Meeting Minutes Meeting held Thursday 13 November 2003, UCL
Present: James
Anthony (UCL), Lyn Bowen (Westminster), Chris Brewer (IOE), Joanne Kilgannon
(Courtauld), Glyn Price (LSE), Katie Sambrook (KCL), Christine Wise (University of London Library – Chair)
- Welcome and introductions
CW welcomed everyone to the meeting and introductions
were made.
Apologies were received from Anne Barrett (Imperial)
and Colin Rennie (SOAS)
- Minutes of the meeting held Thursday 18 September 2003 and minute taking
The
minutes of the meeting held Thursday 18 September 2003 were confirmed as an accurate
record. They would shortly be made
available via the M25 DMG web pages.
ACTION GP
CW took
the minutes of the meeting.
- Matters arising from the minutes of the meeting held Thursday 18 November 2003
Under
item 3, JK reported that she would consult colleagues at the Courtauld Gallery
regarding the disaster plan in operation.
ACTION
JK
- M25 Development Plan 2002/3-2005/6: to consider the objectives in
the revised DMG plan for 2003-2004 and update action lines as necessary
CW
reported that an updated version of the M25 DMG plan for 2003-2004 would be
required for the M25 Steering Group meeting to be held on 3
December 2003. Following this meeting, she would compile an
updated version, and would circulate this to colleagues.
ACTION CW
- Training events in conjunction with CPD25: to receive reports on
three planned events:
Writing a disaster control
plan: 2 December 2003:
James Anthony
JA reported on the programme so far for this
event. It would consist of an overview
paper from CW; papers from an institutional and a loss adjuster’s perspectives,
and from that of a disaster recovery supplier.
The afternoon session would largely be comprised of breakout groups and
a feedback session. The learning
outcomes for the event, which would be aimed at participants charged with
writing a disaster control plan for their libraries, would be clearly defined
in the promotional literature. The M25
DMG thanked JA for his work, and looked forward to a successful training event.
ACTION JA
Dealing with damaged stock:
January-March 2004: Chris Brewer
CB reviewed progress so far on this event, which was
newly confirmed for 17 March 2004.
Given the number, range and depth of relevant topics, including
insurance of collections, preservation and conservation, handling issues,
showing specialist videos, it was likely to be a full day event. CB would develop the programme further in
liaison with colleagues and report back via email and at the next meeting. The M25 DMG thanked CB for her work so far,
and looked forward to a successful training event.
ACTION CB
Running a disaster scenario
training event in your library: 21 April 2004:
Christine Wise
CW reported that she would develop the detailed
programme for this event once the programmes for 2 December 2003 and 17 March 2004 had been fully developed. A number of potential speakers were
mentioned, whom CW would approach and report back via email and at the next
meeting.
ACTION CW
- Mutual Support Agreements: to discuss recent developments in the
creative arts area. To put in train
steps for the review and renewal of the education mutual support agreement
prior to June 2004
GP
briefed the M25 DMG on the recent discussions held with the M25 Creative Arts
Group. There was much interest at the
M25 Creative Arts Group on the concept of mutual support but the question had
been posed as to whether it could be best addressed by further subject-specific
agreements, such as the Education Mutual Support Agreement. CW and GP agreed, on behalf of the group, to
present this issue to the forthcoming M25 Consortium Chairs of Working Group
meeting, for further discussion and potential onward transmission to the M25
Steering Group.
ACTION GP and CW
In tandem
with this initiative, it was agreed that steps should be taken towards renewing
the Education Mutual Support Agreement before its date of expiry in June 2004.
ACTION GP and CW
- Business and service continuity planning: to discuss and agree
areas of work to develop during 2003-2004, and to draw up an action plan
DMG members reviewed progress so far on this agenda
item.
AB was in the process of conducting a literature
review and would report back at the next meeting.
ACTION AB
Given the success of the model disaster control plan
template, M25 DMG members agreed that a second, complementary template on
business and service continuity planning should be drawn up. In order to progress the work, CW and KS
would meet in January 2004 to brainstorm and scope potential content, to
present to the M25 DMG at the next meeting.
KS and CW would liaise with AB to ensure that their work was informed by
up-to-date sources.
ACTION KS and CW
- Review of the M25 Disaster Management Group website: to receive
reports from Colin Rennie and Katie Sambrook on drafting of new content in
IT disaster preparedness and special collections; and to discuss further
content enhancements
CR’s report on scoping of IT issues for inclusion in the
disaster control plan template was received.
He would provide a full scope for the next meeting. The M25 DMG thanked him for his work so far.
ACTION CR
KS spoke to the scope she had prepared for new
content on special collections for the disaster control plan template. The M25 DMG thanked her for her work and
endorsed the approach she had taken. KS
would now proceed, in consultation with other members of the M25 DMG, to draft
the text for consideration at the next meeting.
ACTION KS
JA reported on his work to update the list of
disaster recovery and other suppliers; this was ongoing, and he welcomed other
suggestions for inclusion.
ACTION JA
DMG members agreed that when the all the new content
for the web site and disaster control plan had been prepared, it would be
useful for GP as the DMG webmaster to consult with John Gilby of the M25
Systems Team, to ensure that the updates were presented in a suitably
structured format. GP would also review
the structure of the rest of the pages and the disaster control plan template
in advance of this, to identify any changes which could be sensibly be made to
streamline the structures.
ACTION GP
- Review of the M25 Disaster Management Group membership: to consider
further invitations to join the DMG
The Chair
reported that she had recently made two approaches to colleagues to join the
M25 DMG and was awaiting their response.
She welcomed further suggestions from other M25 DMG members.
ACTION ALL
- Any other business
There was none.
- Date of next meeting: to consider a meeting date in early February
2004, and a venue
The Chair would canvass for a suitable date in early
February. Joanne Kilgannon kindly
offered to host the next meeting at the Courtauld Institute.
Christine
Wise
Chair, M25
DMG
14 December 2003
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