Skip Maine state header navigation

Agencies | Online Services | Help

Skip First Level Navigation | Skip All Navigation

Home > MaineCat > Summit Recommendations

Recommendations from the InfoNet Summit (August 2, 2007)

Breakout Group Comments and Recommendations

  1. Requesting, Loan Rules, Settling Up & Delivery

  • Requesting and Loan Rules:
    1. Introduce more liberal lending across the board and greater equality & reciprocity among libraries (except for academic reserves). The first step would be to create a 1-week patron loan rule for certain AV items (e.g., feature films and music CDs, but not multi-volume videos or audio books). This must include a longer institutional loan period for items to move through the system (probably 17 days).  Academic libraries are generally against renewals for these items; public libraries generally favor renewals of 1 week or less. Some libraries expressed interest in an extended renewal period (from 2 weeks to 4 weeks).
    2. Reexamine status fields to fully suit our needs. For example, change item status from “Library Use Only” to something like “Local Patron Use Only.” This would serve to indicate that a library's local patrons can checkout or request MaineCat items, but it is not available to patrons of other MaineCat libraries.
    3. Allow use of the Visiting Patron function. Patrons must be educated about contacting their own home library should any issues arise. Library staff should also use the MaineCat Contacts web page to contact the proper people at other libraries.
    4. Improve training on MaineCat circulation procedures, including when to mark an item missing.
  • Settling Up:
    1. There should be a process to settle up for lost and billed items between MaineCat libraries. We need to first address the historic status quo (that nothing has been done) and move forward with a new operational method for ongoing maintenance.
    2. Lost items should be dealt with in a timely manner so the problem does not get out of hand. This can be addressed using the Institutional Overdue reports, but we must ensure that the process is consistent and training materials must be made available. We should also see how other INN-Reach systems handle these issues.
    3. Reconsider item replacement costs for appropriateness and consistency. 
  • Delivery:
    1. Priority issue around delivery is service to remote areas. One possible solution is centralized delivery locations in rural areas. Other solutions should be explored. Efforts should be made for compensating Velocity Express to make it worth their while to include remote sites on delivery.
    2. CBB libraries currently have a separate, higher priced contract w/ Velocity and effort should be made to form collective bargaining.
  • Suggested Actions:
    1. Have an InfoNet staff member responsible for SOLAR libraries. Form a SOLAR Circulation Committee. Have Circulation training for SOLAR libraries borrowing and lending through MaineCat. (InfoNet CEO)
    2. Have an URSUS representative attend Minerva Circulation Committee meetings and a Minerva representative attend URSUS Circulation Committee meetings. (Circulation Committees)
    3. Make the URSUS Circulation tutorials available to Minerva libraries. (InfoNet Staff)
    4. Send recommendation to the Circulation Committees to study changing the loan rule for certain A/V items such as motion pictures and music recordings. Suggest 7 day loan to patron and 17 day institutional loan. Need a recommendation on renewals for these items. (Circ Committees to send to URSUS Directors and Minerva Exec Bd)
    5. Have InfoNet staff add the following Item Status Codes: “LOCAL PATRONS ONLY” and “IN LIBRARY USE ONLY” then have libraries change Item Status for items. (InfoNet Staff)
      6. Ask Circulation Committees to recommend when an Item should be changed in the catalog to MISSING. (Circ Committees)
    6. Have InfoNet staff run report on lost and billed items borrowed through MaineCat and have a “First Great MaineCat Settle-Up” by the end of September. Schedule continuing twice a year settle-ups. (InfoNet staff)
    7. Ask Circulation Committees to study how VISITING PATRON can work across consortia lines. Circulation Committees investigate allowing groups of libraries to allow “Visiting Patrons” from participating libraries (Some URSUS libraries do this now). (Circ Committees)
    8. Investigate negotiating for all InfoNet participants for Delivery Contract—including CBB and those in very remote areas. (State Library)

  1. Cataloging and Serials

  • Training: on site and ongoing group cataloging training InfoNet-wide guidelines and “cheat sheets”
  • Communication Channels: a listserv for catalogers; joint committees across consortia lines; systems overview with flowcharts; sharing of existing standards accessible to all; open communications at MaineCat level.
  • Checklist for catalog prep prior to joining SOLAR or Minerva. Retention of unique fields (eg. 586, subject headings)
  • Expand Scoping and Limiting by Material Type when searching MaineCat.
  • Suggested Actions:
    1. Invite SOLAR Libraries to attend Minerva Library Catalog training sessions (InfoNet Staff)
    2. Have an InfoNet staff member responsible for SOLAR libraries. Have a plan for getting SOLAR catalog records (including procedures and on-going timetable) into MaineCat. (InfoNet Staff)
    3. Have a Minerva representative on the URSUS Catalog Committee and an URSUS representative attend the Minerva Cataloging Standards Committee meetings. Invite the “unaffiliated” MaineCat libraries to attend Catalog Standards meetings. (Cataloging Committees)
    4. Have Catalog Committees create “Cheat Sheets” for member libraries to use. (Cataloging Committees) Make the URSUS Cataloging Policy Manual available to all MaineCat participants . Create a Catalogers List-Serv (InfoNet Staff)
    5. Create a checklist for catalog prep prior to joining SOLAR or Minerva. (Catalog Committees)
    6. Explore adding a scope for material type when searching MaineCat. (InfoNet staff)
    7. Make URSUS cataloging tutorial available to Minerva and Solar.

  1. On-Line Resources And Creating On-Line Databases

  • InfoNet should be an attractive, user-friendly, patron-focused portal with a broader focus which is organized to serve the diverse needs of users.
    1. Look to other state consortia for a model
    2. Have a broader focus
    3. Organize the site to serve the diverse needs of users (ex. subject organization, perhaps?)
    4. One password/authentication for everything when logging on
    5. Single search (federated search) across all resources
    6. Eliminate the SSL security page
    7. Web 2.0 desirable
  • Use the InfoNet site as a clearinghouse for digital collections.
    1. Put all existing resources here, ex. Marvel, MaineCat, URSUS, Minerva, etc.
    2. Identify collections and projects that exist already and link to those, ex. Maine Memory Network, digital collections at the colleges and universities (Maine Music Box, Windows on Maine, etc.)
    3. Add blogs, podcasts, and RSS feeds that exist (Maine based)
    4. Identify needed projects for digitizing
    5. Create a steering committee for advising on eresources
  • Collaborate and Coordinate Group Purchases for digital resources.
    1. InfoNet should continue to lead discussions about cooperative buying
    2. Need more full-text content such as JSTOR
    3. Benchmark best practices from similar systems
  • Training, Continuing Education and Support
    1. Identify standards for digitization and distribute
    2. Support smaller libraries for getting collections into the clearinghouse site
    3. Professional development for all librarians via conference, NELINET, etc.
    4. Cheat sheets that assist librarians’ talk about Manie InfoNet and its components
    5. Train librarians on how to use existing resources
  • Marketing
    1. Promote the resources (Marvel, digital collections, etc.)
  • Communication
    1. Maine InfoNet needs a channel of communication with all librarians in the state (use MeLibs?, have a new listserve? blog? RSS feed?)
  • Suggested Actions:
    1. Form committee to establish InfoNet Portal.. Seek option to host portal outside state library/government web system. (InfoNet Board)
    2. Write grant to create a registry of digital collections statewide, and provide an environmental scan of collections for digitalization. Design services for digital conversion and preservation. (InfoNet Staff)
    3. Identify standards for digitalization and distribute. (InfoNet Staff)
    4. Work with State Library Consultants and others in the state to educate librarians about existing resources and create “cheat sheets” about using e resources and talking to the public about what is available. (InfoNet Staff)
    5. Work with State Library Consultants, the state PR Committee and others to form a comprehensive, statewide marketing plan for Marvel! and other e resources and digital collections. (InfoNet Staff)
    6. Explore other ways of communicating with librarians in the state about on-line resources, e.g., blogs, weekly MeLibs posts, etc.? (InfoNet Staff)
    7. Set up mentoring library systems, so libraries in a geographical area can learn from each other. Start a Train the Trainer program getting or giving training to someone from each of these geographical areas to go back and help the others in the group. (InfoNet CEO with State Consultants or ARRC libraries?)

  1. Statistics

  • Analyze who is using databases, e.g., stats on who is using Marvel! from home and/or work. ANALYZE stats from some of the most popular databases, e.g., Novelist, Masterfile Premier, Proquest Newspapers.
  • Analyze via MaineCat where collection gaps exist in the state.  Do this for different types of libraries.
  • Consistency in reporting statistics; boiler plate on how to keep statistics; mentoring programs to help fill out annual reports; ILL Statistics-best practices for how to count, e.g., titles, volumes, renewals; circulation statistics important, need Minerva statistics to be accurate-have some test sites to verify III counts. 
  • Form Committee: get librarians from small libraries on the committee; get copy of Fed report; get other items Maine should be counting that can help show the economic value of libraries.
  • Suggested Actions:
    1. Form Committee that will work with InfoNet Committees and Staff.

  1. Keeping IT Running

  • Advocate for IT:
    1. Stress the need for funding for IT
    2. Keep decision makers informed of IT trends and options
    3. Clearing house for trends and options for IT staff at the local level.
  • Catalyst:
    1. Develop new services to facilitate IT use—VM for public computers in a program like WIW
    2. Build on what we have, a Wireless Phase 2 program, we have wireless, now what can we do with it?
  • Service Provider:
    1. Sponsor training perhaps through train-the-trainer programs
    2. Promote MARVEL!
    3. Have troubleshooting guides and an IT Help Desk that reference desks/IT staff could call after trying to help public or staff with a hardware/software problem; Clearinghouse for best practices
    4. “Centralize what you can, localize what you have to”
    5. Use Web 2.0 and WebJunciton to communicate information, best practices, have you tried, etc.
  • Define Relationships:
    1. List of whom to call for help/who provides what services—MSLN, Circuit Riders, ITS, MIN
    2. Clarify who is overseeing what, who is responsible for what.
  • Suggested Actions:
    1. Decide Maine InfoNet’s relationship to IT. If InfoNet is not providing the above services, find a way to work with who is and get that information to librarians. (InfoNet Board)
    2. Define Relationships: MSLN, Circuit Riders, ITS, MIN, and make an easy list of who to call for help and who provides what services. Improve communication with ITS. (InfoNet CEO)
    3. Make a troubleshooting checklist for InfoNet libraries. (InfoNet Staff)
    4. Find funding and set up a pilot program using VM and thin clients for OPAC’s and public computers. (InfoNet Staff & ITS)
    5. Market wireless—show funders how patrons are using it. (InfoNet CEO)

Cooperative Collection Development/Retention

  1. In an ideal world, Maine InfoNet libraries would be aware of other member libraries holdings when discarding or purchasing materials.  Some libraries do check for last copy status before discarding.  We need to make the MaineCat database record as accurate as possible so it can be used to make these kinds of decisions.
  2. Last Copy Center: Is it a responsibility of Maine InfoNet or its member libraries to “save” last copies?  In what context if there is no statewide plan?  What can we afford to do in terms of time and money, especially in light of digitalization projects such as Google?  Instead of warehousing hard copies, should we be digitalizing works instead? 
  3. Cooperative Collection Development--Can individual libraries help grow access to more resources by making decisions on what is already listed in InfoNet?  The example was using requesting to get copies of popular titles and purchasing professional titles for a community college children’s literature collection—or borrow Dr. Seuss titles, but purchase the latest in using children’s literature in the classroom.  Can individual libraries make collections purchased for in-house professional development available statewide?
  4. Statistics: Can we have better statistics on what subject areas are most used or where there are gaps using Maine InfoNet statistics?  Are there statistics that local libraries can get through InfoNet that would help in making purchasing decisions or adding gifts?  Is there a way for the local library to get statistics on what areas its patrons are requesting from other libraries? Can Maine InfoNet perform the data collection analysis and planning integration to assist in statewide collection development?
  5. More Cooperation: How can we analyze the economies of scale and decide the direction to take?  We already have SCOOP, are there other areas we can cooperate—centralized cataloging and/or acquisitions? 
  • Suggested Actions:
    1. Develop plan for last copy center, digitalization and cooperative collection development for hard copy, digital collections and on-line collections.  (InfoNet Board)
    2. Put links to digital collections others have developed (e.g., OAISter Project) on Portal. (InfoNet Staff)
    3. Report statistics to local libraries on what subject areas local patrons are requesting from other libraries. (InfoNet Staff)
    4. Create WIKI of special collections held by smaller libraries.

Buying Cooperatives

  1. Can we have smaller cooperatives to purchase specialized on line databases using InfoNet for negotiation with vendors and/or recommendations for database purchases? Lots of libraries already have the same databases—is there a way to negotiate for better prices from the vendor if there is only one negotiation and one invoice.
  2. System-wide database purchases could be done through committee votes and funded through grants or fees (or statewide funding?).
  3. Maine libraries could go through a larger group such as Nelinet or NERL.
  4. InfoNet libraries would like to have help with negotiations—perhaps InfoNet could prepare a Best Ways to Negotiate a Database License brochure or website or helpful hints when dealing with (name a vendor) blog.
  5. InfoNet could negotiate database licenses for individual members.
  • Suggested Actions:
    1. Find a way to create SCOOP-like contracts for on-line resources. (InfoNet CEO)