Barton Advisory Group

Barton Advisory Group -- December 4th 2003

Present: Nina Davis-Millis, Charlene Follett, Tracy Gabridge, Stephanie Hartman, Kim Maxwell, Georgiana McReynolds, Christine Moulen (chair), Beth Siers (minutes), Rich Wenger

**Disaster Recovery - The server intrusion was a chance to test our recovery plan. In general things went very well. A couple of things surfaced that are worth noting:
- There were no planned replacements for Barton Group members, so when three of us were out it took far longer to test recovery than ideal.
- The communication path was too slow. Email did not catch us all as soon as it could have. For things of an immediate nature, like telling us to test the recovery before opening the system to real use, we should call rather than email. Email can still be used for basic updates. A quick check of Meeting Maker can identify when/where folks are away from their desks. As Recovery Coordinator, Nina will take responsibility for making the phone calls, as Christine will likely have plenty to do.

ACTION ITEM:
** ** Barton Group please Proxy Nina on you Meeting Maker ** **

- We should invoke the disaster plan formally, as it's not always clear when it's a temporary glitch, or something that could take longer to resolve.
- Circulation ran across some vague parts of their procedure, and are going to clarify them in the plan.

ACTION ITEM:
** ** Please send updates to Nina, Christine and Rich By Thurs 11th ** **

- We should be clear about how much to tell staff and patron about what's happening, and how it started.
- It would be best to have a planned message prepared for when the OPAC is unavailable. The quick message created this time in the moment was incorrectly routing people to the circ desks.
- We will add information to the plan about how Nicole re-directed the URL's to walter

**Reports -- We still need to merge the two lists. Georgiana will reformat the Circ list so we can easily add those items with the Collections reports spreadsheet.
- We'd like to move our reports from the 'training' area of the DataWarehouse page to a Library page, but we need to come up with categories. Joan made a first pass, and Christine noted our suggested changes, any further comments should be sent through her.
- How should we handle reports that are only handled by one person, or of a very specific nature. Having a single report location would be useful, but the data is not always very well described in these kinds of ad hoc reports. We decided to leave these ad hoc and personally set up reports on local machines, and we'll use the priority list as criteria for which reports go up onto the DataWarehouse site.

**Announcements:
- Stephanie will be rotating off Barton Group (sniff sniff). Elke Piontek-Ma will be the new Processing rep.
- Kristin and Macrina can now run invoicing themselves, and Charlene and Garry can start Yankee loads when there's a delay that prevents the automated load. Christine is no longer required to run these scripts.
- Authorities loader testing has been successful on walter. Will commence loading new authority records on grammy imminently.
- Special Holiday Closing - Nina will compile a list of what will and won't be happening during this time, and what will be disabled or changed during this time.
- There will be no Barton Group Dec 18th. Christine will reschedule the January meetings as there are many conflicts with existing times. (Wed Jan 7th and 21st, 3pm, Hayden Conference Room)