Content Access Policy and Technology Committee: Revised Charge and Work Groups
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Content Access Policy and Technology
(CAPT) Committee
Summary
The charge of CAPT has not changed significantly from its original conception, but it is more
encompassing in that it now includes digital production, preservation, and repositories explicitly within
its purview. In addition, the composition of its membership and standing work groups has changed
significantly. The standing workgroups are as follows:
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Digital Production
Repositories, Preservation, and Access
Search, Discovery, and Delivery
Web
Cataloging and Metadata
Electronic Resources
These are all described in detail below, including relationships between work groups, suggested
membership, which existing CAPT work groups these new work groups replace, if any, and also how the
work groups relate to existing units in the Library.
Overall CAPT Charge
CAPT is charged with developing a forward-looking and overarching vision for effective and innovative
user access to Library collections and resources. Its activities are concentrated in these distinct areas:
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Articulating Library-wide content access priorities,
Defining integrated technology-based services and programs that facilitate access to Library
collections and resources of all formats,
Promoting the use of standard software tools, metadata schema, object formats, data exchange
protocols, and preservation strategies to ensure that Illinois' information resources are
sustainable over the long term,
Prioritizing, evaluating, and vetting requests for technology design and development projects
that facilitate content access and management and which affect multiple units or which require
significant support from central units such as IT or CAM, and
Appointing, coordinating, and overseeing work groups for specific content access related
projects.
The goal of CAPT is to align content access policies, resources, and technologies with Library and
University goals and initiatives, especially those related to improving access to, preservation of, and
curation of content, both for licensed and in-house content regardless of format or location. In doing
this, CAPT seeks to optimize resource usage (systems, staff, budget, and infrastructure) and reduce
redundancies across operational areas related to content access, and to facilitate communications
Content Access Policy and Technology Committee: Revised Charge and Work Groups
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between work groups, other Library staff, and the University on matters related to accessing Library
materials.
Membership
Membership in CAPT is by dint of professional responsibilities within the Library. Membership is not
representative nor elected. Membership in CAPT will consist of the following twelve people:
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The three AULs due to their role in resource allocation decisions for the Library and to ensure a
broad perspective outside of just Technical Services and Information Technology.
o Tom Teper, AUL for Collections and Technical Services (co-chair)
o Beth Namachchivaya, AUL for Research
o JoAnn Jacoby, AUL for User Services
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The Director of Library IT and the Directory of IT Production Services because of the critical role
of IT in supporting access systems across the Library.
o Tom Habing, Interim Directory of Library IT (co-chair)
o Jim Dohle, Director of Library IT Production Services
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The User Experience Librarian because supporting end-user needs and usability is a key factor in
determining the success of all Library access systems.
o Suzanne Chapman, User Experience Librarian
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The chairs from the six standing work groups because they represent the operational arm of the
CAPT committee. This group may vary as new work group chairs are selected over time.
o Kyle Rimkus, Preservation Librarian (chair, Digital Production work group)
o Bill Ingram, Manager of Scholarly Communications and Repository Services (chair,
Repositories, Preservation, and Access work group)
o Bill Mischo, Information Systems Research & Development Librarian (chair, Search and
Discovery work group)
o Chris Prom, Assistant University Archivist and Leader of Web Team (chair, Web work
group)
o Michael Norman, Head of Content Access Management (chair, Cataloging and Metadata
work group)
o Lynn Wiley, Head of Acquisitions (chair, Electronic Resources work group)
Committee Chairs
Because of the critical roles of Technical Services and Information Technology in supporting access, the
CAPT chair will be shared by the AUL for Collections and Technical Services, Tom Teper, and the
Directory of Library IT, Tom Habing.
The chairs are jointly responsible for the following:
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Representing the vision and purpose of the committee,
Ensuring that the charges and rules for the committee and the work groups are followed, as
outlined below,
Content Access Policy and Technology Committee: Revised Charge and Work Groups
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Planning meetings, including setting and publicizing the agenda and schedules,
Leading meetings and ensuring they are conducted as effectively as possible,
Ensuring that the committee web site is maintained and that meeting notes are published,
Ensuring that all committee members are appropriately involved in decision making,
Facilitating change and dealing with conflict in the committee and across the Library in matters
dealing with the committee’s charge,
Delegating operational decisions to the appropriate work groups,
Communicating committee decisions and actions to the Executive Committee and Library
overall, as appropriate, and
Ensuring a smooth flow of communications between work groups, the committee, and the
Library.
Rules
The following principles govern the work of the committee:
Priorities
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CAPT is focused on strategy and high-level policy rather than operational decision making.
CAPT is responsible for facilitating discovery and access for all Library collections regardless of
format or location.
CAPT has as a priority flexible, innovative, user-friendly, and accessible discovery and access
systems which are integrated and supported across the Library.
CAPT should monitor changes to the campus/university IT infrastructure that might affect
content access policies for the Library. CAPT should also monitor the external landscape for new
technologies and trends which could affect Library content access policies.
In addition, CAPT should monitor the campus/university financial and procurement trends that
might affect content access policies for the Library.
Communication
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CAPT must ensure that the wider Library is informed of CAPT decisions and activities and that
communication channels are available to those outside of CAPT who want to submit requests
and make inquiries related to CAPT’s charge.
Decision within any Library unit which have the potential to impact access to Library content
should be vetted by the CAPT committee. Even if only unit-specific resources are initially
engaged, if a new initiative might ultimately require library-wide support it must be vetted by
CAPT.
o CAPT should periodically reinforce this policy through Library-wide communication
channels.
CAPT must ensure that the work groups make progress toward their goals; each work group
must provide a report to CAPT every two months.
CAPT should notify the Executive Committee (EC) of any changes to membership, including work
groups.
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Delegation
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CAPT or the standing work groups (with CAPT approval) may create temporary task forces to
address specific operational goals or complete specific tasks, especially for tasks that cut across
multiple of the standing groups.
o CAPT will create a template for the creation of temporary task forces.
In consultation with CAPT, standing work groups may form internal teams as needed in order to
accomplish their already established goals.
Self-evaluation
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CAPT will develop a process for internal review, including of the work groups, to be exercised in
years one, three, and five. All aspects of the CAPT committee may be considered in the reviews,
but in year one special attention should be given to the effectiveness of CAPT membership with
regard to balancing representation from Collections and Technical Services, Research, User
Services, and Information Technology. The findings of these reviews will be used to reorganize
CAPT as appropriate.
Rules Governing Work Groups
Standing Work Groups
Membership
Standing work groups have significant leeway in defining their own membership, including chairs. The
initial memberships listed for each group are meant as suggestions to bootstrap the process of team
formation. Within three months of initial formation, each work group must present to the CAPT
committee for approval a final roster and membership plan which follows the guidelines shown below:
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It is the intention that work groups should be mostly composed of “leaderful” staff who are
actually engaged in the work related to the group’s charge. This implies fairly static
membership; however, in order to avoid insularity, work groups may have members from
outside of the group’s immediate charge. This may be done to provide cross-training
opportunities and strengthen ties between synergistic groups, to broaden staff exposure outside
their normal areas, or to provide a broader perspective to the group. Normally only one or two
members of a work group should come from outside the group’s immediate domain, with these
members being rotated in or out of a work group on a two-year cycle.
o Each standing work group has a list of other groups for which there is a strong affinity;
ideally these groups should have a member in common.
o Note that not everyone engaged in work related to a CAPT work group needs to be a
formal member of that work group. However, work groups may want to consider
rotating new members from their units into the official work group on a regular basis.
Each group should have a chair and a vice-chair. The vice-chair acts as a backup to attend
meetings or perform other official duties when the chair is otherwise unavailable, such as travel,
sabbatical, etc. In the event that both the chair and vice-chair are unavailable for a meeting or
other official duty, the work group must select a pro tempore chair to fill in.
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The duties of the work group chairs are roughly the same as those outlined for the CAPT
committee chairs, although limited in scope to the charge of the particular work group.
The chair/vice-chair for each work group should be considered for rotation every two years.
Initially replacement will be staggered at 1 and 2 year intervals to prevent a complete turn-over
of CAPT membership every two years.
o Initially, the work group chairs should be assigned to staff with senior leadership
responsibilities within the given charge of the working group, but committees have the
leeway to elect or select through consensus their own chairs. They may want vice-chairs
to rotate into the chair position and select a new vice-chair every two years.
o CAPT strongly encourages rotating these positions so as to avoid stagnation of the CAPT
membership. However, existing chairs may be selected to serve second or subsequent
terms. For example, if the chair is also the manager of the Library unit responsible for
the work group’s activities it would make sense for that manager to continue as the
work group chair.
Changes in membership, including new chairs, should be tied to the academic calendar with new
appointments generally occurring in August at the beginning of the school year. Off-cycle
appointments may be made for new employees or in cases of job reassignment, sabbaticals, or
similar situations. CAPT and EC should be notified of membership changes as early as possible.
One person should not be on more than two CAPT standing work groups.
One person may not be chair of more than one of the standing work groups.
Communications
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High level policy or cross-cutting decisions must be communicated to the CAPT committee in a
timely manner for review and approval. It is the hope that background work requiring liaison or
input from other working groups will be completed prior to submissions requiring review or
approval.
o Regardless, work groups must provide a status report to CAPT every other month.
Significant new or revised policies which require new or shifting funds or which may impact the
entire Library or multiple units within the Library should be communicated to the Library at
large via the CAPT committee.
o However, this should not preclude work groups from directly providing status updates,
soliciting feedback, or communicating policy decisions with localized impact to the
Library at large or to specific units in the Library. If there is any doubt about the impact
of a decision, it should be brought to CAPT’s attention.
Work group initiatives that require new funding must be reviewed and approved by CAPT and
will then be referred to the Library’s Budget Group for approval.
Work groups should maintain a catalog of their ongoing projects and the staffing and resource
levels devoted to each project, including any task forces or internal work teams created by the
work group.
In addition, within three months of initial formation, each standing work group must present to
the CAPT committee a communications plan outlining which other committees and units within
the Library need to be kept appraised of the work group’s activities or vice versa and how that
communication will occur. Examples of other committees which might have a strong affinity to
Content Access Policy and Technology Committee: Revised Charge and Work Groups
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different work groups include the User Education Committee, Reference Management Team,
Library Assessment Committee, among many possible others.
Cooperation
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Work groups must be cognizant of overlaps in responsibility with peer work groups and
coordinate cross-cutting activities appropriately. If there is a strong affinity between groups,
whenever possible those groups should have some membership in common.
o Affinities are listed below for each group. Staff with membership in multiple groups is
noted next to their names.
Work groups are encouraged to consult with experts from outside the group to assist with
decision making or goal setting, as appropriate, regardless of whether the person is or is not a
member of CAPT or one of the standing work groups.
Temporary Task Forces
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CAPT will provide a template for the creation of temporary task forces.
Temporary task forces should conform to the same rules as standing work groups, as applicable,
including every other month reporting requirements to the CAPT committee.
However, temporary task forces are project-based with a specific start and end date and with
specific goals to accomplish.
In general temporary task force goals should be SMART: Specific, Measurable, Achievable,
Realistic, and Time-bound.
The chair of a temporary task force will be decided when the task force is created.
Temporary task force chairs are not considered members of CAPT.
Digital Production
Affinity Groups: Repositories, Preservation, and Access; Cataloging and Metadata
Replaces: None
Responsible Library Units: Preservation Services -> Digital Preservation/Digital Collections
Charge
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The work group is responsible for sustainable policies, procedures, technical systems, and
staffing to digitize, format, and describe digital library content for use by the UIUC community
and partners.
This includes streamlining digitization workflows and developing and conforming to consortial
and community standards and best practices.
Membership
Initially chaired by the Preservation Librarian or the Digital Collections Librarian. Initial rotation after
two years. The chair of this work group may be reappointed beyond two years due to their position as a
unit head of the Digital Preservation or Digital Collections unit. [8 members]
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Kyle Rimkus, Preservation Librarian (chair) [Also: Repositories, Preservation, and Access]
Jennifer Teper, Head of Preservation and Conservation (vice-chair)
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Jon Gorman, Application Support Specialist [Also: Electronic Resources]
MJ Han, Metadata Library [Also: Cataloging and Metadata]
Josh Harris, Media Preservation Coordinator
Tracy Popp, Digital Preservation Coordinator
Angela Waarala, Digital Collections Project Manager
Position currently open, Digital Library Technical Coordinator
Rules
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This group manages in-house and outsourced digitization efforts and coordinates external
digitization partnerships involving UIUC Library collections, such as with Google, OCA, and
HathiTrust.
The group should coordinate with appropriate subject experts on issues related to intellectual
property rights and metadata.
The selection of content to be digitized must also be coordinated with appropriate subject
specialists. [Note: Kyle, at EC’s recommendation, has proposed a special committee be formed
to oversee content selection for digitization. Not sure of the status.]
Repositories, Preservation, and Access
Affinity Groups: Digital Production; Cataloging and Metadata; Search, Discovery, and Delivery
Replaces: None
Responsible Library Units: Office of Research -> Digital Repository Management Team
Charge
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The work group is responsible for sustainable policies, procedures, technical systems, and
staffing to manage, curate, preserve, and make accessible digital library content for use by the
UIUC community and partners for the long term,
This includes selecting, implementing, and managing digital preservation, repository, and access
systems.
Membership
Initially chaired by one of the three members of the Digital Repository Management Leadership Team.
Initial rotation after one year. [7 members]
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Bill Ingram, Manager of Scholarly Communications and Repository Services (chair) [Also:
Cataloging and Metadata]
Kyle Rimkus, Preservation Librarian (vice-chair) [Also: Digital Production]
Heidi Imker, Director of the Research Data Service
Robert Manaster, Research Programmer [Also: Search, Discovery, and Delivery]
Aaron McCollough, Scholarly Communications and Publishing Librarian
o To be replaced by Repository Services Coordinator (search in process)
Chris Prom, Assistant University Archivist and Leader of Web Team [Also: Web Team]
Ayla Stein, Metadata Librarian [Also: Cataloging and Metadata]
Content Access Policy and Technology Committee: Revised Charge and Work Groups
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Rules
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This group is responsible for the Medusa Repository Services suite including the Collection
Registry, Digital Library, and Illinois Data Bank, and other systems that support local digital
preservation and access services.
Secondarily, this group is also responsible for the development and maintenance of various
repository and access systems related to locally owned and managed digital content, such as
IDEALS, CONTENTdm, Veridian, XTF, etc. This also includes the Vireo electronic theses and
dissertation system.
In addition, Library participation in consortial implementations of the above or similar systems
would also be under the purview of this group, for example the CIC Geospatial Data Discovery
Project.
This group consults with the Search, Discover, and Delivery work group on end-user
discoverability aspects of the various access and repository systems. This is to ensure that
content is indexed and findable in appropriate systems, both locally such as Easy Search or
Voyager, and externally like DPLA, WorldCat, or Google.
Systems related to the Library’s digital publishing efforts may be included in this charge as well.
This group may also offer perspectives on our participation and relationship with systems such
as LOCKSS, Portico, DPN, DuraSpace, and other collaborative repository and preservation
programs.
This group should also influence the Library’s web archiving efforts.
In addition, this group is responsible for provisioning repository and access systems such that
intellectual property (IP) and access rights are maintained and made visible to users.
Working with the Web group, this group is also responsible for the usability and accessibility of
various repository, preservation, and access systems, including support for mobile devices.
Search, Discovery, and Delivery
Affinity Groups: Cataloging and Metadata; Electronic Resources; Repositories, Preservation, and Access
Replaces: Discovery and Delivery Study Team (DDST), Integrated System Coordinating Committee (ISCC)
Responsible Library Units: No single unit in the Library has primary responsibility in this domain.
Charge
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The work group is responsible for the Library’s search and discovery services, especially those
services which cross multiple domains, formats, access systems, or vendor products.
This includes policies, procedures, and documentation to optimize discovery and delivery of
library content for use by the UIUC community and partners.
This also includes selecting, implementing, and managing discovery and delivery systems, and
quality assurance practices.
Membership
Initially chaired by the Information Systems Research & Development Librarian. Initial rotation after two
years. [10 members]
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Bill Mischo, Information Systems Research and Development Librarian (chair)
Vacant (vice-chair)
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Susan Avery, Instructional Services Librarian
Suzanne Chapman, , User Experience Librarian [Also: Web]
Kirstin Dougan, Music and Performing Arts Librarian
Jay Heldreth, Access and Mobile Services Research Programmer [Also: Web Team]
Lisa Hinchliffe, Coordinator for Information Literacy Services and Instruction
Robert Manaster, Research Programmer [Also: Repositories, Preservation, and Access]
Michael Norman, Head of Content Access Management [Also: Cataloging and Metadata]
Cherié Weible, Head of Central Access Services
Sarah Williams, Life Sciences Data Services Librarian
Rules
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This group is responsible for cross-collection, web-scale discovery, currently provided by the
locally-developed Easy Search system.
This group is also responsible for consulting with the Repositories, Preservation, and Access
group on the design and user services aspects of various access systems such as Contentdm,
Veridian, etc., especially in regard to how to optimize the discoverability of content in those
systems.
This group, working with the Cataloging and Metadata group, will be responsible for
representing the Library and working with CARLI on the Voyager replacement.
This group is responsible for end-user documentation, publicity, and outreach related to Library
search, discovery, and access systems.
Working with the Staff Development & Training Committee (SDTC), it is also responsible for
training Library staff in the use of these systems.
Working with the Web group, this group is also responsible for the usability and accessibility of
various search, discovery, and delivery systems, including support for mobile devices.
Web
Affinity Groups: All other groups, see the rules below.
Replaces: Web Advisory Work Group
Responsible Library Units: Library IT Production Services -> Web Team
Charge
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The work group is responsible for sustainable policies, procedures, technical systems, and
staffing to maintain the Library’s web sites, including Library home page, and the CMS.
This includes assisting with the development and maintenance of unit and other specialized web
pages for the Library.
The group ensures that Library web pages are usable, accessible, and meet the information
seeking needs of the intended users.
Content Access Policy and Technology Committee: Revised Charge and Work Groups
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Membership
Initially chaired by the lead for the Web Team. Initial rotation after one year. The chair of this work
group may be reappointed beyond two years due to their position as the leader of the Library’s Web
Team. [9 members]
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Chris Prom, Assistant University Archivist and Leader of Web Team (chair)
Suzanne Chapman, User Experience Librarian (vice-chair) [Also: Search, Discovery, and Delivery]
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Jim Hahn, Orientation Services and Environments Librarian and Lead of Prototyping Team
Jay Heldreth, Access and Mobile Services Research Programmer [Also: Search, Discovery, and
Delivery]
Jemma Ku, Internet Applications Systems Specialist
Crystal Sheu, E-Learning Specialist
Robert Slater, Technical Architect for Web Content
William Weathers, Web Developer and User Interface Specialist
Helen Zhou, Electronic Access Specialist
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Rules
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The Web Group should be consulted with respect to any actions or decisions by other groups
that could have an impact on the Library’s web sites.
The Web Group is responsible for any internal web services or APIs upon which the Library’s
web sites may depend. They may work with other units in the Library in designing, developing,
and maintaining these services, but they will act as the service owners.
This group is responsible for the accessibility of the Library’s web pages, ensuring that applicable
accessibility regulations and best practices are followed.
This group is also responsible for ensuring that Library web pages are usable across a broad
spectrum of devices and platforms; support for mobile and hand-held devices should be a
priority.
This group should be consulted prior to any unit within the Library engaging the services of a
web design contractor or consultant from outside the Library.
While not necessarily the service owners, the Web group provides technical and administrative
support for systems such as Omeka, LibGuides, and similar CMS-like systems which provide
access to Library information and resources and which benefit from a similar look and feel to
other Library web assets.
Cataloging and Metadata
Affinity Groups: All groups with the possible exception of the Web group
Replaces: Cataloging Work Group
Responsible Library Units: Content Access Management
Charge
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The work group is responsible for sustainable policies, procedures, technical systems, and
staffing to maintain the Library’s Online Public Access Catalog and similar systems and finding
aids used to provide access to the Library’s physical and digital collections.
Content Access Policy and Technology Committee: Revised Charge and Work Groups
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The group ensures conformance to state, national, and international standards.
This group also documents and promulgates cataloging, classification, authority control, and
holdings policies and principles to all staff charged with maintaining Library records.
Membership
Initially chaired by the head of Content Access Management (CAM). Initial rotation after two years. The
chair of this work group may be reappointed beyond two years due to their position as the head of the
Content Access Management unit. [11 members]
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Michael Norman, Head of Content Access Management (chair) [Also: Search, Discovery, and
Delivery]
MJ Han, Metadata Librarian (vice-chair) [Also: Digital Production]
Tim Cole, Mathematics and Digital Content Access Librarian
Krista Gray, Archival Operations and Reference Specialist
Bill Ingram, Manager of Scholarly Communications and Repository Services [Also: Repositories,
Preservation, and Access]
Jenny Marie Johnson, Head of Map Library
Mary Laskowski, Head of Collection Management Services
Chloe Ottenhoff, Principal Cataloger
Nicole Ream-Sotomayor, Foreign Language Cataloging Specialist Leader
Ayla Stein, Metadata Librarian [Also: Repositories, Preservation, and Access]
Lynn Wiley, Head of Acquisitions [Also: Electronic Resources]
Rules
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This group, working with the Search, Discovery, and Delivery group, will be responsible for
representing the Library and working with CARLI on the Voyager replacement.
Electronic Resources
Affinity Groups: Search, Discovery, and Delivery; Cataloging and Metadata
Replaces: None
Responsible Library Units: Acquisitions -> Electronic Resources
Charge
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The work group is responsible for sustainable policies, procedures, technical systems, and
staffing to procure, manage, and provide access to licensed and purchased electronic resources,
such as electronic journals and e-books,
This includes working with users and vendors in troubleshooting access issues.
The group is responsible for managing technical systems related to e-resources.
The group is also responsible for gathering statistics to assist with acquisition decisions.
Membership
Initially chaired by the Head of Acquisitions. In matters related to e-resources, this group represents
and coordinates the actions of Acquisitions, Serials Cataloging, Collections, and Information Technology.
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Initial rotation after one year. The chair of this work group may be reappointed beyond two years due
to their position as the head of the Acquisitions unit. [8 members]
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Lynn Wiley, Head of Acquisitions (chair) [Also: Cataloging and Metadata]
Wendy Shelburne, Electronic Resources Librarian (vice-chair)
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Stephanie Baker, Technical Services Research Programmer
Esra Coskun, Collections Analysis and Planning Specialist
Melanie Emerson, Head of Art and Architecture Library
Jon Gorman, Application Support Specialist [Also: Digital Production]
Willy Kries, E-Book Cataloging Specialist Leader
Chris Morgan, Electronic Resources and Acquisitions Support Specialist
Rules
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Acquisition decisions are out of scope, but providing usage and other statistics to assist with
these decisions is in scope for the group.
This group will also assist with the public services issues related to e-resources, such as
instructing patrons in the discovery and use of these resources.
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CAPT’s Relationship to Existing Library Units
Executive Committee
Content Access Policy and
Technology (CAPT) Committee
Digital Production
Digital Preservation
/ Digital Collections
Preservation/Conservation
Repositories, Preservation,
and Access
Digital Repository
Management Team
Office of Research
Web Team
Library IT
Production Services
Search, Discovery, and
Delivery
Web
Cataloging and Metadata
Electronic Resources
Content Access Management
Electronic Resources
Acquisitions