MnPALS ILL User Group Meeting: Fall 2007

Friday, October 12, 2007

Minutes

1. Meeting called to order - Co-Conveners Sharon Evensen (VCC) and Janine Lortz (MNJ)

2. Recorder - Kathie Martin (MNG)

3. Additions to Agenda

Consideration of an ILL workshop day - Peter Jarnstrom
Discussion of proposed revision of MnPALS ILL Policies & Procedures

4. Spring 2007 Minutes - Approved

5. Report from Aleph ILL Request Details Working Group Peter Jarnstrom (MNM)offered thanks to members of the Working Group: Leah Anderson (CKK), Mike Barnett & Sonja Eilertson (PALS), Chris Gevara (XOJ), Kris Hobday & Peter Jarnstrom (MNM), Patricia Post (MST), and Conni Stensrud (MNV). The lists of proposed changes to "Request Details" for both the Borrowing & Lending sides were discussed:

Email address near the top enables library to identify patron status.
Notes usually found at bottom are better seen toward top to avoid being missed since scrolling is necessary to view bottom of details. (An aside by Peter: Using arrows to close portions of screen enables fuller view)
Since these changes will not transfer to Version 18, the group determined no further discussion was necessary and passed the motion to accept the Working Group's recommendations.

6. MINITEX Update - Agnes Lee (MINITEX) The University of Minnesota successfully migrated to Aleph GUI ILL (Version 18)on June 8, This new "integrated ILL" version is Windows-based and offers many interface enhancements. Positive results of the switch to GUI ILL:

Staff can seamlessly move between different modules: ILL, Circulation and Cataloging.
Request creation on the staff side requires fewer mouse clicks.
Requesting form has been simplified into a one page format
Confirmation page has been eliminated.
Layout has changed: options available for a request are now grouped under "Response."
Print jobs have been simplified.
The potential supplier list is easier to create change.
Response time for problems has improved dramatically.
Speed significantly faster in early and late day.

Difficulties with switch to GUI ILL:

The interface and layout have changed dramatically, but if staff are already using other modules it should not be too difficult.

Currently:

MNU, Morris (IMNX) will begin using Aleph as a lender & borrower Oct. 15. They are listed in the "potential lender" rota.
ExLibris recently made enhancements to the "Refer" functionality and MINITEX staff has been testing this.
Requests for E-books are slipping through on both the borrowing & lending sides - something we all should be more attentive to.

7. Partner list letter/agreement - Pat Conely (MNB) Pat compared the Aleph potential lender list against the MINITEX overnight delivery list and came up with a list of libraries that would potentially qualify as direct borrowers & lenders. She then developed a letter and agreement form for the group's consideration. Her question: should she now contact everyone on the list, even those with whom MNB has had an ongoing direct-borrow/lend relationship? Discussion ensued:

Peter Jarnstrom said MNM is noticing requests from libraries that have not previously been direct borrowers.
Janine Lortz (MNJ) felt the purpose of the consortium should make direct borrowing a given.
It was recognized not all libraries have MINITEX overnight delivery and this creates mailing expense for them.
Peter suggested we put the list of all MnPALS libraries with overnight delivery on the Web and have each library opt in or out online for direct borrowing/lending.
Kathie Martin (MNG) offered the motion that all such libraries (those with overnight delivery) be considered direct lenders and should any choose not to participate the onus would be on them to deny the request so stating. Jan Carey seconded.
Discussion of the motion turned up more problems. MINITEX is receiving requests without any indication of prior action. Are we first going to direct lending libraries? Kathy Droz (MII) mentioned the pink courier flags are not being used consistently and this slows down delivery. Agnes (MII) asked how we are handling article requests that MNU unfills. Are we then going to our Aleph direct lenders before going to MINITEX? After much discussion Jan Carey made the motion that the original motion be tabled until spring so that all the issues can be sorted out.
It was decided that information will be posted on the wiki for further consideration and comment.

11:35-12:35 LUNCH with Stephen Elfstrand

9. MnPALS Update - Mike Barnett for Sonja Eilertson (PALS)

What could be fixed is. PALS is waiting on ExLibris for their fixes.
There was a question about the "Clear lending banner/bulk check-in" item in the Support and Training Services Report. Mike explained that when you click "check-in", the form is cleared, so it was decided that a clear button is not needed.
Version 18 ILL: PALS is leaning toward face to face training for ILL. There should not be many table changes - most will be made by PALS staff. The names of forms have changed, but PALS staff haven't yet seen how they will look. The big issue right now is privileges - do we want them to migrate?

10. Copyright

In Sonja's absence, Sharon Evenson (VCC) asked how many libraries are running copyright - very few indicated they are.
Janine Lortz (MNJ) suggested this would be an excellent topic for a Webinar or workshop day.

11. Follow-up on lunch discussions a) Year end statistics for ILL units. Is use up? How much? As we look ahead, what other things may impact the future use of interlibrary loan and our staffing needs? (When public library VDX is able to talk to Aleph ILL, we could see considerable increases)

Patricia Post (MST) says their stats are up, but their fill rate in Borrowing has dropped for the first time in years. Peter (MNM) mentioned this is the case for them as well - in Borrowing and Lending "not supplied." Mike Barnett (PALS) said he believes this software works differently and will investigate how the Unfilled queue is populated.

b) Discussion of ILL 13 (Borrowing Library- Automatic Processing). How many institutions have set this up? In what ways? Are there various ways to set it up? For example…unmediated until it is deemed ready to go to MINITEX, then it comes up for our review.

MNM does this manually and mediates when locate fails.
MNJ runs this service automatically several times during the day. It is possible to manually run the service in between the automatic service.
MNB runs this service mid-morning and mid-afternoon in order to give them time to add necessary information (ISBN, etc.) prior to the service running.

12. ILL Workday

The group saw merit in doing a workday similar to the one done recently for Cataloging.
The ILL User Group Steering Committee will likely conduct a survey to collect ideas for agenda, presenters, etc. They will report back to the group.

13. Policy and Procedure Statement on Interlibrary Loan by MnPALS Libraries

Peter Jarnstrom (MNM) presented an updated draft he and Mark Erickson (MNI) developed.
It will be available on the wiki for people to consider and comment upon.

Agenda

10:30 a.m. User Group call to order
Co-Convener Sharon Evensen (Vermilion Community College) and Janine Lortz (St John’s University) Recorder Kathie Martin (Gustavus Adolphus College)

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 to verify your notes.
10:35 a.m. Additions/Changes to Agenda
10:40 a.m. Approve Spring 2007 Minutes
10:45 a.m. Report from Aleph ILL Request Details Working Group - Peter Jarnstrom (Minnesota State University, Mankato)
11:05 a.m. MINITEX Update - Agnes Lee (MINITEX)
11:15 a.m. Partner list letter - Pat Conely (Bemidji State University)
1. Letter
2. Agreement
3. General discussion of Borrowing lists/partners- Who are our reciprocal lenders?
11:30 a.m Lunch discussion- please join a group to discuss and bring back to the group ideas or questions.
1. Year end statistics for ILL units. Is use up? How much? As we look ahead, what other things may impact the future use of interlibrary loan and our staffing needs? (When public library VDX is able to talk to Aleph ILL, we could see considerable increases)
2. Discussion of ILL 13 (Borrowing Library- Automatic Processing).
  - How many institutions have set this up? In what ways?
  - Are there various ways to set it up? For example...unmediated until it is deemed ready to go to MINITEX, then it comes up for our review.
  - What other services does your library run for interlibrary loan?
  - Have you run statistical reports?
  - Have you run copyright reports?
3. Discussion of distance/online patron services
4. Student worker training
5. Lunch with Steve- informal discussion with new PALS director

11:30-12:30 LUNCH

12:30 p.m. MnPALS Update - Sonja Eilertson (PALS)
1. Review functionality of recent ILL additions/changes sent out on MnPALS Aleph ILL mailing list- such as ILL 32 patron scrubbing.
2. Version 18 update
3. Work Plan (list of priorities and problems)
4. Testing Aleph ILL with OCLC and MnLINK VDX libraries
1:10 p.m. Copyright - Sonja Eilertson(PALS)and Agnes Lee (MINITEX) a) Aleph reports b) Have you ran the copyright reports?
1:20 p.m. Follow-up on lunch discussions
1:25 p.m. Other
1:30 p.m. Adjourn