Agreement To Participate
In the Minerva Library Management System
Introduction
First proposed in 1994, and approved by voters in the June, 1996 bond
referendum, the Maine InfoNet Project created a "Statewide
Catalog". Updated in real-time whenever a change is made on one
of ten linked system, it will ultimately reflect the holdings of hundreds
of Maine libraries. It includes requesting and load-balancing features
to support improved interlibrary lending and borrowing arrangements for
the benefit of Maine citizens statewide. The Minerva system is a key
participant in the MaineCat - Statewide Catalog.
Minerva is also a shared integrated library system offering circulation,
cataloging, public access catalog, acquisitions and serials functions.
Changes made in the Minerva database are reflected immediately in the
MaineCat. Minerva exists in large part
as a "launch pad" from which libraries also requiring in-house
automation capabilities might become a part of the statewide system.
The Innovative Interfaces Inc. software that underpins the system is
licensed to the Maine State Library and the central server hardware on
which it runs was purchased from bond funds.The Maine State Library assumes
sole legal responsibility for relationships with the vendors of software,
central server hardware and central data processing services utilized
in providing Minerva services.
The Maine State Library will provide to the participating library:
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Access to the originally licensed Innovative Interfaces software
suite -- including cataloging, circulation, public access catalog,
serials and acquisitions - at no licensing cost to the library.
Specific software products are listed in the addendum. Any additional
software products and capabilities licensed with Maine State Library
funds will automatically be added to this suite.
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Processing and formatting of existing electronic records
necessary for initial loading into Minerva, at no cost to the library.
Note that retrospective conversion of manual records, if necessary,
will be the responsibility of the participating library.
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Initial and ongoing training in use of the system, provided by Maine
State Library staff, and/or others experienced in the functions and
features of the system.
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Automatic merging of library holdings into the MaineCat - Statewide
Catalog, and provision of patron-initiated requesting capability
to patrons of participating libraries.
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Centralized management of the Minerva server, including software
updates and upgrades, hardware upgrades, hardware repairs, work aimed
at improving and maintaining database quality, and general debugging.
The Maine State Library will follow standards of practice and performance
developed in conjunction with the Minerva Users' Council.
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Centralized user support of the system, including problem resolution
assistance, system configuration assistance, general advice on use
of the system. Support will be provided through a combination
of telephone, email, web sites and fax. The Maine State Library will
follow standards of practice and performance developed in conjunction
with the Minerva Users' Council.
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Avoidance of actions that might cause undue harm to general system
performance and, should problems arise, cessation or adjustment of
such actions sufficient to ameliorate the performance impact, at
the request of the Minerva Users' Council. Such actions might
include, but are not limited to: attachment of hardware devices,
extraordinary use of particular system functions, installation of
particular software packages.
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Participation in such governance and advisory groups as develop
among Minerva libraries and due consideration to requests and advice
from such groups.
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Detailed enumeration and explanation of expenditure of funds collected
in support of the Minerva system, provided at intervals and in a
format requested by the Minerva Users' Council. Solicitation
of advice from the Minerva Users' Council and other Minerva-related
groups on the setting of a budget by the Maine State Library.
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Maintain ongoing support fees at the lowest level possible, consistent
with meeting the service and performance expectations of Minerva
members expressed by the Minerva Users' Council; provide detailed
vendor pricing information to member libraries upon request; seek
Minerva Users' Council comment and discussion on the establishment
of annual support charges.
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Reports on system-wide activity, with content, format and frequency
as requested by the Minerva Users' Council.
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A data file containing copies of data records representing a library's
collection, upon request and in standard format.
Libraries that participate in Minerva agree to:
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Participate in such governance and advisory groups as arise to share
responsibility for the operation of the System. In particular,
participate in choice of a Minerva representative to the Maine Library
Commission's Maine InfoNet Committee, and any other body charged
with Maine InfoNet Project oversight that may succeed the Maine
InfoNet Committee.
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Recognizing that Minerva resources cannot substitute for the building
of a strong local collection, libraries will maintain a commitment
to local collection development as evidenced by maintenance of the
library's acquisitions budget at or above the most recent three-year
acquisitions budget average. Should a special circumstance
arise, a library will furnish a statement describing the nature of
the special circumstance.
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Participate in the Minerva Users' Council which establishes common
bibliographic standards, joint cataloging procedures and such common
circulation standards and procedures as may come up for discussion,
and advise in all matters related thereto.
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Fully observe in local practice those standards, policies and procedures
relating to Minerva and the MaineCat - Statewide Catalog that
have been established and approved by the Maine Library Commission.
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Add cataloging information to the database in a timely fashion.
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Pay the local assessment of annual Minerva system support costs
when due.
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Respond to online and interlibrary loan requests in a timely manner,
and in accord with MaineCat guidelines and procedures.
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Avoid actions that might cause undue harm to general system performance,
and to cease or adjust such actions to ameliorate the performance
impact, at the request of the Maine State Library.Such actions
might include, but are not limited to: attachment of hardware devices,
extraordinary use of particular system functions, installation of
particular software packages.
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Provide advanced written notice to the Maine State Library and the
Minerva Users' Council prior to ceasing use of the Minerva system.
Maine State Library Staff will manage the orderly discontinuation
of participation. In order to assist all member libraries through
long term budget cycles, however, financial relationships do not
terminate immediately. There will be no rebate of previous payments
covering the current support year. If notice was not given at least
9 months prior to the beginning of the next support year, the library
must also pay the assessment due for that year.
Library name: _____________________________________________________________________________
Representative signature:____________________________________________________________________
Print name and title:________________________________________________________________________
Date: ________________
State Librarian (or his/her Authorized Representative) _____________________________________________
Date: ________________
Addendum -- Software Products
The following software modules and capabilities have been licensed by the
Maine State Library from Innovative Interfaces, Inc. and will be available
for use by participating libraries indefinitely:
Database Management
- Windows cataloging interface
- Networked OCLC interface
- File transfer software
- Authority control
- Automatic updating of headings.
- Unlimited data license for bibliographic and authority records.
Public Access Catalog
- Online public access Catalog (Web OPAC and character-based (ASCII)
catalogs)
- Gateway to other systems
- Z39.50 client/server
- Export/create a bibliography.
Circulation Control
- Ability to email circulation notices
- Inventory control
- Homebound module
- PC-Circ circulation backup software.
- Unlimited data license patron and item records.
Serials Control
- Full support for check-in,label printing, claiming, binding
and routing
- Boxed or line displays for both staff and public users
- Ability to create item records as individual issues are checked in
- Automatic prediction of irregular receipt patterns
- OPAC display of current receipts and the library's overall
holdings
- Electronic claiming of serial issues.
Acquisitions
- Full support for ordering/receiving/PO printing
- invoice processing and fund accounting
- Claiming
- Hierarchical fund reports.
- Foreign Currency
- Vendor Statistics OPAC display of library selected information
- Electronic ordering
- Electronic serial invoice interface
- Unlimited file of order records
Additional products
- Scoping for up to 50 locations
- Ability to store and link images
- Web access management
- Materials booking module
- Patron API (URL)
- Consortium circulation statistics
- Journal Title Index
- Medical Subject Headings Index
- Patron record transfer
- 3-M self-checkout interface (site license)
- 4 additional SCAT tables (total 5)
- Interlibrary loan module
- Documentation
