2023-02-16 Meeting notes - Steering Cmte

Attendees

Sarah Sheets, UCM
Sherry Lochhaas, CDL
Michelle Polchow, Chair, UCD

Not in attendance:

Jharina Pascual, (acting vice-chair) UCI
Tamara Pilko, Vice Chair, UCSC (on leave)

Meeting documents:
Meeting Recording & Chat (link to file in Google Drive)

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Record: Michelle Announcements	Review team process for agenda note taking and management vs. work plan management	5 min		Notetaker: - semi-permanent (quarterly) Time Keeper: - permanent – standing 11 am mtg ~~Actions:~~		Steering committee to determine how to rotate notetaker/time keeper/action duties - within committee or exclude committee.
2	CDLNZ-TF	As TF winds down work, how would Sherry like to convey transition, updates, action items, etc? Keep a running written document, verbally report, etc?	5 min	Sherry Lochhaas	April or June - winding down for TF LEAVE ON AGENDA - Michelle Polchow
3	Joint ACQ + ERES Meetings	Meet once a month			ERES- Thursdays 10 am - 11 am ACQ - Mondays 1 pm - 2 pm	March 16 invite ACQ to joint meeting Michelle Polchow meet with Stacy
4	Agenda building	Share the work create agenda assign roles - DONE work plan docs - communicate with All-Chairs and other subteams communicate with other stakeholders (CDL, SCP, etc) Balance work plan vs immediate campus concerns (example - UCB’s Shibboleth concerns)					Decisions – Sarah Sheets Sherry Lochhaas Paula Pascual Michelle Polchow
5	Discovery Work plan - CDI Limit by Availability	Test case in reporting as a stakeholder. All-Chairs asked for chairs to read through all work plans to see where cross-over topics might occur. Comments - ERES consider all possible settings? https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/040Resource_Management/080Configuring_Resource_Management	10 min	Michelle Polchow	CDI Limit by Availability [Phase 4 delegated] Keep Easy Active setting in mind when troubleshooting Local settings can be changed / be aware of these settings when we are troubleshooting as a group Need to make sure librarians & public service staff understand the implications of these options (and are made aware of any changes)
6	Work Plan prioritization	Review survey responses prioritize deliverables assign deliverables			https://docs.google.com/forms/d/1KVHVZ3mxeTQJhAAhLarkxvRAXtD25uC8u15KjDdnE54/edit#responses Top priorities include: perpetual rights tracking, authentication/authorization protocols, space to discuss local e-resource practices, multi-series electronic collection level request Sharing of e-resource licensing information across campuses was the least priority		Additional process work on NZ/IZ de-duplication/reconciliation. Sarah Sheets
7	Notes: Workplan Items Prioritization SWOT for ERES strengths weaknesses opportunities threats	Notes left here from prior meetings Planning + Prioritization	15	Paula Pascual	Ongoing notes: Agreement on needing to go over work plan again, and whether it still reflects campus priorities Need to prioritize things on the plan asking for feedback - are the things that are high priority for campuses, or need attention, reflected on the work plan? Multi-series e-collection level records: CDL working on this? Need to follow up on status Sharing of e-resource licensing info across UC: still high priority for UCI original recommendation is for CDL to host listserv. Need to follow up on status Shared decisions around the CZ: No campuses seem to be struggling with this. Consider removing from the work plan Additional process work on NZ/IZ deduplication: RM may be working on this more Current language is a bit vague Potential issues: coverage dates if a resource is activated in more than one place possible to purchase eDDA title that’s already owned by CDL any others? Need page to document use cases CDL/campus e-resource workflow: CDL working on it reporting/analytics some covered by project team ongoing sharing in ERES Scoping IP ranges gather status at each campus? engage Discovery - probably delegate Perpetual access create a policy page about the mechanics between IZ and NZ and how portfolios show coverage (IZ trumps NZ) “Best Practice” for recording IZ perpetual access need to flesh this out/break down into components - long term v short term goals consortially. What do we need to know in this area? Space for discussing current campus practices/workflows E-Resources troubleshooting communication Is Slack working? Need another avenue? Where are we at with multi-series e-collection records? SCP/CDL seems to be doing alright in determining which collections to activate for Primo; this issue may come up again when POLs are attached to collections Sharing licensing information: determined that a database of licenses is not realistic, however we may clear sharing licenses with campus council as a CA Public Records Act request		Paula Pascual Check with Sherry/CDL about multi-series e-collection level records and sharing of license info Sherry Lochhaas to take back to the group to discuss further. Team to review priorities and review next week. Michelle Polchow to send out survey on priorities.
8	Wrap Up	Review actions and decisions	3 min
9	Parking Lot	Capture important topics for future discussion:
10		Total	60/60