SAALCK

State-Assisted Academic Library Council of Kentucky
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§ SAALCK DOCUMENT DELIVERY COMMITTEE:

Meeting Record and Report to SAALCK Directors

December 17, 1997

Committee Co-chairs:
Sharon Edge, (University of Louisville) and Barbara Hale (University of Kentucky)
Committee Members:
Gary Austin (Morehead State Univ.); Jackie Calvert (Kentucky Tech Madisonville and Kentucky VoTech Schools representative); Mary Anne Dewey (Eastern Kentucky Univ.); Ruth Kinnersley (Western Kentucky Univ.); Aleeah McGinnis (Murray State Univ.); Nancy Mollett (Jefferson Community College - Downtown and Community College representative); Ann Sullivan (Kentucky State Univ.); Laura Sullivan (Northern Kentucky Univ.); Carolyn Tassie (Transylvania Univ and AICKU representative); Sarah Vaughn (Univ. of Kentucky)
Committee Members present:
Jackie Calvert; Sharon Edge; Barbara Hale, Ruth Kinnersley; Alleeah McGinnis; Nancy Mollett; Carolyn Tassie; Sarah Vaughn
Guests:
Miko Pattie, Lou Ann Conklin (future Murray State representative to replace Aleeah McGinnis)

The SAALCK Document Delivery Committee chose to meet via telelinking video sites in four cities, a true test of the Virtual Library in action. Committee members chose to attend at Bowling Green, Lexington, Louisville and Madisonville.

Agenda for the Meeting

Miko Pattie began the meeting with expanding on her role and work with the SAALCK Directors. She also highlighted the major points from the most previous Directors meetings. Miko also emphasized the need for our Committee to work on a phased implementation timeline for each component of the budget in relation to Universal Borrowing and Document Delivery. This timeline is to include tasks to be done, when they are to be done, what needs to be in place for them to be done, and, what will result if not done. This timeline would be due by January 15th, 1998.

Current charge to consider when working on the timeline:

She also gave the group some up to date information on the Virtual Library Project which is now included in the Virtual University proposal that will be before the State Legislature in January. She applauded the group in its diverse membership and how the work of such groups set the foundation for this and future statewide library projects.

Barb and Sharon then updated the group on planning that had gone on previously to this meeting, which was in fact the first meeting of the SAALCK Document Delivery Committee. The Co-Chairs had worked over the past year with the Interlibrary Loan Sub-committee of the Document Delivery Committee. Detailed data had been gathered on resource sharing activity among the SAALCK Libraries (SAALCK Interlibrary Loan Operations) and a survey (SAALCK Interlibrary Loan/Document Delivery Questionnaire) had been conducted with SAALCK institutions on Document Delivery activities currently in place. Much of this data gathering was instrumental in providing support for section five of the budget proposal for the SAALCK Digital Library project (now the Virtual Library project). For our project implementation planning we were told that funds designated for section five, Universal Borrowing and Document Delivery (original allotments, plus addendum amounts) could be treated as a whole, but that we needed to stay within the total allotment for the section.

The group then began detailed work on the timeline that would be needed, breaking timeline activity into the five components of section 5 of the budget, Universal Borrowing and Document Delivery.

5.1 Ariel System for Community College Libraries and extended campuses

Background: The SAALCK Libraries, with grant funding received from the Department of Education, have installed and are successfully using the Ariel Document Transmission System and seeing improvements to Interlibrary Loan transactions previously photocopied and mailed. Expansion of this technology to Community College Libraries is critical to the project. Questions also arose regarding Ariel workstations for the Vocational Technical Schools. Since none of the locations had the necessary ethernet connectivity, reliance on a fax or courier delivery of articles may be required to expedite article delivery to these sites. Future planning should be considered for connectivity and providing these institutions the funds to install the same workstations.

  1. Task 1: To get up to date cost information on hardware needed for an Ariel workstation to be in place at all Community College sites Timeline: January 1998 Resources needed: Individual committee members time Who: Nancy Mollett & Barb Hale Results if not done: will create delays in purchase/implementation
  2. Task 2: To get up to date cost information on Ariel software - contacting SOLINET for most discounted pricing available to project libraries Timeline: January 1998 Resources needed: Individual committee members time Who: Nancy Mollett Results if not done: will create delays in purchase/implementation
  3. Task 3: Conduct a connectivity survey to determine if all 18 Community College Library sites have (or will have) direct TCP/IP Internet connectivity to support the best connectivity method needed for the Ariel workstation Timeline: January 1998 Resources needed: Individual Committee members time Who: Nancy Mollett Results if not done: delays in implementation

5.2 Ariel System Hardware / Software maintenance

Background: $20,000 had been designated in this part of the budget (as recurring funds) to support maintenance to the Ariel system. Although SAALCK libraries themselves are committed to keeping the system up to date whenever possible, the group questioned whether these funds were detailed specifically for the Community College libraries or could be used to help with upgrades at SAALCK libraries? The committee members felt that all participants could benefit by training opportunities and designated first year funds to support training opportunities in use of the Ariel system

  1. Task 1: Survey institutions to find facilities available for training Timeline: May 1998 Resources needed: Individual Committee Members time Who: Ruth Kinnersley and Barb Hale Results if not done: Delay in implementation of project
  2. Task 2: Investigate costs associated with training to use Ariel (travel, workshop trainer, facility costs, etc.) - RFP for training Timeline: May 1998 Resources needed: Individual Committee members time Who: Ruth Kinnersley and Barb Hale Results if not done: delay in implementation of project

5.3 Contract Courier Service for Transporting Books

Background: the group felt this section of the budget to be very important to the project, especially with the directors who had emphasized the courier service in the latest charge to the Committee. Data had been gathered based on SAALCK ILL loan activity at the University of Kentucky's M.I. King Library with other SAALCK Libraries and Community College Libraries. Data was also tabulated to determine the average weight and cost to ship a loan via UPS (the only courier service currently in use by a SAALCK institution). The average weight of a book was 2.08 lbs, and the average cost to ship via UPS was $3.97. The current price for shipping a 2 lb. book by library rate (the predominant method of shipping ILL loans) was $2.10. This rough data was used to help determine the original budget allotment for section 5.3. The group felt that it was critical to gather hard data to support loan activity among SAALCK, Community College and AICKU libraries for determining what would be necessary for inclusion in an RFI or RFP to contract courier services operational in Kentucky.

  1. Task 1: Design a simplified statistical form to be used by all three groups so that hard data could be gathered to support an RFI Timeline: First week of January 1998 Resources needed: Individual Committee members time Who: Carolyn Tassie, Nancy Mollett, Barbara Hale Results if not done: form completed at this time, no negative impact
  2. Task 2: Estimate potential activity that could occur with VoTech Schools upon the implementation of the courier service (no ILL activity currently occurs at these sites) Timeline: done - current estimate of 300 transactions per site estimated in original budget addendum plan stands
  3. Task 3: Identify other statewide library models who use contract courier services (such as Galileo and OhioLink) and contact them to see if they would share information on their implementation Timeline: March 1998 Resources needed: Individual Committee members time Who: Sharon Edge and Sarah Vaughn
  4. Task 4: Gather Interlibrary Loan hard data for a quarterly period, data to be multiplied to obtain estimated annual activity Timeline: February - April 1998 Resources needed: Interlibrary Loan staff time at all institutions involved Who: Interlibrary Library Loan staff at all institutions involved Results: Project severely compromised if no hard data available for RFP
  5. Task 5: List contents and specifications necessary for an RFP Timeline: May 1998 Resources needed: Individual Committee members time and sample RFPs if possible Who: Sharon Edge and Sarah Vaughn Results if not completed: Project not ready for actual RFP to go forward on notification of State Legislature funding the project

5.4 Interlibrary Loan support

Background: The funds listed in this category of the budget were determined by totaling salaries and benefits of existing staff positions in Interlibrary Loan units at each of the eight SAALCK libraries. It was felt that these institutions would see heavier use of their collections through interlibrary loan sharing if the project was funded, and additional staffing would be desirable.

  1. Task 1: Consult the directors on feasibility of use of funds for full time personnel. Would the funding body look on this with disfavor, and deny funds? Ask directors if they would support allocations of these funds to support ILL at the SAALCK institutions in other ways (student funding, database management software, upgrades on equipment, etc. ) and if full time personnel was an option, would/could each SAALCK institution bear the cost of salary and benefit increases. Timeline: January 1998 Resources needed: Co-chairs time and attendance at January Directors meeting Who: Sharon Edge and Barbara Hale Results if not done: potential loss of funding to support ILL operations at SAALCK institutions or no specific alternate funding to replace full time staffing
  2. Task 2: Update SAALCK homepage to represent current members of the Interlibrary Loan Subcommittee Timeline: January 1998 Resources needed: individuals time for contacting SAALCK ILL units and expertise to update homepage Who: Miko Pattie and Barb Hale Results if not done: inaccurate list for purposes on meeting planning, etc.
  3. Task 3: Convene an Interlibrary Loan Sub-committee meeting to devise an allocation scheme for Interlibrary Loan support at the SAALCK institutions Timeline: May 1998 Resources needed: ILL subcommittee members time and travel to attend meeting Who: Sharon Edge and Barb Hale to provide advance notification of meeting, and individual ILL Sub-committee members for meeting attendance and participation Results if not done: no clear definition of allocation of funds if received

5.5 Universal Borrower support

The funding request listed in this category is primarily designated for research purposes. It is the understanding of our Committee that many statewide projects have dealt with the problem of system wide technological verification to determine that library users members of the institutions participating in the project and are in good standing at their home institutions.

  1. Task 1: To begin researching the problem, gather information from other projects who have been tackling the problem, compile list of problems, and bring to our projects specialists for consultation Timeline: 1st year of project Resources needed: Individual committee members time and specialists to contact Who: Sharon Edge/Barb Hale - consult Electronic Services Committee (ESC) Results if not done: project that may be compromised by use of non-member library users, or users who are delinquent at their home institutions

Absent Committee members will be contacted to see if additional help can be obtained for the completion of the tasks.

Respectfully submitted,

Barbara Hale and Sharon Edge
SAALCK Document Delivery Co-Chairs

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