The minutes of the August 7, 2001 meeting were approved with the following amendments: On page 3, lines 1 and 2 under the heading "Electronic Resources" was changed to "Larry agreed to prioritize the list and determine how much campuses are spending on core resources." Page 3 under the heading "Next Meeting Agenda," the phrase "Data Base Plan" was changed to "Database Plan."

OLD BUSINESS

Implementation Update

Maureen reported that the meetings scheduled with Ex Libris to discuss the next wave and the Union Catalog on September 12 and 13 were rescheduled. Conference calls scheduled with Ex Libris staff (E.L.) are addressing the planning for the next wave of migrations. The Union Catalog development meeting was rescheduled for October 24. For the next wave, a baseline template is being built for the configuration of modules and table set up. E.L. will provide a list of tables that must be configured. They stated they will also create documentation for those tables needing local configuration. E.L. will be helping the OLIS create a SUNY tree of tables which will serve as a standard template for future migrations. This is expected to be completed in three or four months. The tracking of implementation questions is expected to be accomplished through a web-based problem reporting.

The seven directors involved in the next migration received an E-mail from Maureen with guidelines to assist them with the formation of implementation teams. They were asked to submit names of project managers and backups as well as their availability to meet with OLIS staff members in November. At this time, an overview of the migration project from the SUNY perspective will be shared. The Training Center in Syracuse will be used for Aleph training for this next group of campuses.

After the meeting in Syracuse, there will be a session with the E.L. project management staff. This meeting will take place approximately a week later and will begin Ex Libris’ involvement in the migration process.

Regarding the Union Catalog, Maureen explained that the Data Management Working Group has developed a merging algorithm to test. The Access Management Working Group has been holding regular conference calls to develop guidelines for universal borrowing. Naomi Leiser from E.L. will participate in the next call of the Access Management Working Group to answer questions related to universal borrowing functionality in Aleph.

Laura Murray and Michelle Moorhead are presently working on a web template that will be a prototype for an Aleph web OPAC that could be used by campuses. Maureen stated that the Web OPAC template will be continually evolving. Laura and Michelle are also creating documentation to indicate what has been updated and where. A frameless version of the web OPAC is scheduled to be available later this year. Laura and Michelle will also investigate this for ADA compliance.

LMS Update on Pilot Sites

The three campuses presently in production include Fredonia, Oswego and Tomkins-Cortland. Binghamton and Stony Brook are on target and plan to migrate in January of 2002. Buffalo plans to migrate in May of 2002.

A server configuration with a development area for each institution and a production area is to be installed at the server sites. There are a number of issues with this configuration that must be resolved.

Maureen told the group that OLIS has made an arrangement with Oswego for Natalie Sturr to employ 20% of her time towards the LMS project. She will be working with OLIS on developing the documentation, particularly for Multilis sites and on developing a baseline configuration for table set-up.

Financial Plan Revisions

The Finance Committee will be meeting soon to make revisions for the new budget. Carey reported that the FTE counts are available for last year and he will use these for current billing purposes. He told the committee that $200,000 has been added to the ETI account for an electronic resources contract. He said the financial spreadsheet will be revised to incorporate Provost Salin’s model.

Document Delivery Update

Carey stated that the RFPs were due on September 28 so not much information is available yet. Peg Palmiere of Nylink will be forwarding information soon.

SliCAT

Larry stated that the September 13 meeting was rescheduled for October 11 and will consist of a vendor presentation by videoconference. He then discussed the revisions to the recommended core list which was e-mailed. He said his hope is to develop a suite of products which would be purchased through Nylink.

Larry reported that he, Carey, Marsha Ra and Nancy Steele held a conference call on October 1 to discuss how SUNY and CUNY will undertake the development of a fixed criteria for products. Nylink would serve as the intermediary and would be responsible for the contracting process.

Larry said he is working with Lisa Milewski of the Training Center on issues related to Gale and Elsevier.

In June, Larry began discussions with the libraries from the university centers and the health science centers to develop lists of cancellations or additions of titles. As of September 10, there were 100 titles for cancellation and 174 for addition. Larry agreed to conduct a survey on what products libraries currently subscribe to and if they are planning on choosing something different. He said the core document is subject to ongoing review and change.

Privacy Policy

Carey requested a motion for endorsement of the privacy policy.

Network and Telecommunications

Ted Phelps discussed changes involving SUNYNet. He referred to the SUNYNet website and the mission statement at http://www5.sunynet.suny.edu. He explained that in the years 2002 and 2003, the model will be quite different. He said that AT&T has been contracted as the provider. Pilot testing will be conducted this fall at SUNY System Administration, Fredonia and Old Westbury. Changes are expected to be in operation by July 1, 2002.

SUNYNet will be managed through System Administration and will be financially transparent to campuses. Billing will be done by the provider. Ted told the group that the replacement services will be less expensive than the traditional ones. The campuses can therefore enjoy greater flexibility. Ted explained that a major advantage of the new architecture is that subscribers can place both internet and intranet traffic on a single line.

NEW BUSINESS

SUNY Remote Storage Pilot Proposal

Randy stressed the need for library storage sites throughout SUNY. He focused mainly on the University of Buffalo and the needs in western New York. He explained that some of the issues which need to be addressed include the necessity of expanding throughout all of SUNY, the type and location of a building (the use of an existing building versus construction of a new one), staffing, and ownership of the collection. Carey has in his possession a proposal from Dill and Company for a needs assessment. He said that certain government and ownership issues need to be clarified. He suggested that we look at other systems. The group agreed that more information is needed before important decisions are made.

Higher Education Initiative

Carey reported that several meetings have been held to discuss increased collaboration for higher education between the public and private sectors and how electronic resources can be shared. An all day meeting is set for October 24. One of the goals is to pay greater attention to SUNY and the academic libraries. Carey said that Nylink is the appropriate vehicle to move the process forward.

Discussion Points for Lunch with the Provost – December 4, 2001

The following items were identified as topics for discussion with Provost Salins on December 4:

Pam mentioned five items which this group needs to discuss during future meetings.

Cobleskill and Fulton want to migrate as early as possible. Maureen will tell them that they can be accommodated in the June – December 2002 time slot only if Ex Libris can support this and/or other campuses scheduled in that slot drop out for some reason.

Adjournment.

Respectfully submitted,

Randy Gadikian, Secretary

Prepared by Connie Perrin (Staff)