Reference Group Meeting 31st October

The Physical Resource Reference Group MeetingMeeting Notes: 31st October – Webex Attendees Michelle Kirkwood Outgoing Chair Annette Thain New Chair Gill Earl Archive Lead Clare Scanlan S

The Physical Resource Reference Group Meeting

Meeting Notes: 31st October – Webex

Attendees

Michelle Kirkwood (Outgoing Chair)

Annette Thain (New Chair)

Gill Earl (Archive Lead)

Clare Scanlan (Space Lead)

Rob Polson

Audrey Marshall

Lynn Easton

Susan Cutherbertson

Donna Watson

Elspeth Lee

Ruth Robinson

Charlotte Boulnois

Laiq Rahman

Paul Manson

Apologies:

Amanda Minns, Stephen Winch, Ann Lees, Kirsty Coltart, Julia Green

DDS Update:

Stephen is currently on annual leave so was unable to attend

A copy of presentation given on the 24th of October at the librarian event was provided, along with the following email update from David Dougan:

- recruitment for systems developer to support the project implementation is on track

- requirements specification in draft and should be finalised by mid-Nov

- webex with stakeholders being planned to follow up on Librarian event and give further opportunity to contribute to requirements definition

- library ILL account structure review in process

Any questions are clarifications required for Stephen?

Gill – clarity of who is on the group – would like to offer up one of her team for the group – Stephen could you contact Gill to discuss

Paul – one of the screens on the diagram shows the projected cost of the ILL – met

by the board – that kind of thing puts people off- is it necessary – when they don’t pay, and may not know the context etc

National Print Journal Archive Update – Giill Earl

Presentation Provided – Link

The Knowledge Space Update – Clare Scanlan

Presentation Provided – Link

Book Update

Amanda Minns (not present) is now the lead for this group and has agreed to take forward a national tender process for book procurement

Charlotte Boulnois (in attendance and a member of the book group) has been doing some work with the GGC provider Coutts and the use of ebooks on mobile devices- for more information contact Charlotte

Knowledge into Action Implementation Update – Annette Thain

These four strands of the Physical Resource are now part of the Knowledge Broker Network strand of the K2A implementation, as such Michelle is now stepping down

as Chair and Annette Thain as the lead co-ordinator for Knowledge Broker

Network will now be Chair The work of the Physical Resource groups will remain unchanged however they will now report into Annette Annette will continue on with these reference group meetings as scheduled and will be the liaison between these groups and the K2A Change Team and onto the Advisory Board (when in place)

Next Meeting: 27th November 2012 – Sign up on the Doodle Poll

The Physical Resource Reference Group Meeting

Meeting Notes: 29th August – Webex

Stephen Winch* (replaces Andy)

Gill Earl*

Michelle Kirkwood

Amanda Minns

Kirsty Coltart

Ann Lees

Carol Hallesy

Charlotte Boulnois

Apologies: Clare Scanlon, Julia Green

Updates:

DDS: Steven – Most people will know Steven via Aleph Had a demo from BL –

shown new online system (http://www.bl.uk/bldss - launching at the end of this month) – looking at this the as the end point – KN looking at developing the middle bit taking the end user from the journal search on TKN to this end point Build will depend on the resource and what can be done (as small as possible) - the question is at what point the user is taken through to the BL

AM – are there other groups that run a system like this, that bypasses library moderation?

SW – requests still moderated even when the request is placed on the BL system – and wont become a request until it is moderated, the level of moderation

required is still to be determined Looking at ways to cut out wrong/missing info from a request

AM – is this new?

SW – Yes – although it is possible to use the BL interface, but building a new interface at the user end is new One of the key things is being able to identify which user belongs to which board We may need to go to single accounts per board (some boards have multiple accounts) For some smaller boards they may not want to manage accounts – so NES may take a central role in managing those – where other boards will want to continue on managing requests for their users Next step is to work up the specification with the working group, and refining the model

AL will make SW administrator of the working group portal page

Archive

The group met on the 14th of August Still to contact AW regarding getting the K2A executive leads signed up to the project Has reps from majority of the healthboards – will work with the group checking journals etc Still a couple of boards to confirm with the group The group went through a lot of the data – still working on it Iain (GGC PHRU) has come up with some procedures for checking and identifying unique titles, and those that will be archive holdings and what boards hold them – they will be emailed to – to ask them if they will be the archive sites, then moving on to the multiple copies that need to be sorted through Still

a lot of work to be done It is time consuming and initially their way of working wasn’t working Will also use some quality checks as well All docs on shared space Still on target in terms of project timescales – though this does require some leeway for the time taken for boards to get back to the group with any queries

The Knowledge Space – There will be no update from this group at this meeting

– due to summer holidays there has been no change since the last reference group meeting To see more in relation to this work please visit The Physical Space pages at: http://www.knowledge.scot.nhs.uk/together/knowledge-into-action/the-physical-resource/the-physical-space-sub-group.aspx

The Book Group - Tender proposal

AM – If this is a national procurement – what is the comms between national and territorial finance re these type of procurements?

MK - Will find out and get back to you

No further update at this time

AOCB -

Next Meeting: 27th September – note I will not be able to chair this meeting as I will only be returning from A/L on this date If there is another volunteer to chair then I will hand over, if not can we suspend until the October meeting?

Meeting Notes 23rd July - Webex

Attendees:

Gill Earl*

Julia Green*

Laiq Rahman

Lynn Easton

Susan Cuthberston

Marie Muszynski

Charlotte Boulnois

Michelle Kirkwood*

Andy Jackson*

Archive Update

 Held another meeting by Webex on the 10th of July

o Went through their work programme - delegating tasks

 Has discussed MoU and Board sign up - no longer seeking chief exec sign off but considering K2A exec leads signed up

 Sent out request to get reps from each board - Gill just back from hols but has a number of responses

 Still getting SHINE NHS data as accurate as possible - group members contacting services to ensure that the data is as clean /accurate as

possible

 Next step best place for things to be held

 Also been putting stuff on the shared space - some issues - saving changes

- Char dealing with this - need working/shared doc functionality - might be worth looking at something like google docs etc

 Next meeting on the 14th of August in Edinburgh - looking at the data DDS Update

 Andy to circulate docs mentioned in previous meeting – by placing on TKN

or sending to MK

 A meeting this wed - Anthony Troman - from BL is coming up to see the group (systems people)and demo the API that the BL are developing - which is the middle ware designed to transfer data from TKN to BL

interface (key bridge) to enable the requests to travel over Also relay the aims of our project to them - and review any gaps left

 Last time we met was way before it was fully developed - meeting will be written up, and distributed to the wider working group

 There will be a full group meeting soon after

 On the back of this the specification will be more fully developed - see notes from LEAN session/specification for more info on what the 'vision' is The Knowledge Space

 Not met since last reference group meeting

 Web page updated

The Book Group

 Mind map updated - and page updated on the shared space

 Request from the Change Team for all working group pages to be kept up

to date and include any meeting notes Thanks

Next meeting 29th August 2pm

The Physical Resource Reference Group Meeting

26th June 2012-06-26

In attendance:

Julia Green (representing the Physical Space), Gill Earl, Charlotte Boulnois, Andy Jackson, Susan Cuthbertson, Audrey Marshall, Dianne Mitchell, Margaret Theaker, Carol Hallesy

Chair: Michelle Kirkwood

Updates

(Actions in red) (Response in Green)

DDS – Andy Jackson

 Large amount of background work has been done

 Usability study by Strathclyde University ILS placement student – looking

at accessing the fulltext from the perspective of the first time user, also discussed access with a Librarian at NHSGGC, specifically difficulties encountered by users At the end of the 5 weeks the student presented a

30 page report

 AJ took this report and replicated some of the tests – producing a shorter report of issues (AJ will circulate this version)

 Following this there was an internal KSG meeting to discuss the findings and to look at specifically technical issues and focus on systems

 Sandra Davies from KSG assessed the issues within the context of

information architecture and produced another report with mainly an internal focus on what can and cannot be done (AJ will also circulate this)

 1st full meeting of the working group will take place on Thursday 28th June

 AJ has also be in contact with BL to discuss where they are - AJ will be sharing this with the working group in the first instance

 Funding for DDS development approved by SG

National Print Journal Archive – Gill Earl

 First meeting of the group on the 6th of June in Edinburgh

 Gordon Dunsire contacted to extract the holidings of the SHINe Union List –

HE and non-NHS holdings removed leaving only NHS data to be analysed

 Advised by the SHINe membership secretary that some boards had not renewed their Union List membership although their data was still

available – group contacting these boards to check validity of data and add further holdings to master data set if required

 Group receiving a number of enquiries from boards regarding holdings in storage or plans to discard - group are working with these as well

 A member of the group is compiling a communication list for non-NHS libraries to ensure that they are all aware of what is happening

 Group pulling together documentation to support the archive and obtain representation from the boards What is required to get board sign up to the archive – at what level should MoU be approved/signed off – MK to ask

at next Change Team Meeting

 10th July – next meeting via Webex

The Physical Space – Julia Green

 Meeting of the group held on the 13th of June

 Case studies – one completed – other different types of Knowledge

Services will be approached soon

The Book Group

 Held a meeting via webex in June – see the outcomes of both meetings held so far on the mind map available at:

http://mind42.com/pub/mindmap?mid=6a6f6075-bd13-40d1-8dc4-02b1f4a5b37f&rel=url

 Currently working on the Collection Management Framework

Next meeting is the 23rd of July – to add your name to the attendance please go to http://www.doodle.com/pd97b5289rgdzywx (register using your email address please – the webex details will be sent a day or so before

The Physical Resource Reference Group Meeting

29th May 2012

Webex

In attendance:

Ann Lees (on behalf of Andy Jackson), Gill Earl, Charlotte Boulnois, Iain Stewart, Kirsty Coltart, Susan Cuthbertson, Lesley Reid, Clare Scanlan, Julia Green, Donna Watson

Chair: Michelle Kirkwood

(Actions in red) (Response in Green)

1 Introductions

2 Remit of reference group – informal, opportunity for updates and feedback

3 Updates from Group –

DDS – presentation provided regarding user testing

a Who is on the team?

Faiyaz Sheik

Sandra Davies

Stephen Winch

Ann Lees

Lesley Robertson

Julia Green

Jenny Harbour

Christopher Russell / Karen Sinclair

b What are the timescales for the full project?

See the Terms of Reference – to be distributed and placed on portal

c Could the student report on usability be shared with the wider community?

The National Print Archive – verbal update from Gill Earl They have been getting the message out about the work that they are doing, and have also send a lis-shine message requesting updates of holdings as part of the preliminary work Gill/Charlotte have met, but the first full meeting of the group will be on the 6th of June – which will be face to face followed up by webex meetings Group will have

a remit to both project plan and for practical tasks First task is the agreement

document to get buy in from the boards They will need to identify a rep for each board as well as a co-ordinator for the tasks Gordon Dunsire (on approval from SHINe) will provide an extract of the holdings Timescales have moved to finish in May/June 2013

i Ask about funding for the move and disposal of journals

The Physical Space –verbal update from Clare – The group has been formed and have had one meeting – next meeting soon Looked at remit of the group – found

a bias towards territorial boards, this is being addressed They are presenting case studies within NHS Will also be utilising the SHINe Journal Club

The Book Club- presentation on discussion of the first group meeting Generated more discussion on specifically national tender, and eBooks

ii Those on the call with active collection management policies will share them

iii Michelle to share with Clare paper on ebooks

Michelle to send round notes, and response to Qs from DDS presentation when available