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TRELLIS Pilots Group

UW TRELLIS Pilots Meeting

Minutes

March 4, 2002 - 1:30-2:45 p.m.
Porter Library Room 428

Present: Lois Clifford, Carolyn Dirks, Betty Graf, Alex McCulloch, Patti Metzger, Darlene Radicioni, Dan Sich, Gail Sperling, Linda Teather (facilitator & recorder), Debbie Tytko, Charles Woods

  1. Agenda review

    Moved TOMG update to #8 "Around-the-table"

  2. Endeavor visit, Feb. 15, 2002

    Pilots discussed the Endeavor visit and demos:

    • In response to queries about the level of interest among TUG libraries in Endeavor's EnCompass and LinkFinder products: At UW, the Digital Library Coordination Committee has discussed these and the ExLibris MetaLib product seen earlier and agreed that it is difficult to compare the two, that we need to first identify our needs and then seek more information. General feeling of staff attending from all three TUG institutions seems to be that these products would help our users.
    • St. Jerome's has a digital photo collection and having one of the digital content management systems in place would make it more readily available to users. 
    • Charles and the TUG OPAC group will be testing simultaneous searching in WebVoyage.
    • The TRELLIS Operational Management Group will be developing plans for summer upgrades, which could include two Voyager software upgrades, an Oracle upgrade, a Unicode upgrade, and server replacement.
    • Voyager release 2001.1 should be in early release this month, general release in the spring; 2001.2 should be in beta in April. Release notes for both were distributed. (contact Linda for a copy)
    • Debbie has been invited to serve on the Voyager Acquisitions Task Force.

  3. TRELLIS patch procedures

    Charles explained the patch procedures prepared with TOMG to address Voyager software, operating system, ORACLE and data patches. Patched Voyager Circulation and Cataloguing clients are now being evaluated by the Prototyping Team and will be distributed by the usual process when the review is completed.

  4. WebVoyage changes

    Dan reviewed the WebVoyage changes recommended by the TUG OPAC group and answered questions from Pilots. Unless otherwise noted, these changes will be implemented soon.

    • Add UNICODE display (880 fields) to the full display
    • Change the "No Item Data Available" message to "For available items, click on title"
    • Change "Staff View (MARC)" in the Print/Save/Email box to "Staff View (MARC) - Print/Save only" [a record cannot be emailed in MARC format]
    • Change 100 records per page to 75 [exporting does not work with 100 records]
    • Add a Locations Help Page link from the "Locations" label
    • Changes to the brief record content as described in TUG OPAC/Cataloguing minutes http://staff.tug-libraries.on.ca/opac/private/
      Minutes/25jan2002catopac.doc
    • Changes to keyword weightings (will be tested on the voytrain site)
    • Add Failed Request Explanation page link from "Your request failed" page (will be implemented after help page is written)
    • Add a 4th column containing publication date to the Titles list for Call Number searches

    The TUG OPAC group will be investigating simultaneous searching and options for ordering the holdings display by location.

  5. New books shelf processing

    Dan reported that a new books shelf is being discussed for the 1st or 2nd floor of Porter but that concerns have arisen about the location displayed on TRELLIS while material is located in the temporary location. Discussion included the following:

    • Processing options if a new item was assigned a new books shelf temporary location for a week then changed to the permanent location: batch processing to change the location to the permanent one at the end of the week, 'pick and scan' in 2001.1 to remove from temporary location for items still on the shelf, a weekly report on temporary location material to identify those still on the shelf after a week and process them for the stacks, no change to the current process.
    • If new materials are given the temporary location, what happens when a user pulls a book from the new books shelf, uses it in-house and it is reshelved in the regular stacks?
    • Davis items on the new books shelf display as being in the permanent location on TRELLIS but this has not been a problem because the shelf is near the Information Desk and staff know to check it when a new item cannot be located in the stacks.
    • Optometry signs new items out to an OLRC borrower and discharges them when they are moved to the stacks. The downside of this is that the items appear to be on loan on TRELLIS.

    Pilots agreed that, while the issue originated with the Porter 1st floor reconfiguration group and is of interest to Pilots, it would be an appropriate one for IRPG (Information Resources Process Group) to address.

    To do: Betty, Debbie and Gail will take the issue to IRPG.

  6. SISP/TRELLIS patron updates

    Alex and Gail reported that we are now getting regular updates from the Student Information System but the extracts are not yet in production (i.e. automatic). There are still some outstanding issues such as some patron expiry dates that did not renew as expected on Jan. 31st. Alex is working with Vivienne on simplifying patron expiry dates.

    Alex is also investigating the implications of changing the extract to get email addresses from SISP. The main issue is that we cannot be sure the email address in the database is the one the student is using. Alex will present a proposal to Pilots for review if User Services wishes to pursue this.

    Another issue that the Library will try to pursue during the 2nd phase of the SISP project is having the barcode on the Watcard recorded in SISP so that it can be included in the data passed to TRELLIS.

  7. Around-the-table: other TRELLIS-related updates and issues

    Charles (TOMG):
    Charles referred to Brooke Skelton's TOMG meeting summaries and highlighted the following TOMG activities:

    • A server replacement strategy is being developed; Charter and RFP are being prepared under Martin Timmerman's leadership. A hardware and software upgrade timeline will be developed for the summer period.
    • Downtime problem reporting procedures in the TUG Systems Depts have been discussed.
    • VUGM attendance will be discussed at the March 5th TOMG meeting. Charles will be attending for the Certification 400 course and an additional 2 or 3 people will also be selected to attend from TUG.
    • The preview server for 2001.1 should be available soon and access will be made available to the Prototyping Team for testing.
    • Tom Owens, our Voyager implementation manager in 1997/98, died suddenly last weekend. All who worked with Tom here remember his humour and intelligence - and especially the clarity of his 'bound-with' discussions with Betty.

    Gail:
    • Gail has sent a message to TUG Acquisitions managers and affiliated libraries using Acquisitions to initiate planning for fiscal close in late April or early May.

    • The UW Statistics Support Group met in February. The next meeting will be held after Gail has met with each member to review R: drive folders and files.

    Darlene (TRACE):
    • Darlene suggested that we hold some meetings in the smaller libraries so that other Pilots can experience these libraries. She offered the TRACE library for a meeting.

    Carolyn (St. Jerome's):
    • St. Jerome's is now an ILL pick-up location. [There are 7 ILL pick-up locations on campus: Porter, Davis, UMD, Optometry, St. Jerome's, Renison, Conrad Grebel.]
    • Enquired about getting information about serial cancellations processed for the UW libraries so that she will not cancel the St. Jerome's subscription for the same title. Debbie noted that most cancellations processed lately have been for print replaced by electronic format and for large groups of journals (e.g. Elsevier journals now available in electronic format). Debbie might be able to notify the Colleges in some cases but, more often, this would need to come from the selectors. Dan noted that cancellations of electronic titles are listed on the ejournals web pages (http://webdev.uwaterloo.ca/ejournals/
      ej_news.html)

      To do: Debbie and Dan will raise the issue of notifying the affiliated libraries about serial cancellations at an IRMC meeting.

    Lois (Renison):
    • Lois is now able to run her own Impromptu reports.

    Linda:
    • The TUG Statistics and Reports Cognos Project group called for input on security requirements for reports and on a listserv proposal. Deadline for input is March 8th. The group is also preparing a 'final' report and recommendations will be reviewed with managers soon.
    • Response to a query about security for Acquisitions financial information: Input so far has indicated reports using ledger information should be limited to appropriate staff at the library 'owning' the ledger.

  8. Next meeting

    The next Pilots meeting was tentatively scheduled for Monday, April 8th, if agenda warrants a meeting. Linda will call for agenda and confirm the meeting in early April. Proposed location: the TRACE Library.

UW TRELLIS Pilots Group
LibPilots@uwaterloo.ca
November 10, 2006