February 10, 2004

Members Present: Bill Covey, Michele Crump, Martha Hruska, Erich Kesse, Cathy Mook, Betsy Simpson, and Phek Su

Members Absent:

1. Announcements

· Julian Pleasants is about to receive a $25,000 gift to support the Samuel Proctor Oral History Program. $10,000 will be used to digitize the retrospective collection of the transcripts. The donor wants recognition on the web page for himself and his law firm. Erich referred UF guidelines to the donor as well as FCLA.

· Ringling – Erich was not satisfied with results received when FCLA tried to use the ‘makerecord’ method. Erich referred it back to FCLA with templates that we designed so FCLA is trying to fix the problems.

2. Updates/Status Reports:

a. Budget

· Materials Budget

o There is $463,272.27 remaining in the book OCO budget.

o There is still money in DSR that has been distributed into the budget but these monies will not be reflected in the book OCO budget.

o March 15^th is the cut off time for domestic orders.

b. Systems/Networking

· A third variant of the My Doom virus has been released. The libraries have had no internal infections.

· There are problems with off campus email providers. AOL is still being particular about what it will allow to go through from campus. Hotmail has had routing error problems. Gator Link has been dropping emails or holding emails for a couple of weeks before forwarding.

c. TMT issues

· Bill Covey and Suzanne Kiker are members of the Transition Monitoring Team. While Suzanne is out, Bill is the one Tech Services representative on that group. Members of the TMT are responsible for 1) providing feedback from the departments and administration to library staff on issues related to the Library West transition, 2) providing information from administration to staff through communication in all forms, including library updates, emails and information through a TMT website. Identify at an early stage, problems that could have serious consequences, 3) being educated regarding the effect of transition on staff and be attentive to helping staff cope through this difficult period. All staff should be able to contact any member of the Team to bring questions and concerns back to the Team for attention. Bill will be leaving the TS meetings early to attend the TMT meetings which start at 2:00 each week. Bill Covey was asked to clarify the van process with TMT.

· Bill provided a report from the last TMT meeting:

o Approximately $6500 will be netted from the auction.

o Facilities is trying to purchase another van. NOTE: Students are not allowed to drive or be transported in library vehicles.

o Microfilm retrieval is problematic because typically item records do not exist for the individual reels. Betsy Simpson and Cathy Mook will talk with Gary Cornwell who they understand has instructed Public Services staff to create item records for microfilm.

o The possibility of extending the loan period for journals is being considered. Materials that haven’t historically been loaned out in MSL are now being loaned out. The possibility of extending the journal loan period for Library East is being considered.

o There have been problems with multiple recalls. Materials are no longer being discharged in MSL because the only time the recall message appears in NOTIS is when materials are discharged from the original charge location. There is a problem with handling recall notices due to the way the workflow previously used and NOTIS doesn’t work for current procedures.

o Concern has been noted about the low use of Library East public workstations.

o Books are being moved on a 10 hours a day, seven day a week basis. During the move some items have been discovered, one being a 1730 manuscript that has been sent to Special Collections.

o A TMT staff update session will be held on February 17^th in the Library East 1^st floor conference room.

· Access Services is halting delivery of main books (new and binding) that would be going to West. These materials will be processed, have bar codes, charged, and then boxed for three weeks. Erich Kesse noted that the boxes could be stored in the DLC hallway. NOTE: These items are moving to ALF as of Feb. 18.

d. NOTIS/Aleph gap plans

· FCLA is doing a full test load of our data in the UF Reports Client (as opposed to UF Production or UF Test), which will provide a good indication of how long it will take to do the final production load. FCLA is also running a subset 5 test load and expects that load to be completed by Friday, February 13^th. If so then the review of the load could begin on Monday, February 16^th. NOTE: The subset 5 load has been delayed.

· Currently, April 1, 2004 is the target date for beginning the final production load and it is at that point that cataloging in NOTIS will cease. If FCLA discovers that more time is needed, the final production load (and the cataloging freeze) will start before April 1.

· An FCLA monthly update is scheduled for February.

· Critical path items have to be reviewed.

· Concerns about things that are not clear or settled should be forwarded to Rich Bennett, Martha Hruska, Betsy Simpson or Michele Crump.

· Workflows need to be developed for the time period once the catalog closes. Betsy Simpson is talking to the Public Services Steering Committee on February 11, 2004 about ALEPH workflows while the catalog is closed.

· There is an A-Team (combination of the old Library Binding Committee and the old Serials Operations Committee) meeting on February 19^th. This will provide an opportunity to talk to the branch libraries about how check-in and binding will be handled during the catalog closure. The team will also meet in March.

3. Other/OSPRe for next meeting

· Online Stacks Project Resources is basically a general digital collection. It was initially proposed by PALMM as a general digital collection. It could serve as a possible holding location for digitized tables of contents. Cathy Mook and Erich Kesse are discussing about how to possibly phase this in to provide a digital access copy for use when an item is microfilmed for archival preservation. So that in theory, in the future people will not have to use microfilm in the traditional manner. Microfilm will still be created for preservation purposes but individuals would access a digital version. Rich and Cathy are looking at brittle books that are out of copyright that are going through the preservation photocopy process and the film that is being created.