Minutes

Prospector Document Delivery Committee

November 15, 2000

Present: Jim Farmer, Kathy Zipp, Brice Austin, Anne Harmon, Carole Hirschfield, Chris Martinez (via conference call), Ev Jamerino, Lorie Ann Butler, Lynn Taylor, Franca Rosen, George Machovec. Alan Charnes was a guest.

1. George gave an overview. CU Boulder will soon be live with DPL. Ann Rakes is making final adjustments. Sites will need Update D plus some beta software in order to exchange with DPL. Look at database stats in the November Datalink. This is the first snapshot of DPL holdings. Note that 49% of DPL’s materials are uniquely held. There are now 11.5 million records in the system. George gave some NetLibrary updates. A proposal from NetLibrary will be discussed at the next members council meeting. NetLibrary uses Innovative, so this may be a way to integrate NetLibrary materials into INN-Reach.

2. DPL/Regis. Jim reported on testing: CSU is currently testing volume by being at the top of the balancing table with DPL. Different problems are under investigation (or have been fixed): in-use by system issues, cancellations, and some check-out issues whereby the first Prospector item checks out fine, but subsequent do not requiring one to exit check-out and re-execute for each remaining checkout. Lynn reminded everyone that Central puts books on the courier so there is an extra day built in when books are transferred from a branch to Central. Regis circ training is December 19. Regis expects to be turned on soon after.

3. Round Robin. From last meeting: Jim noted Best Practices is updated and a copy attached. George reported DU is lower on the balancing table and is seeing a more even request-to-lend ratio. New business: Jim gave a summary of CSU’s policy on stolen items requiring a police report to specifically list the stolen materials. Handling stolen materials will be local-use practice based on each institution’s policies. Nancy reported on a max hold problem and resolved the issue at the meeting—local block tables need to be set at 40 in order to match the Central Prospector machine. From October, Anne reviewed progress on “too many renewals” issue she is experiencing. Kathy asked if this is a MilCirc vs. text issue since she has had problems with MilCirc in the same fashion. George reports that Central won’t be on Update D until later. We are still on “B” with the advice not to do “C” but to go directly to “D” when ready. Chris reported on a possible circulation status problem involving messaging in Central and local systems. Anne will test again and Chris/Anne will report to III helpdesk.

4. Enhancements. George will submit our Prospector list of enhancements once we have compiled and there is a “call” for them. Again, 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 distributed current stats and will report at members council. In other old business, group will continue to review Billing/Reconciliation process as outlined in the latest version. We will do a trial run of this process in 2001. Assignments: should other “too long” reports be incorporated into this process similar to Orbis? Everyone should print their Institutional Overdue reports using 200 days for the meeting.

6. Future of committee. George reviewed current structure. George will send a note to the directors asking for appointments/reappointments. There are no term limits. Visitors are always welcome. Jim indicated he is willing to continue as chairperson, but if there is interest in the position please step forward!

7. Next meetings: January 17 and February 21. 10-N at Alliance Office. A spring meeting will be held in northern Colorado—to be announced.

8. Lastly, in other business, George announced that a new loan rule and item type for AV materials or other special loans will be discussed at the February meeting (allowing all CARL sites to go live on Prospector and gain some experience). Jim will prepare instructions for this process for discussion. Discussion of reducing the 55 day institutional loan rule can take place at the same time. George also gave some details on PASCAL, the Fitzsimmons storage facility to be used by CU Boulder, UCHS, Auraria, DU Penrose and the law libraries. A couple of challenges will be that Prospector prevents document delivery for the institution you belong to and details surrounding the paging slips (i.e. will staff at PASCAL have logins?). Brice added that some collections may be shared among the libraries (e.g. one serial set). Older bound journals may also be circulated if at storage.

Meeting adjourned.

The next meeting is January 17 at the Alliance office at 10:00 a.m.