Present: Nancy Paine, Rebecca Linton, Deborah Littrell, Marilyn
Comte, Ashley Schimelman, Michael Duncan, Tim Prather, Linda
Lupro, Scott Downing, Kate Cordts, Sara Lowman, Jeanette Mosey,
Heather Perkins, Maria Gonzales (guest–student mentee)
1) Housekeeping–rosters verified; handouts distributed,
including information about past workshops. Deborah to send
updated rosters for correction to Norma DeVries, the TexShare
web coordinator.
2) Notes from other working groups:
a) Alice Specht, chair of the Education Working Group,
requested that a liaison be appointed from the ILL Working
Group to the Education Working Group in order to better
coordinate educational opportunities. The ILL Workshop
will be planned by the ILL Working Group, with funding
to come from the Education Working Group’s budget.
Deborah is compiling survey results from an Education
Working Group survey–there was some interest in ILL
training (Ariel and Clio) indicated on this survey. Tim
Prather is exploring coordinating a "distributed
ILL" workshop with TexShare and Amigos.
b)
ACTION: Nancy Paine volunteered to serve as the
liaison between the ILL Working Group and the Education
Working Group.
ACTION: Recommendation to Education Working Group–the
ILL Working group suggests "Prospero" training.
ACTION: Deborah will distribute results of the
Education Working Group survey once the data is compiled.
b) Courier Working Group update (Rebecca Linton)–this
working group is discussing how to manage bad publicity
from missing books–libraries are posting messages about
missing books on LoanStar, with little follow up on-line
when books are found. The group discussed that there are
actually very few items lost, and additional follow up on
LoanStar be pursued. Note: 49 public libraries now using
the courier service.
Details surrounding getting libraries to mail items to
the "ship to" address were discussed. Protocol
procedures need to be updated to indicate to lending libraries
where to ship. This is a problem for public libraries that
serve as referral hub for smaller public libraries (they
want materials sent directly to small public library–not
the library listed in the requesting code field). Note:
This information was covered later in the protocol discussion.
3) Public Libraries Update (Deborah Littrell)–43
have signed the ILL protocol. A list was distributed. The
Texas State Library will follow up by contacting the libraries
that haven’t signed yet–some had questions about
what it meant to sign the protocol. The protocol is meant
to serve as a guideline, not a mandate. Deborah has traveled
to various groups, and spoken about TexShare and how the
protocol has affected other procedures; however, some confusion
still exists about TexShare programs.
4)
ACTION: Deborah and Nancy will draft a message
that will be sent to the LoanStar and TexShare message
lists explaining the meaning of the protocol, general
information about the TexShare ILL program, etc. The same
information will be written for a newsletter from the
Texas State Library; contents of the letter will also
be sent to system consultants. The letter/message will
hopefully clear up confusion, remind people to sign protocol,
inform them that they don’t need to purchase Ariel,
and that there is no cost involved with signing the protocol.
The letter will also remind libraries that they need to
be a member of Texas group using OCLC to sign the protocol.
The group then discussed general publicity related to the
TexShare ILL program. Following discussion, the group decided
that a bookmark or some identification that the materials
were provided by a TexShare library was a good idea.
ACTION: Pursue marketing of TexShare ILL by
providing sticker, bookmark or some indication that Item
was provided by TExpress or TexShare ILL, etc. This would
be a very good publicity tool. Deborah will check with
Jay Velgas at the TSLAC about the feasibility and cost
of doing this.
5) Protocol Revisions and Discussion–see printed
protocol for revisions. The revisions were procedural in
nature, and included changes such as clarification of labeling
procedures. These suggested changes will make deliveries
to branch libraries more efficient.
6)
ACTION: Nancy will submit protocol revisions
to Norma DeVries for inclusion on the web site.
The group discussed ongoing problems with materials checked
out via the TexShare card from other libraries being returned
to ILL departments. ILL staff often do not know how to handle
this procedurally.
ACTION: Deborah will send bookmarks to all
libraries that have signed the protocol indicating items
returned to ILL that are non-ILL items and should be sent
to circulation departments.
ACTION: Tim will request a report from OCLC
for the most requested items from TexShare libraries that
could NOT be filled within the state. Deborah will investigate
funding for the report after Tim checks on pricing from
OCLC. The report could then be used for cooperative collection
development projects statewide.
ACTION: The Group plans to submit a project
to the TexShare Advisory Board–consider examining
list of journals indexed in PsycInfo (or some mutually
agreed upon database) and see which libraries own the
titles in order to generate a list of journal titles not
held by any library in Texas. This would be an effort
to generate a list of titles that aren’t held statewide,
request funding from the state–look at how to meet
information needs in Texas–generate a report that
could be given to the Advisory Board–model report
look at OhioLINK project. Tim Prather, Nancy Paine, Scott
Downing, Ashley Schimelman, and Sara Lowman will work
on this proposal. This is a Cooperative Collection Development
project.
5) OCLC Statistics–Adding the public libraries
to the statistics list has caused the list to become huge
and unmanageable. Rekeying is a very large task. There is
no electronic version available. However, if the information
is not rekeyed, the information won’t be available
for load leveling purposes. 78 additional libraries would
have to be keyed into the system.
6)
ACTION: A decision was made to input the top
10 lenders and top 10 borrowers monthly, and scan the
entire year to date list quarterly. The August (annual
report) will be remain on the web. Links will be maintained
on the ILL web pages on the TexShare web site.
6) Lost Book Fund (Deborah Littrell)–The TexShare
Advisory Board asked for recommendations regarding the formation
of a Lost Book Fund. The Card Working Group, ILL Working
Group, and the Courier Group are all to discuss and report
back to the Advisory Board. Following discussion, the group
decided that the loss rate from ILL is not a big problem.
There is already an established procedure for reimbursing
for lost books in ILL. There was a suggestion that libraries
with hardships get funding, possibly with a sliding scale
based on their budget. Another suggestion was that materials
lost by the courier would be reimbursed–this would
"insure" the delivery program. Another suggestion
was that one free book would be reimbursed from the fund.
The administrative overhead involved was felt to be prohibitive.
The group agreed that reimbursement for net lenders would
be a better use of the money. Or reimbursing for items lost
in TExpress. By paying for materials lost by patrons, we
are rewarding bad behavior.
ACTION: The group will recommend to the Advisory
Board that reimbursement for net lenders would be a better
use of the money. Also, the group will recommend that
items lost by the courier should be reimbursed.
7) TexShare Web Database Project (Deborah Littrell)–Deborah
updated the group on the TexShare web database project.
The new web site will use a database driven system. Information
will be updated in one database, and pages will be generated
from the database. Contact information could be more easily
maintained. Deborah asked for input on the types of fields
useful in the database. Contact information, fax numbers,
e-mail addresses, etc. will all be included.
7) ILL Working Group Web Site–The group reviewed
the recently modified ILL web site, and suggested additional
links and information to be included.
8)
ACTION: Rebecca will send the evaluation
and survey information to Deborah and then Norma DeVries
for inclusion on the web site. Also, information about
how to provide custom holdings.
ACTION: Jeanette will search for on-line tutorials
to link to from web site, such as how to use Ariel. Bibliographies
on ILL topics will be useful as well.
9) Success of the November ILL workshop–Plans for
June 2001 workshop–Nancy distributed handout that summarized
comments about the workshop. Evaluations showed that people
were interested in more:
Prospero
Clio
Electronic document delivery to patrons
Paperless ILL
Idea of mentoring librarians for new librarians.
Next workshop: Software managers and how they flow together
and how technology ties together. The group wants a big
name, enthusiastic speaker–suggestions included:
Thomas Delaney (paperless);
Mary Jackson–present report on high tech software
packages–ILL management software systems.
Scott Downing to present Prospero
Emcee–Scott Downing
Speaker ideas-- Big 12 plus/OCLC test possibility;
Texas State Library discussion--Library of Texas–virtual
Union Catalog;
Idea of sponsors for workshop; Will probably need to charge
registration fee to cover food.
ACTION: Members of the committee are asked
to think about which subcommittees they are interested
in volunteering to serve on, including: Program; Promotion;
Building/Facilities; Technical and Equipment needs; Lunch
Tables.
Discussion: The group suggests returning to Dallas, using
the same hotel. The anticipated expense is $10,000 to
cover speakers and incidentals for next workshop.
ACTION: Nancy and Sara to generate a proposal
and budget for workshop to present at the next Advisory
Board meeting.
ACTION: Deborah to check on sponsors (and
how sponsor money can be used). She will also find out
if the Dallas hotel is available; TSLAC staff to cover
arrangements details.
ACTION: Scott suggested a technology consultant
or subcommittee work on handling the technology specifications
for speakers.
10) Strategic Planning Session–Nancy distributed
copies of a report generated from the visioning session
led by Nancy Bolt. The "priorities for action"
were discussed. The group discussed what else the ILL group
can do to augment the vision of TexShare.
a) The idea of a Mentor program was discussed.
b)
ACTION: Nancy to draft message to LoanStar
about setting up mentoring system.
ACTION: The Cooperative Collection Development
project was also discussed (see notes above).
b) The ILL group would also like to promote more liberal
lending policies for media, microfilm, videos, etc. One
idea was to promote this through various TLA roundtables.
Suggestions included:
Ask people to reevaluate lending policies–ask
for a program at TLA;
Request that libraries participate in a pilot project;
Bring the need to reevaluate lending policies to the
attention of director level staff.
Request that libraries evaluate circulation policies
of alternate formats.
Send letter to academic libraries from the working
group requesting that lending policies be evaluated in light
of the more liberal policies of public libraries.
Have more information available on the web site.
ACTION: Rebecca and Nancy will work on a draft letter
to be sent requesting lending policies be evaluated.
Some participants left for the airport, others stayed for
a tour on the Interlibrary Services area.
