Present: Marlene Laurence (Recorder), Wish Leonard, Maureen McCormack, Doug Morton, Susan Moskal, Shabiran Rahman, Susan Routliffe (Chair), Mary Stanley, Jackie Stapleton

Absent: Linda Teather

Guest: Esther Millar

1. Minutes of the Previous Meeting

Approved with several minor corrections. Wish will make the changes and send the minutes to Library staff.
2. Format (PDF or HTML) for publications in the ‘Titles’ and ‘How To’ series

Esther provided an overview of how we came to use both PDF and HTML formats for publications in these two series. She would like us to consider using one version only, which would allow for easier file maintenance. If HTML is the only format kept, compilers can edit the files themselves or get assistance from the department secretary whenever they wish to make changes. If PDF format is chosen the compiler must forward the document to the departmental editor who then must forward it to the publications assistant for final approval, a process that makes quick changes a bit more difficult. Esther would also like to know what kind of edits/proofs would still be required or would be desired.

Pros and Cons of either format were discussed with the following observations:

• compilers cannot update PDF files but can update HTML files at will
• copy & paste must be done from the source codes to edit HTML record
• PDF files accessed through Adobe provides good copy and selections are easily made and printed
• both PDF & HMTL would work well for copying on demand
• concern that not everyone had adobe access
• Adobe slower access for users with slower machines
• concern that Adobe access was not as easy to navigate through
• different skill sets are required to produce document, may not be as suitable for some as for others
• how much are the Titles/How To publications actually used—we need to assess useage if possible and decide whether we need all titles presently available
• need to assess from a user perspective, i.e. which access method does the user prefer

It was decided that we will require more feedback from ISR before this issue can be decided. Susan will poll ISR by email querying which format they prefer either PDF or HTML and why.

It was also decided that we will need to take a closer look at what is presently available and what is actually being used. Esther will provide us with a printout of the Excel sheets listing titles along with original dates mounted as well as any revision dates.

We will speak to Esther at a later date when we have made a decision on how we wish to proceed.

3. Electronic Reserves.
   Wish gave us a status report on electronic reserves.

   Although all TUG Reserves units are developing procedures together to establish a system of electronic reserves, each university will be implementing the service at its own rate. Guelph and Laurier hope to offer this service at the beginning of September since they already have staffing in place. University of Waterloo libraries have staffing and training issues to be resolved before an implementation date can be set.

   It is proposed to initially provide electronic access for instructors’ lecture notes, assignment answers, exams, works for which the requesting faculty member holds copyright, and works in the public domain. This would enable improved accessiblity by students including off-campus access as well as a reduction in traffic at TUG Reserve service desks. This access would allow for less replacement by Reserves of missing paper copy, etc. and help meet user demands for improved on-line access of materials. Reserves will consult with Systems staff at each TUG site to determine equipment, software and server requirements as well as options for password-protecting materials to restrict access to specfic course registrants.

   Each reserve site will initially be able to provide electronic Reserve access by utilizing the Voyager E-item feature in a variety of ways; linking via TRELLIS Course/Reserve lists to existing websites; scanning materials not requiring copyright clearance and making them available via web pages and by linking TRELLIS Course/Reserve lists to full-text articles available through TUG e-journal subscriptions when site licensing agreements permit. Not all the options mentioned may be offered or implemented at all TUG sites, but will be dependant on local demand. The TUG Reserve group plans to investigate ways of providing electronic access to copyrighted materials.

4. Systems Liaison Working Group
   Maureen and Doug have agreed to be the representatives for the ISR Systems Liaison Working Group for the first year.

   Susan will send out the document outlining responsibilities, etc. to ISR and will indicate who the initial representatives of the working group will be.

   Doug and Maureen will shortly thereafter send a notice out to ISR staff asking for all requests made of Systems that are still outstanding.

5. Next Meeting
   The next meeting is scheduled for July 11^th in the Davis Centre Conference Room.