Present:  Janet Hack (JH), Michelle Flinchbaugh (MF), May Chang (MC), Lindsey Loeper (LL) Heather Moss (HM), Sharon Favaro (SF), Susan Graham (SG)

Larry Wilt's (LW) concerns regarding the I-Drive clean up proposal were discussed:

• He is concerned it will take a lot of staff time to weed through the old files

• He doesn't think space on the I-Drive is an issue

• He proposed archiving the entire I-Drive as is and starting fresh with a new shared drive (still on the I-Drive, but the old folders in Archive folder)

• He thinks the CDMWG should focus on the policies and guidelines documents

Ideas and issues brought up to address LW's concerns:

• It is not the university policy for the Archives to accept everything -- e.g. all the old files on the I-Drive

  • It was not the intention to send the Archived folder of the old I-Drive to the University Archives, just to serve as storage space from which to copy active files

• Changing the proposal to make it easier by giving tips on decluttering focused on efficiency (just moving stuff out of your way)

  • BMS has carried out a similar activity by splitting up their department folder on the I-Drive between 3 people who moved items to an "old" folder

• Possibly creating a new committee to start cycling through and reviewing the policies and guidelines, where out-of-date policies would be sent to the appropriate person to review and update

• LL, JH and MF will meet with LW to present a new approach to the I-Drive clean up.  Following that meeting a new alternative I-Drive cleanup will be presented at LEC:

  • This proposal would involve two options

    • Option A:  Archive the old I-Drive in an Archive folder; A new place on the I-Drive will be created for active documents, with a uniform file structure for each department (e.g. "minutes," and "procedures" folders for each dept.); There would still be an Allshare folder for committee work and other stuff that many people need to access;  the wiki would be a space where groups could work collaboratively on items, where everybody has the same file so that there are not multiple files for the same thing, and the wiki's structure would mirror the I-Drive's; The clean up proposal would still be implemented:  we would start fresh with the new I-Drive and consistent file structure, then for example in 6 mos. do the trash/archive folder/weeding approach using the records policy

    • Option B:  Simplify the weeding proposal emphasizing quick decluttering to improve access to files and efficiency (using the MF's and the BMS experiences as examples)

Policies/Guidelines documents suggestions:

• Whatever approach we take, there has to be a review cycle for the documents

• Recommend a committee to work on policies, sending them to be reviewed and updated by the correct people, who would then send to the LEC for final approval

• or, Putting a timer on the approved documents so that in 5 years (or whatever time period was deemed necessary), we would be alerted that the policy needed review and they would be updated more regularly

•  or, recommend that Linda Durkos or someone else in Administration would route policies to appropriate persons because the policies are library-wide

Moving forward with the Wiki:

• HM and JH will demonstrate how to use the wiki at the next Library Assembly meeting on Wednesday, 4/23/08, at 2:00pm

  • This presentation will include why we chose to use a wiki (collaboration, etc.), the problems with the I-Drive that the wiki can solve, that it supplements and works in conjunction with the I-Drive, and that its structure will be similar to the I-Drive)

• We decided to stick with the theme that JH has used to create the wiki

• JH will put a link to the site map on the left navigation bar

• The wiki includes sections for library internal and external news

• We can use labels to tag items, e.g. for staff development (conference summaries, etc.) and other categories for library internal news, and search/sort on a label

• We could have a "feedback" page on the wiki so that people can leave comments after the Library Assembly demonstration

• We will hold training sessions on using the wiki

• We could send/post tips to people about different features of the wiki and how to use them

• We will ask Collier Jones about if/when there can be a single login (e.g. log into myUMBC and be logged into the wiki immediately)

• We need approval from LEC

Next steps/Deliverables:

• JH will write up some talking points/ an outline to discuss the two I-Drive clean up options

• MF will set up a meeting w/LW, JH, LL to talk about the two options

• JH, LL, and MF may present the chosen option at the next LEC meeting

• JH will add the site map link on the left navigation bar of the wiki

• MC will ask OIT  about single login to wiki through myUMBC

• HM & JH will demonstrate wiki at next Library Assembly meeting

• We will continue to discuss next steps in the policies/guidelines updates and reviews