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UW Library Electronic Data Service

MINUTES OF THE MEETING, SEPTEMBER 20, 2004

Present: Christy Branston, Judy McTaggart (Recorder),
Jack Cooper, Richard Pinnell (Facilitator)
Sandra Keys, Shabiran Rahman

  1. Minutes of the Previous Meeting, July 5, 2004:
    Approved with the following corrections:
    • Item 5, ACMLA Report: Change line 2 to read …”.are publishing and distributing GIS data”.
    • Item 9, TDR OMG: First bullet: line 2 should read “Richard has requested that in the future, Michelle Edwards will notify us….” Line 3 should read “TDR is planning on operating 2 systems….”

  2. Business Arising:
    Sandra has submitted the annual report information to Susan Routliffe.

    Submissions for the Data Links newsletter:

    • Shabiran’s article about the co-operation between TDR and RDC will be published in a future issue.
    • Richard’s article has been submitted for the October issue.
    • Jack will submit a synopsis of web surveys.
    • Sandra has submitted her articles.

  3. Additional Agenda:
    • Item 7, Nesstar Update (Richard)
    • Item 8, EDS Advisory Committee
    • Item 9, TDR “Reps” (Sandra)

  4. Update on Co-operation Between RDC and TDR (Shabiran):

    Shabiran noted Statistics Canada has mandated that co-operation exist between TDR deliverers and research centers. A group has been formed to comply with this mandate and Shabiran is our rep. Other members include: Michelle Edwards, Helene LeBlanc and Pat Newcombe-Welch. The group has met twice and members agreed the meetings offer a good forum for information exchange. The next meeting will be held this Friday, Sept. 24.

    It has been agreed that TDR and RDC will be jointly involved with the organization of the next mini-conference. In the past, only faculty and students have given presentations. The group hopes to identify a few researchers who have used DLI data and needed also to use DRC data and invite them to give presentations on how they use the data. The group will also ask that the mini-conference be held at Wilfrid Laurier.

    The RDC open house will be held on October 7 at 3:30 p.m., PAS 2030. It will be promoted in the Daily Bulletin.

  5. Funds For Datasets Not Available Through Our Regular Agreements:

    The group discussed how to handle requests for data not available through our regular agreements but available for a cost. Currently, students requesting data are referred to the Liaison Librarians. If the data needs to be purchased, where should the funds come from? (Librarian’s funds, electronic resources, other) It was noted there is some money in the EDS budget; however, it was unclear how much or if this money can be used to purchase data. Action: Shabiran will check how much money is available and if these funds can be used for data purchases.

    Points from the discussion included:

    • If funds in the EDS budget can be used, then guidelines need to be established
    • Priority for purchases should be for datasets that are general in nature or multidisciplinary rather than for a specific request
    • Signing authority should be given to all EDS members (i.e. Christy, Richard, Sandra and Shabiran)

  6. Archiving UW Data:

    Shabiran asked if EDS should consider spearheading a group to discuss archiving UW research data that is not available elsewhere. She noted there is currently a need on campus for this service and pointed out that DCS used to archive data -before the Library assumed responsibility for the datasets held at DCS. She expressed her concern that faculty now have the expectation that the Library should be doing this. There was discussion about the Library’s role and responsibility for archiving and who should be involved in any discussions (i.e. UW Archives, Special Collections, IST). The following questions were raised:

    • Is it the Library’s responsibility to archive the data?
    • Is this an extension of UW archives?
    • Is this a common practice at other institutions? Would they be willing to take our data?
    • Should EDS be the group taking the initiative on this or should it come from a higher level (go to Mark?)
    Actions: Shabiran will speak with Jane Britton to get her thoughts. Richard will speak with Mark.
  7. Nesstar Update (Richard)

    Richard reported that DRC in Guelph has acquired a production server and has the latest version of Nesstar; however, there is a testing problem with the networking card and the system is currently unstable. DRC will open up an instance of Nesstar as a test. Once a critical mass of data has been loaded the system will go live (mid to late October)

    Michele Edwards will meet with Vince Gray in London re CANDDI.

    A hook to client data base for TDR authentication is being tested.

  8. EDS Advisory Committee:

    The group discussed whether to hold an EDS Advisory Committee meeting in the fall. Discussion focused on the purpose the group serves, past attendance and participation issues, and possible agenda items. A suggestion was made that perhaps the name of the group needs to be changed to something other than “Advisory Committee”. (e.g. Data Users Group). Nesstar was also suggested as a possible agenda item (feedback from Faculty is needed). The group agreed a fall meeting will be held.

    Actions arising from discussion:
    • Richard will send the Advisory Committee “terms of reference” to the EDS group - discussion by email
    • Add “Nesstar promotion” and “EDS Advisory Committee meeting” to the agenda for the next EDS meeting

  9. TDR Reps (Sandra):

    Sandra reported the TDR reps from TUG will be meeting on Friday to discuss shared datasets on TDR (e.g. TSX, Datastream). Those interested are welcome to attend. Sandra will report back to the group on issues discussed.

Next meeting: Monday, October 4, 2004; 1:30 p.m. – 3:00 p.m.; Porter 407

Facilitator: Sandra

Judy McTaggart

August 4, 2005