The minutes of the October 2, 2001 meeting were approved as distributed.

Document Delivery RFP – Nylink Courier Service

Carrie Nyc of Nylink provided an update on the document delivery RFP. She explained that the RFP has been released twice but the bids have not been well received because of high prices. Carrie stated that Nylink is interested in developing a contract with Lanter, the vendor used by OhioLink, but the timeframe with them is vague even though they are presently expanding their services into the northeast. Peg Palmiere, also of Nylink, agreed to investigate the cost of using UPS and other options while waiting to hear from Lanter. The group agreed with Carey that discussions on this topic be resumed at the March SAC meeting.

Review of the Provost’s Meeting Agenda

The members agreed to cover the following topics during the lunch meeting with the Provost: annual report highlights and discussion of SUNYConnect major issues, including LMS migration and the increasing demand for electronic resources. Additional topics include mention of the document delivery RFP and storage issues. The group briefly identified ideas they wanted to convey to the Provost.

Financial Plan

Regarding the core database plan implementation assumptions, Janet offered the following financial summary: The database fee increase will be accelerated in FY 2002-03 to $2.50 per FTE for 4-year colleges and $1.25 per FTE for 2-year colleges, generating a total revenue of $540,000 in FY 2002-03. The actual database fee revenue in FY 2000-01 was $296,741 and will be an estimated $316,500 in the current year.

Discussion centered on the future of the electronic resource collection. Issues regarding rates were raised. Carey suggested that a basic announcement be released stating that we are looking at an increase and will further explore this issue at the January SAC meeting. After some discussion, Pam offered to prepare and mail a letter which would propose a new database plan and fee structure. The letter will ask for responses to this proposal.

Meeting with Provost Salins

Introductions were made around the table.

Dr. Salins explained that the SUNYConnect initiative is one of his top priorities and he is eager to see it move forward.

In response to Dr. Salin’s inquiry as to what was holding the migration up, Carey stated it was a result of limited resources. He explained that the software wasn’t as complete as it could have been and that the upcoming migration will be easier because of lessons learned from the first. Members expressed their satisfaction of retaining Ex Libris given the requirements of the SUNYConnect project.

The following points were made during the Provost’s meeting.

• Pam explained the status of the document delivery RFP as discussed above.

• Maureen stated that the next group of campuses to migrate includes Onondaga, Cayuga, Herkimer, Upstate Medical, Cortland, Morrisville and Broome.

• In response to the Provost’s inquiry about visual interface, Carey said that Laura Murray is working on a set of web templates.

• Regarding storage, Carey explained he has met with Reese Dill of Dill & Company, who is looking at pertinent data.

• Carey said that SAC is currently defining the status of electronic resources usage and that he recently distributed 20 statistical measures to the Library Statistics Advisory Team.

• Carey agreed to put together a team to look at issues relating to electronic resources. Dr. Salins offered his assistance and said he would bring this up at the next Plenary meeting. He recommended that we explore internal issues and those with the vendors.

Dr. Salins reported that the Chancellor gave a review of the budget at a meeting of the Budget Advisory Group earlier in the day. He stated we are in a flat budget situation.

LMS Implementation

MOU

Maureen presented an updated version of the MOU that will be sent to the next seven campuses moving to Aleph. She will add a statement to the MOU that indicates the campuses are required to pay for travel related expenses while OLIS picks up training costs. Eleanor suggested that the OLIS staff visit campuses to discuss the implementation of Aleph with the Presidents, Provost, CFO and CIO. It was felt that at many campuses, this may be an imposition on the library director and the campus administration. It was decided that the site visit by the OLIS staff and SAC representatives should be at the discretion of the library director. The MOU as amended was endorsed by SAC.

LMS Update

Maureen distributed a document highlighting LMS related activities:

Union catalog development goals/timetable:

• November 2 Final decision on using Buffalo as authorities site and testing.

• November 2001 - Load Aleph version of union catalog on OLIS server; must include frameless version of Web OPAC; installation is NOT dependent on load of prototype union catalog records.

• November 2001 - Begin Web OPAC prototype.

• November 2001 - Identify sample records for the union catalog.

• ?January 2002 - Early January load of sample union catalog records onto OLIS server

• January 2002 - OPAC testing by the SUNY Data Management Working Group.

• February 2002 - Load LC Authority file on Buffalo server.

• March 2002 - Begin LC Authority interface developments/testing.

• March 2002 - Demonstration Union Catalog prototype to the SUNY Board of Trustees - one million records from six pilot sites with record equivalencies, merged display, preferred record, display embedded holdings, link to local library for circ status, and Web OPAC patron borrower request forms.

• April 2002 - Policy for types of records uploaded to the union catalog and the algorithm used to display them.

• April 2002 - Decisions for bases.

• Summer 2002 - Union Catalog Beta - load full bib extracts from pilot sites link to Central Authorities library.

• Fall 2002 - Phase One of Universal Borrowing - implementation of shared user database with selected SUNY site.

• Binghamton and Stony Brook are scheduled for a January 2002 switch to production
• Buffalo is evaluating a full data load; anticipates a summer 2002 switch to production
• Fredonia, Oswego, and Tompkins Cortland are in production
• Tompkins Cortland is implementing acquisitions

• Implementation meetings have been held with representatives from the next seven sites, OLIS and Ex Libris staff
• OLIS is working with Ex Libris to finalize the dates for data extraction and switch to production based on campus wide considerations, project management staff availability and Ex Libris and OLIS staff resources
• Initial Multilis data extractions will be in December for Onondaga and Cortland
• Test server at Oswego will be used for the migrations
• Aleph training sessions have been scheduled at the SUNY Training Center in Syracuse

• SUNYCard is not required for participation in SUNYConnect
• Shared User database will contain some level of patron information pulled from the campus patron files and will be used to validate SUNYConnect borrowers
• Carey will arrange for an SFX demonstration at the Directors retreat in April

Our next meeting is scheduled for January 22, 2002 at 10:00 am, possibly by conference call. One agenda item for this meeting will be discussion of a unified acquisitions policy for SUNY libraries which considers electronic and print resources.

Adjournment.

Respectfully submitted,

Randy Gadikian, Secretary

Prepared by Connie Perrin (Staff)