The NOVELNY Program : Meeting Minutes
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Meeting Minutes

NOVEL Steering Committee
April 13, 2004
East Greenbush Community Library

Present: Alrutz, Baaklini, Brink, Cannell, Courtney, Cunningham, Desch, Douglas, Hiebing, Janowsky, Little, Lynch, McCain, Redmond, Shaloiko, Storms, Todd, Welch

Absent: Crumlish, Ebert, Ericson, Hatch, Huxley, Johns, Kadamus, Kaplan, Knight, Meierhoffer, Monahan, Nichols, Roe, Walsh

Recorder: Lorraine Deitz

Welcome and Introductions/Approval of Minutes-Dottie Hiebing

Ms. Hiebing welcomed everyone and introductions followed. Ms. Courtney moved to accept the minutes of the March 9 conference call, Mr. Shaloiko seconded and the motion passed.

State Librarian's Report-Janet Welch

Ms. Welch reported that progress is being made on recommendations from this group on having direct dial to NOVEL databases from residents across New York State through the use of a driver's license or non-driver's identification card. Privacy is not compromised through use of the driver's license or non-driver ID. We are waiting for a Memorandum of Understanding (MOU) from the Department of Motor Vehicles (DMV). Ms. Douglas is monitoring the MOU progress with DMV. Once received, the initiative can begin. Ms. Welch requested committee members' assistance in preparing library systems for this alternate method of accessing NOVEL databases. It is important that they understand that this is a supplement; it does not replace the access to NOVEL through local libraries. Diane Courtney agreed to work with Ms. Welch and Ms. Hiebing to get the word out.

There will be a NYLINE message regarding the National Library Week (NLW) event next week on the Concourse Level of the Empire State Plaza. It will be hosted by Assemblymember Sandra Galef and State Senator Hugh Farley and will include NOVEL demos. In addition to being an informational event, NLW has become an opportunity for advocacy.

NOVEL Demonstrations for Legislators-Ms. Redmond has demonstrated NOVEL for a number of legislators/staff.

State/Federal Money: NYLA did a great job. The restoration of the proposed five percent cut looks promising in the State Legislature, but no additional money is expected. Consult the NYLA web page to keep up contacts with the Legislature. As for Federal money, NYLA is hosting the ALA Library Day the first week of May in Washington, DC. The LSTA folder, "Will Your Constituents Have the Competitive Edge of 21st Century Library Services?" was distributed at the meeting. Contact information for Congressional Districts is available on the NYLA web page.

OCLC Proposal-Group Reports

The group broke into three groups to discuss the OCLC proposal. Group 1 was headed by Carol Desch, Group 2 by John Shaloiko, and Group 3 by Kate Storms. Their reports and comments are appended to the minutes.

Small Group Reports

  • Electronic Resources Group-Mr. Shaloiko

The group discussed a draft of an invitational grant program for LSTA money--$1 million set aside for September 1, 2004-May 31, 2005 for training and promotion of NOVEL databases. Money is formula-based and will be distributed to public, school and 3Rs library systems. Reviewed guidelines. Group agreed the State Library staff must determine how much of the money to use for a statewide promotional and public relations campaign throughout the state. The message to the public would be about NOVEL, but also how NOVEL relates to the services of your local library.

The second priority would be focused on money to the library systems following guidelines for training. It would be a local decision on who gets training: public, librarians or both. If less than a year period is involved on training, local in-house staff would be involved in training.

Action Item: The State Library staff will develop a statewide NOVEL PR strategy.

Web site-question on eligibility of this money for upgrading a library system web site to include NOVEL branding. The web site is upgraded and improved and includes a NOVEL branding of the web site.

NOVEL Electronic Collection Advisory Team (NECAT)-Mr. Shaloiko

The group comprises State Library representatives: Soumaya Baaklini, Marilyn Douglas, Cara Janowsky, Sara McCain, Mary Redmond, Kate Storms and Linda Todd; and John Shaloiko (3Rs), Janie Kaplan (PULISDO), Randy Ericson (NOVEL Steering Committee) and Gail Barraco (School Library Systems). Their first meeting was organizational. At the second meeting, they started to discuss the value of NOVEL money used for the newspaper databases and questions about content. The second issue was leveraging NOVEL money-upgrading databases-statistics from vendors-show trends. Bar graphs on the State Library web site . The next meeting will be held April 22. EBSCO and Gale vendors will be invited to discuss the issues. Mr. Shaloiko also mentioned there is a new standard that will help vendors to count usage statistics for libraries. More vendors are looking to be counter compliant. He will discuss this further at the May 19 conference call.

Portal Group-Mr. Alrutz

We are waiting for the formal agreement from DMV on the use of driver's license algorithm for authentication. Ms. Welch mentioned that the State Library will work with Diane Courtney on promoting the remote access to NOVEL through DMV authentication to the school and public library community.

Autographics- We need to look outside of the NYS Library and the NYS Education Department for IT support and possibly a consultant to work with the vendor. Per Ms. Lynch, perhaps NYLINK can assist. A demonstration of the Autographics "AGENT" product ("Out of the Box") is tentatively scheduled for our June 10 meeting. One hour will be spent with the vendor, followed by a 45-minute discussion. Information on Autographic has been sent to everyone on the steering committee. Autographics is working with both New Jersey and Connecticut. Harry Chan, "Media Flex" using open source technology will be demoed at a future date. Product is "developed to spec." More information to follow regarding the NYS RFP and contract process.

Action Item: Mr. Alrutz will work with Linda Todd to schedule Harry Chan to speak at our September 14 meeting.

Next Steps:

  • How to implement pilot within NYS Library, NYS Education Department, and New York State
  • Consultant and IT support needed
  • Possible future LSTA funding and possible future state funding
  • NOVEL/NCL funding
  • NYLINK possible alternative
  • Center for Technology in Government (SUNY) as an alternative to assist with implementation

*****Speakers Bureau*****




April 21 SUNY Library Directors Mary Redmond
April 26-27 National Library Week State Library Staff
April 30 School Library Media Specialists (SLMS) Conference Linda Todd
May 1 NYSALB Trustees Institute Carol Desch
May Visit BOCES in Watertown and Suffolk County re NCL/NOVEL Janet Welch
May 17 Regents Advisory Council (RAC); Regents Cultural Education Committee Janet Welch, Carol Desch
June 4 School Library Deans Janet Welch, Carol Desch, Dottie Hiebing

The meeting adjourned at 2:45 PM.

Future Meetings:

  • Wednesday, May 19, 2004, 10 AM Conference Call
  • Thursday, June 10, 2004, 10:30 AM Meeting, Albany Public Library
  • Tuesday, July 27, 2004, 10 AM Conference Call
  • Tuesday, September 14, 2004, 10:30 AM Meeting, East Greenbush Community Library
  • Thursday, October 14, 2004, 10 AM Conference Call


Small Group Reports
Discussion of OCLC Project

Group 1

Group 2

Group 3

Question 1: How will the OCLC Project benefit the residents of New York State?

1. May enable firewalls issues to be less problematic.
2. Digital resources could reside here (See images or link to record on local system.)
3. Moves us towards 1-stop shopping (different filters really helpful to users; e.g., searching by library type, region, etc.
4. Raises visibility of NY libraries in a really open way (for advocacy)
5. Really benefits researchers-improved access to rich research collections-economic benefits to NYS?
6. Makes searching easy.
7. Opens up research collections to K-12
8. Statewide library card? Authentication?
9. Bring NYS residents from Internet and Google and Amazon back to local libraries/will encompass all libraries, not just WORLD CAT
10. Small libraries without online catalog could use this product as online catalog (not circ system)
11. Does not require added tech infrastructure and staff
12. Quicker win than any other solution
13. Beneficial to the Nation?
- Discovery tool/aspect of delivery
- Allow library to do better reference
- Eliminates library as an intermediary
- Allows library to library access/ILL directly without going through systems
- Potential for patron-to-patron ILL
- Probably more benefit to a region vs. fully statewide
- "intersystem ILL"
1A The Challenges/Opportunities for Improvement
Need statewide ILL system;
Need statewide delivery (van) mechanism;
Maybe unrealistic expectations to user;
Does not eliminate library in ILL process;
Canvassing the $--charges;
DCB-existing paths and emerging patterns and technology using the circ system (ILS)-calls in to question the OCLC model;
World Cat needs to be expanded;
i.e., many holdings not in there
significant % of NYS holdings not in;
cost ($) to put in;
Don't get availability status via World Cat;
Cannot distinguish some holding libraries (e.g.) 4th symbol issue.
1. Ready Access
2. Exposure to what is available
3. Economics of scale
4. Multi-lingual environment
Question 2: How could the systems/councils work together to integrate the regional union catalogs into a statewide catalog?
1. Regional catalogs could be added to OCLC records to build statewide catalog.
2. Systems/councils must be committed to work w/members getting holdings in ($$$ cost). 3. Needs assessment-important/gaps
4. Get records from SERHOLD (National Library of Medicine)-records are very detailed.
5. Load everything into WORLDCAT
6. Z39.50 does not work that well.
7. Could be a platform for regional systems/consortial groups-resource sharing for Connect/NY.
Will not work until/unless OCLC implements Z39.50 access via W.C.- Cannot be done without huge investment of $ and time and energy- Most catalogs are built on technologies other than OCLC Funding-Where from? Fear of depletion of local resources Will see the benefit Isn't this the way we've been trying to go?

Question 3: What needs to happen to make this project successful?

1. Need a clear, staged implementation plan (pilot project? Volunteers? Pioneers?)
2. Good PR/communications piece explaining why this is a good thing to do.
3. Convince 3Rs to take lead role
4. Technology expertise (NYLINK/OCLC)
5. Time and energy of participating groups
6. NYSL-Leadership and coordination is key.

- Massive tape loading needed- Just enhance the current GAC process






  1. Create the desire.
  2. Think about the end user statewide.
  3. Communication plan
  4. Get technical people on board from the beginning.
  5. Learn from other states.

Question 4: Other issues, concerns?

1. Cost
2. Firewall/authentication issues
3. Competing priorities for NOVEL content
4. Should it be State-level or regional level?
5. Very ambitious project
6. What about a delivery system?
7. Could drive up ILL activity
8. OCLC viewed as a vendor? (prejudice?)


  • expectations
  • perceived needs
  • failure to see "what's in it for me."
  • $$


Mary Alice Lynch-Currently, an OCLC library can create custom holdings so that you can select a group of libraries to borrow from and lend to. With regard to ILL, she is concerned with the increase in cost especially if ILL explodes. OCLC has traditionally been a transaction-based organization. There will be options in the future-more definite pricing will be available from OCLC in a month-options on subscription pricing-minimum increase each year-not based on use. Subscription pricing available for groups as well.

For small libraries, OCLC is thinking about embracing those who do not currently feel they need OCLC. They could have the ability to buy blocks of research sharing, so if a small library wants ten per year, it is an easy transaction. This will be introduced in the next month or two-much more viable alternative.

NYLINK has initiated a delivery system--joining a regional system to a statewide system-savings-potential for very expedited delivery.

Ms. Lynch asked for comments. Ms. Welch responded that it is key that OCLC decide on the pricing philosophy. Ms. Courtney commented that it would be a significant investment; there may be other technologies that are less expensive.