VIVA Resource Sharing Committee
UVa/VT Richmond Center
September 11, 2009
Minutes
Present: Ralph Alberico (Chair), Stuart Frazier (ODU—via speaker phone), Dorothy Lockaby (GMU),
Katherine McKenzie (W&M), Bruce Obenhaus (VT), Laurie Preston (RM), Shirley Thomas (VCU), Bethany
Wright (TCC), Tansy Matthews (VIVA)
Welcome and introductions
Delivery service vendors, options and turnaround times
VIVA 48-hour turnaround goal; use and issues with expedited delivery services (e.g. UPS “nickel and
diming” charges)
 Discussion of the various services, UPS, Fedex and some other regional services. Of the
institutions represented at the meeting, UPS was generally the service of choice based on
reliability in pick-ups/deliveries and ability to easily track and make claims when necessary.
However, high cost is noted.
 Would collecting data from VIVA institutions about expedited services (vendor performance) be
useful? May be more appropriate for the ILL subcommittee to conduct survey.
**Action item: Update UPS and Fedex contract information on the RSC website (Tansy).
ILL Subcommittee membership and charge (Stuart)
Since the Resource Sharing Committee has not been meeting consistently, new appointments to the ILL
subcommittee have not been made and people are working longer than 2 consecutive 2-yr terms
(“perpetual membership” problem). We need to get back to appointing new members in August in
order to have sufficient time to plan the Forum the following summer. The Forum is usually a good
place to recruit volunteers, but there has not been much response lately.
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Call for nominations rather than volunteers
Specify duties (number of meetings, arranging Forum)
Need to ensure staggered terms; this year some members may need to remain on. Replacing
missing members this year would accomplish this
8 members should be plenty
Plan a joint meeting with RSC (has not been done since 2005)
**Action item: Put out a call for ILL subcommittee nominations, then schedule joint meeting
Contract provisions page (Tansy)
Some contracts need to be added to the “ILL Provisions in VIVA’s Contracts for Full Text Resources”
page.
 We might also want to consider non-VIVA vendors—especially some of the larger ones.
 Institutional negotiators should be reminded to push for electronic ILL in contracts. The BioOne
contract is a good example of clear language explicitly permitting e-ILL.
 IDS Project ALIAS--Article License Information Availability Service
Based licensing assumptions on publishers’ publicly-declared policies concerning electronic
resource sharing—individual agreements would not be more restrictive than what was
ordinarily available.
 ALA committee has also discussed the issue of electronic resource sharing in licenses
**Action item: update contract information on the VIVA Resource Sharing Committee website (Tansy).
**Action item: suggest recommended contract language concerning ILL use for electronic resources
(Laurie).
What is Resource Sharing? Trends? Projects/programs we should emulate? (Working lunch)
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Tools like ALIAS, RAPID
VCU has looked at IDS and will soon begin testing RAPID. (RAPID requires an ILLiad host and
accurate serial records). As a Kudzu (subgroup of ASERL) participant, turnaround time is already
24 hours.
VIVA community is varied in size in regard to ILL and Systems staffing.
Some libraries are purchasing (or considering for purchase) recent imprints requested via ILL.
IDS: taking advantage of data at the point of request—maybe should have less distinction
between ILL and Acquisitions. For example, buying used books requested and shipping them
directly to the patron--potential problems with tracking and procedures.
Textbook requests
GMU has identified highly-requested items, ordered copies, and placed them on Reserve as a
test.
ODU screens incoming requests based on a bookstore list, but will get prior editions through ILL
if available.
Thinking in terms of content delivery…all represented institutions are currently using a link
resolver to route to electronic ILL forms. This has sometimes resulted in a greater number of
requests due to the ease of request submission.
Statewide borrowing card? We already have multiple regional consortia for direct borrowing.
UVA and VPI issue borrowing cards to Virginia residents. There is a distinction between direct
borrowing and direct, patron-initiated ILL requests. Options could be implemented at the
discretion of individual institutions. Focus should be on the VIVA community, esp. community
colleges near larger universities. There could be a benefit to distance learners. Financial issues
would have to be very efficient and planning would have to involve circulation staff. Some
institutions already stressed by high numbers of users could be overburdened.
Does Resource Sharing include more than just collections?
 Ariel came about as a purchase
 Duracloud (merging of DSpace and Fedora)—common way to manage e-content & streaming
video
 Technology in support of access to information resources
Union list idea
ALIAS (UVA is pursuing this)
- Grew out of IDS
- Combined union list=>ERM license dbase (what can be loaned)=>patron-initiated ILL
- Requires online serials holdings info.
Would like to see more sharing of these products at the forums; hope to have ALIAS demo by Midwinter
Possibilities for strategic priorities for Academic Year 2009-2010
Universal/statewide borrowing cards
ALIAS
Training and updating in trends and development
Investigation: ILL and Special Collections/AV materials
Scan to loan
What are institutions doing with deflections?
Scanning:
Establish scanning standards (document on Share-ILL)
When we meet with ILL subcommittee; identify or endorse standards
ALA annotations to ILL Code
ASERL best practices
Color scanners
Scanning for assisted technology
Survey to gather information (possibly ILL subcommittee)
Data collection priorities—infrastructure and practice
Planning logistics for future meetings
For November meeting, might conduct a virtual meeting using Illuminate
- Receive invitation to meeting
- Need microphone/headset
- There is a moderator
Next face-face meeting in March (probably at the same location UVA/VT Richmond Center)
**Action item: each committee member to send Google account information to Ralph.
Respectfully submitted,
Katherine McKenzie