Minutes of the SWIMS Network Board meeting held via WebEx on Thur 4th Feb 2016
Present: / Alison Day (ADay)Anne Lancey (AL)
Anne Marie Fitton (AMF)
Chris Johns (CJ)
Claire O’Connor (CO)
Helen Bingham (HB) (chair) / Jenny Toller (JT) (minutes)
Nicola Healey (NH)
Pam Geldenhuys (PG)
Sarah Johns (SJ)
Sarah Maddock (SM)
1. Apologies: / Angie Drayton (ADr)
Farewell and thanks were expressed to Ginny Newton for her contribution over many years. Ginny retired in January. Ginny will be replaced on the group by Pam Geldenhuys.
Actions
2. Previous minutes – accuracy
The minutes of the meeting held on 20th Oct 2015 were agreed as accurate.
3. Matters arising not on the agenda
1. Template request form for requesting investigations/enhancements - CJ explained that the proposed form formalises this and can be used in conjunction with the advice at http://www.swimsnetwork.nhs.uk/implementation/swims-developments/
It was agreed to use the form CJ had circulated – JT to place on the webpage, and CJ to publicize in the Swimming Pool.
It was agreed that completed forms will be made available for review. JT and SJ to discuss possible locations for storing – SJ proposed using a space on NHS Networks.
2. JISCMail list rationalisation - JT has completed this.
3. OCLC’s browser support policy - JT has communicated this to SWIMS-SYSTEM.
4. Move of NOC and HGM away from SWIMS - JT reported that this is in hand.
5. Development of a report to facilitate stock management checks - JT continues to ponder. In the meantime, with regard to the mandatory requirement as part of the stock retention policy that missing and withdrawn copy records should be deleted a maximum of one year after last modification, JT has developed a report which counts such copy records not modified in the last year per location, and has circulated the results to SWIMS-SYSTEM. / JT/CJ
JT/SJ
SWIMS Network matters
4. SWIMS Network standing items
1. Changes to membership - JT reported that since the last meeting two locations have been deleted from SWIMS: DIL Glos, and UW2 Bristol.
2. Compliance with mandatory responsibilities – no issues to report
5. SWIMS Network website
1. Website migration – JT reported that the website is being migrated to HEE hosting. She cannot promise there will be no break in service. AL is poised to inform the Wessex discussion list in the case of any break in service.
2. Logos (from last minutes) JT queried the logos with SJ as a colleague in SJ’s service had created these some years ago. SJ confirmed that payment had been made and that we own the rights to the images. SJ to confirm this to JT in writing.
3. Publicity poster – following confirmation at the last Board meeting that the publicity poster at http://www.swimsnetwork.nhs.uk/implementation/publicity/ is still useful, it was agreed to update it. CO explained that Lynne Barnes has Publisher skills, so JT to ask Lynne for help. / SJ
JT
6. SWIMS Network ILDS Group feedback
JT reported on the recent meeting and activities of the group:
1. The group is looking at compiling data on network ILDS traffic in order to get an idea of net lenders and net receivers.
2. HB has been working with the CLA on guidance materials for the CLA licence and has circulated these to LIB-SOUTH.
3. Helen Williams reported on the implementation of Clio software at her service HHLS.
7. SWIMS Network affiliates – bulk upload into SWIMS
From library managers’ (south) meeting. See last Board minutes.
JT reported that she is continuing to work with HSL and OCLC to trial this, though progress is slow. She has chased OCLC.
SWIMS System Matters
8. Feedback from SWIMS contract monitoring meeting
JT explained that although the group hasn’t met recently, there has been much activity following the news that our service will be migrated to new hosting, and as part of this we will no longer have access to Citrix and therefore WorldView (and SQL for SWIMS system administrators). OCLC has promised to install Service Pack 7 and Service Pack 8 as soon as possible after migration. The contract monitoring group is due to meet again on 16th Feb.
9. Reports on recent meetings and activities of the SWIMS system groups
1. Journals Group – no issues raised.
2. Acquisitions Group – no meeting held since last Board meeting and no issues raised.
3. Circulation Group – regarding rolling rather than fixed term expiry dates for users (from library managers’ (south) meeting - see last Board minutes) – CO explained that this is on OCLC’s list of possible future enhancements. There was a discussion as to whether the last active date on SWIMS is a true indicator of most recent library service use. HB explained that the K4H quality and impact group will be looking at library usage statistics in general.
4. System Administrators’ Group – AL reported that at her service OLIB Web has been freezing. CJ explained that it was best to flag up with a system administrator who will then be able to help ascertain whether it is a widespread or local issue and therefore what assistance can be given.
5. Cataloguing Group – NH queried what to do with old works in hard copy which may disappear from the internet. AL explained that there is no regional retention policy for these and it was up to each individual location.
SM queried why the Universal Title field will not be made use of. It was agreed that the Journals Group should review this decision. It will be demonstrated at the next Board meeting.
There was also a discussion regarding the cataloguing of ClinicalKey e-journal titles (only the e-books have been catalogued to date). It was felt that cataloguing these would flag them up for ILLs. / JT/ADr
10. Standing item: upgrades and enhancements
1. Service pack 5.1 – the broken Jasper reports still haven’t been fixed; JT continues to chase OCLC. Of particular note is the accessions list CA013c (for exporting to Excel).
2. Folio (possible replacement OPAC) – JT explained that following the testing in Nov-Dec, there are a number of ‘showstoppers’ including lack of SSIs; also the system administrators still felt that Folio was not suitable for implementation. OCLC have agreed to look at a variety of enhancements before we will reconsider.
3. Service Pack 7 and Service Pack 8 – see item 8 above.
11. SWIMS reporting
ADay raised the matter of a lack of awareness of SWIMS reporting methods. It was agreed that a WebEx would be offered, however not until after Service Pack 7 which includes enhancements to reporting. The WebEx could be run by OCLC and HB confirmed funding is available. Alternatively JT could run it. In the meantime JT will write another article on SWIMS reporting for the Swimming Pool. / JT
12. PIA checklist
ADay reported that she is required to complete a privacy impact assessment for information assets including SWIMS, OpenAthens, KnowledgeShare and WinCHILL. She queried if other colleagues are required to complete similar assessments. It was agreed that such information could be made available centrally for such shared systems by the managers of those systems. ADay will share her completed form with HB and JT who will then develop a model response for SWIMS.
/ ADay/
JT/HB
13. AOB
None
14. Dates and locations of next meetings
Thur 9th June 2016 11am – 1pm – JT has booked a room at Health Education South West Deanery House http://www.severndeanery.nhs.uk/contacts/.
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