine the production of an analysis side discussion in SC: what is the purpose of this type of analysis? does this lead to further action or changes in procedure? main purpose: accountability currently only for production, could ask for sandbox and other areas related to current contract negotiations - putting the analysis of issues onus onto ExL, they develop solutions to our reported issues and our questions concerning the outcomes of the root cause analysis, this process will take place over the next 2 years Question for ExL for the future: Analytics User Roles - how was this determined? Courtesy Letter ticket from UCB - not discussed at the ExL meeting, no follow up yet
2	All Chairs meeting update		9:27 mins	Caitlin	table until after the SILS OT SC membership transition (for Sarah) Updates provided by Caitlin during this interim phase Topics of discussion: slowness related to annual re-indexing Confluence features deep dive - ask Allison Ray to repeat her previous instruction in this area question to the group: have you used your position on this team to influence your work/work of colleagues? advocacy/leadership vs. conduit for information Next meeting is on 6/18/24 Side discussion: systemwide projects department meeting idea discussed: workforce w/in SILS cohort membership would be reduced and become more focused on experts the other members would work in a different capacity shared expertise/resources/FTE how would this be accomplished?
3	Project Team Check In: OARM-PT	decide if/when to invite this group to a SILS OT meeting	9:56 - 9:57 mins	Team	conversation will continue at the next SILS OT meeting
4	OT Workplan	Discuss OT Workplan in preparation for further discussion at a future SILS OT meeting - brought up at last SILS OT meeting (4/17/24) suggestion to make this more of a list	9:43 mins	Jackie	Document for discussion: New OT Workplan one item added from the last SILS OT meeting: Alma Data Privacy (Annual reminder DONE) suggestion by Tom at the last SILS OT meeting (5/29/24) to create guidelines for future API requests create mini project team from SILS OT (2-3 people) share results in next fiscal year Discuss? Lopsided role of Chair and Vice Chair? Who’s keeping track of my term? (3 year term) Now that we’re seeing how term “limits” play out Shared Governance Task Force Ongoing, UCLAS-integrated SILS structure, work practices and charges For future SILS OT meeting: have a lengthy discussion of representation related to term limits experts vs. comprehensive representation from every campus hear from a campus that doesn’t have representation in a particular group - pros/cons, etc. if the work changed, how would it change? how could non-expert representatives be used in other collective areas?
5	CDL Data in NZ	document for discussion: NZ Data Cleanup Project	9:57 mins	Caitlin/Team	Shall we ask Shared Collections for an update on this page? Also maybe check in on the CDLNZ-PT. We can frame it as “workplan cleanup / annual check-in” Document to discuss: NZ Analytics and Sensitivity of Alma Data - Google Docs in what order should this be discussed? SILS OT, etc. who are the stakeholders? final decider? eventually make this a decision page
6	SILS Membership Transition	discuss future path for VC nominations	5 mins	Team	incoming membership support How do we want to bring Lakshmi in / what kind of support might be merited?
7	Known Issues	Discussion of “do we actually do this?”	10 mins	Team	This came up both from Gem and the notion of “closed tickets without a resolution”. How, if at all, do we want to pursue? make this an OT Workplan eventually?
8	Executive Session	Private Discussion	5 mins	Team
9	Build agenda for next OT meeting	Build and finalize the agenda for next week’s OT meeting	5 mins	Team	See proposed agenda here
10	Parking Lot	Capture important topics for future discussion	5 mins	Team	Collection Development Dashboard (data request from ExL, happens on a yearly basis) - revisit in December 2024 or January 2025 Future requests for data Question: do they fall under the privacy agreement we all signed or should there be a separate agreement that needs to be signed? Concern: accidental data viewing vs. purposeful ask for specific data ahead of time - possible contract violations? Signature Success Program paused until after contract renegotiations are complete Prioritized List: Insufficient IZ/NZ integration Insufficient support Limited documentation Insufficient Analytics functionality Diversity, Equity, and Inclusion Alma usability Quality of CZ collections Acquisitions process improvements
11		Total	55 mins