April 5, 2011 BHL Executive Committee notes

Fwd: BHL Executive Committe call April 5 11 a.m. EDT
On Call: Tom Garnett, Martin Kalfatovic, Cathy Norton, Chris Freeland, Connie Rinaldo
Topics:

1. Revised governance - where are we?: No progress yet. Wait on MOU. ACTION: Connie, Graham and Cathy are supposed to draft something.

2. Shipping drives to China and Oz - problems: Chris noted that China can make the exchange but they have to pay, no choice. Disks will need help getting through customs, need to assign someone. Chris noted that it would be good if Tom and Martin raise shipping issue with Keping Ma when he meets with him next week--important for their progress. Australia not yet ready for data to be shipped. Martin and Chris will talk with Ely tonight. These disks are a copy of 12 TB of the data (not the whole thing). Need to plan to download from network.
Resourcing for BHL dataload. Anthony estimated about 2 days to copy remaining 40 TB data for BHLEurope. Want daily uploads to be as small as possible. Even utilizing underused Internet2, it took months to get the data copied.

A courier is probably the best way to transfer data on drives.
Chris and William are working on the paperwork to carry the drives. This is a deliverable for Moore global BHL project.

3, LITA meeting at end of September--several BHL people will be there. Sept 30-Oct 2: Perhaps we should plan a BHL technical sustainability meeting in St. Louis in Sept. Tom says there is about $10,000 available for funding. Chris noted that although there is limited funding, others could Skype in to a workshop like this. Martin noted that it was discussed on the staff call and they are looking at potential agenda. Chris noted that this is about collections and technology. Martin suggested we offer a set amount of money to fund people so perhaps more can come. Chris noted that William can help Tom with financial predictions. Chris noted that we should let the staff identify the agenda and then plan. Should we include non-US? This is not a global BHL meeting.

This was supposed to be an informal, casual meeting that would happen because LITA is in St. Louis so MOBOT people available and others who work on BHL would be coming from elsewhere.

In the last year of MacArthur funding, there is no money for meetings, including IC. If we can have a meeting, and can use this money, then LITA may be a good time to do it. As we move towards the new governance structure, we need to figure out how staff will all interact and continue to work on the BHL.

Cathy noted that it is the IC that needs to make the decisions about how to deploy staff.

Tom noted that we need another IC meeting but it should be after Life and Literature so we can process and analyze the data we get from the conference.

ACTION: Martin will send a note to IC and staff to let them know of the potential for a meeting and recommend that library directors discuss potential agenda items with staff and then post them.

4. upcoming EoL Steering Committee meeting in April

5. Chris and Martin: Moving forward with NEH

6. Brazil SciELO wondering how to proceed with Internet Archive and scanning. Graham suggested that Brazilian drives could be shipped for ingest by BHLEurope. As far as we know, there is no plan for BHLEurope ingest into BHL yet. We are only aware of metadata being passed to Europeana. As far as we know, there is no actual repository for BHLEurope material yet. So our preference is that Brazil use the Internet Archive workflow.

Martin recommended to Abel that Brazilian scanning proceed through the Internet Archive.