STAFF RESOURCES

Minutes of June 17, 2004 meeting

Present:
Stacy DeMatteo, Ines Gessner, Kristen Ko, Christopher Lee, Nita Mukherjee(recorder), Asuncion Ortiz, Will Torres, Drue Williamson, Chiaki Yamada
Excused:
Pat Belanca, Eugene McElroy

Agenda

  1. Setting goals for 2004-05
  2. Group feedback on Web Document Delivery
  3. Modifying reply date
  4. Review of RDS Keyboard Express Replies
  5. Upgrade to 2003.1/Beta test Workflows 2004, release notes on Request
  6. Functional Group expectations regarding participation
  7. Information sharing

Setting goals for 2004-05

We reviewed last yearís functional group goals to assess our progress for the 2003-04 fiscal year. Afterwards, we brainstormed ideas for the annual report, which is due at the end of this month. Possible goals for 2004/05 suggested by the group included: reporting bugs and finalizing documentation in a cheat sheet form for Web Document Delivery. Another idea was to implement a method to report and monitor equipment problems through a common database. We also decided to look at the current training documents and update them as necessary. Ines volunteered to send the electronic file of the training documentation to the group.

Group feedback on Web Document Delivery

When scanning documents, the title of the article must be put in the Bibliographic title field in Ariel. It was reported that some staff are using the Note and Article title fields, instead of the Bibliographic title field. This is an important step for RDS staff with scanners. If this is not done, then the user receives an email message with a generic and meaningless title.

During the first week of June, staff at LSM noticed that Requests were not always updated to a filled or unfilled status, and therefore, these items were not getting removed from the in- process list. However, this problem has been corrected by Systems.

Also, according to the Imaging Services staff, the RU-A-PAID daily report is not working the way it should.

Modifying reply date

The group reviewed the importance of manually changing the reply date when updating a request status if Keyboard Express is not functioning correctly. This is important because systems reports are run from this reply date field. If this date is not modified, then our statistics will be inaccurate.

Review of RDS Keyboard Express Replies

The group reviewed the draft of the new set of RDS Keyboard Express replies for Requests and Web Document Delivery. Some additional replies were suggested, and will be incorporated. Staff should consistently use these standard replies, instead of creating their own. Group members wanted more time to compare the old replies with the new ones, and it was decided that they should review the old replies more carefully. Chris volunteered to look up the replies for incomplete citations and incorrect citations, and he has forwarded these to the group. Once these replies are finalized, they will be available on each libraryís server. Staff members have been instructed to delete all the older versions of Keyboard Express replies.

Upgrade to 2003.1/Beta test Workflows 2004, release notes on Request

The 2003.1 Unicorn release has been loaded into the test system during the first week in June, and will be in production during the July 4th weekend. The new program will have more Windows-like features and interface. Workflows 2004 is a completely redesigned staff client, which is fully compatible with Windows. Any group member who is interested in participating in this beta testing should let Nita know, and she will send you instructions. Drue has already expressed her interest in this testing and has received these instructions. The deadline to complete this testing is June 30, and findings should be emailed to Nita, Judy and Chris Sterback.

The release notes for Request function for version 2003.1 were distributed. Group members were asked to review these notes.

Functional Group expectations regarding participation

FG coordinators have been advised to review absences and excuses of their group members more closely. If members are not able to attend a meeting, it is expected that s/he will contact the coordinator prior to the date with an adequate explanation. Contacting the coordinator of the group is a responsibility of the member. In addition to attendance, more active participation is encouraged.

Information sharing

Nita advised group members to continue to keep manual statistics for books and articles for the law libraries and off-campus locations. Retaining a record of these statistics is important as a backup. Staff should continue to report them on the Alexander T-drive, Vol.  1 -> Groups -> Common -> RDS Statistics (Gardner-Millereand) -> RDS Statistics

LSM reported that they are experiencing large numbers of article requests for Web Document Delivery. Since June 1st they have scanned over 150 articles. On requests where the userís school code is unavailable, staff members are verifying the user record in WorkFlows to check affiliation. LSM received full support from both Systems and Alex ILS during the first week of high volume WDD, making for fast and successful troubleshooting.

Alexander reported that they have two new voucher workers to assist with RDS. They are working from 9am-5pm, Monday-Friday. The department has also been experiencing a steady flow of both WDD and PALCI requests.

The Art Library is receiving a large number of incoming PALCI and ILL requests. This location continues to be a popular pick-up site.

Douglass/Music Library continues to fill steady ILL requests.

Stacy will be on vacation from July 1-2 and July 14-21st. Jazmine should be contacted regarding any questions at the Annex. The Annex has also recently been receiving more article requests from New Brunswick/Piscataway users.

Next Meeting

The next meeting will be held on July 13, 2004 in the Conference Room at Douglass Library.



 
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