February 3, 2009
In attendance: Janet Thomason, Robert Rich, Brian Boling, Sue Erickson, Gayle Grantham, Stacy Owens, Jim Toplon, Tao You, Tracy Primich, James Kelley, MAT Trotter
Agenda:
1) Using Google calendar to report library circulation hours
2) elimination of paper reports
3) laptop receipts
Minutes
1) The current web form for reporting library circulation hours creates some communication hurdles within LITS. In addition, the form causes some confusion with some staff members. Google calendaring may overcome some of these problems with its visual display of time, and it has a reminder feature so that Tao is notified when there are changes, prompting her to update policies within Acorn. Tao suggests that the web form be eliminated in favor of the Google calendar. Each library would have its own calendar object, and the calendar object could be imbedded in more than one spot. Note that this calendar is for library circulation hours only. A library may have different circulation hours than open hours. Tao will create the calendar objects, and at the next meeting, the process for modifying the calendar will be demonstrated.
2) There is no need to print any library report for the purpose of saving and archiving the report. You may save paper and toner and not automatically print the daily reports. Tao prepared a list of reports received by each library so that each library may review the reports for currency. If there are any reports that should be discontinued, please notify Tao You. Tracy reviewed all the reports with financial data with Lisa Shipman. Because Acorn reports are kept on the reports server for two years, our auditing responsibilities are fulfilled. Music and Divinity have already abandoned printing reports.
3) The laptop receipt form does not contain space for all the pieces of information needed to identify the borrower and the laptop. In order to better identify the borrower and track the laptop, the form (at http://lib1a.library.vanderbilt.edu/circdoc/forms/laptopreceipt.doc) has been updated.
4) Issues for future meetings: print release stations, recalls of CDs (Music)