Fall 2015 User Group: Interlibrary Loan Business Meeting
Interlibrary Loan User Group November 2, 2015
9:30 - 11:15 a.m.
Convener: Peter Jarnstrom, Minnesota State University, Mankato Recorder: Sonja Timmerman, Gustavus Adolphus College
Meeting Minutes (Draft)
Present: Leah Anderson (conference call), Ann Campbell, Dawn Clyne, Patrice Conely, Carrie Curie, Julie Dinger, Sonja Eilertson, Molly Flaspohler, Ala Garlinska, Chris Gevara, Peter Hoseth, Peter Jarnstrom, Karen Kohoutek, Agnes Lee, Mary Leuthard, Jennifer Lund, Diana Lundell, Katriel McLarn, Diane Pollock, Linda Richter, Becky Ringwelski, Scott Rosales, Sonja Timmerman, Perry Werner (conference call)
Welcome and Introductions Thanks to Jenny Lund and the College of St. Scholastica for hosting.
Elections Two terms expiring: Two-Year Colleges and State Universities. Scott Rosales (Minneapolis Community & Technical College) volunteered for the Two-Year Colleges and was approved by the group. Chris Gevara (Metropolitan State University) volunteered for the State Universities and was approved by the group. The new ILL User Group Steering Committee consists of:
Private Colleges - Jenny Lund (College of St. Scholastica) - Term expires 2016
At-Large - Hannah Topp-Schefers (St. Cloud State University) - Term expires 2016
Two-Year Colleges - Scott Rosales (Minneapolis Community & Technical College) - Term expires 2017
State Universities - Chris Gevara (Metropolitan State University) - Term expires 2017
Reminder: the ILL Steering Committee responsibilities include:
Planning the ILL workday in the spring
Creating the agenda for the ILL User Group meeting and directing the meeting
Reporting to the User Council and other consortial governing bodies.
Direct Borrowing and Delivery Direct Borrowing Libraries on Minitex Courier Route List survey results will be posted as soon as Sonja Eilertson (PALS) can clarify some issues with Minitex. This updated spreadsheet is the result of surveys completed by libraries late last year/early this year and includes information helpful in determining potential supplier lists among other functions. It will be posted on the PALS website under User Groups → ILL → Direct Borrowing Libraries on Minitex Courier Route. It will also be posted to the PALS Forum (under ILL Direct Borrowing discussion).
E-Delivery Email Addresses List - A list of email addresses for sending article requests to each institution. Best practice is to provide an email alias (generic email) or multiple email addresses so delivery is not interrupted due to staffing variations. The current list was routed for editing and the updated list will be posted on the PALS website and the Forum.
Minitex Report Becky Ringwelski (Minitex) reported on the MnLINK Gateway update. All MnPALS library holdings are on the MnLink Gateway; the Gateway is certainly used by MnPALS users, though likely not to the extent of public library users. Minitex is in the midst of working with OCLC to replace the current MnLink interface with WorldCat Discovery, which is more user friendly, with easy access to ELM databases, ebooks, etc. The time frame for completion is between January and July 2016.
Eventually, the current MnLink ILL system will be replaced with OCLC’s WorldShare ILL.
Joan Krey, a genealogy specialist from Minitex, is retiring. She will be missed!
Agnes Lee (Minitex) reported that a small group of Minitex and PALS staff is testing resource sharing in Alma; progress is slow but steady. A timeline will be shared soon. In December, Minitex will attempt test requests with additional libraries.
PALS Report Sonja Eilertson (PALS) directed us to the complete report online. One item not included in the report is the “Breaking Bad” solution. It was discovered that season information is not included in a request when viewed by the lender. PALS included the 245n field in the request. If libraries encounter situations where important information is not being mapped correctly or at all, please notify PALS or Sonja Eilertson.
Spring 2016 Workday Planning After brief discussion, the group supports an upcoming workday in the spring. There was interest expressed in a combined workday with other user groups. The group did not discuss location or date at this time. One session likely to be offered at a spring workday is data cleanup. For the ILL group, record cleanup requires the resolution of as many requests as possible before moving to the new system. ILL requests will not transfer from one system to the other. Other ideas for sessions can be forwarded to any member of the ILL Steering committee or Sonja Eilertson at PALS. Please note,if you suggest a session, the Steering Committee would appreciate your assistance in organizing that session.
Future ILS / RFP The Draft RFP can be found on the PALS Forum. Peter Jarnstrom (Minnesota State University, Mankato) began by providing background information, an overview of the Task Force purpose and progress to this point and a timeline going forward. Peter’s entire presentation can be found on the PALS site. Of note: other consortia/libraries that have recently migrated; systems that were originally being monitored by PALS and the Task Force; and vendors now expected to respond to the RFP.
The Task Force is still discussing the scoring and evaluation of responses. Everyone will have the opportunity to view vendor demos and offer feedback.
It is noteworthy that initial start-up costs will likely be lower than previous migrations due to more cloud-based architecture in the new ILS systems. However, annual subscription fees will likely cost more. Also, the future role of PALS will be dependent on the nature of the new system selected.
The RFP is released on a state website and vendors can also be notified that it is available.
The group would like to thank Peter Jarnstrom for his commitment and involvement in the Task Force!
RFP Edits ILL RFP suggestions submitted prior to User Group New section proposed by Patrice Conely (Bemidji State University) was accepted and added. The group emphasized wording in the new section must include the ability to close borrowing and lending units independently of each other, explanation of how the patron is alerted to a closed unit and the configurability of the message, and whether these functions will be handled locally or by a central entity (like PALS).
Proposed edits to Section H.3 by Peter Jarnstrom (Minnesota State University, Mankato) were discussed. The group approved the suggested edits from a more general H5 to the more specific wording of H3.1-5.
Please note: The shaded sections of the Draft RFP will not be provided to vendors when the RFP is published, but vendors will be expected address those points in demos and groups can use them to score and evaluate.
The Task Force seeks information from the User Groups on what functions are essential. The group began to review the RFP and voted MUST have, SHOULD have, or NICE to have. These votes will be reported to the Task Force.
Adjourn Group adjourned due to time restrictions; RFP voting will continue at the break-out session in the afternoon.
Minutes respectfully submitted by Sonja Timmerman (Gustavus Adolphus College).