Present: Veronika Albl, Sandy Arnesen, Joan Beam, Pam Blome, Bill Garrison, Gwen Gregory, Lois Jones, Janet Lee, George Machovec, Carol Perkins, Helen Reed, Carol White, Cynthia Wilson
1.
Minutes of May 16, 2002
A couple of corrections were made. CSU’s 9/11 e-book collection is limited to access by CSU patrons. They will not be coded as system resources. The DPL firm order of new e-book titles will be available in Prospector only to those libraries in the new purchasing cluster.
2.
Announcements from George
NetLibrary: The original proposal for adding e-books to the Prospector collection is now so old that some adjustments need to be made. The original proposal created a list of titles by publisher and imprint date of 2000 and 2001. It would be too expensive if the title list included 2000, 2001 and 2002, so 2000 will be dropped. NetLibrary will send a sample contract and a new title list. Retrospective titles from 2000 will have to be ordered as a one-time firm order down the road if we wish to add them.
NetLibrary records: No clear process has been established for getting MARC records for the new titles. It has been suggested that we might receive a base set of records to fit the publisher/imprint profile. However, that leaves issues of how to delete the records at the end of the year for the titles not purchased and what to do about records for new titles that are added to the NetLibrary collection throughout the year. Many issues remain to be resolved.
Endeavor: III has provided an additional port to use to test record loading. Sometime next week another round of record loading will occur and will include both UW and Mines records. If the test is successful, then the records from Mines will be loaded. Mines will be first because they are already on the newest release of Endeavor. After Mines is successfully loaded, then UW will be loaded. It is expected that it will take about a week to load Mines, and about a month to load UW given the number of records in each database.
Endeavor has reported that the document delivery piece of software will not be ready until approximately November. There will therefore be a period where Mines and UW items will be visible, but will not be available for requesting.
Endeavor site training: It was agreed that the general overview and Cataloging/Technical Services sessions of Prospector information should be provided to Mines and UW as soon as possible. Suggested timeframe for Mines was the end of August or beginning of September. Timeframe for UW would be early October. Pam will discuss the Mines schedule at the next faculty meeting and then set up solid dates with George. Carol will send possible dates to George as well. Committee members will be invited to attend to help answer questions.
The circulation training sessions for both sites will come later when the document delivery piece is fully functional.
Coding: George is pretty sure the system was pre-coded to include Mines and UW, but he will check to make sure.
Ft. Collins Public Library: There have been two meetings between Prospector and FCPL. FCPL is very interested in becoming a Prospector member. Because of their close alliance with CSU, it makes more sense for them to join Prospector than PLUS. Approval for FCPL to join Prospector is expected to occur at the August 14 Director’s meeting. George would like the chairs of the Cataloging/Reference and Document Delivery committees to attend that meeting to serve as resources in case of questions. The directors will be discussing the whole issue of adding new members and budgets.
University of New Mexico: There have also been preliminary discussions with Camilla from UNM about expanding Prospector to include them. She is very interested in Prospector as a partial solution to declining book budgets. More discussion is expected after the first of the year.
Regional delivery and courier routes: The Document Delivery Committee has discussed the feasibility of setting up regional document delivery zones. At this time, they have rejected the idea because of the way the courier routes operate. Courier routes are subject to frequent, unannounced change. However, this is a possibility to be explored if need arises with the addition of new Prospector sites such as FCPL or UNM.
Release 2002, Phase I: According to Sandy Westall, the information in the last issue of DataLink was not quite correct in regards to what was included in RL 2002, Phase I. Some of the things listed will actually be included in future phases. The next Innopac phase is due in October, so the next InnReach phase should be around then as well. We do not have a list of which features are coming in which release phase.
Bug: Lois reported a bug in the display of multiple 856 fields. If the master record has an 856, then multiple 856’s in the other institutions will display. If the master record doesn’t have an 856, then only the first 856 in each of the other institutions will display. Lois will open a call to III.
Gold Rush: On July 8, Version 1 of the staff mode was released. There is more information in the current issue of DataLink. George would like to set up demos of Gold Rush at each Alliance library. The Alliance is currently working on open URL protocols for Gold Rush. Auraria may be a beta test site for the open URL program. In the staff mode of Gold Rush, member libraries have access to link to holdings, delete holdings, etc. George is ready to start scheduling demos any time.
New Directions: The Alliance is working on a proposal to create direct document delivery of journal articles for Prospector libraries. The model at this point works as follows:
· In the local WebPac or in Prospector, the user could click a button to initiate a request for an article. A form will pop up for the patron to fill in information about the article, as well as patron information.
· The request is transmitted to an open URL resolver.
· If the article is available online, a window will pop up directing the searcher to the article. The patron would have a 2-week period in which to view the article.
· If the article is not online, or if the site doesn’t have an open URL resolver, the request gets sent to ILL through one of the following methods:
a) RAPID (a database of journal article holdings of participating Prospector libraries that would allow for ILL without going through OCLC – would be a fee to participate. If there were no holdings in RAPID, it could be set to automatically send a request to OCLC)
b) SWIFT (State Library program for free ILL)
c) OCLC
d) E-mail to the ILL department
The program as proposed is designed so that lack of any one component (RAPID, SWIFT, OCLC) will not deny a library use of the system.
This proposal will be given to the Directors to discuss whether the level of interest exists to go forth, and if funding is available for participation.
3.
Electronic Resources best practices draft document
This document will be renamed and reworked. CONSER has a new proposal out for handling of electronic versions of serials. They are proposing a single generic record with multiple 856 and 246 fields as needed to describe different electronic versions of the same title. The complete CONSER proposal is available on their website. Once the document is rewritten, it will be e-mailed to Committee members for comment and then mounted on the Prospector website.
4.
Specs for duplicate records in Prospector
Ann Rakes ran a program to de-dupe the system after adjustments to the matching algorithm had been made. We have never determined if that de-duping was successful. We do still have records that seem to be duplicates for no apparent reason. George will write a request to III to have them run a list of records where the same 001 number appears in more than one record. He will ask to have the list dumped into a review file in Prospector. Once we know the number of records in the file, we will determine the next course of action.
5.
New guidelines for participating libraries on Website
Since it is anticipated that we will be adding new libraries to Prospector, it was suggested that we should review the Guidelines for participating libraries that appears on the Prospector website. Joan will find the file for the original document and e-mail it to the Committee list. The Committee will review the guidelines for updates and changes.
6.
Meeting with J. Kuhagen
On September 19, Judy Kuhagen will present a morning information session on changes coming with the new Chapter 12. This session will be held at DPL from 9:30-11:30. It will be a free session open to anyone from the Prospector libraries interested in attending. After lunch, we will rejoin for the regular Prospector meeting. Bill will write an announcement which will be put on the Alliance homepage and in DataLink. George will also send it out on the cataloging discussion list.
7.
New business
Covered in the other sections.
8.
Next meeting
August 15, 12:30-3:30, Alliance offices