Yale University Library

Present: Matthew Beacom, Susan Burdick, Holly Grossetta Nardini, Denise Hersey, Carol Jones, Sue Lorimer (Chair), Wesley Most, George Ouellette

Absent: Mary Angelotti, Maureen Malone Jones, May Robertson

1. Announcements

   The meeting began with much rejoicing about the selection of Pigasus Software's WINGS Request Management System as the Library's document delivery management system. A flying pig was present for the general celebration.

   Wes raised some implementation issues concerning Oracle usage, server purchasing costs, and ColdFusion support. Wes said he'd follow up with David Gewirtz and Fred Martz in order to provide the answers in the upcoming weeks.

   Sue mentioned that she had received an email message from Danuta concerning the formation of a new Document Delivery group that will be charged as the ongoing group with responsibility for implementing the new system and its related services. She will meet with Danuta tomorrow afternoon to discuss the continuing work of the current Group and its relationship to this new committee.

2. Chairmanship of the DDG

   Carol and Matthew graciously volunteered to direct, organize, and record the work of the Group while Sue's away. Carol will oversee the first two responsibilities, while Matthew -- perhaps with the help of other Group members -- will undertake the recording function.

3. Report on the ILL Support Group retreat

   Carol reported on the March 16 retreat of the ILL supervisors.

   • EDD
     There is interest in expanding the use of this electronic delivery method across campus. Karen Reardon will have Ernie Marenko talk with the Workstation Support Group (and Nadav Sela at the Divinity Library), and Carol is checking to see if Medical is ready to implement this new service.

   • Developing one ILL form
     As an interim measure, Jennifer Kostelnik and Karen Reardon will make several modifications to existing ILL forms in order update some information and to activate links to revised forms for SSL and Divinity. In her capacity as a member of the front Door Redesign Committee, detailed to work on the ILL page(s) as part of the second-level redesign effort, Jennifer offered to apply the standard formatting using content provided by the other ILL supervisors for a unified ILL form.Development of one shared form for all libraries must progress through the solution of how to offer Rush service on campus; the Group's discussion on this issue supported both the use of Infotrieve as the Library's system-wide rush request supplier (excluding Law and Medical) and the abolition of extra charges for the service across campus (excluding Law and Medical). The need to limit the number of these requests by user was briefly discussed.

   • Standard fees for ILL lending (excluding Law and Medical)
     The Group reviewed the list of recommended standard charges and suggested that they all be standardized at $20 per transaction.

   • Standard fees for ILL borrowing
     The Group proposed that there should be no fees to Yale readers for any material borrowed or otherwise obtained for their use. (The ILL group had proposed charging $5.00 for rush service and full cost for copies of dissertations not purchased for the Library's collections.) There was agreement that the service principle should be the provision of the material needed within three days of the request at no cost. If this service standard can be met, it should significantly reduce the need for rush requests.

4. Commercial document supplier pilot project

   Prior to the meeting, Denise had distributed a draft copy of the proposal to use Infotrieve as our document supplier for a six-month trial period, but because of time constraints, we postponed discussion of this document until our March 28 meeting.

5. Discussion of baseline statistics gathering

   Because of confusion about the immediate future of this Group, we briefly discussed whether we wanted to continue with establishing baseline statistics for document delivery services. Since studies or data on fill rate, turnaround time, and user satisfaction are already under way, completed, or gathered, we decided to continue with the ILL unit cost study which will be conducted in the following way over the next eight meetings.

   At each meeting, there will be a general discussion of one of the worksheets from the ARL Cost Study and the manner and type of data to be collected by each unit to complete it. The data will be collected the following week and submitted to George on the relevant Excel spreadsheet by the day before the next meeting. At the next week's meeting, we will discuss any issues pertaining to the data just collected, then discuss the gathering of the data for the next Worksheet. This method should have us complete data gathering by May 16. Matthew will be the Group's liaison with Debbie McGraw.

   For the meeting of March 28, data will be gathered for Worksheet 1: Staff, detailing the number and level of staff involved in ILL and the percentage of time each staff member is devoted to both borrowing and lending.

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

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