ALA RUSA MOUSS ILL Committee Meeting
Monday, June 23, 2003 8.30 – 11.15 a.m.
Metro Toronto Convention Center, 202B
ALA/CLA Annual Conference 2003
I.
Called to order at 8.50 am by Karen Liston, Chair. Twenty-six in attendance.
a. Committee Members Attending (9):
Anne Beaubien, Vice-Chair, University of Michigan (BEAUBIEN@UMICH.EDU)
Marilyn Grush, University of Delaware (mgrush@udel.edu)
Julie C. Harwell, EBSCO (jchawell@ddill.org)
Douglas Hasty, Florida International University (hastyd@fiu.edu)
Gary Ives, Texas A&M University (gives@lib-gw.tamu.edu)
Karen Liston, Chair, Wayne State University (kliston@wayne.edu)
Nada Vaughn, Washington University (nvaughn@library.wustl.edu)
Lynn Wiley, University of Illinois at Urbana Champaign (l-wiley@uiuc.edu)
Tanner Wray, University of Wisconsin – Madison, (twray@library.wisc.edu)
Committee Members Excused (4):
Ann Coder (AXC2610@dcccd.edu)
Tom Delaney (tgd@lamar.colostate.edu)
Paul Drake (DrakeP@jcl.lib.ks.us)
Kay Vyhnanek (kayv@wsu.edu)
b. Liaisons (3)
ACRL - Margaret Ellingson, Emory University (libmgw@emory.edu)
CISTI – Michael Ireland, CISTI (michael.ireland@nrc-cnrc.gc.ca)
OCLC - Collette Mak, OCLC (makc@oclc.org)
c.
II.
Observers (14)
i. Amy Boucher, Harvard University, boucher@fas.harvard.edu
ii. Denise Forro, Michigan State University (forro@msu.edu)
iii. Rebecca Gomez, Duke University (rebecca.gomez@duke.edu)
iv. Joanne Halgren, University of Oregon (jhalgren@oregon.uoregon.edu)
v. Mary Hollerich, Northwestern University Law Library (hollerich@northwestern.edu)
vi. Keiko Horton, University of Houston (khorton@uh.edu)
vii. Carol Kochan, Utah State University (carkoc@cc.usu.edu)
viii. Perrin Lumbert, Bates College (plumbert@bates.edu)
ix. Monica Riley, Atlanta University Center (mriley@auctr.edu)
x. Franca C. Rosen, Jefferson County Public Library (frozen@jefferson.lib.co.us)
xi. Charlotte Rubens, UC Berkeley (crubens@library.berkeley.edu)
xii. Carole Smale, National Library of Canada (carol.smale@nlc-bnc.ca)
xiii. Richard Wilson, Consultant (richard.wilson@rogers.com)
xiv. David Zopfi-Jordan, University of Minnesota, Law Library (d-zopf@umn.edu)
Following introductions of the ILL Committee, Liston encouraged all attendees to sign the petition for STARS
(Section to Transform Access and Resource Sharing), the proposed new section within RUSA and to
volunteer for the proposed STARS committees.
III.
Agenda reviewed and additions made.
IV.
General Announcements
a. Mick Osborne and Ian Leadley are taking early retirement at BLDSC. Richard Walker is the new liaison.
b. John Brunswick with ILLiad is ill; Margaret Ellingson distributed a get well card.
c. Ellingson distributed Fight for Fair Use buttons and copies of the ALA Washington Connection volume 7,
June 20-25, 2003 which contains an update on copyright legislation on page 3.
d. Tanner announced that 2 articles relating to ILL and collection development and the presentations made
at the last annual ALA conference had been published. The citations are:
i. Ward, S.M., T. Wray, and K.E. Debus-López, Collection Development Based on Patron
Requests: Collaboration between Interlibrary Loan and Acquisitions, Library Collections,
Acquisitions, and Technical Services, 27(2), 203-213, Summer 2003.
ii. Allen, M., S.M. Ward, T. Wray, and K.E. Debus-López, Patron-Focused Services in three US
libraries: Collaborative Interlibrary Loan, Collection Development and Acquisitions, Interlending &
Document Supply, 31(2), 138-141, 2003.
V.
Review of Minutes from Midwinter 2003
a. Corrections:
i. Attendees: Rick Uttich was a guest, not a committee member. Margaret Ellingson attended as
ACRL liaison.
ii. Reports: Per Marilyn Grush, there was not a Union Listing Working Group Report. The members
listed for the Fax Guidelines Working Group are incorrect; Gary Ives will send a corrected list.
iii. Under section VIII, Agency Liaison Reports, the ACRL copyright report presented by Margaret
Ellingson should be added.
b. Wiley/Grush moved minutes approved with corrections. The motion carried unanimously.
VI.
Old Business
a. Wiley asked how many people are rotating off the committee; there are 6 per Hollerich. Hollerich just
appointed 2 (Robin B. Moskal, University of Maryland Baltimore County (moskal@umbc.edu); Jennifer A.
Cella, University of Miami Libraries (jcella@miami.edu)) and an intern (Anthony Davis, University of
Michigan School of Information (downtime@umich.edu).
b. Wiley reported on the preconference (Drive Through ILL: Faster Than Ever While Having it "Your Way:" A
Fast-Food Buffet of ILL Workflow Options). There were 27 last minute registrations bringing the total
attendees to 77 with diverse levels of experience from various library settings (e.g. public, academic). The
group was evenly split among U.S. and Canadian attendees. All the evaluations gave high marks and
requested that the preconference be offered again; Wiley will collate the evaluations and distribute.
Wiley and Liston recognized and thanked the members of the preconference working group: Lynn Wiley;
Anne Beaubien; Mary Hollerich; Karen Liston; Doug Hasty; Paul Drake.
c. Also noted the success of the first ILL social event organized by Hollerich and Wiley. An invitation was
posted on the ILL-L list and other discussion lists inviting attendees of the conference to attend dinner at
Acqua Ristorante on Friday evening following the ILL preconference.
d. Hasty volunteered to organize a social outing to EPCOT at the midwinter meeting in Orlando. It is
tentatively planned for the Tuesday or Wednesday following the meeting in June.
e. Ireland noted the success of the ILL discussion group meeting on Saturday; Grush concurred indicating
that there were approximately 70 in attendance.
f. Status of STARS - Hollerich reported that approximately 80 signatures have been received for the petition
to form a new section within RUSA. The formal petition and supporting documentation was drafted this
spring. While 200 signatures of RUSA members are required, Hollerich plans to obtain extra signatures in
case any RUSA memberships have lapsed. She expects to receive many petitions via the mail; other
sections and RUSA committee members have shown great support and have agreed to distribute the
petition and collect signatures at various meetings. Hollerich hopes to submit the petition before
midwinter so population of the new STARS committees, working groups, etc. can begin. There has
already been a strong interest and several volunteers for various committees. Hollerich noted on the
membership renewal form for ALA there was an alignment problem that implied there was a $20 charge
to join MOUSS. There may be a drop in membership due to this problem. Hollerich shared that ALA
made one change to the supporting documentation for the new section to comply with ALA policy; the
wording now includes “library staff.” Hollerich mentioned that ALA does grant discounted membership
rates for support staff and encouraged attendees to share this information with colleagues at their
organizations and via discussion lists. Liston thanked Hollerich and Wiley for their assistance in fielding
questions while she was changing jobs and moving.
g. Rosen announced that Mary Hollerich is the recipient of the Virginia Boucher/OCLC Distinguished ILL
Librarian Award.
h. NCIP Maintenance Agency – Beaubien reported that NCIP had initially withdrawn their request to us to
serve as the maintenance agency for the NISO Circulation Interchange Protocol since the composition of
the committee changes. NCIP had identified an alternate, but that alternate has since withdrawn. So,
this opportunity is available to us again. The committee agreed that we would want to serve only in
conjunction with the LAMA SASS Circulation/Access Services Committee. Hollerich recommended that a
task force or ad hoc committee be formed as these are permanent assignments and not subject to
turnover. Wiley noted the importance of this standard and encouraged the ILL committee to pursue
appointing a task force/ad hoc committee to serve as the maintenance agency. Beaubien noted that Pat
Harris of NCIP indicated that a robust standard like NCIP would entail 1 FTE or more. There would be
two roles: 1) Maintenance Agency to support the standard and the community, 2) Registration authority
for the amendments and the changes. Ellingson recommended we receive clarification from NCIP on the
roles. Mak strongly recommended the need for practitioners to involve themselves in the standard
process. From her experience with the IPIG standard, the workload may be heavy but it is important to
have input from practitioners.
i. Liston indicated that the thank you letter to OCLC had been sent for their continued sponsorship of the
Virginia Boucher/OCLC Distinguished ILL Librarian Award, but noted that she had not received a copy of
the letter.
j. Agency Liaison and Working Group Reports
i. ALA ILL Form – Hasty reported that the changes discussed at midwinter have been implemented.
He would like Mary Jackson to review the form once more. The form will then need to be
approved by MOUSS and RUSA. The new forms will be distributed to RUSA via e-mail after the
conference. Hasty volunteered to serve as the contact point for questions about the forms; he will
also write a brief description for the use of each version (MS-Word format; PDF format, print-only
& fill-in offline; PDF format, fill-in fields online and print). The forms can be reviewed at
http://www.fiu.edu/~hastyd/illformwg.html.
ii. Integration of the Packaging and Wrapping Guidelines into the Explanatory Supplement to the ILL
Code – Harwell has contact a few people to serve on this working group and requested
volunteers among the meeting participants especially from the public library sector.
iii. Integration of the Guidelines and Procedures for Telefacsimile and Electronic Delivery of
Interlibrary Loan Requests and Materials into the Explanatory Supplement to the ILL Code – Ives
will confirm if the changes approved at midwinter were integrated within the code and will
announce on ILL-L when this has been done.
iv. ACRL Copyright – Ellingson indicated that ACRL is currently reviewing the Guidelines for the
Loan of Rare and Unique Materials, last reviewed in 1994. She will serve on that committee and
serve as our liaison. Hollerich noted that there are several ILL related guidelines from various
ALA groups that need regular review; a new committee within STARS will be charged with
maintaining relationships with the various groups. Rubens volunteered to contact Karen Muller
regarding the ALA Library Fact Sheet Number 8, Interlibrary Loans. {Rubens advised on 25 June
2003 that Muller is the contact point for revisions to this fact sheet, and her e-mail is
kmuller@ala.org.}
v. Licensing Working Group – Wiley agreed to continue to serve as liaison. Recommended going to
the ILL Project page on the LIBLICENSE web site at
http://www.library.yale.edu/~llicense/ILLproject.html.
vi. As indicated in advance, there were no reports from the Union List, UCITA, or ILL Course working
groups.
VII.
New Business
a. ALA 2004 Program Planning – Vaughn reported that the theme of the program, licensing, was
recommended at the ILL preconference. Liston suggested the name of the program be “License to Fill.”
Pending MOUSS approval, the program will be held Sunday, 27 June 2004 from 1.30 – 3.30 pm. The
focus will be on digital rights management and the impact of licensing on lending. Vaughn mentioned over
a dozen names that had been suggested for speakers. Vaughn will investigate co-sponsorship
possibilities with other ALA groups.
b. Agency reports were distributed via ILL-L and the ILL Discussion Group Meeting on Saturday, 21 June.
c. Break
d. Meeting resumed at 10.20 am for an open discussion of the agency reports process. Beaubien facilitated
and Liston recorded the following comments on flip charts. The discussion began with 2 questions by
Beaubien – What is the best way to communicate agency reports? What vendors should be asked to
report?
i. One e-mail—Reports have all been posted on the Web.
ii. Set a call and deadline for reports.
iii. Read them on Web only.
iv. Discussion group provides forum for face-to-face interactions and questions and concerns.
v. New or big points from report can be announced; otherwise paper report suffices.
vi. Discussion group forum could be way to bring issues to ILL committee if necessary.
vii. Distinction between vendors and agency and association liaisons and reports.
viii. Role of different types of liaisons.
ix. Discussion group needs less formalized reports but still spark discussion.
x. Clarify what we want from vendors:
1. Any vendor with resource sharing interest.
2. More vendors/agencies now.
3. Invitations or self-select.
xi. Midwinter written reports to be sent beforehand and reports at discussion group.
xii. 2 weeks before start of conference as deadline.
xiii. What’s the need that these reports/updates are or are not meeting? (Discussion group topic!)
xiv. Discussion group an important venue to learn beside your colleagues.
xv. Meet needs of people who can’t attend conference, too.
xvi. Individual or committee filter or edit reports.
xvii. Issues/concerns/rules/policy with posting vendor info on Web.
xviii. Hard to police. Must not be construed as an endorsement (put language on website).
xix. Some agencies send their people only because they report (professional associations especially).
e. ILL Code Review – Liston received e-mail from a borrowing library that had been billed 4 years later for
an item. The borrowing library did not find that this situation was addressed in the code. The ILL code is
not required for review for another 5 years, but Ellingson noted that review of the Code is an option at any
time. Ellingson noted that the issue in question was more suited to the Explanatory Supplement than the
actual ILL code. Wray/Hasty moved that text be drafted to address this issue in the Explanatory
Supplement. The motion passed unanimously. Beaubien and Liston will draft the text and distribute to
the committee for review.
f. IFLA Section on Document Delivery and Interlending liaison - Mary Jackson is our current liaison. Her
term expires this year. All recommended replacements were rejected by IFLA. Beaubien will investigate
this issue.
g. Preconference 2004 – RUSA would like us to sponsor another preconference. There were some
concerns expressed among the group. Hasty volunteered to coordinate. Harwell suggested investigating
demand for another preconference via ILL-L list. Wiley had strong concerns regarding pulling another
preconference together with less than a year of lead time even if we repeated the same preconference.
Also concerns of currency if we just repeated the program. Wiley indicated that there were lots of snafus
and problems with planning our first preconference and recommended the committee focus instead on
pursuing NCIP issues. NCIP is a very important standard and will have a significant impact on resource
sharing. Wray recommended a straw poll of the committee on the issue. All but one committee member
felt that the committee should not sponsor another preconference in 2004. Another straw poll resulted in a
unanimous vote to sponsor a preconference in 2005 at Chicago. Boucher, Ellingson, Harwell, Hasty, and
Liston volunteered to serve on the working group to coordinate a 2005 preconference.
VIII.
IX.
h. Comments on the new website should be sent to either Liston or Barbara D’Angelo (bdangelo@asu.edu).
Recommendation for Vice-Chair – Nada Vaughn and Julie Harwell nominated. Vote was taken, and Vaughn
will be recommended to MOUSS as the next vice-chair of the ILL committee.
Hasty/Beaubien moved that the meeting adjourn. The motion carried unanimously. Meeting adjourned at
11.15 am.