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Interlibrary Loan User Group Fall 2006 Minutes

Monday, October 23, 2006
2:05 p.m. - 3:45 p.m.


MINUTES Draft

  1. 2:10 Call to order/ Opening Remarks - convener Sharon Evensen (Vermilion Community College).

  2. Volunteer Recorder - Elaine Settergren (Minnesota School of Business).

  3. Convener asked to delay item 5 of the agenda (Election of Community/Technical College ILL representative) until the discussion of the steering committee was held.

  4. Approve Spring Minutes from April 21, 2006
    Motion to approve Minutes as presented on Mnpals website made by - Mark Eriksen (Winona State University). Seconded by Kathleen Nelson (Riverland CC - Austin)
    Motion passed.

  5. ILL User Group Steering Committee purpose and function / Future of ILL User Group - Sharon Evensen (VCC).
    1. Are steering committees necessary? What is their purpose? Do we need each type of library in the steering committee?
      Discussion followed about purpose of the steering committee and how it has been used by the ILL user group in past...
      Motion made by Patrice Conely (Bemidji State University) -To build the steering committee with representation of each type of library. Every type of library would need to participate, but it could rotate alphabetically. Libraries within each type of library would need to figure out who would be on the steering committee. Seconded by: Kathie Martin (Gustavus Adolphus). Discussion followed.
      Action: Motion was tabled. Discussion will continue over email and at the spring meeting. Sharon Evensen (VCC) will email the group to gather opinions.
    2. What is the function of the ILL user group? Discussion followed that expressed interest in keeping the ILL user group because it can be a good way to share ideas.

  6. MINITEX Update - Kathie Drozd (MINITEX)
    1. A blog has been added to the Document Delivery section of the website. Send ideas to Carol Nelson (MINITEX) for future blogs. The blog is at http://blogs.minitex.umn.edu/docdel
    2. Please tell MINITEX if you will be closing for any of the holidays. Make sure you are clear about whether you are receiving delivery and/or requests.
    3. Question was asked about libraries using Aleph ILL and is members of PALS, but is not receiving direct borrowing requests.
      1. Some small libraries prefer to go through MINITEX
      2. Some libraries don't use the courier system and need to mail them
      3. Lender can choose to go through MINITEX or not - Agnes Lee (MINITEX)
    4. Question was asked about using OCLC ILL
      1. If you send to South/North Dakota, we prefer you go through MINITEX because of contract agreements - Kathie Drozd (MINITEX).
    5. Discussion of routing slips for MINITEX and OCLC requests followed.
    6. If you have never sent to a library before, contact them first, then send the request. Ask for their policy. If it is out of state, contact MINITEX first.
    7. Kris Hobday (MSU -Mankato) would like for MINITEX to thank Amy of the courier systems. She was professional and pleasant. She went the extra mile.

  7. MINITEX/ MnLink ILL subcommittee report - Ruth Martin (Anoka Ramsey Community College) www.mnlink.org/committees/ill/overdue-report.pdf
    1. The recommendation for overdue, damaged, and lost materials was recently completed by the committee. It has been approved by MINITEX and MnLink.
    2. Soon you will receive a survey to be completed about the policies for lending and borrowing. We will work on revisions based on the survey.

  8. Aleph ILL enhancement request from Lola Quam (Concordia College)
    1. Suggestion: add additional choices of letter for unfilled and/or other for send letter /email to patron besides cancel.
    2. Sonja Eilertson (PALS) will submit SI with ExLibris to see if another format can be added.
    3. Mike Barnett (PALS) is skeptical that this will be added. ExLibris is focused on making larger changes right now. Not enhancements.

  9. PALS work plan priorities discussion -Sonja Eilertson (PALS)
    1. The PALS office would like the ILL group to decide which is a higher priority:
      1. ISO ILL testing between Aleph ILL and VDX ILL
      2. ISO ILL testing between Aleph ILL and OCLC ILL.
    Discussion followed. Action: Majority voted as a higher priority --ISO testing between Aleph ILL and OCLC ILL.

  10. Task force and working group document discussion - Sharon Evensen (VCC)
    1. Send e-mail to Sharon Evensen (VCC) if you have any suggestions for changes by November 3.

  11. 11. MnPALS Aleph ILL Update - Sonja Eilertson (PALS)
    1. Is anyone interested in joining the Reports Group? There is no representative from ILL.
    2. The ILL section is on page 14 of the report.
    3. The PALS server will be gone by Oct. 31.
    4. Let the PALS office know if you would like to automate any Aleph ILL service.
    5. The tab_check_circ table must be moved up. Talk to your systems librarian.
    6. Caution: don't do a "locate" after you've sent the request. Add at supplier separately.
    7. In the Request Detail tab: would you like the fields re-ordered?
      1. Kris Hobday (MSU -Mankato) recommended that the Notes field be moved up.
      2. Discussion followed about using the format field for notes. Mike Barnett (PALS) doesn't recommend using the format field for notes.
    8. Sonja Eilertson (PALS) had many reports of wrong LCCN. It will be correct in the "locate," but won't work. PALS is considering adding the longest word from the title to verify "locates" in addition to ISBN, LCCN, and ISSN.

  12. There being no further business, the convener the meeting was adjourned at 3:20 pm.

A panel with Agnes Lee, Kris Hobday, and Kathie Martin discussing Aleph ILL work flow issues and processes followed the business meeting. Agnes had handouts to share with the group.



Start may be sooner, depending upon length of the 1:00 Joint Circ/ILL meeting

AGENDA
  1. 2:05 Opening Remarks - Convener Sharon Evensen (Vermilion Community College)
    Continuation from     Joint Circ/ILL meeting

  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 their comment or verify your notes. Please note that this session is being recorded for podcasting.

  3. Additions / Changes to Agenda

  4. Approve Spring Minutes from April 21, 2006

  5. 2:00 Election of Community / Technical College ILL representative
    Current members of ILL Steering Committee
    • Sharon Evensen (VCC) - Convener and Steering Committee - Community College - 2007
    • Bonnie Oldre (CEN) - UC Rep and Steering Committee - Technical College - 2006 - delayed until fall
    • Bruce Willms (alternate to UC) (MTR) Steering Committee - State University - 2007
    • Barb Werner (CSS) Steering Committee - Private Colleges - 2007
    • Susan Larson (MSL) Steering Committee - State Government - 2007

  6. 2:15 ILL User Group Steering Committee purpose and function / Future of ILL User Group
    Follow-up on General Session discussion
    1. Steering Committee role
      It is part of the MnPALS governance structure that all subgroups will have a steering committee. It has recently become apparent that many groups do not have one. This has raised the question of whether steering committees are really necessary and, if they are necessary, what is their purpose. Also, should all subgroups be compelled to name a steering committee?
    2. Purpose / role of steering committee
      Action needed: Provide input for ILL user council representative to bring to the next User Council meeting about the role of steering committee.
    3. Future of ILL user group:
      Discuss ILL user group
      Action needed: List of ideas for the user council representative to bring to the next User Council meeting.

  7. 2:20 MINITEX Update-Kathy Drozd (MINITEX)

  8. 2:25 MINITEX/MnLINK ILL subcommittee report-Ruth Martin (Anoka Ramsey Community College)
    http://www.mnlink.org/committees/ill/overdue-report.pdf

  9. 2:30 ALEPH ILL enhancement request-Lola Quam (Concordia College)
    Suggestion: Add additional choices of letter for unfilled and/or other for send letter/email to patron besides cancel.

  10. 2:35 PALS Work Plan priorities discussion
    The PALS office would like the ILL group to decide which is a higher priority?
    • ISO ILL testing between ALEPH ILL and VDX ILL? or
    • ISO ILL testing between ALEPH ILL and OCLC ILL?
    Action needed: Suggestions from ILL user group on priority of ILL items.

  11. 2:40 Task force and working group document discussion
    1. Report from Task force members about the document
    2. Proposals/revisions from the ILL user group on the document for User Council
    Action needed: Create list of revisions and concerns for User Council.

  12. 2:45 MnPALS ALEPH ILL Update-Sonja Eilertson (PALS)
    User Support Report Questions?
    OCLC ISO interoperability with ALEPH ILL

  13. 3:00 ALEPH ILL Panel
    Members will briefly discuss how they structure workflow within ILL and will take questions from the audience about using ALEPH ILL.

  14. 3:45 Other/Adjourn
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