Document Delivery Subcommittee Minutes

Present: Linda Sherrow, Carolyn Tassie, Ruth Kinnersley, Allen Ashman, Nancy Mollette, Jackie Kinder

We met at Transylvania University to wrap up the work for ground courier services and to review the committee’s charge.

There is a snag with starting Ground Courier Service on our projected date of July 3. The supplies will not be in until July 21. The new projected date for the dry run will be Monday, July 31 and actual service will begin on Tuesday, August 1.

Jackie showed us the information that will be printed on the bags – Kentucky Virtual Library, the url and the tollfree number, no logo.

Profile sheets and maps have been collected from all but 14 sites. 15 of the 19 AIKCU libraries have decided to participate in the courier service. We still plan to have all profiles and maps collected and sent to Jerry Porter at Lanter by June 23.

We are now in the process of collecting signed service level agreements from all of the new participants- KCTCS, public libraries and AIKCU libraries. There was discussion as to whether we should also have old participants sign again, since the agreement states that it is to be renewed on an annual basis. Jackie will check with Miko on this.

The profile form and the problem report form have been posted on the website. We will post the delivery schedule as soon as we receive it from Lanter.

The subcommittee approved the Ariel Statistics Sheet as is and the Ground Courier Statistics Sheet with some minor changes. Carolyn will make the changes and send to Jackie by the end of this week. These forms will be posted on the website.

We talked about a database for shipping labels. There was a discussion as to whether this would be something ILL staff would really use or if they would continue to use the procedures they already have in place for labels. The database MOBIUS is using prints only one label per page which then has to be cut out and results in a lot of wasted paper. Instead of a database, there may be other options we can explore such as a blank label page, or a page for each participating library that has six labels for the selected library, or do we even need to do labels at all. If we do decide to have a database, Ruth has a colleague at Western who knows Javascript and could probably do one for us. We decided to think it over and come back to the next meeting with a plan.

We discussed the rough draft of the procedures and Linda,Ruth and Carolyn will make some changes and then Linda will send it the revised version to Jackie. The procedures will include examples of the actual forms. Jackie will forward it to Lanter to get their input. The final version of the procedures will be posted on the website with links to the forms and also a hardcopy with attached sample forms will be included in the initial shipment of supplies to each library.

In gathering profile forms from the various institutions, it was learned that 4 of the tech college sites have been consolidated with community colleges. These are the Pikeville campus of Prestonsburg Community College, Mayo Tech , Hazard Tech and Cumberland Valley Tech. As these sites will not be using the Ariel equipment sent to them, the committee needs to reclaim the equipment and choose 4 other sites for Ariel service.

Allen shared a website with us that is using Endeavor to create a Union List of Serials. We will be looking at this in more detail as we start to work on the third aspect of document delivery - patron- initiated interlibrary loan

On July 1, the Document Delivery Subcommittee will cease to exist and a smaller Document Delivery Workgroup will take its place. The workgroup’s focus will be on document delivery work rather than on planning. Initially, it will be a small group that may expand if needed. Letters will be sent to all Document Delivery Subcommittee members thanking them for their contributions of time and talent to the KCVL cause.

NEXT MEETING: July 20, 10 a.m. to noon at KCVL. Agenda: Wrap up plans for Ground Courier service and any other leftover subcommittee issues.