SUNYConnect Advisory Council Minutes September 27, 2000 Members present: Laura Cohen, Randy Gadikian, Carey Hatch, Eleanor Heishman (Chair), Tom Neiss, Pam Peters, Mike Pisa, Janet Potter, Larry Randall, Judy Sikora , Maureen Zajkowski Absent: Mac Holmes On motion from Pam Peters the Minutes of August 23, 2000 were approved as distributed. Membership No word yet on the SUBOA representative. Implementation updates Maureen Zajkowski reported that regional meetings for the pilot sites were held last week to introduce Ex Libris staff and go over guidelines for communication, conversion expectations, and provide information about software support and access to documentation. The next step is to work on hardware configuration, which will begin at a meeting with Ex Libris and Sun representatives and pilot campus computing and library staff at the end of October. OLIS is working on establishing SUNY-wide teams on issues that affect more than a single campus (e.g. patron status, authority control, and development of the union catalog). These teams will be formed through recommendations from the library community (SUNYLA, library directors, etc.) OLIS is working closely with CUNY as they proceed with their implementation of ALEPH. Software and Hardware Contract Updates Carey Hatch reported that there is no new information about the Ex Libris contract status since our last meeting. It is still in the Comptroller’s office on the desk of the last person who has to sign off on it. [Note: the contract has since been signed.] The quotes for the test systems are ready. Ex Libris is working with us to hammer out a configuration. Capital funds accounts will be set up at the end of the week so we are ready to send out orders as soon as the contract is approved. Discussion followed about vendors and configurations. Database Survey Status The SliCAT database survey is ready to go. Larry Randall will ask library directors to designate one person to fill out the survey for each library. Larry summarized the five questions that will be asked for each subscription. The purpose is to get reactions to what we now have available. Other questions ask what disciplines are not now covered that should be and request suggestions for specific databases. Larry announced that $50,000 left over from last year’s budget will fund a pilot for NetLibrary. This is separate from the NYLINK collection but will be purchased through NYLINK. SLICAT is working on a basis for deciding what will be in the collection. Free MARC records will be made available to all SUNY libraries for the titles chosen. We can select new titles later or add duplicate copies for heavily used titles. We would like to continue to add titles and maybe investigate other vendors, although Larry pointed out that other vendors currently use a subscription model that he finds problematic. It is planned that the NetLibrary collection will be added to SUNYConnect before the end of October. Larry also reported on a NYLINK vendor showcase in New York City at which he had opportunity to talk with several private academic library directors who are interested in partnering on database deals. He also talked with Elsevier about a possible consortial arrangement with CUNY and SUNY for online access to their periodicals. SUNYNet Update Tom Neiss reported that SUNY got an extension from OSC for a year’s renewal of the NYSERNET contract. He is investigating Virtual Private Networks (VPN) that allow users to carve out a part of the network for encrypted traffic. This will allow campuses to use more secure access for library traffic, for example. He expressed concern that campuses are purchasing Internet access from many vendors based mostly on price. Many campuses can’t keep pace with growing use unrelated to campus missions (e.g. Napster) and that may impact how we set up library traffic. Some campuses are using packet shapers to control use of the bandwidth for file sharing. We need to look at what level of security we need and what level of bandwidth control is necessary. How do we keep response time up? Carey pointed out that these are questions that will be part of the pilot. Tom reported on the strategic planning process. IBM has been contracted for this fifteen-week project, the results of which will be submitted to the Chancellor for implementation. There was a discussion of using the Internet or a private network for SUNYConnect. Other states are using private networks like PeachNet and OhioLink. Should the library community spearhead an initiative to go to one network that handles our traffic? If so, how would it be funded? Tom and Carey will lay out some assumptions about library management systems to bring back to us (e.g. Intranet or one ISP). Old Business Agenda for meeting with Provost The meeting has been set up for November 1st. Eleanor Heishman summarized several issues that were raised at our last meeting by Dr. Salins: strategic planning for SUNYConnect, a common interface for our online catalog, and a common acquisitions policy for SUNY. The Council discussed what to include on the agenda for the upcoming meeting. Carey presented a draft Strategic Plan based on several existing documents. The one page document was slightly revised and retitled, “Strategic Directions.” Randy Gadikian motioned to accept the document as amended. The motion carried. The document will be presented as part of the discussion with the Provost about strategic planning. The agenda will also include discussion of a common interface for the union catalog with flexibility for users to customize their desktops. It was decided to include shared storage on the agenda, noting the funding we have allocated for planning. We need to connect with the Construction Fund planning for the next five-year cycle. Another item for the agenda is a review of the year, including the selection of the pilot sites, what policies we have approved, etc. Carey will check on whether it would make sense to seek a place on the Academic VP meeting agenda. Mike Pisa stated that we should include the network access questions. The group talked about how to direct any discussion about a common acquisitions policy toward increasing the funds for joint database purchases, perhaps partnering with CUNY and private academic libraries. Concern was again raised about inadequate funding for database acquisition. There was discussion about proposing a higher investment from the SUNY-wide budget if the campuses were willing to increase their investment. Document Delivery Eleanor reported that she has formally written to NYLINK, as we had decided at a prior meeting, asking if they are interested in participating in developing the document delivery program for SUNYConnect. Non-SUNY use of SUNY Connect/Ex Libris There was a general discussion about this issue. We agreed that Alfred University is a unique case. We already sell them service to Web2. After a long discussion about what role SUNYConnect should play in joint database purchasing for non-SUNY libraries and for participating in a shared union catalog, it was agreed that we will continue this discussion at a future meeting. Implementation Cycle There are a variety of factors that will influence the initiation of the next cycle, including how well and fast the pilot goes, and if Oswego and Buffalo want to continue as multi-campus server sites. We recognized that campuses have to plan. Next sites are likely to be LAIP sites that are able to wait until March to hear if the campus is in the next round. We agreed that the February and March SAC meetings will be the time when we will finalize the next implementation phase. We will be discussing further the parameters for selection of the libraries that will be in the next round and how to choose the next server site. Implementation of required modules Carey presented the following draft language: All SUNYConnect LMS participants are required to implement the following modules as part of the initial implementation: Online Public Access Catalog (local campus catalog and union catalog) Circulation (local campus and remote patron-initiated borrowing) Authority Control (shared) Libraries may implement any other modules when and as appropriate. Following discussion Mike Pisa moved and the motion carried that we adopt this policy. New Business Strategy for extension of MultiLIs maintenance contract The contract expires in fall 2001. Carey Hatch reported on various options including negotiating an extension with an annual decreasing amount or declining simultaneous users, or going without maintenance and paying per call. Accessibility compliance ADA SUNY and New York State Tom Neiss reviewed the history of Technology Policy 99-03 requiring Priority 1, Level A compliance with WC3 guidelines. All New York State web sites were supposed to be in compliance by September 30, 2000 but Tom understands that there has been an extension. This policy is technically a legal requirement and class action claims will be taken by the state if there are complaints. This policy only covers the web; an earlier policy (Technology Policy 96-13) covers applications. Larry questioned whether vendors have to comply. Tom responded that existing contracts don’t have to comply but all future contracts will have to show compliance. We may need to work with Ex Libris on this. Our contract says that the system will be in compliance with ADA but that may not be the same as 99-03. Oracle Contract Update Mike Pisa reported that a SUNY group met with Oracle about Oracle’s ability to deliver support services and products in a timely manner in connection with the SUNY contract. The meeting adjourned at 2:44 Recorded by Janet Potter The next meeting is November 1st in Albany at 10 AM.