MnPALS Interlibrary Loan User Group: Spring 2008

Minutes (Draft)

1. Meeting called to order by acting convener: Peter Jarnstrom ( MSU). Peter asked the members of ILL user group to thank Mike Barnett for all his hard work with Pals over the years and him all the best on his retirement. Peter talked about working with Mike from the very beginning of Pals and how instrumental Mike was in developing and improving the Pals system.
   
   
2. Sharon Evensen (VCC) volunteered to act as recorder.
   
   
3. Additions/Changes to Agenda
   
   
4. Fall 2007 Minutes Approved.
   
   
6. Elections - Interlibrary Loan Steering Committee
   Continuing
   • State Colleges representative: Chris Gevara
   • Special Libraries representative: Brigid Shields
   New representatives:
   • Community representative: Sharon Evensen VCC)
   • Technical Colleges representative: (unfilled at this time)
   • Private Colleges and Universities representative: Julie Rustad (CSS)
     
     
7. Pals Report
   Sonja presented the draft copy of the new report process. This process will be used by the Reports Task Force in handling new reports and services. Item 63 on the Pals Work plan concerns Exchanging requests via VDX system. Sonja Reports that it is now ready for testing. The two systems will now be able to communicate with each other. Currently Pals is working on training and demonstrating the new Aleph ILL in the GUI client. Sonja reviewed how to set-up Admin for interlibrary loan and a discussion of ue19 which provides an automatic unfilled answer for any unfilled requests for unreturnables and returnables. Discussion followed. The group agreed on a trial period for the use of ue19, which would begin with migration of version 18 and end in September, 2007. Feedback or discussion about ue19 will continue on the Forum. The group is especially interested in any impact this is having on MINITEX staff. Under the Support and Training Report, ILL section begins on page 25 with the WebILL changes. Sonja demonstrated how to set up the Print ini and Application Configuration for the new ILL module in the GUI client. Complete details are in the ILL training handout.
   
   
8. MINITEX Report
   Agnes Lee began with a handout for each library present that showed the number of referrals for each library. Fro the past 6 months, MINITEX has been checking which catalog to see if the library owns the item and checking availability of item, this has improved the fill rate by 15% . Kathy Drozd followed with a PowerPoint presentation which illustrated that MINITEX delivered 900,000 items in 2007-2008 and in 2008-2009 they currently are seeing a 36% (32,000) increase of items delivered to date. The group Thanked MINITEX for a great job!
   
   
5. and 9. Borrowing agreements between libraries--Pam Sukalski (MWL) and MnPALS ILL Protocols document--Peter Jarnstrom (MSU)
   Discussion among the group began with who is and who is not on the courier system since issues have arisen with libraries not on the courier system getting requests from libraries not aware of this. It was suggested that MnPals libraries that are on the courier delivery list (found on the MINITEX website) would automatically be direct borrowers among MnPals libraries. MnPals libraries on the list who would not want to be direct borrowers would need to opt out by sending notification to the Pals discussion list. If any MnPals library would like to borrow from a MnPals library not on the courier list, would then need to develop individual ILL agreements with those libraries Discussion will continue on the forum with Peter and Pam posting a list of those libraries on Aleph using the courier service and sending this information out to the ILL user group members.
   
   
9. ILL Protocols Document is an updated ILL policy document outlining interlibrary loan guidelines for MnPals libraries. This is document is posted on the forum under Interlibrary loan and Peter, acting convener asked each member to review the document in preparation for approval at our next meeting.
   
   
10. WebILL changes to "new Line" drop-down menu-Peter Jarnstrom(MSU) After some discussion, the group has decided to drop this issue from the workplan since it will not be available in the Aleph integrated ILL.
    
    
11. Interlibrary Loan and Open-Source-Discussion Discussion began regarding options for interlibrary loan service since no open source product currently has an ILL sub-system. Becky Ringwelski (MINITEX) discussed 3 OCLC options for interlibrary: OCLC ILL, VDX (owned by OCLC), and ILLIAD. Discussion will follow at next meeting.
    
    
12. Version 18 Q & A
    • Expected migration will be June 1st., with the system going down on May 29th
    • ILL button will be removed or notice will send students to a static page announcing that the library will not be accepting ILL requests
    • Stats will move over
    • Privileges and maintenance set in test version of 18 will move during the migration
    • Privileges and maintenance in version 17 will not be moved to version 18, so input changes in both versions for the next month
      
      
13. ILL workday The group decided to hold one business meeting and one workday a year
    
    
14. Convener adjourned meeting at 4:17 pm

Agenda

1. 2:15 Opening Remarks
   
   
2. Recorder - volunteer needed
   Please identify yourself when speaking at the meeting to ease the recorders job. As the recorder you may ask someone to repeat his/her comment to verify your notes.
   
   
3. Additions/Changes to Agenda
   
   
4. Approve Fall 2007 Minutes
   
   
5. 2:35 Old Business - Borrowing Agreements between Libraries - Pam Sukalski (MWL)
   
   
6. 2:45 Elections - Interlibrary Loan Steering Committee
   • Community Colleges representative term expires April 30, 2008
   • Technical Colleges representative term expires April 30, 2008
   • Private Colleges and Universities representative vacancy term expires April 30, 2009.
     
     
7. 2:55 PALS Report - Sonja Eilertson (PALS)
   • Report Process
   • Work Plan
   • How to set up ILL unit so lending requests that are in use get an automatic answer Unfill when the item is not available
     
     
8. 3:05 MINITEX Update - Becky Ringwelski (MII)
   • Update on changes in referral practices
   • Update on delivery including the RFP process
     
     
9. 3:15 Discuss MnPALS ILL Protocols Document - Peter Jarnstrom (MSU)
   
   
10. 3:25 WebILL change to "New Line" drop-down menu - Peter Jarnstrom (MSU)
    Reorganize the Borrowing and Lending Request Details "New Line" menus so the choices follow the same order as the fields in the records.
    
    
11. 3:35 Interlibrary Loan and Open-Source - Discussion
    
    
12. 3:50 Aleph v. 18 ILL2 Q & A
    
    
13. 4:15 Adjourn
    

Discussion Notes for Agenda Items:

• Sharon Evensen, Vermilion Community College, served as the Community College representative. Sharon has served as Convener, Co-Convener and User Council representative. Thanks Sharon for your contributions to the ILL User Group.
• Barbara Schuldt, Dakota County Technical College, served as the Technical College representative.
• Janine Lortz, St John’s University, served as the Private Colleges and Universities representative. Janine served as Co-Convener and User Council representative. She is unable to complete her term. Thank you Janine for your contributions to the ILL User Group.

• State Universities – Chris Gevara (MTR) – 2009
• Special Libraries – Brigid Shields (MHS) – 2009