Interlibrary Loan User Group Spring 2006 Minutes
MINUTES
- Sharon Evensen VCC convened the meeting at 10:50.
- BCW recorder
- Agenda
Add Cecelia Boone to the MII report.
- Reconstructed minutes from the fall meeting were distributed in hard copy, because there were technical difficulties that prevented electronic distribution. Carol Nelson (MII) moved approval but pointed out the need to correct misspelled names. Mark Eriksen WSU seconded. Motion carried.
- User Council Update (?)
Edward Swanson has a report on the PALS web site. 2 main items. 1. ? Issues
Training opportunities for ILL. Issue of 2 day format for UG meetings continues to be raised.
- Elections to the steering committee
Jean Clark is no longer the rep for school and public libraries, since her library is no longer a MnPals library. Peter J. MSU asked if the intent was to represent each library type. Joan Klanderud (SCC?) Sharon's term is up. Are there any nominations? No. Sharon agreed to run again. Bonnie ? is on sabbatical, so there is no rep for the Technical Colleges?
Nominations? No . Polly Frank moved that the election be postponed till fall. Kathy Martin (GAC) seconded. Motion carried.
Other nominations for community coll.? Bonnie Boese moved that nominations close. Bonnie moved that we make the election unanimous.
- Sonia Eilertson is ill and unable to attend the UG meeting. Mike Barnett observed that the modify patron request form has been changed somewhat. The pick slip form was also modifiedt to move all the borrower information to the right side of the form. Need to change privileges for staff to "all" for ?
Plain text letters for ?will be implemented when the system comes back up. Play with them on Lute before you go live with them. Mark Eriksen asked if there will be any changes to ILL in ver. 17. Mike Barnett said, "Absolutely not." ILL is a standalone piece.
What about the link to OCLC? It's ready, according to ExLibris, but there is no documentation. Sonia has inquired about this, but hasn't received a response yet.
She's been doing some testing, but it came to a halt with her illness.
Two items that Sonia was going to discuss: 1) a new discussion list for ILL. 2) How do we go about submitting enhancement requests?
Becky Ringwelski(MII) said that there was some discussion that ExL has beeen working so hard, what else could we want. She has asked about improvements to ver. 18 and has not received an answer. She submitted a request for ISO compatibility with Docline, but that won't happen for 2+ years. Only two enhancements have been submitted for ver. 20. Mike B. says we can try to influence the development of the integrated ILL product.
- Minitex update
Agnes 2 things, the pick list is being folded in half for returnables, so borrowing info is showing.
Reports, in PALS give you all the referral locations. But in Aleph, can they just do a single report if the item is in use. Kathy Martin said she doesn't need to know all the locations, just assumes that MII has exhausted all the possible lenders in the region.
Kathy M. asked Agnes, "Are you getting the 925 fields?" Agnes said yes, they are showing up.
Agnes said that they trained Crookston, so you can add them MCR to your to your supplier list when the system comes back up.
Becky -- U of M Morris wants to get going with ILL and U wants to upgrade to ver.18 before the end of August.
Cec MULS is going away when PALS is shut down. OCLC is also changing things.
Do we need MULS in the same form as we have had it? MII will be doing a survey next month. What will your future needs be for MULS?
Is there a need to continue with this? Peter J. Aleph still only represents a portion of the libraries in the state. Cec mentioned that this is even more important in the Dakotas, because MULS is what has held them together.
Holding information will still be in OCLC. Do we need another method of access? This is the big question for MII. Contact Cec if you have concerns or questions.
Kathy M. says she can't see detailed holdings for U of M libraries when using OCLC. The Borrower locate in Aleph at the U of M won't get down to the year of publication. MII just has to search the catalog to identify the location.
Keith E. Are there any agreements between ExL and OCLC to update WorldCat holdings.
Kathy Drozd reported that a little longitudinal study from 2002 to 2006 they have almost doubled the amount of stuff going through delivery. Delivery is very busy. Will sometimes take libraries off the delivery and change to UPS.
Kathy M. Why do we need to include the "from" information on the Aleph Direct Borrowing slip? Combined the Direct Borrowing with the filled
Peter asked Does MII want the OCLC code or Aleph code on the pick slip? Agnes said that they want OCLC. Mike replied that Connie hasn't sent the translation table with the OCLC codes to PALS.
Break for Lunch at 11:50.
Leah A What about CKK MUO, etc.
- Gateway - Susan isn't here . Look at the report.
- MnLink UG - Peter J. Last fall had the final meeting of the UGs as they existed then. Cec thought that the MNlink ug will continue, but not meet as often. They may be organized differently.
Peter felt that there are adequate forums for most concerns relating to specific software, but need a forum that goes beyond specific ILS systems.
- Regional Meeting in March. The ILL meetings were productive, esp ILL.
The contrasts were esp. apparent. The different states were at different stages in the implementation of the Aleph ILL, so it was interesting to be able to compare notes.
Mark E.
- Aleph ILL
Agnes has some workflow tips (handouts). MII began using aleph in early March. Note the difference between MNU and MII in Aleph ILL. Mtx is on the supplier list 2x.
Mtx is still using the same referral libraries as before. They also have a contract with UAB (Alberta) for serials. They are very fast in filling requests because they use Ariel.
Becky R. --
Some discussion about what fields should be mandatory in the Aleph form. Mike made some changes in the Aleph mapping for the gateway requests. Issue data was being incorrectly mapped from VDX to Aleph, but Mike won't know if the changes he made will work till the server - Harp -- comes back up.
Mike also reported on another support problem that he submitted.
Peter J. thought that it would be a problem to make lots of fields mandatory, because sometimes the data element may not be available. The sense of the group seemed to be to add asterisks by the fields that are important but not to have Exl make the fields actually mandatory in the software.
Mike pointed out some changes that were made to the forms to help users understand that the ILL form is a dual form - one link for books, etc. and one for journals. The group approved the changes.
Peter made an appeal to include the ISBN for AV requests because the locate feature only works with three fields, ISBN, ISSN, and LCCN, and it's faster to process requests if you can use the locate feature.
Mike pointed out that entering a note means that the request will have to be mediated, and the note field does not transfer to the lender. Extended discussion about what notes and other fields get sent with the request. Becky R. talked about discussions with ExL developers regarding messaging between lending and borrowing library staff.
Question was asked about putting the Lending Staff Note at the top of the dropdown list of fields that are used in the "new line" feature.
Kathy Martin moved to move the 925 note to the top of the list and change the descriptive text. Polly F. seconded. Motion carried. (It was also agreed that the text "Note to lender" will replace 925 lending staff note and "Internal note" will replace 926 staff note.)
Mary Jane Striegel asked about adding patron name to the borrowing search dropdown menu. Mike observed that there are privacy issues with including patron name, because of the way security privileges are set up.
Mary Jane then moved that patron name be added to the search dropdown menu. Peter seconded. Following additional discussion, the motion carried.
- Mark wanted to know how libraries handled ILL processes. How are things checked out, how are overdues and fines handled? Who responds to patron questions? What's the interface between circ and ILL?
- PALS work plan - read it online.
No other business, so meeting adjourned at 1:35.
AGENDA
- Call to Order / Opening Remarks - Sharon Evensen, Convener (VCC)
- Recorder - Bruce Willms (MTR)
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.
- Additions to the Agenda / Adopt Agenda
Action: Vote on agenda
- Approval of Fall Minutes - October 28, 2005
Action: Vote on minutes
- User Council Update - Sharon Evensen (VCC)
- Elections to the Steering Committee (for 2 years starting May 1)
- Community College Rep
- Current Rep: Sharon Evensen (VCC)
- Public and School Libraries Rep
- Current Rep: Jean Clark (PLS)
- Discuss who could fill this position since there are no representatives from school or public on ILL subscriber list
- Technical College Rep
- Current Rep: Bonnie Oldre (CEN)
The following people are continuing on the Steering Committee for another year:
- State University Rep: Bruce Willms (MTR)
- Private College Rep: Barb Werner (CSS)
- State Government Rep: Susan Larson (MSL)
- Aleph and PALS Update Adobe Acrobat - Sonja Eilertson (PALS)
- MINITEX Update - Becky Ringwelski (MII)
- Gateway ILL Update - Susan Dueis (PALS)
- MnLINK User Group Update - Peter Jarnstrom (MSU)
- Ex Libris Regional Conference Report
- Aleph ILL: Questions and work flow tips - Agnes Lee (MII), Sonja Eilertson (PALS), and library staff who have started using Aleph ILL
For example, how are libraries handling their ILL materials - in Circulation or ILL Office - Mark Eriksen (WSU)
- PALS Work Plan Priorities Discussion
- Other Business
- Adjourn
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