Minutes

Prospector Document Delivery Committee

October 4, 2000

Present: Jim Farmer, Kathy Zipp, Brice Austin, Anne Harmon, Carole Hirschfield, Nancy Sensel, Jan Tankersley and Donna Arment (via conference call), Ev Jamerino, George Machovec.

1. George gave an overview. The Alliance is working out ways to get more NetLibrary records into the system. Create lists on Prospector may be a good mechanism to identify these. George is waiting for a proposal from NetLibrary. For those of you who want to view NetLibrary records, do a word search on NetLibrary. George announces that the Regis load should begin soon and be finished by the end of October or early November. Regis may be live for document delivery by December 1.

2. Round robin time. Group reviewed new addition 15 to the Best Practices. This was discussed months ago, but never added. Returned Too Long search requests can go via the listserv. George noted that a few records are returning a Netscape NO DATA TO POST message or an Internet Explorer blank screen when requesting. Jan noted that for awhile Netscape would not connect at Fort Lewis, but III did manage to fix this. George also noted that for some journal titles only 7 sites were displaying onscreen when more than 7 carried the title. This is likely a page-too-large problem and has been reported.

3. Denver Public on Prospector. In order to make DPL live at each of our sites, special beta software has to be added to our systems. This means bringing up sites one at a time after the initial testing with CSU is completed (testing begins Oct. 17). Jim and George reviewed the training session. Differences were noted—for example, at DPL, unfilled paging slips (i.e. not on shelf) are automatically cancelled/re-requested at midnight in order to facilitate better service. Some best practices are modified for DPL. For instance, they have book clubs and more than one copy of a book may indeed be required by one patron. So their cancellation protocol may differ slightly. DPL also will not initially have the same reports we are used to (i.e. the TOO LONG) reports. Claims return will be slightly different on DPL’s side, but the end result with those on III will not change from the expected.

4. Enhancements. Group supports the 1999/2000 enhancements and requests that any not considered last year be reconsidered for this year. Committee members should forward to Jim any enhancement requests prior to the next meeting. Jim will compile and we can discuss. One enhancement already on the table: Adding a turnaround statistics package to INN-Reach.

5. Turnaround study. George continues to collect completed data for the Monday turnaround study. Forward to him as you complete your study. Results are officially due at the Nov. 15 meeting, but if George receives beforehand, he will compile the data for discussion at that time. George notes on the data he has already received that the general turnaround is 3 days with the data varying from 1 day to 7 days.

6. DU requests to be moved lower on the load-balancing table. George will make the change. CSU and DPL will be at the top of the load-balancing table for the duration of their testing to facilitate ease in making requests.

7. Jim reviewed with the group another version of the Reconciliation process that simplifies the cycle. Everyone liked the plan so far. Each person will review the attached Orbis document that outlines their reconciliation plan to see if any other reports other than the Institutional Overdue and created claims return list should be incorporated. Group will move toward finalizing this in the next meeting or two. Then we will try it out in 2001.

8. Other. Jim noted that there is a request to hold a meeting or two per year in the northern part of the state. Since this is best done when the weather is stable, we will do this next spring/summer. Jim and George will start the process to establish the committee membership for the next calendar year. Jim and George discussed the $25.00 fee since the last meeting. It was decided that if the book is billed and becomes part of the reconciliation, all $100.00 of the collected monies will go to the lending library; however, if the book is returned before reconciliation and a refund is granted, the borrowing library may keep the $25.00 as a fine. [Previous description of the $25.00 was unclear]. Jim will add this to the best practices.

Meeting adjourned.

The next meeting is November 15 at the Alliance office at 10:00 a.m.

Minutes submitted by Jim Farmer, October 10, 2000