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Yale University Library
Service Quality
Improvement Council
DOCUMENT DELIVERY GROUP MEETING MINUTES
3/20/02
Members present:
Barbara Amato, Mary Angelotti, Susan Burdick, Martha Clark, Denise Hersey,
Carol Jones, Maureen Jones, Jennifer Kostelnik
Announcements
Carol Jones:
- A copy of SML's shipping memo was distributed for use by other units
if needed.
- There is also a new type of account number, called a PSOO, for fees
and fines levied against delinquent borrowers. Carol will get this numbers
to units to use. PTAEO numbers are used for expenditures, the PSOO numbers
will be for income.
Jennifer Kostelnik reported that Grace Epps from Kline Science was
out and that MACS would be delayed.
Agenda Items discussed:
ILLIad Training
No definite date was known at the time of the meeting, the timing may
conflict with Orbis 2 training.
Regarding screen customization, this can easily be done, ILLIad is willing
to do "anything we want".
We will concentrate the training on the borrowing end but Carol may
bring the ILLiad trainer back if need be for the lending side. There
may be regional training which we can attend also, possibly through
Nelinet. There is a scheduled training in Southborough MA which we could
attend.
We may also want to visit libraries that have ILLiad up and running,
possibly Princeton in NJ.
EDD
A sample EDD notice from SML was distributed.
Carol would like comments about EDD pages.
Denise liked the bullet-formatted patron page
Susan didn't think we needed the "thank-you" part of the patron
message.
Denise thought a helpful addition would be to add the document size
to the patron notification page so people will be aware of the article
length and know whether their computer would be able to load and/or
print the document.
Parts of the other notification pages were explained:
There is box in which the patron can click if they want to remove the
article prior to the 3-week or 5-view limitations. The article won't
actually get deleted for awhile, so in case the item was removed by
mistake the ILL staff could possibly retrieve and re-post it.
The patrons will be assigned a PIN which is alphanumeric and can be
changed if the patron chooses, the PIN is provided with each notification
lessening the likelihood of the patron forgetting the number.
EDD (cont)
The group wanted the copyright statement that appears in the patron
notification to be the full statement not just the one liner as in the
example. (We learned since, that there's room just for the one-liner.)
There are "tokens" which can be embedded into the patron notifications
that will automatically fill in unique information for each order (example
the journal title, the PIN, the e-mail subject line)
ILL units will need 2 department e-mail accounts that allows Ariel communication
between 2 libraries (we'll all share one account) and the 2nd will link
the patron and the ILL unit. We can request additional accounts from
Debbie McGraw and advise her of the name of the account (example sslill),
she'll then give you a NETID and a password .
Carol will arrange a training session in her office for us to go through
the EDD steps and how to program the settings for EDD. The planned meeting
was for March 27, 2002 at 1:00.
Carol also wants us to think of how to market EDD, for example, shall
we put an advertisement for EDD in the envelopes of articles currently
being mailed or picked up or notify patrons in their present e-mail
notifications and state that there's a new method of delivery via the
web that will be coming soon. Carol also reminded us that a forthcoming
Nota Bene issue will feature an article on Borrow Direct and that maybe
someone could write an article about EDD. Jennifer volunteered to do
this.
Maureen cautioned that we should iron the bugs out first before any
marketing is done.
SFX
Maureen received a number of hospital requests via SFX and wondered
why. There may have been confusion as to which library the orders were
going to, some people may think SML refers to Sterling Medical Library.
The default on the form had been SML and people may not have noticed
or may not have known how to re-direct the order to the proper library.
Other SFX problems included citations that were not complete. Maureen
received citations that did not have any journal titles and/or were
missing volume and page information. It will be too time-consuming on
the staff person's part to have to identify each journal using the ISSN
which does come in on the SFX-generated orders. Some databases don't
import the bibliographic information fully, Jennifer reported problems
with the "Web of Science" database. There also seems to be
a problem with title changes, if a citation is requested from a journal
which has had a title change, the title of the journal often does not
get input in the SFX form.
Lost Books
We need to write up a procedure for dealing with lost or damaged books.
Borrowers should be invoiced for damaged books. We also need a tool
to give us a "ballpark" figure of the replacement cost, especially
for foreign language or rare, out-of-print materials. If such an item
is damaged or lost we should contact the selector for advise on its
replacement.
ILL Privileges
We need a standard policy regarding extending ILL privileges to various
categories of users, for example, to alumna/e (although the Med. Library
will NOT extend privileges to alums nor can ILL privileges be purchased).
Denise thinks a colored card which would easily identify a borrower
with or without ILL privileges would be helpful.
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Last modified April 15, 2002.
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