BHL Staff Meeting 2009

BHL Staff Call Agenda Sept 24, 2009 | BHL IC Agenda
BHL Staff Meeting November 2-4, 2009

Dates

• November 2-4, 2009 (Monday - Wednesday)
  The meetings will begin with lunch at Noon on Monday (11/2); there will be a full day on Tuesday (11/3); the meeting will conclude at Noon on Wednesday (11/3). It is hoped that this scheduling will enable some attendees to arrive on Monday and be able to leave on Wednesday afternoon.

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ROOM INFORMATION

A block of rooms has been reserved for you to book with the Capitol Hill Suites http://www.capitolhillsuites.com/ located just a Metro stop or lovely walk away from the Natural History Building. Room rates are a special government rate @ $207/night + tax.

Individuals must call in and reserve rooms no later than October 22, 2009 by calling reservations at 1- and referencing Smithsonian Institution – Biodiversity Heritage Library. Reservations received after 5:00pm local time at the hotel on above date listed will be accepted on a space and rate availability basis. All reservations must be accompanied by a first night room deposit, or guaranteed with a major credit card.

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Location

Washington, D.C at the Smithsonian National Museum of Natural History, 10th & Constitution Ave., NW -- North Entrance -- SI Libraries Conf. Rm. CEG-17
Skype will be available

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ATTENDEES

(please indicate if library funded or BHL funded - your arrival and departure times - or if you plan to skype to the meeting)
Availability indicated via Doodle poll

Please indicate Arrival & Departure dates/times

BHL Funded	Library Funded	N/A	Skyping in
Michelle Abeln (MOBOT) Arrive Saturday morning Depart Wed 730pm		Suzanne Pilsk (SIL) Arrives and Never Departs	Mike Lichtenberg (MOBOT)
Diana Duncan (Field) Arrive Sunday Noon Depart Wed 6:30PM		Bianca Lipscomb (BHL)	Kai Stalmann (BHL-E/MfN), for ingest & dedupe, Mo. 3pm
Christine Giannoni (Field) Arrive Monday 9am Depart Thursday 5pm		Grace Duke (SIL)
Diane Rielinger (MBLWHOI) arr. Mon am dep Wed IAD 5:00pm	Matt Person (MBLWHOI) arr. Sun. pm, dep Wed IAD 5:00pm	Erin Thomas (SIL)
		Keri Thompson (SIL)
		Martin Kalfatovic (SIL)
		Tom Garnett (BHL)
Judy Warnement (Harvard Bot) Arrive Mon. 9:55 am Depart Thurs. 2:30 pm		Bess Missell (SIL)
Joe deVeer (Harvard MCZ) Arrive Sunday pm Depart Thurs am		Chris Freeland (MOBOT) Arrive: Sun 2:40pm Depart: Thurs 6:55pm
Becky Morin (Cal. Academy) Arrive Monday 4:00 pm Depart Wed. 5:30 pm
Danianne Mizzy (ANSP) (Date depends on scheduling of field notebooks meeting)			Eileen Mathias (ANSP)
Matthew Bolin (AMNH) Arrive Monday 11:30 am Depart Wednesday 3:00 pm
John Mignault (NYBG) arrive Sun 5PM depart Weds 3pm	Don Wheeler (NYBG) arrive Mon AM depart Thurs PM

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AGENDA
Overall Facilitator & Timekeeper: Suzanne Pilsk

Monday, November 2

[Noon- 1:00 WORKING LUNCH]

• 12:00-12:15 Welcome
• 12:15-12:50 Tom & Chris to give BHL project development overview
• 12:50 House keeping

1:00-2:45
CiteBank (Drupal) | Facilitator: Chris Freeland | Note taker: Diana Duncan

• Presentation: 2009_Q1-Q3_BHLDevelopments.ppt
• New BHL platform
• Diagram of structure of BHL data
• Importance of "born digital" as the species name of record

Break 2:45-3:00

3:00-4:45
Ingest review/check-in | Facilitator: Bianca Lipscomb fea. Suzanne Pilsk | Note taker: Michelle Abeln
Workflow now

1. Ingest to BHL
2. Export out of BHL monographs and serials (do something with things that are not marked as either?)
3. Import monographs into Mono-Dedupper
4. Import Serials into the Bid list
5. BHLers either have been using tools while this is going on or begin again to use the tools

Ingest and dedupping

1. Report on statistics of ingest (if we can)
   1. Number of monographs
   2. Number of serials
   3. Number of neither
   4. Topic areas (clouded report or something so we can see subject area increases)
2. Review dedupping methodology
   1. Discuss how the tools are behaving now that they have grown
   2. Requirements for dedupping – what is our goal for deduping (level of accuracy needs – purpose)
   3. Workflow related dedupping needs
   4. Data dedupping issues (tags, numbers, matches, etc.)
   5. Realistic potential for getting new tools – (Rethinking the way we are doing the dedupping – Could the portal be the source of data?)
3. Schedule for ingesting new material from IA
4. Schedule for ingesting new material from other places

In-house scanning: BHL+Member+non-Internet+Archive+Scanning

• Special projects, BHL portal
• Equipment, multi-institutional use of
• Past/Current in house scanning experience

Ingest beyond: what about http://www.archive.org/details/CentreForEntomologicalStudiesAnkaraPriamus123 for example?

4:45-5:15
Wrap up & organize for tomorrow


6:00 Dinner @ Teaism Please Select your entree of choice [alcohol not incl.]

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Tuesday, November 3

9:00-9:15 House keeping

9:15- 11:15
Portal Editing | Facilitator: Erin Thomas & Grace Duke featuring Joe deVeer | Note taker: Bianca Lipscomb
in 2 parts, examples for training to be structured around policy questions
[Mike L. to join via skype]

1) Sequencing (http://www.biodiversitylibrary.org/bibliography/15774)

• Go over policy for standard for enumeration

2) Item level corrections (same as above - second series, etc. info not structured according to standard policy)

3) Creator changes

• Show how you can do some editing for creator on item level (http://www.biodiversitylibrary.org/bibliography/13860) and "major" edits must be done from the dashboard for creators (http://www.biodiversitylibrary.org/Admin/CreatorEdit.aspx), such as adding new creator
• Questions for Mike about creator abilities: Diana's email - can we merge two creator entries? Can we delete a creator entry?

4) Pagination (http://www.biodiversitylibrary.org/item/16496#11- plates not pagniated)

• What is the standard policy for paginating format?
• What kinds of changes, if any, do we want to make to the paginator? What are our options?
  • Erin and Grace talked to Mike about the possibilities of thumbnails. Because we do not house the files for the images on our server, every update to the paginator would require the pages in each book to re-load from IA (again and again and again). This would make the paginator un-usable. Thumbnails, thus, will probably not be an option. Perhaps discuss other options, or if we even need something new.

5) Merging two titles (http://www.biodiversitylibrary.org/bibliography/12011 and http://www.biodiversitylibrary.org/bibliography/13355 )

• Policy decision - when merging, whose record is kept as the "master" record?
• Duplicates - policy - do we delete duplicates or just merge them together? If we just merge them together, are we going to try to find some way of differentiating or explaining this to users? When exactly is something a duplicate and thus in need of merging?

6) Associating Titles (if just to show example of how can do associations: http://www.biodiversitylibrary.org/bibliography/15932

7) Uploading marc record (Joe DeVeer)

• This example also demonstrates how to point two metadata records to one scan (if the two metadata records are already in the portal - i.e. you find out something you have in the portal as v. 14 in a serial run is also v. 3 in a monographic series. You have an existing metadata record for the serial title and monorgaphic series, but the scan is only associated with the serial - you need to also associate that same scan with the monographic series).
• If need to demonstrate again: (http://www.biodiversitylibrary.org/bibliography/6588) and Title ID 7584
  • Problem - seems like doing this requires you to keep the same item level information for the book in both instances. If it's labeled as v. 14 for the serial, but you need it to be v. 3 for the monographic series, you cannot...or can you? Mike?
• Whose marc record do we upload? If you have another marc record for someone else's scan, do you just go ahead and upload it?

Other Policy Decisions:

• Who does what fixes? If you see something's wrong, and you can fix it, should you, or should you contact the scanning institution and have them fix it?
  • Proposed: Simple (pan-BHL) fixes, everyone should just do it! -- So, what are simple fixes?
    • sequencing
    • diacritics
    • pagination if you have the book
    • enum & chron
    • merging
• How to deal with gap-fills if the only institution with the book is no longer scanning?
  • ILL as a means of replacing content, inserting gap-fills
    • Scanning institution with metadata can ILL from non-scanning institution
    • Other suggestions?

Break 11:15-11:30

11:30-12:30
User Feedback via Gemini | Facilitator: Bianca Lipscomb | Note Taker: Grace Duke

• Response protocol (in lieu of an automated: "Yes, we received your feedback. Thanks!")
• Follow up notification when problem is solved/resolved/status
• BHL emails

12:30-1:45 LUNCH

1:45-2:15
Quality Assurance | Facilitator: Keri Thompson? | Note taker: Matt Person

2:15-3:15
Public Facing Wiki | Facilitator: BL fea. ET & GD | Note taker: ???
Public facing documentation/wiki

• Who makes ongoing changes? - tgarnett Oct 14, 2009

3:30-4:30
EOL as stakeholder -- what do they need from BHL? | Facilitator: ??? | Note taker: Diane Rielinger

• Cyndy Parr, EOL confirmed

4:30-5:00
Wrap Up


6:00pm Dinner @ Cafe Atlantico [alcohol not incl.]

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Wednesday, November 4

9:00-9:15
House keeping

9:15-9:45
Implementation of BHL links in Tropicos and extensibility to other systems | Facilitator: Chris Freeland | Note taker: Bianca Lipscomb

• In all, Tropicos now links into BHL via 6,400 references and 226,000 protologues! So, using our APIs & data, we've now added 230,400 links into BHL. Will be interesting to see how this affects our BHL usage & referrer statistics.
• Also, you'll notice that these links are to both Botanicus & BHL. To recap: all Botanicus books flow into BHL. Now that we have these new data structures in place in Tropicos, we'll include links to titles in BHL that don't exist in Botanicus, which will make those numbers of reference links go way up!

9:45-10:45
BHL Mission: | Facilitator: Bianca Lipscomb | Note taker: Christine Giannoni

• Brainstorm and draft a BHL mission statement
• BHL Staff organization/ meeting scheduling

Collections Management

• Review and Approval of Collection Development Policy
• Record results for report for the BHL IC
• (IF TIME: Collection Level metadata scheme discussion)

Break 10:45-11:00

11-Noon

Action items

Summary for IC

noon - 1pm LUNCH & farewells

1:00-2:45pm Begin IC Meeting LOCATION = CE-307
Group of BHL Staff to present to IC -- see BHL IC Agenda

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NOTES

Proposed topics for discussion

Topics to fit into the above time frame

• BHL Mission
  • BHL Staff organization/ meeting scheduling
• CiteBank(Drupal):
  • New BHL platform
  • Diagram of structure of BHL data
  • Importance of "born digital" as the species name of record
• Portal Editing
• Quality Assurance -
  • Workflows Sharing Session
  • Wiki recording review
• Collections Management
  • Review and Approval of Collection Development Policy
  • Collection Level metadata scheme discussion
  • Record results for report for the BHL IC
• Ingest review/check-in
  • Statistics of ingest report/ Show and tell of groupings (topics?)
  • Implications on workflow after ingest
  • Deduplications needs
    • Requirements for de-duplication tools
    • Editing needs
• User Feedback via Gemini
  • Response protocol (in lieu of an automated: "Yes, we received your feedback. Thanks!")
  • Follow up notification when problem is solved/resolved/status
• In-house scanning: BHL+Member+non-Internet+Archive+Scanning
  • Special projects, BHL portal
  • Equipment, multi-institutional use of
  • Past/Current in house scanning experience
• Public facing documentation/wiki
  • Who makes ongoing changes? - tgarnett Oct 14, 2009
• EOL as stakeholder -- what do they need from BHL?
  • Cyndy Parr, EOL, was invited.. to speak formally or participate in discussion?