2022-08-05 Systems Meeting

Owned by Lauren Rupert
Last updated: Jul 19, 2023 by Rebecca Pearson
4 min read

Attendees

Regrets

Action Items

@Lingling Jiang to research CLO Circulation Reports (In the Circulation Section) (ongoing)
@Rebecca Pearson to research CLO Inventory Count Reports (In the Collections Maintenance Section) (ongoing)
@aonorato (Unlicensed) to research CLO Expenditure Reports (In the Finance Section) (ongoing)
@Jennifer Mo (Unlicensed) to research running reports in the Network Zone (building on information from Rebecca’s research)
@Liana Giovando to send out the https://docs.google.com/document/d/1pwCuEuxxapbE556UhHfaYsqdnXXu4BNJ/edit?usp=sharing&ouid=105449988832214326320&rtpof=true&sd=true to other committee members to review to facilitate discussion at the next meeting
@Everyone to review the document before the next meeting and be prepared to discuss it
@Everyone to contemplate how the three Institution Zones pairs should be allocated
@Everyone to contemplate how often the Sandbox should be refreshed

Discussion Items

Update from the ISC

Metadata and Cataloguing: The Metadata and Cataloguing subcommittee will be making their CLO Metadata standards public soon via a LibGuide. Met/Cat is conducting research into a Bookwhere subscription to assist with easy and uniform cataloging for colleges.

TCPR: Ex-Libris is offering a 6-week Knowlege Acceleration Program beginning in October for anyone who is interested in attending. To learn more about the program, click here. Registration for the program is required.

User Experience: The User Experience subcommittee continues to work on its https://clo-collaboration-spaces.atlassian.net/l/cp/Hi31EQCW. Currently, the subcommittee is researching which terms will be recommended for suppression first. The subcommittee continues to communicate with the Decolonizing the College Catalogue Committee during this project.

E-Resources: The E-Resources Subcommittee is researching which collections need import profiles and are currently missing records in the ex-libris network base. They are also working on creating records to be uploaded to the NZ that colleges can access and import to their IZ’s.

The new Page 1+ Splash page has been posted.
If you have promotional materials from your Page 1+ launch, please send them to Aura to be posted as promotional material on the LibGuide.

Update on Analytics Reports Research (Lingling, Rebecca, Tony)

  • Tony’s Update: But I do have a small update to share about the CLO expenditures reports. I’ve had a chance to look at Analytics, and it looks like there are a few out-of-the-box Acquisitions reports that might work. I’ve saved the reports and will take more of a deep dive into what data is already included in each report and what can be added to better sync with the CLO survey. I can provide another update before the next meeting on August 19.

  • Rebecca Update: There are reports that are available both for e-resources and physical inventory. The statistics for both are available through dashboards. Options to check acquisitions and decommission between certain dates is available for both physical and e-resources. Reports offer the ability to see what is in particular databases. (Committee’s opinion is that is a perfect match for the CLO Annual Reports needs)

    • ACTION ITEM: @Jennifer Mo (Unlicensed) to research running reports in the Network Zone (building on information from Rebecca’s research)

  • Lingling Update: Upcoming.

  • Next Step: Discuss preparing instructions on how to conduct/create surveys in Alma Analytics for colleges who are running reports for the CLO Annual Reports.

Management of Alma and Primo VE Sandboxes (Liana, Jennifer) https://docs.google.com/document/d/1pwCuEuxxapbE556UhHfaYsqdnXXu4BNJ/edit?usp=sharing&ouid=103583223468593738302&rtpof=true&sd=true

  • The Sandbox consisted of four “pairs” in it; each pair contains an Alma sandbox and a Primo VE sandbox.

  • 3 of the Sandboxes are for Institution Zones, and 1 of the Sandboxes is a Network Zone

  • Originally there were 2 IZ Sandboxes and 1 NZ Sandbox; however, a third IZ Sandbox was used for library technician training purposes to be used by Mohawk and Algonquin College.

  • ACTION ITEM: Everyone is to contemplate how the other 2 IZ Sandboxes should be allocated. At the moment, it is thought 1 will be used for all colleges, and the other will be for OCLS.

  • OCLS will be taking on a leading role in the management of the Sandboxes, maintaining the environments, refreshing the environments, and taking on the bulk of testing tasks.

  • OCLS will test new updates, evaluate the updates, and provide an analysis to the colleges about new updates allowing colleges to decide if they want to accept the changes.

  • To conduct a refresh, Ex-Libris needs a 30-day “heads-up.”

    • there can be a maximum of 4 refreshes made a year

  • ACTION ITEM: Everyone to contemplate how often refreshes should occur. At the moment, the idea is to have them occur twice a year (December and July) or in “down” months.

  • There is a limit of 30 staff user records - we ask that if you would like a staff user record placed into the college IZ for testing that you submit a proposal (a plan with a timeline) to OCLS to ensure spots are being used effectively and prevent “out of date” profiles being made.

    • Suggestion: change language - “Staff User Record” to “Any user with a role other than patron,” allowing for more clarity (Patron+ User)

    • Each college would be responsible for deleting their records when they are done their resting (OCLS can delete to; however, it is a courtesy for the colleges to do so)

  • ACTION ITEM: Everyone to review to document before the next meeting and be prepared to discuss it

  • Liana is hoping to bring the briefing note draft on this topic to the next meeting for review so that it can be brought to the ISC

  • OTHER:

    • Yes, you can discuss this with staff to gain more opinions and perspectives (focus on the Guidelines)

Any other items

Parking Lot Discussion Items