ICS Task Force Meeting Report
Monday, March 22, 1999, University Library, CSU Fullerton

Present: Kathleen Messer (Chair), Kelley Martin, Gail Cosmo, Elizabeth Housewright, Jo Ann Bradley, Lore Gravino, Pat Lavigna, Rhonda Rios Kravitz (recorder), Marvin Pollard, Harold Schleifer

Guest: Nancy Caudill

Kathleen Messer:

Kathleen reviewed the agenda items and suggested we develop at timeline for upcoming projects and significant dates. She also stated the need to develop a sub-committee on Statistics. She reviewed the past accomplishments of the Task Force and thanked all Committee members. Jo Ann distributed a tentative timeline format and agreed to update it after the meeting.

RSS Developments – Marvin Pollard

All campuses now have a server with the latest version of the WebPAC and Remote Patron Authentication [RPA] Server software. CSU Fullerton was the first one installed. The recently shipped servers have RSS version 3.0 working with a Microsoft SQL Server database that is more robust and scales better than MS Access. The pilot sites are still using MS Access. Marvin noted that Access can still be used as a client to Microsoft SQL Server databases. He also noted there is a lot of variability amongst the 22 campuses as to how the serials summary holdings information is stored.

JACC is down to 2 vendors: EBSCO and OCLC. There is a possibility that both vendors could be utilized for this project.

Union catalog load: The bibliographic records were collected from all the campuses, merged, and deduped and put in Horizon. However, there were problems getting down to one file as the single file was too large. That problem has now been solved but the question remains do we need to wait until all the records are loaded or can libraries search while information is being loaded. The single file will be loaded into Horizon in approximately two months.

Marvin delineated 4 milestones:

1. build union catalog;
2. enhancements to RSS;
3. upgrade user interface; and
4. servers out to all campuses.

Table of Contents is being developed for books only. Information will be sent to Blackwell’s to enhance the records from 1991 – present. This file will give users many more access points.

Harold Schleifer:

Harold distributed the Policy Recommendation for Circulating Unmediated Books with the COLD changes. The length of loan was reduced to 21 days. Books are not subject to recall. Fines would follow the local library policies. Faculty would not be fined. However, they would be billed immediately. The replacement cost for a book was changed from $100 to $70.

Statistics should be kept with RSS, examples can be used from CSU Link and from our own libraries.

3.1 Workplan

We are still waiting for the 3.1 workplan. Kathleen will e-mail Randy Menakes to find out when it will be available.

Enhancement Subcommittee:

The updated enhancement list with the first two priorities was distributed to committee members.

Kelley highlighted the talks with Randy. We have a tentative agreement that 17 of the 23 items will be in 3.1. However, 3.l probably will not be in place until August. Pilot sites should get 3.0 this week. Jo Ann stated that 3.0 is not a useful product for us at this time because of its limited functionality.

Marvin should receive 3.1 next week. The Enhancement subcommittee meets in SF during the first week of April. They will be meeting with John and Randy from Ameritech.

Three critical enhancements are not in the Ameritech schedule:

• E4b – unmediated ordering. Items held in our own collection will be refused and not sent on.
• E-21 Record locking. One person working on a record at a time
• E-82 Create unlinked/temporary item records for returnable items in the local OPAC.

Marvin noted that RSS relies on the 3M self-check protocol to interface with the lending library's circualtion system when a book is sent to the borrowing library. The 3M SIP protocol version 1.0 does not provide a way for the borrowing library to create a temporary record which can be used to circulate the borrowed book at the borrowing library. A newer version ofthe 3M SelfCheck protocol is anticipated to make this possible.

Version 4.0 should define what is not limited. Currently we have defined limited functionality.

BIG QUESTION – will be get the beta version of 3.1 by June. This software is critical in establishing a training session date for the ILL Systemwide heads.

Web Interface Task Force:

Rhonda handed out and reviewed the Web ILL format. Basically, all critical information should remain on a single page. Changes were made to language and the committee will add the new information from the COLD recommendations on policy. The new revised form will be given to Kathleen. She will pass this information on to Pat Robles of the User Services Task Force.

ILL Unit Heads Subcommittee:

Elizabeth stated that plans were temporarily on hold until we knew the exact release dates for 3.1 The strategy for the general meeting was to give a demonstration of 3.1, review the policy agreements, enable Unit Heads to input into future design issues, and in general give the big picture.

The following suggestions were made for the meeting:
 

• Morning session: overview and demonstration
• Afternoon session: discussion groups/roundtables

Speakers could address: 1) ISO protocol, what is it, how does it work, how does it increase functionality, what are it's strengths and weaknesses; 2) How to move to a paperless scenario with Pharos; 3) report generation, discussing SaveIt and CLIO and implications for Pharos., etc.

The meeting could be held in the new Chancellor office. The Renaissance Hotel is only one block away from the Office. It was suggested that attendees come in the night before and have an evening kick off session, perhaps with the keynote speaker. The next day could start early.

We could ask prospective attendees in advance what they would like to see at this session. We could put information on the Pharos web site stating what we were going to do, including suggested readings and a list of contact people. Marvin will put up the web site with a tentative agenda. The web site could also have a set of test exercises that everyone would have to do before coming to the meeting to get the attendees on a common basic level. Note: Attendees would be limited to the ILL Unit Head or their designee.

Timeline: Hold the Units heads meeting in early August (approximately Aug 9-10).

• June 28, 1999 – absolute drop dead date for receiving 3.1
• July 15, 1999 – confirm meeting to Unit Heads but announce earlier
• July 12 – Train the Trainer (with someone from Ameritech)
• Week of Aug 16th – regional training based on the buddy system

Regarding the Train the Trainer session: Trainers will simulate training sessions among staff who work in their ILL office. Requests could go back and forth between campuses.

Statistics Subcommittee:

Kathleen designated the Statistics subcommittee members: Jo Ann Bradley, Pat Lavigna, and Rhonda Rios Kravitz.

Next meeting:

Conference call, April 26th, 1-3 p.m.

The meeting was adjourned at 3 p.m.