ILS Committee Minutes

October 4, 2023

10:00 am

SCLS Headquarters

1650 Pankratz Street

Madison, WI 53704

Hybrid Meeting = in person and using virtual Zoom option

 

Action Items:

         The IC approved the recommendation from the Circulation Services Subcommittee to create a Patron Holds History Retention Policy.

         The IC approved the recommendation from the Collection Maintenance Subcommittee to change the Levels of Cataloging Policy to add Mobile Hotspots to the PERM section.

         The IC approved the ILS Third Party Products Review plan.

         The IC approved the ILS and Discovery Layer Evaluation for 2024.

Present: Erin Foley, ACL (1), Amanda Wakeman, COL(2), Suzann Holland, MRO (3), Eddie Glade, PCPL (4), Lauren White, PDS (5), Katherine Elchert, MCM (6), Kate Hull, SUN (7), Phil Hansen, FCH (8), Nate Snortum, DCL (9, 10), Margie Navarre Saaf, Molly Warren, Susan Lee, MAD (11 -13)

Absent: None

Excused: None

Recorder: Michelle Karls (SCLS)

SCLS Staff Present: Vicki Teal Lovely, Amy Gannaway, Heidi Oliversen, Martha Van Pelt

 

1.      Call to Order at 10:01 am.

a.      Introduction of guests/visitors

                                                              i.      Amanda Wakeman (COL) is a proxy today for Debbie Bird (POR) representing Cluster 2.

b.      Changes/Additions to the Agenda

                                                              i.      None.

c.       Requests to address the Committee

                                                              i.      None.

 

2.      Approval of previous meeting minutes: August 2, 2023

a.      Motion: M. Navarre Saaf moved approval of the August meeting minutes. N. Snortum seconded.

b.      Discussion: none.

c.       Vote: motion carried.

 

3.      Action Items

a.      Recommendation from CSS:

†† Patron Hold History retention policy.

                                                              i.      A patronís Hold History will display in the patronís Discovery Layer Dashboard for a period of 30 days after each hold is issued to the patron, expired on the hold shelf, or is cancelled.

                                                             ii.      A patronsí Hold History will display in the patronís record, Hold History tab, for Library staff for a period of 90 days after each hold is issued to the patron, expired on the hold shelf, or is cancelled.

                                                           iii.      System settings that clear information are based on these ranges and can only be changed by an agreement from LINKcat Directors.

1.      Motion: This motion came from Circulation Services Subcommittee.

2.      Discussion: H. Oliversen reviewed the policy.It describes a current practice that has been in place since Koha.We just wanted to make these parameters official policy.

3.      Vote: motion carried.

b.      Recommendation from CMS:

                                                              i.      The subcommittee recommends changing the Levels of Cataloging Policy to add Mobile Hotspots to the PERM section.

1.      Motion: This motion came from Collection Maintenance Subcommittee.

2.      Discussion: A. Gannaway reviewed the recommendation.

3.      Vote: motion carried.

c.       Approve ILS Third Party Products Review plan

                                                              i.      Motion: K. Hull moved approval of the ILS Third Party Products review plan.M. Warren seconded.

                                                             ii.      Discussion:V. Teal Lovely reviewed the plan that was first presented at the August meeting.Our goal is to have a uniform review.V. Teal Lovely reviewed the current product list.The ILS Evaluation process can take up to 3 years including implementation for new software.††††

                                                           iii.      Vote: motion carried.

d.      Approve ILS and Discovery Layer Evaluation for 2024

                                                              i.      Motion: M. Warren moved approval of the ILS and Discovery Layer Evaluation for 2024.P. Hartman seconded.

                                                             ii.      Discussion: V. Teal Lovely reviewed the idea of evaluation plan with the group.We can use the 2017/2018 evaluation as a guide for the next process.SUN has heard mixed responses to the evaluation from their cluster.A few people in the cluster were excited about the Discovery Layer being looked at.A few others were interested but had questions.Is the other software weíre looking at fully web-based?Why is it necessary for it to be cloud-hosted?Some of these questions came from directors who are newer to SCLS and werenít here for the last evaluation.Cloud-hosted software is desirable because it means we donít have to have servers on-site.Server maintenance is costly and can include a lot more staff time.Fully web-based software means that it is accessible from nearly anywhere and it was a high priority in the last evaluation. Prior evaluations indicated that the other products web-based offerings were not fully functional. After reviewing software at ALA in July, we have reason to believe some vendors web-based versions are farther along.V. Teal Lovely did receive an email with concerns about the cost of moving to another software.Cost will be a major consideration and is typically one of the last factors considered in the evaluation process. Our last evaluation was done with in person demos from vendors.This may have changed since the pandemic and they may prefer to do online demos.††

                                                           iii.      Vote: motion carried.

 

4.      Reports

a.      ILS Report

                                                              i.      V. Teal Lovely reviewed the August and September ILS Reports.

b.      Circulation Services Subcommittee

                                                              i.      H. Oliversen reviewed the September meeting minutes.

c.       Collection Maintenance Subcommittee

                                                              i.      A. Gannaway reviewed the September meeting minutes.

d.      Discovery Interface Subcommittee

                                                              i.      A. Gannaway reviewed the September meeting minutes.

5.      Items from clusters for initial discussion

a.      None.

 

6.      Requests for New Service

a.      None.

7.      Discussion

a.      Discussion: Review 2024 draft Technology Plan: ILS section

                                                              i.      V. Teal Lovely sent this draft to the group via email because we didnít want to post sensitive material on the web site (want to talk about cybersecurity, but donít want it posted for anyone to see).We are being extra careful.V. Teal Lovely reviewed the 2024 draft Technology Plan: ILS Section.This was presented at the last meeting.A lot of the plan stays the same year to year.This is incorporated into our five-year plan structure.If it doesnít say ďnewĒ, itís a carryover from a previous year.OverDrive is taking longer than expected.New for 2024, is ILS/DL marketplace evaluation.Everything else pertains to Technology.We do plan to move the Technology web site behind a secure login.We will be voting on approving this at the December meeting.

b.      Discussion: Review draft 2024 Meeting Calendar

                                                              i.      V. Teal Lovely reviewed the draft.We will be approving this at the December meeting.

c.       Discussion: Prepare for the fall ILS Usersí Summit

                                                              i.      V. Teal Lovely reviewed the agenda for the ILS Summit.We will go over the plan for the software review.Tim Drexler will also be sharing some reports and database information with the group.

8.      Plan for Next meeting:December 6, 2023 at 10 am at SCLS Headquarters or via phone/video conference

a.      Action: Approve 2024 Technology Plan: ILS section

b.      Action: Approve 2024 Meeting Calendar

c.       Action: Approve 2024 Bibliovation Development Plan. This will not happen because of the upcoming ILS Evaluation.

 

9.      Adjournment at 10:41 am

 

 

For more information about the ILS Committee, contact Vicki Teal Lovely.

SCLS staff are available to attend cluster meetings to share information and answer questions pertaining to this committee meeting and other departmental projects.

 

ILS Committee/Minutes/10-2023