Minutes Collections & Resource Sharing Coordinating Committee
Committee Members Present: Ewa Barczyk (Milwaukee, CUWL Rep), Janice Bogstad (Eau Claire), Erin Czech (Oshkosh), Karen Jander (Milwaukee), Lisa Jewell (UWSA), Lee Konrad (Madison), Michele McKnelly (River Falls), Richard Reeb (Madison), Tom Reich (Stevens Point), Mary Rieder (Colleges, Chair), Joan Robb (Green Bay), Kathy Schneider (WiLS), Judy Wurtzler (Platteville)
January 6, 2010
Guests: Janet Padway (Milwaukee), Mike Arnold, Kathleen (Kit) Clatanoff, and Mike Walmsley (YBP/Blackwell)
Chair Mary Rieder convened the conference call through FreeConferenc.com utility at 12:30 p.m.
- NewsBank is contacting UW campuses about Access World News, which includes the Milwaukee Journal Sentinel. Kirsten Houtman from WILS is working with them on pricing. Kathy noted NewsBank’s idea was to continue access to Wisconsin papers until pricing is established and they do not consider this a trial. David Means has contacted many campuses.
- No update on the ACS package renewal, Lisa sent out a list of the titles everyone should have access to on Tuesday. Please notify Lisa if there are any access problems.
2. CRS meeting minutes from the December 2, 2009 conference call were approved.
3. CUWL Summer Conference Session Topics -- Tom Reich
Tom Reich briefed the committee on potential topics for the conference
- Universal Borrowing issues (or general System-wide delivery issues) Tom commented that CUWL has charged several groups to look at the broader issue. Mary is trying to work with Jim Lowery to get members for the resource delivery working group.
Mary polled LAMS and found a many campuses have converted to the new interface.
- ILLiad 8
- Shared Electronic Collection (SEC) budget and a discussion of how costs are split and the process for when a product is not part of the SEC.
- CRS is still looking for other topics - the switch to YBP is a possibility. Send ideas to Tom.
4. Business Journal Package Subscription
- Mary paid for the package with a purchasing card to meet the deadline. The Colleges will be reimbursed once she has paperwork.
- Lisa has sent them IP ranges for the participating institutions. A permanent URL for the package will be sent out once the vendor finishes the set up, until then the trial is still working.
5. Cost-Sharing Model for non-SEC resources
The CRS decided that the FTE model will be used to distribute these costs.
- Billing for non-SEC purchases will come to each campus from WILS. Mary will work with WILS on billing and reimbursement for the Business Journal Package.
- One question that remains is who signs the user agreements. CRS will need to make a decision.
- These non-SEC packages need to be detailed (title, costs and who took the package) on a spreadsheet separate from the SEC budget spreadsheet. Judy volunteered to create a spreadsheet.
6. Emerald EMX120 Package License Update
Mary stated that all campuses should have access to all of the titles in the 120 collection, if your campus has access issues please inform her. Additionally there has been follow-up with Ruth Ginzberg to determine if the license is complete. There were several “issues” with license: an agreement was sent to Emerald before Christmas and Ruth is waiting for confirmation that the ordering document is now correct.
- Michele detailed interactions UWRF has had with their chemistry department which learned before anyone in the library that Beilstein would no longer be available. Richard stated that the Madison license for Beilstein had granted all UW campuses access. This arrangement will end December 31, 2010. Beilstein will become part of Elsevier’s Reaxys product, which Madison will not be licensing. Richard will forward Beilstein usage data.
- Some campuses had not been able to access the Command Client or the web based Discovery Gate. Richard will follow up with staff at Madison who can help with connectivity issues.
8. YBP/Blackwell Update
Mike Arnold, Kit Clatanoff and Mike Walmsley from YBP joined the call. The YBP staff outlined transition plans and addressed specific questions.
- Transition issues
There is a 12-month time horizon for all Blackwell libraries to transition to YBP. The sooner the transition begins the better. Collection Manager shuts down in the next 6-8 months. Blackwell facilities shutting down too, the technical service operation in Oregon will transition to YBP in New Hampshire.
- Madison has a copy of a sample timetable document. YBP has a project plan and outline for each of the steps to make the transition as smooth as possible. Richard will forward it to the CDC.
- Each campus will have an individual account. Madison and Milwaukee will take the longest to bring up since they have to create their approval plan profile. CRS members emphasized to YBP how important it is for libraries to see the other campuses’ orders. YBP indicated that this was possible and this could be addressed during the implementation process.
- GOBI accounts and training
Current GOBI logins will be set up for each account. At this time, orders placed through Collection Manager are being fulfilled at Baker and Taylor warehouses.
- There will be one customer service representative for all UWS accounts.
- YPB will send out GOBI training passwords. Many libraries still have GOBI accounts and it may be easier to turn those accounts back on and disable the ordering function for training. YPB can send a list of all accounts and all logins. Then each campus can correct and edit.
- The Colleges will need detail information about their orders.
First step, get information on existing accounts with YBP and then a report of GOBI users. Each campus will need to review this information. Then set up the Q&A, getting started on GOBI.
YBP has many current Voyager customers who have EDI working. After orders are placed with GOBI, files may be picked up from the server to create the order records in Voyager. There are options for bib records; fund codes, location codes, list, net price, and other local data.
- Timing and duplication
Richard noted that the two largest campuses and others campus’s were YBP customers in the past. We moved to Blackwell in lock step, Richard is not overly concerned about duplication in the transition. He thinks we can take a few weeks to do the transitions. Additionally, Richard believes this is an opportunity for Madison and Milwaukee to align their approval plans. He would like to do this at the implementation stage. Profiles need tweaking at the beginning. Timing of approval plans versus firm orders is very important for Madison and Milwaukee. Richard recommends March, so the transition from Blackwell’s’ Collection Manger to GOBI is done before the fiscal year close. YBP agrees that many libraries are going for a July 1 start, which could be a problem. The discount in the current contract will be honored.
- Data issues
- Will campuses will be able to run reports in Collection Manager until the end of the fiscal year?
Campuses can produce a file of ISBNs, to create an instant order history. This will make GOBI’s duplication detection effective, even if titles had not been ordered via YBP. GOBI has an open URL feature with a link, and then GOBI can execute a search of the ISBN in an OPAC to check holdings. Mary is doing something similar now with Collection Manager and simultaneous search.
- How far back should we go?
2-3 years of ISBN’s are ideal, but we can go back further. Mary will contact LAMs about this process. Colleges are complex because of the shared database. Once a campus has this data, they can run all reports via GOBI.
- Is there a maximum number of catalogs that can be searched?
That is up to the to Link resolver.
- Will campuses will be able to run reports in Collection Manager until the end of the fiscal year?
- Other issues
Janice stated that UWEC would like Choice built into the system
GOBI has an integrated review service for a fee that includes Choice. The integrated reviews in GOBI do not have the same functionality as Choice Online. Libraries can also set up an alert service based on LC classification.
- Next Steps
Mike will send transition plan to Mary and she will forward it to the CRS and CDC. YBP representatives will send 2-3 dates when they can do a Webinar on GOBI.
9. Lexis-Nexis Academic Universe/ProQuest Central Working Group Update – Michele reported on the working group. The report is on the shared server. Briefly stated, ProQuest Central does not address legal research needs. The recommendation is to renew Lexis-Nexis Academic, but look at other resources as possible replacements during the next year. Pricing information will be added to the report.
The taskforce also recommends that the review process should begin again, with a new set of criteria. Westlaw and additional newspapers were suggested, but the group did not have time to consider these resources. Richard noted that Michael Enyart (Madison Business Library) recommended OneSource (http://www.onesource.com/) for business content. It is important to begin the review process soon, so that new materials might be added to the CUWL 2011 DIN. Richard also noted that vendor offers are an important part of our reconsideration process and should continue to be considered.
10. ILLiad 8.0 Upgrade Update – Lisa Jewell
Lisa updated the committee on migration plans. The server will be upgraded on Monday to 7.4. Eric from WILS recommended that we not go to ILLiad 8.0 until the end of the semester. Campuses need to clean data before we can do the upgrade. Each campus needs to contact Kathy Poston about retentions periods.
11. bX Recommender Service Trial Update
Michele is working with Jim Lowery, the new Technology Initiatives Committee chair, on this project. CRS was assured that CUWL has money to pay for a pilot of bX should the trial be successful. We are looking for user input on the product as well as feedback from staff.
12. New Working Groups
- Resource Discovery Experimentation Task Force
Lee Konrad is the CRS member. Steve Frye has arranged a meeting for Friday afternoon with the four Coordinating Committee Chairs & the representatives from the Resources Discovery Experimentation Task Force to work on clarifying each committee’s charge in relation to resource discovery. At this time CRS’ main charge is to assess the ability of each resource discovery interface under consideration to harvest data from our BadgerLink, UW System, and individual campus-licensed databases.
- Resource Discovery Initiative (Assessment of harvesting licensed databases)
Joe Tomich, metadata librarian for Milwaukee, is the only member so far. CRS is seeking clarification from CUWL and the Resource Discovery Task Force as to the exact charge of this group. Mary is looking for suggestions for others to ask to be on this group.
- Resource Delivery Working Group members are Chris Chamness (Colleges), Lori Weddig (Platteville) for CRS, Lisa Weikel (Milwaukee), Cris Prucha (La Crosse) for USCC. Don’t know who LTCC members are yet, and still seeking an archivist for this group.
- Shared Collections/E-only Serials Working Group – this may be tasked to the CDC, Mary is seeking additional clarification from CUWL.
- Blackwell Working Group member are Ruth Ginzberg (UW Procurement), Lisa Jewell (UWSA), Diane Passafaro (Milwaukee), Mary Rieder (Colleges), Judy Wurtzler (Platteville). This group still needs someone from Madison and a large comprehensive campus.
Misc other business
Library Dynamics - the System will not be pursing another contract. Ruth Ginzberg informed Joan that the Library Dynamics contract date ended December 17, 2009.
Next Meeting: Wednesday, February 3, 2010, 1:00 PM