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NOTE: RESOURCE ACCESS SIG USES EITHER ZOOM’S AI NOTES FUNCTIONALITY OR MICROSOFT COPILOT TO PROCESS THE TRANSCRIPT. If you would prefer that we turn this off for do not use AI any session you attend, we are happy to! Please alert the convener at the start of the meeting.

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Meeting Notes

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📄 Meeting Minutes

🗣️ Discussion Points:

1. Introduction and Roles (11:01 - 11:07)

   • Cornelia and Susan introduced the meeting and their roles.
   • Cornelia will track attendees and manage muting.

2. Using AI for Meeting Minutes (11:07 - 11:13)

   • Discussion on using AI to generate meeting minutes.
   • Tom explained the process of using Copilot for transcription.
   • Concerns about accuracy and the need for human verification.

3. Old Jira Tickets Review (11:14 - 11:35)

   • Overview: Plan to review and close old Jira tickets, focusing on those over four years old.
   • Process Proposal: Form a smaller group with historical knowledge of Folio to review tickets.
   • Discussion:
     • Some tickets may be resolved, irrelevant, or need updating.
     • Smaller group to flag potential closures for final review by the larger group.
     • Consider reaching out to institutions that ranked tickets highly for their input.
   • Action Plan:
     • Meeting Schedule: The smaller group will meet every other Thursday, starting this week, to review old Jira tickets.
     • Ticket Review Process:
       • Use labels in Jira for proposed closures and communicate via Slack for transparency.
       • Ensure relevant Product Owners (POs) are informed to avoid closing important tickets.
       • POs like Thomas, Julie, and Amelia emphasized the importance of not closing tickets without proper review and suggested tagging them as watchers for relevant tickets.
     • Comments from POs:
       • Thomas: Suggested using labels and ensuring that any ticket closures are communicated clearly to avoid losing important information.
       • Julie: Highlighted the need for informal communication with active POs to ensure no critical tickets are closed.
       • Amelia: Mentioned that closed tickets can be reopened if necessary, but emphasized the importance of proper review before closure.

4. Truncation Due Date for Expired Patrons (11:36 - 11:53)

   • Issue Presented:
     • Cornelia: Highlighted a problem where due dates for patrons with expiration dates were being set in the past, causing immediate overdue status and fines. This issue arose when patrons checked out items on days the library was closed, leading to due dates being set to the last open day before the patron's expiration date.
     • David: Added that similar issues occur with renewals, where due dates are truncated to the patron's expiration date, sometimes resulting in due dates in the past or shorter loan periods than expected.
   • Discussion:
     • The group discussed potential solutions, including failing the loan or renewal if the due date would be in the past.
     • Consideration of different library setups and the impact on patrons, emphasizing that loans should not be placed in the past and renewals should not shorten the due date.
   • Agreed-Upon Solution:
     • Checkout: If the calculated due date for a checkout would fall before the loan date, the system should fail the loan to prevent setting a due date in the past.
     • Renewals: For renewals, the system should fail the renewal if the new due date would be before the current due date, ensuring that the due date is not shortened.
     • Staff Override: The solution should allow staff members with appropriate permissions to override due dates if necessary, ensuring flexibility in special cases.
   • Next Steps:
     • Cornelia: To write a Jira ticket for the checkout issue with expired patrons.
     • David: To consider scenarios for renewals and write a Jira ticket if needed, with input from other members who have rolling due dates.

✅ Decisions Made:

• Use AI for initial transcription of meeting minutes, with human verification.
• Form a smaller group to review old Jira tickets, starting with the oldest.
• Address the issue of due dates for expired patrons by creating a Jira ticket.

📌 Action Items:

• Tom: Write an accurate disclaimer for AI-generated minutes.
• Tobi: Learn the process from Tom to back him up if needed.
• Cornelia and Susan: Convene a smaller group to review old Jira tickets.
• Cornelia: Write a Jira ticket for the checkout issue with expired patrons.
• David: Consider scenarios for renewals and write a Jira ticket if needed.

📊 Data & Insights:

• AI transcription can be improved with specific prompts.
• Historical Jira tickets need review to ensure relevance and accuracy.

🔄 Follow-Up:

• Next meeting for Jira ticket review scheduled for Thursday.
• Volunteers needed to assist with the review process.

Feel free to ask if you need more details or have any questions!