ISG: Home > About the ISG > Minutes > February 8, 2005

Intranet Steering Group Minutes, February 8, 2005

In attendance: Evelyn Barker, Loretta Barker, Suzanne Beckett, Debbie Carter, Ramona Holmes, Karen Hopkins, Marie Irwin (Recorder), Brenda McClurkin, Brian Moffitt, Sue Sappington, Gerald Saxon (Chair)

1. Gerald Saxon welcomed the group and presented a list of the questions that the Intranet Steering Group (ISG) will need to answer in carrying out its charge:

• What is a staff intranet?
• What do library staff members want/need?
• What do we do with the Q? Staff Resources web page?
• What are the technical issues?
• What are the staffing issues?
• What is our timeline for the ISG? June 1 is the deadline for making initial recommendation to the Library Management Team (LMT).
• What is the time line for the Intranet Project?
• How do we keep staff informed of our progress?
• What is our meeting schedule?
• How will the ISG work with the Core Design & Production Group?
• How will we handle retention/disposal of electronic files, policies, procedures?

Action: The group briefly discussed these questions and agreed that defining the intranet and coming up with ways to begin gathering staff feedback and expectations would be a good starting place for our work.

2. Brainstorming about possibilities, ideas and expectations for a staff intranet resulted in the following:

• Working tools for specific tasks
• Document sharing
• Collaborative authoring
• Messaging
• Search/retrieval of documents and information
• Discussion forums
• Communication
• Not a glorified Q drive
• How interactive?
• Repository
• File sharing
• To do/task list for projects, groups, individuals
• Community calendar
• Records management

3. Ways to involve staff in sharing their ideas and expectations for the intranet were discussed.

Action:
1. Develop an overview of an intranet that includes a working definition along with examples of the kinds of things that an intranet could include. Try to have something ready to present at the library staff meeting on February 22.
2. Develop a set of questions to elicit input and expectations about the intranet from staff.
3. Schedule times for Karen Hopkins to meet with each Program Area to gather input and expectations from staff.
4. Use information gathered from these sessions to begin building a prototype for the intranet.
5. Gather more feedback and refine.

4. Ways to communicate with staff about our progress were discussed.

Action:
1. Distribute minutes of our meetings.
2. Set up a Listserv for the ISG.
3. Set up a website.
4. Make reports at staff meetings.

Meeting times and frequency: Meet weekly on Tuesdays at 10:00 a.m.

February 22, 2005