The Meeting commenced at 1:15pm
Present:
| Acting Chairperson |
Mr Craig Anderson |
| Members |
Ms Sherrey Quinn Mr John Arfield Ms Pam Gatenby Ms Doreen Parker Ms Patricia Scott Mr David Toll Ms Elizabeth Ellis Mr Thomas Stoddart - attending on behalf of Ms May Priddle Ms Judy Engall Mr Chris Taylor |
| Observer |
Ms Jan Fullerton |
| Officers in Attendance |
Ms Roxanne Missingham Division, National Library of Australia Mr Rob Walls Ms Cheryl Brickell Ms Kylie Moloney |
| Minutes |
Ms Cathy Pilgrim |
Agenda item 1 Welcome, introductions and apologies
Apologies were received from Ms Maxine Brodie and Ms May Priddle.
Agenda item 2 Strategic Planning Workshop (KAC/2003/1/1)
Ian McCallum from Libraries Alive! facilitated the Workshop. A summary of the workshop has been prepared and distributed to all Kinetica Advisory Committee Members.
Agenda item 3 Minutes of the previous meeting and business arising (KAC/2003/1/2) (KAC/2003/1/3)
It was resolved that the minutes of the meeting held on 7 and 9 August 2002 and the teleconference held on 12 December 2002 are a true and accurate record of the meetings.
Ms Jan Fullerton thanked outgoing members Ms Jan Maslen, Mr Trevor Wakely and Ms Kaye Hill for their valuable contributions to the Kinetica Advisory Committee. Ms Fullerton also welcomed new Kinetica Advisory Committee Members - Ms Elizabeth Ellis who is representing CASL and Ms Judy Engall and Mr Chris Taylor who are elected members. A welcome was also extended to Mr Thomas Stoddart who was attending the meeting on behalf of Ms May Priddle and representing government libraries.
Agenda item 4 Appointment of Chair and Deputy Chair (KAC/2003/1/4)
Appointment of a Kinetica Advisory Committee Chair and Deputy Chair for 2003 was endorsed. Ms Maxine Brodie was appointed as Chair of the Committee, and Mr Craig Anderson as Deputy Chair.
Agenda item 5 Director-General's remarks
Ms Jan Fullerton reported on the following.
Agenda item 6 2002-2003 Kinetica statistical information (KAC/2003/1/5)
Ms Roxanne Missingham spoke to this paper.
Overall Kinetica revenue and expenses to 31 December 2002 are on target. The Kinetica Revenue and Expenses graph shows the payment of two IBM-GSA invoices in December 2002. It is anticipated that revenue and expense targets for 2002/2003 will be met.
The Holdings Added graph reflects significant growth, with a major university loading 580,000 records in August 2002. Contributions from the State Library of Queensland, State Library of Victoria, University of Southern Queensland and the addition of over 100,000 holdings records from CSIRO have enabled the filling of significant gaps in the NBD. Holdings added to 31 January 2003 are on target for 2002/2003.
Search activity is on target. Public library use of the NBD has increased overall by 15% for the six months to December 2002.
KDD requests are on target. Kinetica is keen to improve cross marketing of the KDD service and plans to market the efficiencies of using KDD more widely.
Agenda item 7 Kinetica Status Report (KAC/2003/1/6)
Ms Roxanne Missingham spoke to this paper.
In line with the upgrade in December 2002 to the KDD software, a new KDD manual and KDD workbook have been produced. This is the first time that Kinetica has outsourced the development of Kinetica training materials. The KDD 'At a Glance' document has also been extensively revised. The KDD workbook is the first training workbook to be developed for Kinetica customers.
Kinetica Customer Service plans to conduct a survey of Kinetica customers in the near future to ascertain training needs. Customers will be asked to comment on their priorities for training and offer suggestions in relation to the development of web training packages for Kinetica services.
A Commonwealth Agencies Metadata Pilot Project is being conducted in collaboration with the National Archives of Australia and the National Office for Information Economy (NOIE). Seven agencies with different publishing outputs and metadata are participating in the pilot. It is anticipated that a report including the case studies will be published at the end of the calendar year. The desired outcome of the project is the development of a sustainable model for the collection of metadata for Commonwealth government publications.
RLG has sold the Ariel software to Infotrieve. The National Library's Agreement with RLG will cease from 31 March 2003 and Infotrieve will then provide all technical support and distribution of the Ariel software.
ACTION: National Library to send letters to all Ariel users and State User Groups advising of the change in Ariel support and distribution.
The National Library has held discussions with OCLC to extend the pilot agreement for WorldCat access through Kinetica for special, school and public libraries for another three years. Discussion occurred on the possible expansion of access to WorldCat to all libraries through Kinetica.
Ms Cheryl Brickell reported on Kinetica Customer Services
activities:
Mr Rob Walls reported on Kinetica Database Services activities:
Agenda item 8 Pricing Working Group Paper (KAC2003/1/7)
Ms Doreen Parker and Ms Roxanne Missingham spoke to this paper.
Issue 1. Proposed principles for Kinetica pricing.
The
Pricing Working Group proposed a set of principles that can be applied to
Kinetica charges in the longer term. These include the following:
The Committee recommended the addition of a fifth principle stating that the Pricing Policy must promote and reinforce the objectives of the Kinetica Service.
ACTION: Nto advise Kinetica Customers of the Principles for Kinetica Pricing through the next issue of Kinetica Update.
Issue 2. Submissions from customers.
Feedback from Kinetica
Customers on pricing indicated that there are concerns about the current
three-tier model of charging, and that a single model of contributor discounts
is preferred.
Issue 3. Pricing models and options: single contributor discount
model.
The Committee recognised that this model has the potential to
have a significant financial impact in large contributing libraries. There is
also an element of risk in this proposal for the National Library, as revenue
would be likely to reduce if an additional discount was given to Class B users
and Class A users may be disadvantaged if there was a decrease in the level of
their discount.
The Committee acknowledged the contribution of holdings and records as critical to the role of the NBD and urged the National Library in reviewing prices, to consider the impact on Class A customers.
ACTION: Nto look at the impact of a move of 3% in an incremental move to a single contributor rate and report back to the Kinetica Advisory Committee.
It was acknowledged that the move to a single discount would be a staged process. The Committee recommended the first step occur as soon as possible. It was noted that the Nwould give at least three months notice in regard to any changes to the Kinetica pricing structure, however six months notice would be preferable.
Issue 4: Pricing models and options: 3-tier model.
The
Committee discussed each of the three proposed models.
Issue 5: Library School use of Kinetica.
The Committee agreed
that the charge to Library Schools for educational purposes be waived.
ACTON: Nto develop a strategy to promote the use of Kinetica through Library Schools. Nis to ensure that lecturers training students have themselves undertaken the relevant Kinetica training courses.
Issue 6: Policy for the commercial reuse of NBD records.
The
proposed Policy for the Commercial Reuse of NBD records was endorsed. The
record reuse coefficient was further explained and the Committee was advised
that the formula is based on the likely number of organisations (libraries)
that would potentially reuse the data. The formula enables the Nto provide
consistent advice to library suppliers on how much they will be charged for
reusing records. In most cases library suppliers purchase NBD records and load
them into local systems for reselling to other libraries as acquisitions
products.
The Committee:
Moved: Mr John Arfield, Seconded: Mr Chris Taylor
Agenda item 9 Expert Advisory Group on Enhancements (KAC/2003/1/8)
Ms Cheryl Brickell spoke to this paper.
The Kinetica Advisory Group endorsed a proposal in August 2002 that a group should be established to investigate and prioritise enhancements to Kinetica services.
In November and December 2002 nine workshops were conducted in conjunction with State User Group meetings in all state and territories across Australia with National Library staff attending all meetings to provide background information.
All suggestions arising from the workshops and forwarded via email were categorized, and those enhancements identified by more than one state were classified as high priority.
The high priority enhancements identified for KDD have been included in the development program for future VDX upgrades.
Ms Patricia Scott reported that the process made Kinetica customers feel empowered and encouraged the National Library to take recommendations for system enhancement seriously.
The Committee was advised that e-collections enhancement suggestions have inadvertently not been included in the high priority list within the report, however as they had been recommended by more than one state they should be considered as high priority.
ACTION: Nwill add e-collections issues to the high priority list.
The Committee thanked the Advisory Group for undertaking this process. The Committee also agreed that the process of conducting workshops in conjunction with State User Group meetings was extremely successful in obtaining responses and feedback from Kinetica customers.
ACTION: The Kinetica Futures Working Group take into consideration the outcomes of this Expert Advisory Group.
The Committee recommended:
Moved: Ms Patricia Scott, Seconded: Ms Sherrey Quinn
Agenda item 10 Recommendations of the Expert Advisory Group on Authority Record Delivery: Progress report (KAC/2003/1/9)
Mr Rob Walls spoke to this paper.
A workshop on authorities is planned to be held at the Kinetica Annual Users Meeting in Adelaide in August 2003.
A survey will be conducted by September 2003 by Kinetica Database Service to assess the extent of authority work undertaken by Australian libraries on their local systems and the NBD and ANCJK services. The survey will also seek information on the use of and need for the Kinetica Authorities Service. This survey may also serve to raise awareness of issues with authority files.
The Committee noted the report.
Moved: Ms Sherrey Quinn, Seconded: Mr Thomas Stoddart
Agenda item 11 The Value of National Union Database Services (KAC/2003/1/10)
Ms Roxanne Missingham spoke to this paper.
Two studies have been conducted recently by both the National Library of New Zealand and the National Library of Canada to determine the value of their national union catalogue.
The National Library of New Zealand study focused on the questions of 'if you didn't have TePuna what would you use instead' and 'how much would it cost?' The objectives of conducting the survey were to lobby the New Zealand Government for funding and to make parts of the service, such as ILL, free. The intention of the National Library of New Zealand is to progressively, over the next several years, make the whole of TePuna free. In comparison the National Library of Canada's union catalogue was made free of charge last year.
Both surveys reported that the Services gave a good return on investment.
The question was asked if the National Library of Australia should be conducting a similar survey? Mr David Toll reported that the National Library had considered this issue. The cost of undertaking an economic consultancy of this scale is high and the benefits are already well known. The National Library would only make this investment if it believed that there would be increased funding made available. This is not considered likely at present.
The Committee noted the report.
Moved: Ms Doreen Parker, Seconded: Mr John Arfield
Agenda item 12 Electronic Resources: Progress Report (KAC/2003/1/11)
Mr Rob Walls spoke to this paper.
Four new e-collections datasets have been recently made available. They
are:
Kinetica Database Service is aiming to add one new dataset per month. Currently testing for Gale dataset creation is well advanced.
One of the recommendations from the Expert Advisory Group on Enhancements process was enhancement to allow users to receive only their own URLs (MARC field 856) in bibliographic records supplied by Kinetica. Currently all of the URLs are included in products and this causes problems for some users. It may be possible to implement this enhancement without major changes to the Kinetica system.
The National Library was congratulated for producing these e-collections sets, which are preferable to records provided by vendors.
ACTION: Nto investigate producing an e-collection set for Australian digital surrogates - records for Australian content material that has been digitized. Through this process the Nshould encourage records for digital items to be added to the NBD.
ACTION: Nwill survey users to ascertain current priorities for e-collection datasets. KAC Members to go back to their members and seek advice on what additional datasets would benefit them, and provide this information to Kinetica Database Service.
The Committee noted the report.
Moved: Ms Patricia Scott, Seconded: Mr Thomas Stoddart
Agenda item 13 Kinetica Subject Headings Review Panel: Information Paper (KAC/2003/1/12)
Mr Rob Walls spoke to this paper.
Ms Jenny Kerry is the new AIATSIS library representative. A major milestone for the Subject Review Panel is the proposal to the Library of Congress for the subject heading Aboriginal Australians to replace Australian Aborigines.
The Committee noted the report.
Moved: Ms Sherrey Quinn, Seconded: Mr Thomas Stoddart
Agenda item 14 National Bibliographic Database: Quality Issues (KAC/2003/1/13)
Mr Rob Walls spoke to this paper.
Amicus 3.4 (which will not be implemented) offers limited improvements. The feasibility of extracting functionality from 3.4 to implement in the current Kinetica environment, specifically the removal of stopwords, has been investigated and found not to be viable.
Kinetica Database Service is working on improved title matching and has developed specifications for truncated title matching to remove the statement of responsibility when matching title data.
ACTION: Nto email the survey on NBD coverage of theses to all KAC members.
The Committee noted the report.
Moved: Mr Thomas Stoddart, Seconded: Ms Patricia Scott
Agenda item 15 Kinetica Annual Users Meeting 2003 (KAC/2003/1/14)
Ms Roxanne Missingham spoke to this paper.
The survey undertaken of last year's attendees at the Kinetica Annual Users Meeting reported a high level of satisfaction with the Meeting. Comments have been taken into account in planning for this year's Meeting.
The Kinetica Annual Users Meeting for 2003 will be held in Adelaide from 21-22 August at the Stamford Hotel. A Planning Committee with representatives from libraries in South Australia and Kinetica has been set up and is working well.
Committee Members were invited to attend a behind-the-scenes tour of the new State Library of South Australia building, which precedes the launch of PictureAustralia on 20 August 2002.
An annual Kinetica Innovation Award was proposed in order to promote the Kinetica Service. The promotion for this Award will be extensive including Kinetica-L, other library lists, Incite, Gateways and the Kinetica website. All KAC members were asked to promote the Awards. The selection of a winner will be done through a panel consisting of two KAC members and a National Library representative. Ms Sherrey Quinn and Mr John Arfield agreed to be the KAC representatives on the judging panel. Up to three awards will be presented at the Kinetica Annual Users Meeting and any Kinetica customer is eligible to enter.
The Committee recommended that an award/s to the library, information service or organisation which has, in the opinion of the judging panel, made the most innovative use of Kinetica be initiated. Up to three awards to be made each year for innovative use of Kinetica.
ACTION: Nto identify and include the size of the application in the Award Guidelines, including the length of the submission which was agreed should be around 500 words.
Minister John Hill, Minister Assisting the Premier in the Arts will conduct the Official Opening. Committee Members will be asked to chair the parallel sessions and Kinetica staff will also be present to clarify or expand upon any issued raised. The sessions will be subject focused rather then function or sector focused.
ACTION: Nto report on the KAC Kinetica Futures Workshop at the Annual Users Meeting which will then feed into parallel session discussions. Nto look at how it can present the futures issues at a strategic level, to assist discussion at the operational level through the parallel sessions.
The Committee recommended that documentation for KAUM attendees be made available electronically and supplied before the Meeting.
The 10th Asia Pacific Specials Health and Law Librarians Conference is being held immediately after the Kinetica Annual Users Meeting from 24-28 August 2002 and cross promotion is occurring for both events.
The 2004 Kinetica Annual Users Meeting will be held in Canberra at the National Library of Australia. A Canberra based planning committee will be established.
The Committee noted the report.
Moved: Ms Doreen Parker, Seconded: Mr John Arfield
Conclusion and date of next meeting
The Committee congratulated Kinetica staff on the format and structure of the papers for the Meeting and thanked the National Library for its hospitality over the two days. Emailing of the Meeting papers in pdf format was successful and a vast improvement over Word documents. It was requested that non-confidential documents be forwarded to Members prior to the Meeting as a separate file to confidential material for easier circulation.
The next Kinetica Advisory Committee Meeting will be in Adelaide on 20 August 2002 prior to the Kinetica Annual Users Meeting.
Meeting closed at 4:05pm