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Interlibrary Loan User Group Fall 2005 Minutes

October 25, 2005
10:45 am - 1:45 pm 
 


MINUTES
  • Meeting called to order 10:48, by Sharon Evensen (VCC)

  • Susan Larson (MSL) was selected as the recorder

  • There were no additions to the agenda.

  • The Spring 2005 Minutes were accepted without change.

  • Gateway Update-Susan Dueis (PALS)
    • No longer running servers and training. MnSCUS server site running smoothly

  • MINITEX Update-Becky Ringwelski (MII):
    • Kathy Drozad (Delivery): new delivery system put into motion 7/1/05, up to three vendors to provide service to all locations and most of the kinks including scheduling has been worked out. There have also been some changes in staffing and hours to accommodate the changes and improve efficiency. Volume has increase by 9%. Overnight sorting now permanent.
      • Announcement: courtesy book return has the lowest priority among the delivery staff.
      • Request: use correct "official" bookmarks, misidentified and non-identifiable items also received lowest priority and are delayed
    • Agnes Lee: there has been increased volume of requests without verification that is spread out over multiple systems.
    • Carol Nelson (Training) ILL courses currently offered by MINITEX staff:
      • These courses are designed more for ILL newbies
        • MINITEX Document Delivery - A Basic Primer For ILL Staff
        • ILL Basics Using WorldCat Resource Sharing
      • Seeking input to develop specialized sessions.
      • Users may experience problems with Bio/MED/St. Paul Campus locations due to staff changes if so please contact Carol Nelson.
    • Becky Ringwelski: Final report for MINITEX/MNLINK ILL is expected within the next month. Please update your institution ill policy record.

  • Update on PALS & Aleph ILL-Sonja Eilertson(PALS): At this time there are known bugs and needed fixes to the copyright functionality of Aleph ILL. These issues will not delay using the new system but are dependant upon ExLibris for resolution.

  • Aleph Implementation MINITEX & PALS- Becky Ringwelski (MII) & Sonja Eilertson (PALS)
    • New Implementation Subcommittee: 6 European members 2 from North America, including Linda (?) from South Dakota
    • In depth product development meeting scheduled for early December in Germany. Focus to develop larger libraries and larger volume. Using GUI for better interaction with Circ.
    • Stats reporting to be available in ILL, similar to basic reports accustomed to in PALS.
    • Clear out message files prior to conversion.
      • May need to run parallel systems for a period of time, there is no clean cutoff.
      • Concerns expressed to limit patron initiated ILL until Jan.
      • Sign up to Aleph ILL list serves.
    • Training in flux: focus setup in advance. Intends to be "functionally" based, possible use of webinars. Training likely in Mankato.
    • Downtimes with upgrades and the last of the conversion will last anywhere between a few days up to two weeks, depending upon the re-indexing issue. Everything must be done in mediated mode.
    • Motion: (Susan Dueis, PALS) move forward to ILL in Nov. however hide patron ill button to patron and keep for staff only until Jan. ond by Jaime Lortze.Motion carried.
    • MINITEX will work with the PALS office on transition issues including bookmarks, processing & delivery. Things may take longer-factor of the system.
    • Live environment different to be issues and bugs, there will be need for patience and flexibility.

  • User Council Report-Sharon Evensen (VCC):
    • User Group Meetings now have standing dates. Fall user group meetings will meet the last full week in October and Spring user group meetings will be held the second week in April. Spring 2006 : April 20th & 21st
    • Brief discussion about a possible name change from ILL User Group to ILL Member Group. Overall not well received, because the group felt the proposed change was unnecessary. Discussion was tabled.

  • Reminder: MNLINK User Group Meeting 10/31/05-Peter Jarnstrom (MSU): solicitation of agenda items.

  • NAUUG Voting & Discussion: Removed from the agenda. Action moot because all enhancement recommendations are being sent this year, in exchange for fewer points available for next year's voting process.

  • Breakout Sessions for Spring 2006 User Group Meetings-Sharon Evensen (VCC): In Spring of 2006, User Groups will have member generated break out sessions to be determined by the individual user groups. ILL members proposed sessions on "Best Practices" and "Workflow Charts". The process of soliciting ideas is still open other suggestions should be forwarded to Sharon Evensen (VCC).

  • PALS Work Plan priorities discussion-Sonja Eilertson (PALS)
    • Discussion of patron initiated renewal & open ULR's: working with EXLibris products but not necessarily competing products.

  • Other business: Notice: ILL Steering Committee/Executive Council will need a new representative from the Public and the School Library, due to the retirement of Jean Clark (PLS).

  • Adjourn 1:00

AGENDA
  1. 10:45 Call to order/opening remarks-Convener Sharon Evensen (VCC)

  2. Recorder
    Please identify yourself when speaking at the meeting to ease the recorder's job.
    As the recorder you may ask someone to repeat or verify your notes.

  3. Additions to the Agenda/Adopt the Agenda
    Action: Vote on Agenda

  4. 10:55 Approve Spring, 2005 Minutes - April 26, 2005
    Action: Vote on Minutes

  5. 11:00 Gateway Update - Susan Dueis (PALS)

  6. 11:05 MINITEX Update - Becky Ringwelski (MII)

  7. 11:20 Update on PALS and Aleph ILL - Sonja Eilertson (PALS)
  8. 11:35 Aleph ILL Implementation MINITEX and PALS - Becky Ringwelski (MII) and Sonja Eilertson (PALS)

  9. 12:00 User Council Rreport - Sharon Evensen (VCC)
    1. Standardize dates for User Group meeting
    2. Discussion - Should User Council name be changed to Members Council? Should ILL User Group name change to ILL Members Group?
      Action: Vote. Result will be brought to User Council meeting

  • 12:20 Break for Lunch

  1. 1:00 Reminder October 31 MnLINK User Group Meeting - Peter Jarnstrom (MSU)
    Peter Jarnstrom is the MnLINK ILL User Group chair

  2. 1:10 NAUUG Voting and Discussion - Sonja Eilertson (PALS)
    Are there items on the NAUUG list that the ILL group feels would be beneficial to Interlibrary loan?
    Action: Vote. Peter Jarnstrom will bring the recommendation of the group to MnLink User Group Meeting.

  3. 1:20 Breakout Sessions for Spring 2006 User Group meeting-Sharon Evensen (VCC)

  4. 1:30 PALS Work Plan Priorities Discussion-Sonja Eilertson (PALS)
  5. 1:40 Other Business

  6. 1:45 Adjourn

Discussion Notes for Agenda Items:
  1. NAAUG Enhancements & Voting
    • The final NAAUG Enhancements for 2005-2006 Version 19 have been posted.
    • There are a total of 15 proposed enhancements: three each for Acquisition/Serials, Cataloging/Authorities, Circulation/Reserves, OPAC, and Systems/Administration.
    • You will notice that Ex Libris has assigned development weights to each proposed enhancement. Ex Libris has agreed to do 120 development weights for Version 19, due out in January of 2007. Each of the two server sites for MnLINK is allowed 100 votes for a total of 200 votes.
    • The MnPALS User Groups will submit their recommendations to the chairs of the MnLINK subsystem user groups.
    • The MnLINK User Groups will meet on October 31 to discuss the enhancements. They will submit recommendations to the ILS Operations Committee and the Policy Advisory Council. The ILS Operations Committee and the Policy Advisory Council will meet the beginning of November to decide where to place our 200 votes.
    • The 200 votes can be distributed to many of the enhancements or only a few. Those votes must be submitted to the NAAUG chairs by November 15. The votes are then tallied and submitted to Ex Libris for Version 19.

    Action: Each individual subsystem group should review their 3 enhancements and discuss them. It is also a good idea to be aware of the enhancement requests from other subsystems as that enhancement may also be beneficial in your area. After discussion, a motion or recommendation from your subsystem group should be made and forwarded to the MnLINK meetings on October 31.

  2. Future Breakout Sessions
    • This agenda item came from User Council.
    • The User Council would like to see the MnPALS User Groups as an opportunity to discuss software issues as well as other issues related to functional areas.
    • These breakout sessions could be planned for just a particular subsystem meeting or if it is something other people would be interested in it could be scheduled as a separate breakout session.
    • By discussing it now, people would have time to plan for the next user group meeting in April.

    Action: The group should discuss possible ideas for breakout sessions either for everyone or just that particular subsystem. Volunteers to do these breakout sessions would also be needed. It may be necessary to form a task group to work on this.

  3. PALS Work Plan Priorities Discussion
    Review the PALS Work Plan. Are there additions, removals or priority changes?
    Action: Any additions or priority changes will be voted on and the group recommendation with be forwarded to the PALS office for final placement.

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