VIVA Resource Sharing Committee
Minutes of the March 3, 2000, Meeting
University of Virginia

Present:    Don Samdahl, VMI and chair; Christine Dixon, Northern
Virginia Community College; Doug Hurd, UVA; Ruth Kifer, GMU; Reba
Leiding, JMU; Andrew Morton, VCU; and Mary Molineux, W&M.

1.  Call to order:  Chair Don Samdahl called the meeting to order at
10:35 a.m.

2.   Minutes:  February 21, 2000, meeting minutes were approved.

3.  Resource Sharing Committee membership:   Don reported that two new
members would be joining us:  Harry Kriz will take Ginger Young's
place as VPI's representative, and John Jaffe has selected Yolanda Merrill
of Washington and Lee to represent the private schools in Thelma
Hutchins' place.

4.   Interlibrary Loan Community Forum (January 11, 2000, at UVA)
follow-up:

 a.  Andy will chair the ILL subcommittee charged with planning for an
annual meeting and training.   ACTION:   He will review the names of
nine ILL practitioners who volunteered to serve on the subcommittee,
form a committee, and set up subcommittee meetings to organize an annual
meeting, to held this June.

 b.  Dennis Robinson's "Report and Recommendations" from the
forum:  It was agreed that the report should get a wide reading, especially prior
to an annual meeting.    ACTIONS:    Don will seek VIVA Steering
Committee approval of the report, and then Jean Cooper of UVA will put a
copy on the VIVA ILL web page and Andy will announce on the VIVA ILL
listserv.

c.  Statewide "physical" document delivery service:  Reba reported
on her research which discovered the new state contract, effective March 1,
2000, that mandates use of UPS for the "pick up, shipment and
delivery of documents and packages" from all "agencies and institutions of
the Commonwealth."  It was emphasized that the contract is for all
shipments, not just ILLs, and is for all state agencies, not just
colleges.   Committee members thought that private colleges probably
could negotiate with UPS to get the same rates for interlibrary loans.
It was noted that, under this new contract, ground packaging is not
free.  ACTIONS:  Each institution's ILL staff should check with its
campus procurement office about this new contract, and each should
evaluate its current delivery service to see how that service compares
with the new contract.

d.  VIVA ILL listserv and web pages:    Doug reported that Jean Cooper
will be able to post a database of ILL contacts, library addresses, and
Ariel addresses, possibly designed so that institutions can update by
themselves as needed.    ACTION:   Doug will ask Jean to pursue this
project.  Andy asked if vendors should be allowed to subscribe to the 
VIVA ILL listserv.  Because the postings from these vendors would most 
likely be advertisements, the committee decided against allowing this.   
ACTION: Andy will inform vendors of this policy.

e.  ILL Guidelines:    Doug handed out a proposed revision of the ILL
Guidelines which includes a "Special Loans" section for bound
journals, microforms, audiovisual materials, and rare/unique materials.
ACTION:   Don will take the proposal to the VIVA Steering Committee for
review.  Reba suggested that the ILL Guidelines include a statement on
tier-structuring, perhaps as a #12 in the General section.   ACTION:
Doug will draft a statement, and Don will include this in the proposal
to the Steering Committee.

f.  ILL management and patron-initiated ILL software:   Because of
limited VIVA funds to purchase such software and concerns that the
patron-initiated software may not save time as much as move workload
from ILL staff to circulation staff, pursuit of this topic is tabled for
the immediate future.

7.   Electronic document delivery services:   Andy announced that VCU
has just completed an RFP with UnCover and Cisti that will allow
VCU's faculty and graduate students to use these services directly to obtain
needed journal articles, with a maximum turnaround of 48 hours.  Titles
that are already owned at VCU will be blocked.   VCU will have a trial
period this spring and have both systems ready for full use in Fall
2000.  Doug commented that UVA is assessing its experience with
UnCover, with only a few patrons using it but each often requesting many
articles and some problems with fax delivery and incompatibility with
Windows NT.

8.  Licensing agreements for electronic sources/ILL clauses:   Ruth
reported that Kathy Perry's staff is identifying ILL clauses in
licensing agreements (as to whether libraries can lend copies from these
electronic sources) so that ILL staff can easily check these
policies.  ACTION:   Ruth will ask Kathy to have this information
produced in a table/spreadsheet format, with product, vendor, ILL
clause, and date the contract expires.

9.  Journals indexed in VIVA-provided electronic sources:    A union
list created by VCU's John Duke is available on the VIVA web pages at
http://www.viva.lib.va.us/viva/collect/journalsrch.html.

10.  OCLC reports of ILL statistics:     ACTION:  Because of formatting
problems with OCLC's reports, Doug will ask Jean Cooper to try
scanning and posting these reports as pdf files or sending them via Ariel.

11.  OCLC's national express mail proposal:  Doug reported that
OCLC's Resource Sharing Advisory Committee would be looking at this 
proposal at its May 2000 meeting.   ACTION:  Doug will contact Solinet's
representative to this OCLC committee, Julie Blume Nye, to express
VIVA's support of OCLC's further exploration such an option.

12.  Next meeting:   Friday, April 21, 2000, 10:30 a.m., Room 423,
Alderman Library, University of Virginia.


Respectfully submitted,
Mary Molineux
3/6/2000