BHLStaffJune16Notes

June 16, 2008

BHL Staff Conference Call
Suzanne (SIL), Don (NYBot), Tom B. (AMNH), Joe (MCZ), Matt P. (MBL), Jen W. (MBL), Diane (MBL), Erin (SIL), Matthew B. (AMNH) , Keri (SIL), Michelle (MoBot), Doug (MoBot), John M (NYBot)

Agenda:

I. July Face To Face
Doodle here : http://www.doodle.ch/participation.html?pollId=mqkta4hvs525tmtd

• Agenda building here : BHLStaffAgendaMeetingNYC
• Decided to change dates: Not Sept 21st week. Not last week and half October; but late summer early fall might be better.
• NY Still okay place. Tom B. point person
• Suzanne will up date the doodle dates

II. Status of scanning at various places - round robin
A. AMNH

• AMNH still not made delivery. Hope to be up and running this week. Transportation issues and now have a motorcycle ramp purchased for carts and keeping eye on the weather.
• Books shipment ready. Conservation reviewed etc. Chose books by limitation ornithology monographs prior to specific publication date; choose call number ranges of QL 673 -699. Tried to pick volumes with 200 pages at least. Reviewed for foldout plates etc. Add titles within subject scope but outside of call number ranges. Used the Monographic Dedupper tool. Found three titles needing to be pulled.

• Not fully functioning with Wonderfetch

B. NYBot

• Scanned with the page folded! It was not quite full fold out but was scanned with some of the page folded and IA inserted note.
• Complaints from IA that books are too thick.
• Are their funds in the BHL budget to take out “contracts to “take care of the NY problems”?
• Sending 200 books every other week.

• NY is not Wonderfetching and not foldouts.

C. MCZ

• Pretty much status quo 100 to 150 to 200 items every other week.
• Wonderfetching – trying to avoid irritation in look of IA. Manual intervention to play with date. Year field and Date field BHL is using one and not the other. And IA uses these two fields and uses one for display.
• Foldout review on Wiki in Ernst Myer section – PDF left a lot to be desired. JP2s looked good. Useable. Magnifying capability is very helpful.
• Wonderfetch is using copy right statement – It is helpful when scanning things that are still in copyright like the University of Kansas material.
• Monograph deduping punctuation issues and oclc numbers problem. Manual inserting OCLC numbers and then it really worked! Aleph system is not helpful in reporting out the OCLC number.

D. MoBot

• Michelle is still working on bidding serials already scanned. She had a problem getting into the new merged version of the serial bid list. Matt P. noted that sometimes there are some issues but while on the phone he could log in. Matt P. and Don Wilson are back ups for Michelle if she has serial bid questions – though Bernard is the go to guy he just happens to be way far away.
• Chris uploaded to the monographic deduper MoBot’s scanned and to be scanned list. Bontanicus has a listing of everything scanned and the initial picklists (approx. 500 titles) in monographs. The results on duplicates need to be reviewed. It was not clear about what was a duplicate within MoBot and what was a dup with other BHL members. Doug will check into more about duplicates.
• Scanning subproject medical plants. Monographs mostly. Some of these titles were not in initial mono dedup list put up from Bontanicus and need to be added to the monographic dedupper.
• There are some titles that were probably added to the monographic dedupper that will nto be scanned and need to come off.
• MoBot has a Paris museum permissions to do some more current material with a focus on Madagascar. Permission agreements are not official in place. Tom G., Connie R. and Erin R. need to know. Doug will get MoBot people intouch with BHL people.
• International Summit out of print journals with copy right issues cleared. (I don’t remember what this is referencing… Doug?)

E. MBL WHOI

• 600 titles out last week with 900 foldouts. Go Boston! Go Boston! Go Boston!

F. Smithsonian

• We have hired a technician to work only on BHL things to get ready to start scanning at FedScan (LC’s pod). Josh starts the end of July.
• We will be sending US National Museum and Smithsonian publications up to LC. Suzanne needs to bid on these. But basically, these are own publications so no one should even think about scanning these anyway. Right?
• We are moving slowly through Entomology with the TSP scanning station at SI’s Natural History building.

note: round robin ended at 11:38am

III. Monographic deduping:

• Would like function up load a list to be removed in mass. Diane is pulling back down a list and resending an edited list. But when a library has a large amount that they want to remove, it would be good to be able to do so all at once. Suggestions for changing the monographic deduping tool should go to John Furfey at MBLWHOI (jfurfey@mbl.edu). Potential specific monographic deduper call is needed.
  
  IV.Local ILS and linking to BHL:

Wiki page (linkingmetadata) to collect information about needs from the BHL portal to the BHL Members.
Everyone should review this and this will be a specific call dedicated to this topic.

V. Permissions:

• Erin, Diane, Matt P., and Joe talked about week and half ago about workflow of signed permissions.
• (Potential+workflow+for+bidding+and+scanning) There is a wiki page copyright issues page (Copyright+Issues). When agreements are signed, Erin will notify the entire Biodiversity email group. Which ever BHL member decides to pick the title informs Erin.
• When the permission is for a monograph, after the library picks up the title to do it, it goes into the general monographic deduping workflow for that library.
• Do we need to be concerned about turn around time of when permission is granted and when the title is picked and processed?
• Diane (MBL WHOI) workflow is that material is put on the monographic deduping at time it is pulled to the cart. NYBot running picklist deduper not packing list. 600 titles uploaded dedup. Then used to pull shelves. No one is putting long term “wish list” up on the monographic deduper. (Is MoBot?) Permission list might hold it until someone picks and pulls and deduping.
• Should we evaluate the wiki wish list? Should monographs be in a priority on the list? Are expectations being met?
• IA does not have a special turn around time built in for anything special. Reality is that we can not control the complete turn around schedule with foldouts, rejects, gaps, etc.
• Turn around time no issues yet – Erin hasn’t seen a complaint. Contract doesn’t have a time element. Until it becomes a problem, we won’t worry about it.
• Wonderfetch options for a Creative Commons License and a Negotiated Rights License. When scanning a title where the permissions were granted, choose the Negotiated Rights option and check with Erin for exact wording to be used.

VI. New Serial Bid Merging –

• Matt P. reported that with just a few buttons the merging feature is working! This is the result of a lot of developmental work on Bernard’s part. The difficult thing is when there are a lot related titles and deciding which should be joined. The process does take time. Each institution’s records get attached to main record so all former records are hot linked.
• All serials bidding must now be done applying the deduping feature – takes a few moments – reduces time and money wasted.

VII. Other focused calls need to be scheduled

• Monograph deduping focused call
• Face to face agenda building focused call
• BHL to ILS’s workflow focus call

VIII. Next staff call schedule week of July 7th