Minutes

Prospector Document Delivery Committee

September 13, 2000

Present: Jim Farmer (chair), Kathy Zipp, Brice Austin, Anne Harmon, Carole Hirschfield, Nancy Sensel, Jan Tankersley (via conference call), Enid Teeter, Ev Jamerino, Lynne Taylor, George Machovec.

1. George gave an overview. DPL is loaded. Photodigitization project is next. Netlibrary (8,000) records are loaded. More (12,000) will be added soon. These are loaded into CU Boulder and they “bubble up” to Prospector. All Alliance libraries can access. Non-Alliance libraries can access only those that they have purchased themselves. George noted that Prospector was one year old at the end of July and the September Datalink gives some summary details on our first year. Regis will probably be the next to load records and this will happen by November 30. Mines/Wyoming will begin discussions with Endeavor 4-6 weeks from now but the integration of Voyager libraries will not be until 2001. III needs to send new specs so that the Endeavor process will go more smoothly.

2. Round robin time. Nancy asked whether the best practice of negotiating replacement copies could be made a mandatory step when a book is lost in-transit for instance. Group decided to keep the best practice as-is. Lynne would like to have some samples of our ½ sheets so she can begin to develop them for DPL and branches. Ev asked about the Return Too Long report. Group shared experiences. We will revisit this next meeting. Everyone: bring your own procedure to the next meeting. George relayed a story of a graduate student at CU Denver who was able to get all of her textbooks within 4 days using a combination of Netlibrary, Prospector or Amazon.com.

3. Denver Public on Prospector. Circulation training is set for September 27 at 10:00 AM. Lynne, George and Jim will be speakers. George will do history and overview. Jim will do policies and best practices. Lynne will speak to specific DPL processes/procedures. III prefers to “go live” with one partner site only to start with. This is because special software must be loaded on to each of our III machines to handle the CARL transactions. George is unsure what version this upgrade must run on (e.g. release 2000, 2001 or Millennium?). Target live date for this partner is October 9. CSU and Auraria are likely to be chosen as the partner. The partner timeframe will be approx. 2 weeks in duration so that patrons at other sites aren’t frustrated at not being able to request DPL available items.

4. Turnaround study. Between now and the November 15 meeting, all sites are to choose a book from each of the other libraries catalogs and make requests. Time of request is logged as is the time the item is received. Data should be forwarded to George as soon as you are finished compiling it.

5. Jim reviewed with the group the minimal billing transactions seen at CSU in the first full year of Prospector (30 items billed but only 3 unreturned items at the end of July—and these 3 are recent bills). Using the long overdue report, Jim discovered that only 8 items were in the billing stage at other sites. Jim then reviewed his new recommendation for billing/financials/reconciliation. This would involve using claims returned as a method to track all financials. One advantage this has is to keep the database clean. The lending library would be able to withdraw and delete long billed items to keep their systems free of old financial data. Several attendees expressed concern over this method. Jim asked that each person study their home library financial systems and bring back recommendations to the next meeting. Discussion on financials will continue at upcoming meetings.

Meeting adjourned.

Consideration was given to canceling the October 4 meeting, but for now we will keep it on our calendars. The next meeting after that is November 15.

Minutes submitted by Jim Farmer

September 14, 2000