SCRLC
Hospital Library Services Advisory Committee Meeting
12:00 noon, Wednesday, December 15, 2009
Conference Call

Minutes

Present: Susan Bretscher, Laura Dixon, and Ward Romer. Minutes taken by Nora Hardy.
1. Minutes, November 18, 2009 – approved as written.

2. HLSP Grant and MISP, 2009-10 – Funds have still not been received for HLSP nor MISP due to the New York State budget issues. There may be cuts to the originally budgeted amount, necessitating revisions.

3. Databases – Databases are working well and much appreciated. There is concern that if HLSP and/or MISP are cut drastically it may affect database renewals. All current subscriptions have been already been renewed and paid for through December 2010.

4. Plan of Service Conversation – tabled until next meeting.

5. New Business – Cayuga Med is reducing its paper collection for economic savings, but maintaining its online resources. Ward Romer is looking forward to retiring in August. Bassett Hosp. is joining with Fox Hosp. no immediate plans for joint library services.

6. Meeting Schedule, Tues., 10:00 am
a. February 16 Conference Call
b. April 20, Cayuga Medical Center
c. June 15, Conference Call
d. August 17, Binghamton
e. October 12, Conference Call
f. December 14, SCRLC Martin Learning Center

Agenda
10:00-11:00 a.m.
Conference Call

1. Minutes approval, Nov. 18, 2009

2. Grant Status
a. HLSP Grant - 2009-10
b. MISP - 2009-10

3. Databases
a. BMJ, STAT!Ref, Harrison's Online, NEJM
b. Ovid

4. Plan of Service Conversion

5. New Business

6. 2010 Meeting Schedule, 10:00 am, Tuesdays
a. Feb. 16, Conference Call
b. Apr. 20, Location?
c. June 15, Conference Call
d. Aug. 17, Location?
e. Oct. 16, Conference Call
f. Dec. 14, Location?

Minutes

Present: Susan Bretscher, Laura Dixon, David Lester, Mary-Carol Lindbloom, and Ward Romer. Guest: April Younglove. Minutes taken by Nora Hardy.
1. Minutes, April 21, 2009 – approved as written.

2. HLSP Grant and MISP, 2009-10 – Nora reported that funds have still not been received for HLSP nor MISP due to the New York State budget issues. As soon as the HLSP funds are received the 2009-10 budget will be reviewed and revised as necessary.

3. Databases – All agreed that current databases are working well and much appreciated. If funds were available, the nursing collection from the NLA would be a good addition. Ovid – Nora will find out whether there is still a print subscription required with electronic subscriptions.

4. Go Local – April Younglove explained the project and the process for adding records. Committee members will talk with their own marketing departments and ensure that their hospital’s record is accurate. Soft roll-out is planned for June 2010, with full promotion planned for September 2010.

5. Continuing Education –

a. MLA Webcast will follow this meeting.
b. Nora will try to set up a session with Katherine Stemmer Frumento (Greenwich Hospital CT/MLA-JC Liaison 2006-2010) similar to SENYLRC’s “The Standards”.

6. Southern Tier Health Link (STHL) – Interesting and important concept gaining ground in the Southern Tier. No action is needed at this time.

7. SCRLC Annual Meeting – Was well attended and had very interesting presentations on Second Life and the STHL/UHS collaboration in SL.

8. Next meeting, Tues., Dec. 15, 10:00 am, Conference Call

South Central Regional Library Council
Hospital Library Services Advisory Committee Meeting

1:30 p.m.-2:30 a.m., Tuesday, April 21, 2009
SCRLC, Ithaca, NY

Agenda

1. Minutes approval, Feb. 19, 2009

2. Databases

3. HLSP Grants
a. 2008-9 Reports
b. 2009-10 Planning

4. UNYOC 2009 (Sept. 30-Oct.2, Albany)

5. MLA Class(es) – David Rothman (PubMed?), Healthcare Issues (Fall?)

6. New Business

7. Go Local – Michelle Tomaszewski and Karla Block

8. Meeting Schedule, 10:00 am
a. Tues., June 9, 10:00 am, Conference Call
b. Tues., Aug. 11, 10:00 am, Lourdes
c. Sept. 30-Oct. 2, UNYOC, Albany
d. Tues., Dec. 15, 10:00 am, Conference Call

South Central Regional Library Council
Hospital Library Services Advisory Committee Meeting

10:00 a.m.-11:00 a.m., Tuesday, December 9, 2008
Virtual Meeting, OPAL

Minutes

Present: Sue Bretscher, Laura Dixon, David Lester, Ward Romer. Minutes taken by Nora Hardy.
1. Minutes, August 12 – Approved.

2. Schedule for 2009: February 17, 1:00, Conference Call; 4/14, SCRLC, 10:00; 6/9, Conference Call, 10:00; 8/11, Lourdes, 10:00; 12/15, Conference Call, 10:00.

3. Goals
a. 2008 Goals Review
i. The Weblog was used to evaluate and discuss collaborative database selection options.
ii. SCRLC and HLSP provided all members with subscriptions to Harrison’s Online, STAT!Ref, New England Journal of Medicine, and added the British Medical Journal. Six hospital libraries took advantage of the NY3Rs offer of the discounted Ovid/Lippincott, Williams & Wilkins package.
iii. Onsite training on databases was available for hospitals to offer to their staff members.
iv. In partnership with CLRC, two half-day MLA Classes were offered at Broome County Public Library on 9/11/08: Expert PubMed and Making PubMed Work for You were taught by Arpita Bose, NN/LM Mid-Atlantic RML.
v. The Nursing School Library Support listserv has been used at least once each month to share information among SCRLC, the hospital libraries, and the nursing library support library staff in our region.
vi. The UNYOC Annual Conference was successfully held in Ithaca in October, 2008. SCRLC hosted the Continuing Education session, committee members (led by conference co-chair, Sue Bretscher) helped with logistics, registration, and planning for the event.
b. 2009 Goals
i. Provide access to full text databases.
ii. Provide onsite training for library and hospital staff on HLSP-funded databases to assure their effective use.
iii. Co-sponsor an MLA Continuing Education course with the Central 3Rs Council.
iv. Move forward in providing information sharing between hospital libraries and nursing school libraries.
v. Explore participation in the upstate New York GoLocal project with input from regional hospital libraries and other potential stakeholders such as public and healthcare libraries.

c. Databases are all working well. Current subscriptions have all been approved and paid through December 2009. At that time, depending upon the HLSP 2009-10 budget, it will be necessary to reevaluate regional database selections in light of use and value.

4. HLSP Grant 2008-9 distribution has been held-up due to New York State’s budget cuts. As soon as definitive amounts are confirmed and disbursed, SCRLC will be able to distribute the grants. The amounts will be smaller than in recent years, but there will be grant funds available.

5. MISP funds have not been released by NYS and SCRLC is awaiting a final decision on the amount to be received. When the amount is announced, it is anticipated that some funds will be available for EFTS and medical library-supplied articles.

6. MLA Class(es) – Preferred topics for spring 2009 are: Health Care Issues in the Headlines and Evidence-Based Medicine (perhaps for nursing).

7. Around the Table: Ward reported that he sometimes finds related materials in BMJ. Article requests keep rising. Island Health has been requested a lot of support for doctoral level physical therapy. Laura reported that their print stacks are shrinking yet further to make way for a new medical program. David said that a Medical Office Building is under consideration. Sue reported that Lourdes will break ground in Spring for a large ambulatory care center. She almost has Illiad up and running. Her library now reports to the Asst. VP of Learning Services.

South Central Regional Library Council
Hospital Library Services Advisory Committee Meeting

1:30 p.m.-2:30 a.m., Tuesday, February 19, 2009
Virtual Meeting, OPAL

Agenda

1. Minutes approval, Dec. 9, 2008

2. Databases and statistics
a. New England Journal of Medicine
b. STAT!Ref
c. Harrison’s Online
d. Ovid
e. British Medical Journal

3. HLSP Grants 2008-9 Disbursed!

4. MISP and EFTS

5. UNYOC 2009 (Sept. 30-Oct.2, Albany)

6. MLA Class(es) – David Rothman (PubMed?), Healthcare Issues (Fall?)

7. Resources for Disaster Response and Preparedness (online class) 4/23, 10:00-11:00 – Arpita Bose

8. New Business

South Central Regional Library Council
Hospital Library Services Advisory Committee Meeting

10:00 a.m.-11:00 a.m., Tuesday, December 9, 2008
Virtual Meeting, OPAL

Phone Connection -
If we have trouble with OPAL, our backup will be a conventional conference call. Here are the directions:

PARTICIPANT - JOIN AN ON DEMAND PLUS CALL:
1 - Dial the toll-free On-Demand Plus Number: 888-387-8686
2 - Enter the Room number: 5181361 and press #
3 - You will be placed directly into the meeting if the moderator has already joined.
If the moderator hasn't joined, you will be placed on hold for up to 10 minutes.

Agenda

1. August 12 – Technical difficulties

2. Schedule for 2009

3. Goals
a. 2008

• i. Used the Weblog
• ii. Databases
• iii. Onsite training on databases
• iv. MLA Class – PubMed
• v. Hosp. Lib and Nursing School Collaboration
• 
  

b. 2009

• i. (MISP – databases)
• ii. Onsite training
• iii. MLA Class
• iv. Hosp.lib & Nursing Schools
• v. GoLocal

4. Databases

1. a. New England Journal of Medicine
2. b. STAT!Ref
3. c. Harrison’s Online
4. d. Ovid
5. e. British Medical Journal

5. HLSP Grant 2008-9

6. MISP

7. UNYOC 2008 (10/22-24/2008, Holiday Inn-Ithaca)

8. MLA Class(es)

• a. Health Care Issues in the Headlines (CLRC co-sponsor) Gail Kuame, Pacific Northwest

9. New Business

South Central Regional Library Council

Hospital Library Services Advisory Committee Meeting

10:00 a.m.-11:00 a.m., Tuesday, August 12, 2008

Virtual Meeting, OPAL

Agenda

1. Approve July 1, 2008 minutes

2. Databases

• New England Journal of Medicine
• STAT!Ref
• Harrison’s Online
• Ovid
• British Medical Journal

3. HLSP Grant 2008-9

4. UNYOC 2008 (10/22-24/2008, Holiday Inn-Ithaca)

5. MLA Class(es

• Expert PubMed & Making PubMed Work for You
• Thursday, Sept. 11 @BCPL, Binghamton
• Understanding Health Care Literature: A Primer for Working with Evidence-Based Health Care Principals
• Kathleen McKibbon, McMaster
• Teaching Clinical Skills to Medical Librarians
• Lyon, Walden, Beauregard, Nashville
• Health Care Issues in the Headlines (CLRC request if we want to co-sponsor)
• Gail Kuame, Pacific Northwest
• 
  

6. ALA Wellness Initiative

7. Journal Club in OPAL

8. New Business

9. 2008 Hospital Committee Schedule, Tuesdays, 10:00-12:00

1. Oct. 23, UNYOC, Ithaca
2. Dec. 9, Binghamton - location?

Karla Block, Minnesota Go Local Project Director, provided an overview of the beginning and development of their Go Local project. Minnesota is similar to NYS in that it is large (87 counties) and has a rural area similar to NYS. They received NLM funding and began the project in April 2006. They had an original launch date of December 2006; it was postponed to April 2007; and a final actual launch date of July 2007. They began the project with a Project Manager and 4 hourly staff who had health sciences library backgrounds. In developing the database, they concentrated on NLM established priorities that included hospitals, nursing homes, and public health clinics.

The original plan called on regions to submit data but that model did not work. Instead they had people in the regions discover existing lists and/or create lists which were then sent to the project team to input and approve. The lists were formatted in an Excel spreadsheet that provided for a skeleton record.

In terms of staffing, they found that a dedicated/focused project manager was a necessity. In addition, staff needed to work a minimum of 5 hours a week to retain skills acquired during training. Although the use of volunteers has worked out in other states, this practice did not work out well with the Minnesota project. They had a positive experience with library school students who were doing practicums that required 120 hours of time to a project. 211 agencies in Minnesota were very cooperative. However they found that the 211 data required considerable checking and additional information for Go Local inclusion.

In terms of the developing the database, they followed the established NLM priorities. NLM recommended that they have a minimum of 1,500 records at launch. They had 1,800 records at launch and now have 4,600 records in the database. Karla emphasized that developing the database is a very labor intensive process, that there are a lot of grey areas that need to be addressed, and a lot of decision points.

Some observations:

Promotions. Karla would wait till near launch time to start promoting the project. They started early and had to deal with delayed launch times, a temporary url for their website, and the need to make changes to some promotional material as a result. Karla would use this time to continue to build partnerships and support in the communities.

Sustainability. This is the biggest issue facing Minnesota’s Go Local project. Building and maintaining the database requires a lot of work and effort. There are 3 queues in the NLM database structure: approved records (which the public sees); pending (which needs to be approved); and incomplete (which needs more information). In addition NLM requires an annual audit of all records.

Database recommendations include:

1. making the agency descriptions general rather than very specific and consider that sometimes less is better than more
2. having all style guides, selection criteria ready ahead of time and realizing that there are a lot of decision points when entering agency records
3. centralized data entry with staff assigned to certain categories of agencies
4. having staff work at least 20 hours a week on the database
5. having staff be able to do more than one task so that the work does not become tedious