DRAGON User’s Group Minutes
Thursday, October 11, 2001
Vespasian Warner PLD, Clinton
I. Meeting called to order
Linda Shaw called the meeting to order.
II. Introductions
Linda asked everyone to introduce themselves. Joan Rhoades welcomed everyone and then gave a demonstration of their Lighting Your Fire grant purchase – equipment that automatically turns pages in a magazine or book for those patrons unable to do so for themselves. It included several different attachments that enabled turning pages by chin, foot, press of a button, etc.
III. Approval of July, 2001 minutes
Nancy Peterson made a motion to accept the July, 2001 minutes as written; Shelley Koehler seconded; the motion passed.
IV. Committee Reports
A. Database Standards - Karla Johnson –
· Stack of free MARC posters and booklets available at meeting – be sure to take as many as needed.
· Committee currently contacting libraries regarding certification. Step eight of plan has been completed. Time running out for libraries to get certified.
· Tips on attaching a reference item in Netcat:
1. Start with a in Netcat to add, once correct bib record is found.
2. Item information pops up.
3. 007 mat code = reference material. The material code is a map of items in your library.
4. Circulation Status should be NO.
5. Request Exempt should be YES to NOT circulate.
6. Call number should reflect item is a reference material.
7. If making local request, change #11 to Y.
8. #23 = status. Item statuses are found in Appendix 2A of your Circulation Users Manual. A status of 3072 = non-request, non-circulating. A book can have multiple statuses.
9. Contact Karla or other committee member with any questions.
B. Finance – Nancy Huntley – No report.
C. Policy – Becky Wright –
· Regarding recent questions on asking for/using Social Security numbers, manual “suggests” asking for two to three ID’s. Could also use parent or guardian’s ID for a child.
· Reminders:
1. Only borrower what you are willing to loan, unless you do not own a specific type of material.
2. Should never choose who to loan to; goes against the spirit of the group and is illegal.
3. Local requests – can use for anything BUT High Demand List of titles. The High Demand List is found on RPLS’s website, under the DRA section, on the same page as the reports. The High Demand List is normally generated every Monday. (Terry gave an update on the recent trouble creating the High Demand List. The list is a UDMS report, and all UDMS reports are on hold until the UDMS dictionary can be rebuilt and an upgrade to Safari UDMS v7.0 is complete. Terry planned to start that process early Friday. Membership will be notified once the process is finished.)
4. Items can be added or removed from local request in Circulation Services.
D. Technology – Cheryl Bushnell –
· Committees need your attendance, membership and input.
· If you are a member of DRA, you are also a full OCLC member.
· Watch DRA listserv for updates on new modules; e.g. Acquisitions, Serials, etc.
· Serials is a possible add-on.
· We have MFHL and will loading it in the very near future.
· Will eventually be transferring to a more windows-based environment.
· Possible change in the works: Web2 limiting, with own items displaying first.
· Keep up discussions on listserv – very helpful to everyone.
· Q: How many people have used the Inventory Scanner? Scanner is extremely expensive and doesn’t really deliver what was promised. Can the Technology Committee look at that issue?
· Q: Kid’s Catalog – what happened to that issue? Decided not to buy. DRA no longer promoting/developing the product. More effect if we customize a Web2 product for kids. To get ideas of what other have done, links to sites that have customized their Web2 especially for kids will be posted on the listserv.
· Matt reported you can subscribe to the listserv by sending an e-mail to listserv@list.rpls.lib.il.us. Leave the subject line blank, and in the body of the message type subscribe dra firstname lastname. Paul reported RPLS’s previous two listservs created some confusion, so we now have one DRA listserv and one general listserv of interest to all libraries. Doris is working on a general message of explanation to go out on the general listserv. Anyone wanting to subscribe must do so from their own e-mail accounts to insure subscription.
E. Governing Board – Linda Shaw – discussed makeup of the Committee; each chair gives a report; minutes are posted on RPLS’s Website usually within a week of meeting; works on a variety of issues. Thanks to Susan Full for her researching the recent questions on Social Security numbers.
Terry reminded everyone to send in their 2002 calendars to Sue’s attention as soon as possible, including whether or not fines are charged on Sundays and holidays.
V. RPLS Report
Paul reported on the following:
· Database numbers: titles – 1,541,640; items – 2,298,903; patrons – 398,828.
· Received letter from SIRSI on 9/24/01 stating merge with DRA was official on 8/28/01. Now officially SIRSI/DRA. Expect to continue dealing with the same people. User’s Group Conference is still planned for Spring. Most significant impact with be long-term; Taos vs Unicorn. Should be able to go with either product, once decision is made to upgrade. Merge offers more choices.
· Q: Is Unicorn more fully developed than Taos? A: Go to SIRSI website for information.
· Q: Will we as a group get a demo of Unicorn? A: Will ask for one at the appropriate time.
· Decatur Public Library conversion is on track time-wise. 90% of work done so far has been done by DPL – data and on-going communication going back and forth between DPL and DRA’s tech people. Current schedule:
1. DPL extracts data on 10/18 and sent to our server.
2. DPL will use OBC software for day-to-day operation.
3. RPLS staff will work with DRA to convert data on our database.
4. DRA’s projection of completion date – 10/30/01.
Need group’s help in keeping track of any slow-downs in response time. If response time becomes an issue, the backup plan is to move the conversion to a server in St. Louis. DPL’s contract with GEAC expires 11/30/01. Q: For libraries in surrounding area, will process create duplicate borrower records? A: Yes, unless using DPL’s barcode. Q: Can RPLS run a list of patrons for surrounding area libraries? A: Yes. Any cleanup work with be each library’s responsibility, but be careful. Be sure to leave “home” library record in database. Paul thanked the Transition Team for their help with the conversion process.
· Update on DRA Classic v2.5-2 upgrade:
1. Completed 9/16/01
2. Outstanding issues working to resolve:
§ UDMS (Terry reported on earlier)
§ Information Gateway – some prompts disappeared and need to be edited back in; e.g. patrons are not prompted to press F13 to see other locations. There isn’t an F13 key on many keyboards; confusing for patrons. Previously prompted to press L for other locations.
3. Summarized some of the features of the upgrade. Everyone should
have received the release notes with the updated documentation that was previously sent out.
· OCLC membership:
1. Statewide issue.
2. History on backloading project – goal was to take holdings of all LLSAPs and add them to WorldCat, making all LLSAP lirbraires full OCLC members and non-automated libraries selected OCLC users.
3. ILL requests – you may now receive loan requests from all over the world, and you may now request from all over the world.
4. Can download cataloging information and export bib records to the DRA database, making OCLC a third choice/resource for cataloging information. Contact Terry for specifics.
5. Training – need authorization number and basics to use; now being included in training schedule. State Library also has incorporated training sessions.
6. Betty Lou Hicks stressed not to be afraid of OCLC. No longer yearly fee to belong. Only charge is while on OCLC and using. NOTE: Once you log in and enter your authorization code, you are paying. Strongly suggest going to v-tel session at RPLS for introduction. Must go to OCLC ILL training to get authorization and login. For now, Micro-enhancer is cheap and quick way to answer requests. If using for ILL, use Passport, but cost involved. Forsyth, Shelbyville, Effingham all using successfully. Wonderful for cataloging videos. Can be easy and inexpensive to use. Contact Betty Lou for cheat sheets and further information on making cost-effective.
7. You have a right and responsibility to check for requests.
8. You get credits for anything loaned from your collection.
9. Rochester recently sent a book to New York on stress for law- enforcement families.
· Gates Foundation – of all qualifying libraries, RPLS had 100% participants apply. Of those partially qualifying, about half applied.
· Maintenance bills will be going out soon.
· Some of ISHL holdings were “lost” when dumped into WorldCat. Q: Are they the only ones affected? A: No, other OCLC members state-wide were also affected. Problem with MARC of Quality (TMQ) misinterpreting process. TMQ wants list of those libraries affected, and hopes to correct the problem soon. Another problem reported: items show up in WorldCat as being owned by a library that never owned the title.
· Q: Can Angela confirm reservations for OCLC ILL training? A: Yes.
VI. Training Consultant Proposals
Linda reported there is $30,000 in this year’s budget for training purposes. The training task
force put out an RFP and received only two proposals back; one from Lighthouse
Technologies/Naperville, IL and one from Kovacs Consulting /Ohio. Kovacs Consulting has an
impressive background. Linda reviewed the goals for the position and Ms. Kovacs proposal
addressed all goals in addition to providing training materials. She would also allow video taping of sessions, v-tel taping, etc. The contract would run through November, 2002. Ms. Kovacs is currently a user of a DRA system as a patron, so she would also be bringing that perspective to the position. Her proposal would be for one year at a cost of $48,000. The task force is proposing combining the current year’s $30,000 with a pledge of $30,000 for next year to cover the $48,000 cost for one year. Ms. Kovacs would come to us several days a month for hands-on training, and the rest of the training would be Web-based, conference calls, etc. Training would be in four-hour increments, equaling 128 hours of in-person training over the next 12 months. Lighthouse wanted to plug us into their perception, and the task force got the impression Lighthouse Technologies never really read the RFP. Kovacks Consulting would tailor training to our needs, providing materials for on-going training after the contract period expired. Lighthouse Technologies wanted $58,000 for the same number of hours, or $40,000 for less training hours. Discussion followed, including the following:
· Kovacs would hold eight workshops on specific topics.
· 128 hours of Kovacs training would include eight site-visits.
· Kovacs would provide eight months of on-going Web-based training.
· All references reported she is very personable, precise, and a great communicator.
· Proposal went to 20 IL locations and was posted on the Web. Also went to sites in Wisconsin, Indiana, DRA/St. Louis and MARC of Quality.
· Hope is that Kovacs can solve our education issues; bring us up to speed on current software to get us ready for future software; can make recommendations for our group to continue to keep up.
· Q: Will we own any Web pages she creates? A: Should be included in contract.
· Differences of hiring vs contracting for the position.
Jennie Alexander made a motion to pursue a contract with Kovacks; Jean Campbell seconded; hand vote was taken with 26 for, 6 opposed; motion carried. A recommendation will be made to the RPLS Board to pursue/accept a contract.
VII. Unfinished Business
None
VIII. New Business
A. Linda nominated Becky Wright to be the new Vice-President/President-Elect of the User’s
Group. Betty Lou motioned to accept the nomination; Helen Flynn seconded; the motion passed.
B. Linda spoke on her term as President, the evolution of the User’s Group, problems
confronted and future challenges, then passed the gavel to Shelley Koehler.
D. Committees caucused for new chairs and they are as follows:
Finance – Nancy Huntley
Technology – Pat Burg
Policy – Co-chairs Phyllis Barnard and Leeann Fisher
Database Standards – Cathy Marx
IX. Announcements
A. Governing Board meets November 1, 2001 at 9:30 a.m. at Shelbyville
B. DRAgon User’s Group meeting January 16, 2002 at 9:30 a.m. Location will be determined at
a later date.
X. Shelley motioned to adjourn the meeting; Karla seconded.
Attendees and Summary
Carolyn Greger / Mt. Pulaski Library District
Ann Adkesson / Barclay, Warrensburg
Cyndi Bowman / Argenta-Oreana PLD
Nancy Peterson / MacArthur High School, Decatur Public Schools
Becky Wright / Taylorville High School
Nina Wunderlich / Taylorville Elementary Schools
Helen Flynn / St. Teresa High School, Decatur
Betty Lou Hicks / Hanson Professional Services, Inc., Springfield
Gisela Motzkus / Illinois DOT, Springfield
Linda Meyer / Chatham Area Public
Susan Full / Springfield College in Illinois
Shelley Koehler / Shelbyville Public
Karla Johnson / Effingham Public
Jane Schmidt / IL State Historical Library, Springfield
Mary Ann Pohl / IL State Historical Library, Springfield
Janet Hicks / Pane Carnegie-Schuyler
Toni Nollman / Pana Public
Jennie Alexander / Mt. Zion District
Diane Yeoman / Mason City District
Amanda Standerfer / Effingham Public
Stephanie Edwards / Weldon Public
Matt Wilkerson / RPLS
Eileen Curry / Windsor Public
Marlene Wirth / Sullivan High School
Linda Perona / Blue Mound Public
Bobbi Benning / Athens Municipal
Nicole S. Muhs / Decatur Public
Bev Hackney / Decatur Public Library
LeeAnn Fisher / Decatur Public Library
Robyn Hendricks / Decatur Public Library
Patsy Walters / RPLS
Deb DeJarnette / Lincoln Public Library
Doris J. McKay / RPLS
Mike Barnard / Lincoln Land Community College, Springfield
Carolyn Adams / LLCC, Springfield
Cheryl Bushnell / LLCC, Springfield
Dorothy Siles / Taylorville PL
Cathy Marx / Richland CC, Decatur
Jean Campbell / Forsyth
Pam Bradford / Central A&M High School, Moweaqua
Barbara Collins / Moweaqua Public
Pat Burg / Illinois State Museum, Springfield
Linda Shaw / Rochester PLD
Colleen Mitchell / Elizabeth Titus Memorial, Sullivan
Marsha / Elizabeth Titus Memorial, Sullivan
Susan Wood / Elizabeth Titus Memorial, Sullivan
Academic = 05
Public = 27
School = 05
Special = 05
System Staff = 05
______________________
Total = 47