CDMC-Minutes-080118

Orbis Cascade Alliance CDMC Steering Team

Friday, January 18, 2008 – 10:00 a.m. to 3:00 p.m.

WSU-Vancouver Campus, Library

Minutes

Attending: Diane Carroll (WSU), Mark Watson (UO), Linda Di Biase (UW), Susan Hinken (UP), Julia Longbrake (Mt.Hood), Jack Levine (Reed), Greg Doyle (Alliance), Roger Stelk (Whitman)

1. Mark will send an e-mail asking Alliance-cdmc members if they would like an interest group set up. He will remind members of the OCLC listserv in that e-mail.

2. Greg will ask Nancy if she can report this information without going to each library to ask. If that is not possible, Greg will ask Nancy to rewrite the question so that we can gather more accurate information on the question of whether local order records are displaying in the Summit public OPAC.

3. Susan will send an e-mail to Alliance-cdmc members about YBP including information on:

· Sign up for YBP 60-Second Update sending an e-mail to marketing@ybp.com with a subject line of Sign up for the 60-Second Update.

· Promote GOBI₃ training session available through March 1 by signing up at http://www.ybp.com/online_training.html .

· GOBI is used for both firm and approval plan and not restricted to approvals

· Notify that the launch date has been moved from Feb 2 to early March.

4. Roger will create an FAQ about use of YBP and using Innovative.

5. Follow-up survey in a few months after Gobi has been launched (Susan)

6. Steering team members will contact Alliance-cdmc member and ask if they have any questions or need more information on any YBP, etc. Deadline for call is the end of February. (All)

7. Diane will review with Lihong Zhu suggestions for noting holdings in Summit for DPR titles.

8. Greg will contact Michael and look at the minutes from the last Exec meeting for clarification of the request to add a note to Summit holdings for DPR titles.

9. Mark will send a list of DPR titles to Greg.

10. Susan will send a revised copy of the Last Copy Guidelines to Greg and the Executive Council.

11. Diane will send trial data mining requests to Kyle.

12. Mark will make arrangements for the next meeting.

Welcome, introductions & announcements

1. New Alliance-CDMC representatives are Maureen Morasch for Clark College and Karen Jaskar for Saint Martin's University.

2. Link added to Alliance-CDMC webpage displaying the assigned liaison for each member. http://www.orbiscascade.org/staffhome/CDMC-ST_contacts.htm

3. Article on Distributed Print Repository (DPR) for journal Collection Management- Linda and Mark were asked by Faye to write this article. Overview of how we got started and got to where we are is due by end of February for April issue which will come out October 2008

4. The print depository MOU took 4 months to come out of the University of Oregon legal. Need to have an ICCL institution submit it to Washington State’s Department of Justice. This will be taken care of by Alliance staff.

5. CDMC budget for 08/09 – Mark submitted the same budget as for 07/08. Amount spent in 07/08 was not available including the cost of the fall meeting.

6. WorldCat Collection Analysis Interest Group? At least 5 members including Reed College and UW have purchased it. Linda suggested that members be informed of the OCLC WorldCat Collection Analysis listserv and that the proposed Alliance interest group not replicate information found on that listserv.  

Decision: Mark will send an e-mail asking Alliance-cdmc members if they would like an interest group set up. He will remind members of the OCLC listserv in that e-mail.

Approval of the minutes from ST meeting, 8/17/07

· Approved with no revisions

Reports:

1. CDMC website & migration to a content management system (Greg)

In February 2008, the Alliance will launch its new website using the content management system SiteLite. It will mirror the current site. Some pages will have been migrated while others will link to old pages. Some information will be public while other information will only be seen after members have logged. The current username/password will be used.

2. Follow-up on order records in Summit (comments from Nancy Nathanson)

A survey sent out by the steering committee asked “Do order records for your library display in Summit? “ Survey results are at http://www.orbiscascade.org/staffhome/OrderRecords.xls . Nancy commented that two elements are needed for an order record to display in the pubic Summit OPAC: the order record must not be suppressed; and the order record needed to be coded to transfer. Our objective is to know which libraries are contributing and displaying their order records in public Summit.  

Decision: Greg will ask Nancy if she can report this information without going to each library to ask. If that is not possible, Greg will ask Nancy to rewrite the question so that we can gather more accurate information on the question of whether local order records are displaying in the Summit public OPAC.

3. Zoomerang survey on binding policies (Linda)

There was some confusing as to why Linda was asked to develop a survey on binding policies. Are people still binding if the titles are JSTOR titles or electronic? Are they binding the titles in the DPR?

Decision: Tabled until a clearer need arises for this information.

YBP Monographic Vendor Project:

1. Follow-up on the October 17, 2007 all member meeting

Mark reviewed the agenda of the October meeting and the availability of the handouts and PowerPoint talks at http://www.orbiscascade.org/staffhome/CDMCindex.html . There was a sense of a launch of the YBP Monograph Vendor project and was deemed successful as many members have starting engaging with YBP. Some have had wonderful experiences with YBP and others have had bad experience with YBP.

2. System slowness

In December 2007, Mark asked members to write an e-mail with a brief report/summary about what activities have been undertaken, if any, to work with YBP and/or what you have planned in the months to come. One comment that appeared repeatedly was the slowness of GOBI₂. Mark talked to John Elliot of YBP about this. John’s respond in a e-mail on 12/21/2007 “The new GOBI3 will be live at the YBP booth during ALA Midwinter and full cut-over to GOBI₃ is scheduled to take place on February 2^nd. Once this cut-over has taken place, there will be no more issues with GOBI speed or performance. Additionally, the number of customer-requested enhancements and improvements to GOBI3 will make the system much easier and useful for veteran and new users alike.

**** http://www.ybp.com/online_training.html To provide adequate opportunities for our customers to participate in a training session prior to the actual launch of GOBI₃, we have rescheduled the release of GOBI₃ from February 2 to early March. Thank you for your patience and also for sharing our excitement and anticipation over the forthcoming launch of GOBI₃.”**** (Added by Diane after the meeting was held)

Greg talked to the VP of IT for YPB at ALA. He was very confident new platform will speed things up. The VP suggested that the cache needs to be set at appropriate level to speed up the system for GOBI₂. However this will be taken care of with the update in March.

Decision: The YPB 60 sec update announced a series of daily one hour training session Jan 16 – March 1 and it is filling up fast. Susan will notify members of this opportunity.

3. Assess YBP throughout the consortium (review activity)

Member’s response on YBP use was reviewed. Each response was placed in one of three categories: Moving ahead, Exploring/ investigating, no activity.

Results: 31 of 35 libraries (88%) of the Alliance-cdmc membership responded. Of the libraries that responded, 17 libraries (55%) of libraries have moved ahead with activities using YBP, 6 (19%) have being exploring or investigating activities with YBP and 8 (26%) reported no activity.

Discussion of results:

· No report due to Council, but we might want to report these results.

· Participation by all members is not necessary for Alliance members to benefit. 

· There is confusion about Approval plans. Susan will address that using YBP is for both firm and approvals when communicating with the members.

· There is no requirement to place all orders with YBP.  Could we data mine Summit for the ISBN numbers of all members’ holdings and send to YBP? Could this be done on a regular basis? This would allow members to see purchases made by all libraries in GobiTween even if they did not purchase the book via YBP.

· Some good has come out of this program already with improved discounts and services with other vendors.

· Seems to be a misunderstanding that you have to use Gobi to give more business to YBP. You can send orders via EDIFACT (innovative) without using Gobi.

· Would a fall meeting focusing on technical aspects of implementing YBP/Millennium Acquisitions procedures with members and technical staff be a good idea?

· Consider steering team liaison calls to see if there is any information they need to go forward or questions we can answer. 

Decision: Linda suggested an FAQ about YBP, Gobi and Innovative may be useful to members. Roger agreed to put this together. Below are some ideas of questions that could be included in an FAQ.

1. Can you order from YBP without using Gobi?

2. Can you only set up approval plans with YBP?

3. Who are the experts within consortium for technical aspects of making Innovative Acquisitions module work well with YBP/Gobi?

4. What can be done with Gobi that is not available by looking at Summit holdings?

Run reports through Gobi on what is not held by anyone in the consortium: standing orders, firms, approval plans are not available in Summit.

5. Are there any additional costs for implementing YBP purchasing using Innovative?

6. What are the three acquisitions workflows for incorporating YBP into my library processes?

7. If I participate, am I required to put all purchases through YBP?

8. Why would I want to buy Gobi Plus? What does is include? Are the fees one-time or annual?

9. How to approval plans at YBP differ than Midwest?

Approval plans include trade as well as university presses. Have publishers available for inclusion in core packages.

10. How do I get on the YBP 60 second update which notifies of training and updates?

Sign up for YBP 60-Second Update sending an e-mail to marketing@ybp.com with a subject line of Sign up for the 60-Second Update.

11. What are the different ways to receive e-invoices from YBP? Is there any cost involved?

4. Decisions on next steps

· Steering team members will contact Alliance-cdmc member and ask if they have any questions or need more information on any YBP, etc.

· Write an FAQ

· Promote Gobi₃ training session. Gobi is used for both firm and approval plan and not restricted to approvals

· Focus fall meeting on workflow and technical aspects of implementing YBP purchasing using Millennium Acquisitions

· Follow-up survey in a few months after Gobi has been launched (Susan)

Distributed Print Repository Project:

MOU has been approved by Oregon and needs to be approved by Washington. Bookplates will not be ordered until the MOU is approved.

.

Catalog Records (Susan)

There was confusion on whether Council still wants us to pursue adding a Distributed Print Repository note to our local public OPAC that would migrate to Summit and possibly Worldcat. Our understanding is that this can not be added to the bib record.

Lynn Chmelir talked with Lihong Zhu (WSU) who suggested the following in an e-mail sent on June 28, 2007.

1. Add button to the 1st screen showing the title to link to the online listing of the repository responsibilities.

2. Make an informational only library: Alliance Print Repository responsibilities.

· Have the folks who maintain the repository responsibility listing also be responsible for this "library"

· Attach in OCLC

· List the holdings as v.x-x: Name of responsible library (with as many listings as needed)

· This would add one library to the X Summit libraries have this item OR: add scripting after the number of libraries

 x Summit libraries have this item; Repository designated.

· It would be nice if the "repository designated" were a hot link to the list too

· The holdings/responsibility would show at the top of the list due to name

3. Have the responsible Library add an item:

ALLIANCE (ORBIS/CASCADE) RESPOSITORY FOR: v.x-v.x (dates)

Decisions:

1. Diane will talk to Lihong and get clarification on her suggestions

2. Greg will contact Michael and look at the minutes from the last Exec meeting.

Preparation of title holding list (Mark) – This is done and he will send to Greg.

UW storage activities (Linda)

UW has to move DPR items back on campus as everything in off-site storage needs to circulate. We are working on a project on what we will send to storage, discard because they are duplicates serials or discarding copies that are non-DPR.

Weeding activities

Consider doing a survey after implementation of MOU on what the impact of DPR was on weeding.

Cooperative Collection Management (Linda)

This used to be called the North American Storage Trust (NAST) http://www.oclc.org/programs/ourwork/collectivecoll/sharedprint/nast.htm.  This is an initiative of OCLC/ RLG programs as part of its shared print collections program. Presently there is a pilot project involving 20 libraries including two consortia. The Alliance was not invited to participate in a pilot project. The pilot will explore:

· What is the optimum number of low use monographs that should be held across the country and regionally distributed?

· What in WorldCat data (circulation stats, etc) can assist in this evaluation?

UW was invited to attend an update at ALA Midwinter on the CCMT. There was a PowerPoint presentation at ALA Midwinter that Linda will send to the steering team later. 

Shared Print Collections program is a network of off-site storage to share low use materials.  http://www.oclc.org/programs/ourwork/collectivecoll/sharedprint/default.htm.  Alliance–cdmc will continue monitoring the Trust.

Last Copy Policy: (Susan)

Susan passed out new version.  The name of the policy will be changed to Last Copy Guidelines. These are meant to be best practices. Susan added step 6 to the procedures “Libraries are encouraged to put a note in the item record indicating “Last copy in Summit”

Is it possible to get last copies identified via data mining? We decided to ask Kyle. Susan will revise and send the copy to Greg and Executive Council.

Decision: Project is completed.  Thanks to Susan for finally getting this through the review and approval process. (Guidelines now posted at http://www.orbiscascade.org/staffhome/CDMCindex.html djc 1/28/2008)

Using circulation data for collection decisions: Use funding from a “war chest” to buy extra copies of books that are really in demand or where there are long holds

Linda discussed ILL initiated purchase program that was piloted in 05-07 and is now implemented. If UW gets ILL requests within certain parameters and under a certain cost, ILL will purchase instead of borrow the materials. They designated $7,500 per year for this program. There are higher circulations for materials purchased this way than those selected other ways for the same time period. Materials are fast tracked in processing – 10 to14 days. Because of increase in ILL activity since WorldCat local, UW costs for ILL (that we reimbursement to OCLC) comes from the Collection budget. Maybe we should expand and put more money in ILL purchase that it may diminish the costs on the Collection side.

Mark wondered if we would want to create a list of materials borrowed, but not held by any Summit library. Suggested a pilot project where these materials would be purchased with central funds. There was discussion about why would we want to do this.  It was thought that looking at Gobi books not bought would be a better approach for local libraries using their own budgets to grow the consortial collection.

Decision: Do not pursue at this time.

Data harvesting: conversation with Kyle Bannerjee (2:00 p.m.)

Q: Can you brief us on where the concept of data harvesting at Summit is at?

A: Kyle – Purpose of data mining is to accomplish things that can not be done via Create List. To find records that have participants content or collect data that have more than one library and pull a list. 

Q: Is this a project of a committee? 

A: Yes it started that way, now this is part of Kyle’s job description. It started as necessary for the next generation catalog, however, still not clear on direction. But in the meantime, we can use this process for other purposes. 

Q: Can you use this for circulation data for collection decisions?

A: Cumulated INNREACH data is now being collected.

Q: Could you create a list of all libraries that hold the only copy?

A:  Yes - you could so that right now. Executing the query and getting the file could be done today. You could limit to a certain LC class. The program does not distinguish between serials and monograph effectively – some things would be listed multiple times. You can export by call number.

Q: Can you sort by Material type?  

A: No – not a good way to do it unless material type is captured in a location;

Q: Can you upload a list?

A: Yes – example – PSU could sent 100,000 items of things that did not circulated.

Q: Can you limit it by publication date say to weed out stuff?

A: There are ways to do it – the date is a commonly needed attribute

Q: Would there be a way to harvest ISBN to load into SUMMIT?

A: Yes. To create list takes three days. 5 millions records at one time. Depending on the nature of the query this database is wide open and connected over the internet. Local system can connect to it.

ISBNs can now be harvested from Summit in bulk or by institution. The information is updated each time the database is updated.

Q: How do we make requests?

A: Be clear on what data we want, what the purpose is and how results are to be delivered.

Q: Upper limit on the number of record you can extract?

A:  No - can extract the entire database.

A: What is a long time?

Q: Hours.

Four trial data mining requests for Kyle. Please do one at a time as time allows. We just wanted to give you them all we discussed at once.

Last copy in Summit

Goal: To create a list of monographs with only one copy in Summit holdings. This would help with the implementation of the Last Copy Guidelines.

Purpose: To add to a note in local item records “Last copy in Summit”.

Format of output: In the trial, the output would be a spreadsheet to view the output and test the strategy used for the report. Eventually would want to do a global update to local records that would post “Last copy in Summit” in the appropriate item record in correct Marc field.

Identify titles where there is just one copy in Summit. If this is not possible, identify titles where only one library has holdings (single or multiple copies).

· Limit to year 2000 and years prior

· Limit to BF1-940 Psychology (We are trying to get the results to fit on a spreadsheet – about 55,000 or so lines. Please limit this search more if needed.)

· Export the following fields

· OCLC number

· Title

· Library

· Location

· LC number

· Date of imprint

· Copies

Trial 2.

Goal: To be review Summit transaction by both title and call number on the same report.

Purpose: Libraries are doing this manually because the current report is inadequate

Trial 3.

Goal: Get a list of titles that have been queue for holds in 2007

Trial 4:

Purpose: To provide complete listing of materials held by Alliance to YBP to make greater use of GobiTween.

Goal: To set up a system after the initial load that will be updated monthly by Summit and not need to be completed by local members.

Output: EXCEL spreadsheet or other methods

Limit: Materials purchased by all libraries in December 2007

Export:

· all ISBN (Clean – no extra text) – include 10 and 13 digit ISBN

· Library – identified so YBP could load it in Gobi.

Items not covered in this meeting

1. E-Books: joint project with ERC?

2. Other projects to consider:

a. Include a note in the Summit record for last copies

b. Put a bookplate in last copies that identify them as last copies

c. Compile best practices policies for management of book repair

d. Sponsor a workshop on book repair and binding, etc.

e. Copying mechanisms for print holdings for JSTOR project?

f. Alternative short-term storage options

g. Collection analysis on a consortial basis

h. Further investigation into LOCKSS or CLOCKSS

i. Just-in-time purchases instead of ILL

j. “Books not bought” program

Next meeting-Phone conference call – second week of March. Greg away until March 5.

Adjournment:

Mark adjourned the meeting at 3 PM.

Respectfully submitted,

Diane Carroll