BHLStaffAgendaCall5

Draft Agenda
Conference Call May 1st - 10:00 a.m.

1. Note takers assigned.
2. Round robin updates
A. NYBot report back on findings of damaged materials - Nothing egregious since the initial reports.
3. A request for comment by others (from MBLWHOI): the scenario of a volume with 44 foldouts, one volume of a title bid upon with a very broad range of subject matter, and the volume in hand is not biodiversity per se; Do we decide to go ahead an scan (because we are trying to fully represent the content within the title title), or do we decide to hold back on the volume (because the hundred dollar range for a volume not 100% biodiversity is too much to spend).
4. Report from the WonderFetch(TM) - either someone or a pointer to the notes
5. House Cleaning Action Items Review Time (memory jogger) :

• Action Item: Everyone is going to send to John F. what Excel version they are using, what platform (Mac or PC etc.), and a copy of the picklists for him to trouble shoot (everyone being Joe, John M, and Keri.)
  • Status/outcome: Everyone has grown to include AMNH (Matt B.)
• Action Item: John F. will edit the documentation to be clear about blank columns. Everyone should make sure that the core columns are present, even if the contents is blank.
  • Status/outcome: John F. sent everyone a list of suggested headers
• Action Item: John F. will investigate the ability to delete item by item and keep the current deletion of entire lists as a feature.
  • Status/outcome:
• Action Item: Doug and Michelle of MoBot will work with John F. to get him a list of all the monographs they have already scanned to have in the De-duping tool for others to compare with.
  • Status/outcome:
• Action Item: John F. and Doug will discuss the potential enhancement of getting automatic information regarding what has been uploaded either through the BHL portal or IA’s interface.
  • Status/outcome: Chris will wait to do this once the standard headers for the columns are decided.
• Action Item: Diane and team at MBL WHOI has done extensive amount of Stanford database searching for out of copy right material and is ready to test. They will test the creation of the URL and then will contact Boston about implementing WonderFetch.
  • Status/outcome: 4/17/08 - Successfully WonderFetching due diligence field but it is not displaying on public site. IA working on it. Books past 1923 with due diligence tag are successfully scanning.
• Action Item: John M. is going to work on his exports from the Millenium system and see how he might be able to generate the lists needed for De-duping and the URLs for the Wonderfetch.
  • Status/outcome:
• Action Item: Erin will report back to this group the status of her role once she has worked out the details with Tom G. The working group will help Erin with our individual workflows to accommodate the special requests that come in from the BHL executives.
  • Status/outcome: Erin is still working on details with Tom Garnett
• Action Item: The group will continue to examine the needs of the two workflows generated by 1) permissions to scan and 2) acceptance of digitized files.
  • Status/outcome:
• Action Item: Suzanne will contact MoBot for contact name and to find out if they can get data of already scanned items into the monographic dedup and to the serial bid list.
  • Status/outcome: Completed: Doug and Michelle have joined our calls. Chris joins as he can
• Action item: Diane will check to see if Boston is ready for more foldouts from them and if they are ready to test WonderFetch.
  • Status/outcome: Foldouts working. Awaiting quality review report on foldout images.
• Action Item: Diane and Jen will report back more details about errors and IA’s status of fixing and rescanning.
  • Status/outcome: See posted QC document QC brief revised.doc
• Action Item: John M. will report back if he finds out more about the NY PL scanning center (regarding amount of material to be sent)
  • Status/outcome: No further information, but now seems to be a moot issue as NYBG is regularly sending 200-300 items weekly.
  • Further update: we have been asked by IA to throttle back to 1 cart/week (~120 items) for the next 4 weeks.
• Action Item: Smithsonian will begin a more systematic review to see about errors and quality
  • Status/outcome: No Status change. Still have not begun to do any review. (4/16/08)
• Action Item: Doug with Connie will be the BHL point person for the OCLC Collection Analysis tool and let us know when we need to shift topics or focus of our scanning.
  • Status/outcome:
• Action Item: Each of the units needs to test the Collection Analysis tool to see if it is working. We could use the main discussion list to voice any problems to reach the wider BHL group.
  • Status/outcome:
• Action Item: Next call reports from meetings as appropriate.
  • Status/outcome: Ongoing
• Action Item: Don will be asked to join next call.
  • Status/outcome: He came! Completed
• Action item: Keri is going to touch base with Betsy re Wonderfetch™
  • Status/outcome:
• Action item: Doug will contact Betsy to talk about scanning MoBot stuff in June
  • Status/outcome: On hold until June 08
• Action item: Suzanne will get in touch with Field for updates
  • Status/outcome: Staffing changes at the Field and Suzanne is waiting to hear from Tom G. who the contact person will be.
• Action Item: Diane will let us know when the IA guide becomes available and the outcome of her first foldout review
  • Status/outcome: 4/17/08 - guide still being developed.
• Action item: John M will report back to group the outcome of the NYPL IA staff response and actions regarding damaging of books
  • Status/outcome: John M. sent a report to Susan F. to be possibly sent to Stacy A at NYPL/IA and cc'ed to Robert Miller. Neither has yet happened.
• Action item: Suzanne will inform Bernard that we all are waiting for his wonderful serial mashup database update on the next call.
  • Status/outcome: Complete. Bernard knows we love him and the serial mashup. They are working on the production server. More will be reported at the next call (4/16/08)
• Action item: Doug will be looking at his local OCLC provider for possible training opportunities with the Collection Analysis tool
  • Status/outcome:
• Action Item: MBL will look at the procedures of what they are doing. Some is ILS specific and some not. They hope to be able to post the wiki their workflow and scripts.
  • Status/outcome: Completed. Maggie posted their workflow on the wiki here (3 documents Adding URL Hotlinks for BHL.doc, Adding BHL Hotlinks Appendix A.doc, Adding BHL Hotlinks Appendix B.doc)
• Action Item: Lets continue discussion (Workflow of data to ILS) next time and folks report back on local library policies
  • Status/outcome:
• Action item: Suzanne will talk to Tom about the use of the number and “booking” the use of it.
  • Status/outcome: We are going to just keep winging the use of the conference number. We might have him "doodle" blocking out times on the calendar as we schedule.
• Action Item: Chris will report to Tom G. about the staff time issues
  • Status/outcome:
• Action Item: MoBot will report back when they have finished the retro-bidding on serials.
  • Status/outcome:
• Action Item: MoBot will report back when they have uploaded the monographic already scanned titles to the deduping tool.
  • Status/outcome:
• Action item: Bernard contact IA about PDF errors for the known time period.
  • Status/outcome:
• Action item: Bernard and Matt P. will let us all know when we should begin to play with the new serial bid list functions including merging of obvious duplicate titles.
  • Status/outcome:
• Action item: Others? OAI harvesters? (How does BHL members want to get to the portal and what about non-BHL members?)
  • Status/outcome:
• Action item: Fields and Formats checklist to Chris from BHL Staff
  • Status/outcome:
• Action Item: BHL Staff who are working with III might want to talk off line about a systematic way to do some work.
  • Status/outcome:
• Action Item: All need to review what Maggie put together for MBLWHOI on the wiki. Some is custom to their system other parts are most likely reusable no matter what the local system.
  • Status/outcome:
• Action Item: Suzanne will talk to Tom G. about OCLC’s interest in harvesting metadata out of BHL and creating records for the digital editions in WorldCat
  • Status/outcome:
• Action Item: Schedule a WonderFetch™ call
  • Status/outcome:
• Action item: Report back on the data issue and next steps for WonderFetch at the to be schedule phone call?
  • Status/outcome:
• Action Item: John F. will send out an email to the group asking for help on the standardized form of the fields.
  • Status/outcome: Completed. Email sent. We hope all gave feed back.
  • Status/outcome: Did members all send in comments to John F.?
• Action Item: Everyone give feed back to John F. if the system seems to be overly burdensome or difficult.
  • Status/outcome:
• Action Item: Suzanne will get in touch with Field Museum to see whats going on.
  • Status/outcome: Incomplete. Still no news on who to contact (4/16/08).
• Action Item: MoBot and NYBot will wait until field names are standardized before sending already scanned titles to the deduper.
  • Status/outcome:
• Action Item: All are to think about (Quality Review and Required levels of acceptance) and come up with suggestions on how we should move forward.
  • Status/outcome:
• Action item: Suzanne will start to schedule a specific topic call soon.
  • Status/outcome:
• Action item: Suzanne will start a separate schedule for a general call soon.
  • Status/outcome:

6. Collection recording mechanism suggestions - How can we keep track of who is scanning what topics? Is the current system clearly understood by people; who from each member is responsible for verifying and checking this and keeping it up to date?
7. BHL Standard for Quality creation mechanism suggestions - We decide we did want to clearly state our level of required quality of scans etc. How do we go about getting this written?
8. The ADMIN feature of the BHL portal: how it can be used to tweak records.