Yale University Library

Present: Matthew Beacom, Susan Burdick, Denise Hersey, Carol Jones, Sue Lorimer (Chair), Wesley Most

Absent: Mary Angelotti, Holly Grossetta Nardini, Maureen Malone Jones, George Ouellette, May Robertson

Guest: Martha Clark

1. Announcements

   Sue announced that she will be out for six to eight weeks beginning Monday, March 26. She asked if someone wanted to volunteer to lead the Group during her absence and asked members to think about this over the next week for resolution at the next meeting.

   Carol announced that Medical will begin to participate in Borrow Direct and will be a campus pick-up point. She only needs the list of non-circulating Medical Orbis locations to set up their profile. Those 125 people currently holding MED IDs, a special privileges status granted to Medical Center personnel, will not be eligible to participate in Borrow Direct.

   Carol also announced that she has scheduled a retreat for ILL supervisors for Friday, March 16. Some of the issues that will be considered at this meeting include:

   • Standardized lending fees across campus
   • Shipping
   • Extended OCLC access
   • A unified ILL web form (Carol has had a query about this from Jennifer Kostelnik who's updating the current ILL pages for the Front Door Redesign Committee)
   • EDD
   • The new version of Ariel

   Carol reported that Danuta asked her to review our Group's original recommendations for the purchase of a document delivery system and to review the original system price comparison we had done. She also submitted a placeholder message to the Systems Office as part of the current round of equipment requests so that Systems support would be factored into their departmental planning, even though the money for the document delivery software itself probably won't include funds from automation equipment sources.

   Sue mentioned that Sue Crockford-Peters had emailed her with a question about the Group's decision not to pursue in the immediate future the development of one web form for all types of document delivery requests. Sue (Lorimer) reported to her (Sue Crockford-Peters) that since the purchase of a document delivery system seemed imminent, we had decided to wait until that implementation to begin this process. The Group agreed that we'd be happy to review any consolidated form that Access Services might develop, but that we were not going to enter into this particular project at this time.

   Susan and Denise reported that the Circulation Support Group is going to do another Eli Express turnaround time study from April 2 through April 15. It has been determined that there is no way that Notis can help us with this study.

2. Commercial document supplier pilot project (Carol and Denise)

   Denise and Carol met last week to discuss the nature of this project and recommended that we structure the project in the following way:

   • Do a six month project with Infotrieve using their pay-by-the-article fee structure ($8.50 plus any copyright fees)
   • Limit the use of the service to items in one of the following categories:
     • Rush requests
     • Items not found in RLG or OCLC
     • Items only available from ILL lenders known to give slow service
     • Problem titles (such as those published by Gordon & Breach)
     • Items not updated to Filled within 7 days of request
   • Test Infotrieve's ability to count and correctly charge copyright fees within our fair use limits

   They will provide the Group with their written recommendation of the way the trial period should be structured this week.

   Ann Okerson has established a document delivery account with collection development funds for this fiscal year and next. It will include $20,000 each year.

   Carol also reported that she'd talked with Dan Lee at Utah about their system-wide of Infotrieve for document delivery. He said that they're using mediated requesting with the service, so that those requests that can be filled within the Utah consortium are skimmed off and sent to in-state sources. Infotrieve delivery to Utah requesters is via fax directly to the user, so he doesn't know the turnaround time but believes it to be 2-3 days. They aren't using the managed fair use option.

3. Discussion of baseline statistics gathering

   • User survey

     Denise suggested that we add the fact that the survey is available on the web to the printed survey form. Carol will edit and distribute on blue paper via Library mail on Monday.

   • Turnaround time (Carol)

     Carol will distribute the lending and borrowing forms (and their instructions) on green and yellow paper via Library mail on Monday.

     Sue will send a message to yulpub-l, announcing that the ILL turnaround time study will begin on Monday, March 19 and continue through Friday, March 30. Any user surveys returned to public desks throughout the system can be sent to Carol (ILL Department, SML).

   • Unit cost (Matthew and Sue)

     Sue mentioned that she'd met with Kim Raseman about system-wide shipping costs, now has the Shipping Room cost statistics for FY2000 and been working with them.

Recorded by Suzanne Lorimer, suzanne.lorimer@yale.edu

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