Information Services Committee

ISC04-M2

Minutes of the tenth Meeting of the Committee held on 21 May 2004

Membership: Professor P Roberts (chair), Professor C J Backhouse, Mr T C Baseley, Mr P S Blake, Dr J H Chandler (ab), Mr P Davenport, Professor T Kavanagh, Professor C Oppenheim (ab), Professor K C Parsons (ab), Mr H M Pearson (ab), Dr S J Rothberg, Mr J M Town (ab), Ms M T Whyte (ab)

In attendance: Ms V Blackett, Mr J J Brown (for item 3), Mr N Cope (on behalf of Dr Chandler), Mrs A M Crawford (for item 3), Mrs M Morley, Dr A M Mumford, Dr B Negus, Mr C Spendlove (secretary), Mr D M Temple

Apologies were received from Dr Chandler, Professor Oppenheim, Professor Parsons, Mr Pearson, Mr Town, Ms Whyte.

04/23. Report of the Previous Meeting

ISC04-M1
The minutes of the ninth Meeting of the Committee held on 13 February 2004 were confirmed.

04/24. Matters Arising

i. Email Archiving (ISC04-M1-4)

Limited progress had been made since the last meeting (there was now no dedicated resource for this project since the JISC funding had ended). Some discussion had taken place between Computing Services and the Freedom of Information and Records Manager regarding where responsibility for archiving of email should lie (ie with the institution or the individual). It was AGREED that the matter should be referred to the Freedom of Information and Records Management Advisory Group for consideration.
ACTION:- CS

ii. Wireless Networking (ISC04-M1-5)

Pressure of work had meant that no progress had been made as yet. There was some debate regarding the proposed membership of the Wireless Networking Steering Group. It was AGREED that this should be referred to FITG.
ACTION:- CS

iii Student Information Vision Statement (ISC03-M2-11)

The Secretary confirmed that a revised Vision Statement had been received from the Registrar. This would be circulated with the minutes of the meeting.
ACTION:- CS

iv. Information Security Policy (ISC04-M1-7.2/7.3)

The DVC confirmed that this was on the agenda for discussion at the next meeting of EMG to take place during week commencing 24 May 2004 and that a further report would be made to the next meeting of the Committee.
ACTION:- DVC

04/25. Membership and Terms of Reference

ISC04-P19
It was AGREED that the revised terms of reference should be recommended to Resources and Planning Committee subject to the following amendments:

1. Replace all instances of “Division of Information Systems and Services with Division of Information Services and Systems”.

2. Replace “To consider the overall annual Division of Information Systems and Services budget.” with “To approve the Division of Information Systems three year rolling strategic plan encompassing the annual budget”.

3. Insert “Web Action Group” as an additional bullet point under the section entitled “To receive reports from”.

ACTION:- CS

04/26. EPrint Repository Proposal – Working Group Report

ISC04-P20

The Committee considered the report and thanked the working group. Mrs Crawford reported that the Research Support Office and the PVC(R) supported the proposal, especially as this would be a major help in preparing for the Research Assessment Exercise. The Committee thought it essential to ensure that there was support for a repository amongst the wider research community before considering any further developments in this area. It was AGREED that a short summary paper should be produced for consideration at Faculty Directorates and then Research Committee.
ACTION:- JB

As any trial of an EPrint Repository would inevitably divert Library resource from other priorities, it was AGREED that the Library Users Committee should also be consulted on the proposal.
ACTION:- MM

04/27. Corporate Information Service Procurement and Purchasing Policy

ISC04-P21
The Committee received the final version of the policy. There was some discussion regarding the insertion of a reference to a nominee of the Director of CIS to provide advice and/or approval in his/her absence. On balance, this was considered unnecessary and it was AGREED that the policy should be recommended to Resources and Planning Committee in its current form.
ACTION:- CS

It was further AGREED that the policy should be disseminated to academic departments and support services as recommended to Resource and Planning Committee by Information Services Committee.
ACTION:- VB

04/28. Web Action Group - Membership and Terms of Reference

ISC04-P22
The Committee received the draft Membership and Terms of Reference. It was AGREED that the paper should be amended as follows:

1. Clarification of the membership.

2. Replacement of “To advise Information Systems Committee on operational aspects of the internet.” with “To advise Information Services Committee on operational aspects of the internet.”

ACTION:- JT

04/29. Committee Structure for Information Compliance

ISC04-P23
The Committee considered the paper and approved the proposed changes to the sub-committee structure. The Committee’s attention was drawn to the fact that the membership of the Freedom of Information and Records Management Advisory Group included Mr Ray Heasley (Loughborough College) and were reminded that the Freedom of Information and Records Manager post was jointly funded by the University and Loughborough College.

04/30. Report from Corporate Information Services

ISC04-P24
The report was received and noted.

04/31. Report from Computing Services

ISC04-P25
The report was received and noted.

04/32. Report from Media Services

ISC04-P26
The report was received and noted.

04/33. Report from Library

ISC04-P27
The report was received and noted.

04/34. Faculty Information Technology Group

ISC04-P28
The minutes of the meeting held on 2 February 2004 were received and noted.

04/35. Computing Services Annual Report

ISC04-P29
The report was received and noted.

04/36. Library Users Group

ISC04-P30
The minutes of the meeting held on 4 February 2004 were received and noted.

04/37. Web Action Group

ISC04-P31, ISC04-P32
The minutes of the meetings held on 23 April 2004 were received and noted. The web site questionnaire results were received and noted.

04/38. Any Other Business

i. Library Investors in People Award

The Committee congratulated the Library on the recent Investors in People Award and on the excellent associated report from the external assessor.

04/39. Date of Next Meeting

15 October 2004 09:30 Council Chamber.