Minutes of the October 28, 2005 Meeting

Roger Smith, Dean Meister, Zohreh Bonianian, Jan Reinhart, Darryl Voorhees, Chris Sterback, Shawn Rogers


Updates. [SERC, ERES flash tutorial, future of this group, etc.] / items from last meeting…4mb limit

The group discussed the 4MB limit. This has been successfully adopted and no complaints have been registered. Everyone was urged to continue to look out for and report any instances were dial up users encounter difficulty in downloading files.

There are still significant numbers of files over 4mb. In a random look, some 86 files were over 4mb with some significantly large files. These may produce difficulties for users to download and should be sub divided. Darryll agreed to oversee a check each term of file size violations.

There was a report of the U:// drive not being used as the standard back up. It is important that staff processing E Reserves utilize the U:// drive as a backup to the web server, in case of instances where files are lost, or there is a need for the original scanned document. Also, the U:// drive is utilized to collect statistics specifically because it is organized by unit. Please make sure to place a backup copy of all files, even those "born digital", in appropriate U:// drive folders and follow the protocol for removal at the end of each term.

Color scanning is available through image services, and this includes material submitted from Camden and Newark.

Syllabus format…another look with dreamweaver

We looked at the Syllabus format once again with the addition of Dean's possibility of importing syllabus files to dreamweaver, and converting to HTML. This process produces a basic "front page" reserve list that will retain the NetID information even while clicking through the individual PDF links. The issue with this method would be the acquisition, installation and training of using Dreamweaver at each reserve scanning location, and Image Services. It is still anticipated that the workload would be offset by the savings in creating individual item records bib and circulation records. However, there is still the requirement of full participation by faculty members, requiring them to develop and deliver full reading lists preferably in MSWord format with enough time prior to the start of each term to allow for processing.

Reserves Direct

Further investigation is warranted into the effectiveness of Reservedirect, the open source reserve software package offered at Emory University.

This software is built to integrate with Sirsi, and offers the users significant advantages to our current system. Advantages include a customizable portal for students to list only the classes they are enrolled in, the capacity for faculty to set up and manage their own reserve lists [including the faxing of documents onto reserve with automatic file conversion], the ability to resurrect old reserve lists on demand, the ability to export reserve links to courseware packages and much more. I encourage everyone to continuing investigating the information on the website above and at Emory's reserve tutorials


Permission Letter for E Reserves

The group reviewed a sample permission letter for copyright clearance that we would make available for professors to use in such instance where they felt they needed to obtain copyright permission. Use of the letter is not required for reserves to be processed. We will not absorb any costs that are incurred in obtaining of copyright. Material placed on reserve without this letter is still covered by fair use guidelines.

Ereserve emails for each location for faculty sending files.

We have decided to establish addition group email accounts for the units that currently scan reserve items. This will facilitate better handling of attached electronic files, rather than waiting for distribution from the centralized "ereserve@rci" account. Zohreh will explore this option and work with Darryl to implement.

Direct links to subscribed resources…

The group had a lengthy discussion of linking to articles from subscribed databases. Many reserve staff choose, or are asked to download and rename a file [or convert a file into PDF]. This is often the best option, as otherwise session specific URLs limit us to pointing the reserve user to the resource frontpage rather than the article itself. They have to do the searching. We need to continue to refine and determine a standard practice. The best result for the user is obtained when the file is downloaded, renamed with our E Reserve naming convention, and linked to the reserve record.

We also discussed incidents of faculty "using" our scanning services and either downloading our files and making them available on their own personal or department website or otherwise distributing the files. We are not responsible for copyright on these instances under our current guidelines. We could make our files "read only" to prevent the removal of the copyright stamp, but this has been deemed unnecessary. The proliferation of access and linkage to our reserve files is actually being encouraged through work being done to establish direct links/exporting of reserve files to Sakai and other courseware packages.


It has been a long time since users were surveyed for Electronic Reserve issues. A number of possible questions were raised. The NBL Reserve Functional Group will perform an initial discussion about potential survey questions. We would like to ask both students and faculty what does work with E Reserves, what does not work and what could work better. We will review at our next meeting and look to make the survey public some time in the spring.

URL: http://www.libraries.rutgers.edu/rul/staff/groups/e-reserves_working_group/minutes/eres_05_10_28.shtml
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