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May 20th, 2009 Minutes
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Article Content
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Present: Robert Hulshoff-Schmidt, Perrin Damon, Chane Griggs, Andrea Blake, Chris Bell, Kathi Ridell, Arlene Weible, Jim Scheppke
Facilitator: Chane Griggs
Minutes: Andrea Blake
1. GRS Updates: Introduction of Brian to Advisory Council. Search Engine: we have dropped out of the RFP process because we decided to pursue the free Google option because of the economic situation. It has proven very effective in initial testing. Jey, Brian, and Andrea ran tests on the Google CSE and the results were better than the ones from the current search engine. Brian has asked that Google replace USA Gov as the alternate search. Brian will send the Advisory Council the link to the Google CSE. Jim and Robert are in talks with Lon Hocklin and Dugan Petty about a press release about the cost savings to the state of the new search engine.
eClips has reached 1,000 subscriber and we will be having a celebration tomorrow.
Budget update: recommendation is that GRS budget go forward as it is. There will be one position lost from TBABS, currently it is an open position. The work session for our budget is the 1st of June. There are no stimulus funds allocated for the library.
High Performance Collection has suggested a name change to Workplace Essentials. The Council agreed that this was a good change.
2. Bylaws change: Change made throughout the document to reflect the change from GRES to GRS. There were no questions or concerns about proposed changes. These changes will be taken to the State Library Board for approval.
3. Council membership changes: Kathi Riddel and Sandy Allen will be stepping down. New candidates are Greg Aldrich and Julie Yamaka. Council agreed and Jim appointed the new members. The start with the August meeting.
4. New Advisory Council Chair: Perrin Damon will be the new Chair starting in July.
5. Outreach Activities: 602 letters sent to managers at ODOT, DAS, DHS, and DCBS. Big thanks to Joel for folding the letters and stuffing the envelopes with brochures, and to April for address labels. So far we have had 5 responses as a result of the letter. We will be creating a PDF of the letter so that people can share with their staff. We also may be planning a training tour of Eastern Oregon DMV offices.
Outreach will be setting up focus groups and agency champions during the first part of 2010.
6. Digital Archives Update: GRS is archiving electronic state documents using homegrown tools to identify and capture documents. Once identified, staff retrieves the documents, saves them to an OSL server and creates a catalog record.
OSL has partnered with the Washington Digital Archives to provide a back up for the documents on our servers. Arlene gave a demonstrated interface and search functions of web site in development: Oregon’s Digital Archives (http://www.digitalarchives.state.or.us/Search.aspx). Grant funding for this project has been extended and additional states are participating. At this point we are not promoting this web site but may wish to so as it is further developed.
7. Chat Based Reference: Charter Project for the reference workgroup which will be launching in late July/August. Reference will test this out first on a limited basis, four hours a day to see how much load there is on staff time. When not staffed by our internal staff, patrons will be redirected to L-Net. Council suggested a mid-day window of time as the best time to be available for chat.
8. Access Summit Project: This project has to do with what individual agencies allow employees to do online.
Recurring challenges: ability to get to library tools, prevention of researchers using our tools, pushing things to people, being unable to deliver to agencies because of firewalls and permissions.
The 12 month project is to get group of IT people together to discuss these problems and come up with a way to deal with them. Agencies to invite: DAS/EISPD, CIO council, known problem agencies.
Begin with a summit meeting and then hold several workgroup meetings. Ultimately we would like recommendations about how to fix problems and then develop a plan to go about this. If changes are made we would like to ensure that those changes are institutionalized at those agencies so that we have permanent solutions to problems. Another idea is to also add an IT person from this to the Advisory Council.
Staff members involved in this project: Robert, Kate, Brian, Chris.
9. Budget Concepts 2011-2013: There are three concepts that GRS is looking at possibly adding as a policy package for 2011-2013.
Preservation of library materials: there are many rare, unique, and old items in the collection that are not in good condition or are in danger of deteriorating if not properly preserved. We do have a repair program but the amount that needs analysis and repair exceeds the staff and volunteers allotted. Currently Collection Development is completing the analysis of priorities. A real preservation plan is needed. As there are no experts on staff, GRS would like bring in a professional to create a preservation plan. There may be grants available to pay for this.
Electronic Resource Funding: Subscription rates go up in an amount that exceeds the inflation rate allowed by the state. This has left a budget crunch for e-Resources for this biennium. We have cancelled some subscriptions to help for this year but we need to create a plan to maintain or modestly increase our e-Resources. There has been allocated $50,000 emergency inflation money for the next biennium but we need to create a permanent solution for this problem.
Oregon.gov FAQ: this is an enhancement that we are also pursuing a funding package for. (formerly Ask Oregon project)
Priority for the team: e-Resources needs to be taken care of as the funding issue is not going to go away.
Preservation planning is a high priority as it deals with mission critical service (preservation of OrDocs, etc). There may be alternate ways to fund rather than a policy package.
Oregon.gov FAQ has a high benefit to citizens but it is still very much in the air.
10. Next meeting is August 19th, 9:00-12:00 in B9.
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