Present: Margaret Nichols, Jim Spear, Lois Purcell, Debra Warfield, Jim Alberts (chair).
Jim A. distributed copies of a document entitled “Front matter and page organization for procedures” and a flowchart entitled “Taxonomy: A Preliminary Map for Acq. and Info.Org.”
The draft documents on front matter and taxonomy charts are available at http://www.library.cornell.edu/tsweb/aboutus/mTeam/proceduresProject.htm.
We discussed the feasibility of conducting a survey through LTSL. We discussed the possibility of sending out some broad questions regarding the procedures on LTS-L. The idea was tabled for the present time due to time constraints and the inordinate amount of work to be done on the website. Margaret, Lois and Jim.S. were familiar with the survey conducted in 2002 for the original website and agreed that we should revisit the possibility in the future when we are undoubtedly less overwhelmed with the work to be done.
“Title” was added to Jim A.’s document “Front matter and page organization for procedures.” We discussed “fill in the blanks” format and the need to retain the procedure numbering. We debated the pros and cons of rearranging longer procedures with multiple pages for easier navigation and usability. We determined that writing in 2nd or 3rd person is dependant upon the appropriateness in each individual case. Using full names in place of initials will clearly identify the drafter for those who are not familiar with their initials. Stakeholder may be the same person as the drafter or the Division Head. Using personal names or working titles for drafters has not been decided. In addition, a review process will need to be put in place and responsibility determined. Jim A. believes there is a feature in CommonSpot that identifies review dates and takes it offline if not reviewed.
We agreed that many long standing “exceptions to the rule” practices are the reason we have lengthy procedures in the name of customer service and any efforts to streamline will be determined by those in higher management.
Margaret mentioned that the RMC website contains many procedures. Jim A. suggested that we not incorporate Music or RMC at this time although some may be added by function.
Lois is forwarding the “Thesis Procedure” to the group for review. Lois questioned the future of the Voyager manual and if we should take it apart or leave it “as-is” to link to other procedures. Not enough time is available for dissecting the manual.
For the next meeting Jim A. suggested we work on the “Style Sheet.”
Minutes submitted by Deb Warfield, 9/07/05