UNC Coastal Library Consortium
Coastal Consortium Advisory Committee Meeting Minutes
October 18, 2002
Fayetteville State University, Fayetteville, North Carolina
Corrected 10/24/02
Members Present: Jeff Campbell, Chair, Robert Canida, Cindy Saylor, Jean Sexton, Arlene Hanerfeld, Dan Pfohl, Jan Whitfield
The meeting convened at 10:10 a.m.
Minutes of Last Meeting
The minutes of the last meeting, July 25, 2001 were approved through email online, and are available online through UNC-Wilmington's web page
http://152.20.25.1/policies.html.
Agenda Items
10. Election Of New Chair And Secretary - Jeff Campbell
Robert Canida of UNC-Pembroke (UNC-P) was elected chair, and Jan Whitfield of Fayetteville State University (FSU) as secretary.
1. Docutek Electronic Reserve System - Dan Pfohl
Jennie Hance of Docutek made presentations at FSU on October 2nd and UNC-Wilmington (UNC-W) on October 3rd. Docutek would be an alternative to Innovative's E-Reserve system. UNC-P would need to look at the system. They can access it at http://eres.docutek.com. Login and password is uncw.
Features or advantages are: faculty can add reserve items by faxing the documents; appears easy to use; manages statistics and generates reports with better tracking of which reserve items are being used; has a management feature for fair use and copyright that will generate letters seeking permission and produce statistics; can handle reserves in multiple file formats such as Word, Power Point and others; can list hard copy reserves with a link to the online catalog.
The current cost of Innovative's system is $888.000 per year, which the Consortium would have to keep to handle the print reserves. Print version works fine. Costs associated with Docutek are $4,300.00 to install on our server, with a yearly fee of $2,000 plus $0.18 per FTE. This includes training and support. There is also a Virtual Reference component, which provides and manages online chat. Both the librarian and the end user can view the same pages, it keeps a transcript of the conversation, which can be edited for an FAQ file, and the system reverts to email when no one is online.
Not discussed at the meeting (There is also an Electronic Document Delivery component, which could be used with interlibrary loans, and a URL Checker.)
2. Extended Display - Jan Whitfield
There cannot be an extended display that lists the call number due to the fact it is a consortium catalog, the call numbers are not in the bib. Records and the members may have different call numbers.
3. Multiple IP Enhancement - Jeff Campbell and Dan Pfohl
They would like to go ahead and purchase as soon as possible. Vendors cannot tell the three schools apart due to the current set-up, which reflects UNC-W's IP address, statistics are not accurate on NC Live databases and OCLC. Discussion centered on authentication: how many links to provide and where the authentication takes place in the process; is it each database or each user session? Authentication may become a problem for computers on campus located in public service areas of the library, but it will improve off-campus access. Once proxy server is accessed, it decides whether to authenticate based on IP range. On-campus, don't authenticate, off-campus, authenticate. Closing the browser on-campus may not break the authenticated session. FSU and UNC-P users log in and out, and sometimes computers are shut down, this will break authenticated session. There may be a script that could be written to automatically run the authentication in the morning. If have to re-authenticate during the day, then a "generic user login" might have to be set up. A solution may be to use Journal Finder, then it will authenticate.
There are more advantages than disadvantages. Pursuit of purchase was approved by the committee, and to go with Innovative software for system uniformity and service.
4. New Server - Dan Pfohl
Dan brought updated information on the new server. Innovative has three price proposals that reflect set-up, shipping, hardware and operating systems and support. The first Innovative price, at a cost of $49,301.00, reflects a 36-month maintenance agreement. The second Innovative price, $40,617.00, reflects a one-year maintenance agreement. The third Innovative price, $43,716.00, reflects a turnkey system where they configure the server and send it, and if there are problems, they replace it. The HP/COMPAQ is the least expensive at $32,837.30 but Dan would be responsible for all of the support and maintenance.
The drop-shipped options would at best see one-half day to one day of downtime for the system. They would load the data, check IP addresses, plug-in and bring up the system. If we order now, they have a 90-day window from date of purchase. They would install on the weekend, but at a premium. They could install during a weekday during the Christmas break. UNC-W will purchase the equipment and invoice FSU and UNC-P.
The Directors last heard $32,837.30, but Dan and the committee agreed that it should be the second Innovative choice at $40,617.00. Breakdown for the schools: FSU $10,560.42; UNC-P $8,935.74; and UNC-W $21,120.84. Results will be that backups will run faster, there should be little or no downtime, and less lost data due to RAID.
5. Network Backup Routes to the INNOPAC server - Dan Pfohl
Backup lines are only 56kb, designed to carry telnet. It cannot handle Millennium. The lines have only text-based capabilities for backup. The questions are, should we continue to use them and how? How do we get around firewalls? GA would have to help, they oversee the lines at $500.00 per line, not sure if per campus or per the consortium. Dan recommends forgetting about their use as back-up lines and giving the machines back to GA and saving them the $500.00 per line. If there were any future problems, it would be GA's responsibility.
Dan will work on getting UNC-P functionality on their FTP capabilities.
6. UNC Coastal Library Consortium Governance Document - Robert Canida
The committee revised the document and it went to the library directors. The Provosts needed to see. Jeff will send a revised copy to new committee members Cindy Saylor and Jan Whitfield. He will also follow-up on where the document is currently.
7. Consortia Issues In Shared E-Resources - Jeff Campbell
Proxied databases go to UNC-W's IP address and that is reflected in the databases like WorldCat, Emerald, ABC-CLIO, and EBSCOHost. Jeff would like to see us go to a more generic look, so patrons at FSU and UNC-P are less confused. If the Multiple IP Enhancement is done during this Christmas, that will take care of the problem. If it goes into next year, we need to examine a solution. Dan will follow-up to see when the enhancement will take place. If it is just database branding, talking to the database representatives may be all that is needed to change the language to reflect all libraries. If a database is subscribed to by one library and only their patrons have access, something needs to reflect that that other library's users are not authorized to access the information. Dan will follow-up on the branding issue.
8. Export Saved Records Function - Dan Pfohl
Pro-Cite and End-Note export options are available in the online catalog as ways that records can be exported for downloading into the Pro-Cite and End-Note software for automatic formatting into a bibliography based on several styles, APA, MLA, etc.. UNC-W is working with their faculty and graduate students to use the software.
9. Millennium Acquisitions - Arlene Hanerfeld
As of July 1, 2002, UNC-W is using the Millennium Acquisitions module. They are getting the records from WorldCat to use as order records. Call numbers in the bib records are from UNC-W and they are displaying. These serve as temporary records until the item is cataloged. They still use Cat-Me for labels and holdings. A problem may be that UNC-P and UNC-W both order the item, but UNC-P receives it first, the record may be getting overwritten as UNC-P downloads their record. UNC-W is only keeping the book jacket 856 fields in the records. The First Search Table of Contents links disappear after 1 week, so those 856 fields are deleted. Upgrades to the Millennium Cataloging module will allow batching of labels and holdings, which would also allow laser printers to be used. There are a lot of records that have been submitted for material to purchase that are UNC-P and FSU users.
Other
The Carolina Innovative Users Group meeting will be held at UNC-Charlotte on November 7th and 8th.
UNC-P needs a serials cataloger. FSU has hired a new cataloger, and is interviewing for an Information Technology Librarian and a Help Desk Assistant.
Meeting adjourned at 12:20 p.m.
Respectfully submitted by,
Jan S. Whitfield, Secretary
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Last updated November 5, 2002.