January 6, 2003 Meeting of Administrative Council

Agenda not yet available.

Paula Kaufman, Chair, Bob Burger, Tina Chrzastowski, Bart Clark, Susan Edwards, Bernice Harrington, Barb Henigman, Lisa Janicke Hinchliffe, Tom Kilton, Betsy Kruger, Bill Maher, Nancy O’Brien, Beth Sandore, Diane Schmidt, Karen Schmidt, Susan Schnuer, Jane Somera, Karen Wei, John Weible, Joyce Wright

1. Development of Library Vision Document – Kaufman, ClarkThe Budget Group is meeting Wednesday, January 8. They expect to have a draft before then.  The draft will come back to AC/EC and after revisions will go to the Faculty meeting.
2. Information Technology assessment and Plan – Sandore
   1. The overall goal for IT in a library setting is to exploit existing technology and develop new technologies (wherever appropriate or needed) to enable Library faculty and staff to link the user with the desired information, regardless of location, form, or format, in the most efficient and effective manner possible.
   2. Build an institutional core of Library IT expertise that supports the organization’s mission by addressing critical needs.Determine the future direction for integrated library system activities, taking into account that the scope of Library bibliographic systems will undoubtedly expand as we carry out the recommendations of the Access Task Force.

      Re-focus the Library’s Web publishing activities to incorporate useful and innovative technology applications into Library information provision.

   3. Development: Make accessible to Library faculty and staff the expertise and support to get DL activities off the ground and integrated into Library programs.Transform the existing DIMTI into the Digital Services and Development unit, a central unit devoted to coordination, development, technical support, and training in DL projects and scholarly publishing activities.
   4. Create a communication structure, formal and informal, that enables Library faculty and staff to help shape IT policy and to use IT, where appropriate, to help them accomplish their current work more effectively as well as to discover new methods for finding and using information.Establish the Information Technology Advisory Committee, which provides advice to the AUL for Information Technology Planning and Policy on all aspects of Library Information Technology.

      Establish a working group structure with the objectives of supporting and coordinating digital library, new technology, and other technology-related initiatives throughout the Library system; and drawing on the expertise of individuals to provide advice on specific issues when needed to the AUL for Information Technology, and the Information Technology Advisory Committee.

      Initial Recommendations for Working Groups: Digital Library Working Group (the Library Information Technology Committee reconstituted) whose role is to serve as a forum for exchange of ideas and information about DL research project

   5. Support IT proficiency throughout the organization with technology training at various levels, and one-on-one consultation and advising, in collaboration with the AUL for Services.
   6. Integrate the proposed IT organizational model and its evaluation into the upcoming Library Strategic Planning process.Systems can provide Library faculty and staff with an explanation of service commitments for various needs, and a method by which staff can determine where their problem sits in the scheme of priorities. The Library needs to invest in problem tracking software with a knowledge management component that enables staff across units to assess the status of a request and to communicate new information that may be germane to a problem.

      There will be a two to three month turnaround for the Access Task Force.

      We are looking at the cost of problem tracking software.  AITS has contracted for software.  CLARIFY is one software product but it has a high learning curve which means a large investment in time.  We are looking at lots of things from off-the-shelf to modifying what we have.

      Please take this proposal back to your Divisions and have comments ready by the February 3 meeting.

3. Rights and Permissions Document – K. SchmidtThis will mostly impact special collections, but we wanted to make it available for everyone.  This incorporates various procedures that are already being done in some areas of the Library.  This is a way to recover expenses for research and reference beyond the usual for services for non-academic use outside the Library.

   This is not a money maker, just a cost recovery program to insure conservation and preservation of our collection.  The fees would cover the cost for reproduction and use, and provide for the preservation of the collections that are being used.

   Karen will add suggested language and send it out and this will be put forward at the February 3 meeting for approval.

4. Food and Drink Policy-ClarkUnit heads can dictate policy.  Send comments to Bart and a new version will come back to the committee.
5. Updates and AnnouncementThe Provost is no longer a presidential candidate for Ohio.

   CITES has contacted us about illegal and unacceptable use of resources at the Library terminals.  Someone has made harassing postings to a public web site using a Library terminal.  Currently the public has unauthenticated access to the terminals and we would to be able to continue to offer that.

   With that in mind, if a Division gets a call from CITES that someone has sent a harassing email please call Beth Sandore’s office so they can try to identify the user.  If someone is doing something illegal or unacceptable, we need to try to stop them.

   Re-keying – waiting for the tumblers to come in.  Everyone will be notified at least two weeks in advance of the lock changing.