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2021-10-12 Meeting Minutes

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Attendees

  1. Jessica Bugorski (ISC Chair)

  2. John Ellis (Subcommittee Chair – Systems/Analytics/Data)

  3. Dijana Kladnjakovic (Subcommittee Co-Chair – Metadata/Cataloging)

  4. Leigh Cunningham (Subcommittee Chair – eResources/Acquisitions)

  5. Jane Burpee (Subcommittee Chair – Training/Communications/PR)

  6. Rachel Caldwell (Subcommittee Chair – Discovery/Customer Service/Front End)

  7. Liana Giovando (Project Manager)

  8. Virginia Roy (OCLS)

  9. Thomas Guignard (OCLS)

  10. Aura Hill (OCLS)

Regrets

  1. Stacey Boileau (Subcommittee Co-Chair – Metadata/Cataloging)

  2. Jana Purmalis (OCLS)

Action Items

  • Liana Giovando to acquire further details on Ex Libris “Onsite” Workshop curriculum and intended audience.
  • vroy to follow up with Ex Libris to determine if there would be any impact to pricing and implementation services if we delay Leganto Implementation.
  • Liana Giovando Create a short slide deck presentation for OCCCIO
  • Liana Giovando forward Danielle’s email to Leigh

Discussion Items

Test Extracts & Validation

Summary of meeting between OCLS & Ex Libris on data extracts and validation for Sirsi colleges this morning

  • OCLS able to extract data as expected, but there are outstanding questions.

  • Issues with identifiers for certain data need to be resolved.

  • Most likely OCLS will be able to run validations and will confirm tomorrow.

  • Communication may need to be improved as not everyone seems to be aware of important information (e.g. Data extracts and validation)

Timeline

  • Very tight timelines for the upcoming deliverables

  • Provided slight extension for Migration, Mapping and P2E forms to Nov. 5

  • Colleges should start working on eResources materials now - see eResource Migration page

  • Colleges should begin planning for Mapping so you are prepared when you receive prepopulated forms.

Topics for Subcommittee Research and Recommendations

See tables below:

Standardization across all colleges - common user identifier, NZ fields, etc. (Dijana)

Background

ISC Discussion

  • Standardization may need to involve more than one sub-committee.

  • It will be important to co-ordinate across all sub-committees.

  • Sub-committees need to work with other sub-committees as appropriate and identify dependencies.

  • Recommend adding section on dependencies to other sub-committees to Briefing Note template.

  • Standardization does not need to be implemented before Testload.

  • Identify all fields that need standardization within Metadata/Cataloguing.

Assigned to Subcommittee: Metadata/Cataloguing Sub-committee

Resource Sharing

Background

  • Select a subcommittee to research and recommend the best model of resource sharing for our consortium, including:

    • Agreements to share materials and supply services

    • Establishment of consistency and service levels

    • Agreement policies

    • Creation of group responsible for recommending shared policies and best practices

    • Creation of process for members to suggest changes to shared policies

ISC Discussion

  • Resource sharing includes both eResources and physical resources.

First steps:

  1. Investigate existing practices (IIL, lending policies)

  2. Look at existing models (universities)

  3. Determine CLO’s views with regards to resource sharing

Assigned to Subcommittee: Discovery/Customer Service/Front End Sub-committee

Managing electronic collections that are not in the Community Zone

Background

  • More efficient if a consortial decision was made for OCLS to maintain the records on behalf of the colleges. May be advantageous to make that decision now before filling out a whole bunch of P2E?

    • Find out what resources are held by libraries, but not in CKB

    • Find out who needs access to what

    • Configure distributed access for NZ

    • Create electronic collections in Alma at NZ level e.g., NFB, Curio, etc.

    • Create import profiles for each collection based on needs for batch edit

    • Load records to collections, then activate portfolios

    • Run job(s) to connect collections to specific access groups (I’m a little vague on this)

    • (See Danielle’s Email from Tue 2021-10-05 3:53 PM)

ISC Discussion

  • Sub-committee will need to determine if this an issue that needs to be addressed.

  • If yes, who will be responsible?

  • Consider more than just metadata, may also involve collections.

  • Maybe a continuum of services provided by OCLS.

Assigned to Subcommittee: eResources/Acquisitions

Data Clean-Up or Customization

Background

  • Can/should OCLS help?

  • Does OCLS have recommendations on when we should do some cleanup or customization of data, before data is loaded to Alma or after?

ISC Discussion

  • Can happen after Testload

  • There is a good list in Ex Libris Knowledge Base for all types

  • Customize Ex Libris list and review material in Early Learning

  • OCLS recommends colleges clean up as much as possible

Assigned to Subcommittee: Metadata/Cataloging

Sub-committee Chair Updates

Deferred to next meeting as there was nothing urgent.

Faculty Strike Risk Mitigation Strategy

Identify a sub-committee or specific group to develop a contingency plan and put thought in to our risk mitigation strategy what might happen, what are the risks and what we might do.

Jess and Jane volunteered to prepare strategy and determine potential risks and impacts.

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