bhlstaffcalljan172013
Dial 1-877-860-3058 and enter the passcode 961479
Agenda
- Tracking and cost management for the next allocation of scanning $$$ (Grace)
- Updates from TAG members re: New user interface update / beta testing briefing
- FYI New pagination reports now available in BHL Admin Dashboard under Reports Module >> use this to help gather your monthly stats!
- [If Time] Open Discussion -- does anyone have any questions or topics they'd like to discuss
- Next call scheduled for February 21 at 11am ET
January 17, 2013 BHL Staff Call Notes
attending:
Grace Costantino
Bianca Crowley
Randy Smith
Marty Schlabach
Joy
Trish Rose-Sandler
John Mignault
Joe deVeer
Jenna Nolt
Don Wheeler
JJ Ford
Becky Morin
Doug Holland
Mike Blomberg
Gilbert Borrego
Matt Person
Daria Wingreen-Mason
Suzanne Pilsk
pan-BHL Scanning
email went out to IC members about the next BHL scanning round, has anyone heard from their library directors about this? Only Cornell confirmed they heard
there is a smaller pot of money and we need to be more careful about our scanning costs to remain accurate and in the black
we cannot rely on IA invoices to keep track in real time as to what's being scanned and what's being SENT
We need to use this google docs spreadsheet to keep track:
https://docs.google.com/spreadsheet/ccc?key=0Ak0hDkSQMhfDdHRhTWVxaXFCbi1NRE51UkxUV0tSRmc#gid=0
Lots of access points to google docs spreadsheet on the wiki too via:
Applies to BHL SC members only
SC member institutions can send books to their local scanning center but scanning costs will be billed through Smithsonian scanning center = Fedscan
Training opportunities and help will be available for managing new workflow, stay tuned!
NYBG has done Metro grants w/ IA and ran into an issue with sending more materials for scanning than they had money to cover the costs
VERY IMPORTANT TO KEEP TRACK OF WHAT'S BEING SENT
DW: What is the mechanism for shutting down scanning? Spreadsheet keeps track of scanning pool for everyone; everyone can see how the money is being spent in real time
Spreadsheet review
Multiple tabs, ea. institution has its own tab, also important information on left most tab
Currently $10K on contract now, hoping to put $10K more in 2013
Money coming from SC dues thus only SC members are eligible for scanning
Money only for scanning with the Internet Archive IA
Cannot be used to cover transportation costs to and from the scanning center
Cannot use Fedex account to ship/receive books to scanning centers either
Scanning allocation on a 1st come, 1st serve basis
MS & JN: What IA facilities might Cornell and USGS use? What about the wonderfetch spreadsheet?
Need training for Gemini priority titles, need to work together, especially to help move issues along to completion, ie monitoring issues
Money will be avail in the beginning of February but WAIT TO HEAR FROM GRACE
Information needed by next Friday from various institutions regarding information on "Important Information" tab (at left of spreadsheet)
See for example:
http://archive.org/details/birds___01bake
Contributor ID = Book contributor in IA metadata
Identify scanning center information by looking under "Selected Metadata" section
Provide the text as stated in "Book Contributor" field as in example = "Smithsonian Institution Libraries"
Members not scanning with IA? Cornell, USGS, (MBG)
NYBG sending via various scanning funds 1) metro grants 2) BHL SC money ==> thus answer is YES to "Will you be sending items to IA for scanning using your own funds as well as pan-BHL funds?"
Need to record information for EACH ITEM YOU ARE SENDING FOR SCANNING
Some fields come directly from Wonderfetch spreadsheet
IMPORTANT: Record no. of pages for the book + no. of foldouts to know scanning costs
$10K being subtracted for all partners in real time so we can all keep an eye on the balance
Fill out the spreadsheet at the time the shipment is made
Recording the Gemini number is important, we will be scanning "priority titles" in which these issues have already been entered into Gemini, under priority = major
Collections Committee identified Botany and Zoology serials for scanning 2 years ago and we should focus on these titles for gap-filling with this scanning allocation
To clarify: Bib no. = "call no." in IA but not actually your library catalog call number, actually just a unique identifier for IA
Please REMEMBER to DELETE REJECTIONS from the spreadsheet to free up the money for others
BM: The spreadsheet is self explanatory if you've sent content for scanning recently
But a training session would be useful ==> Grace and Bianca to host 2 training sessions for how to use the spreadsheet TBD
Thanks to all, in advance, for your cooperation
Grace will let us know when we can start sending content for scanning under this new funding allocation
TAG Updates
TAG has been working on the new UI merge, which is based largely on the Australia site. They are ready for beta testing. Testing commences today. Some people were targeted specifically, but also TAG is also opening it up to anyone interested in participating in beta testing. Looking for testers for functionality, not design or cosmetics. Using tool called BugHerd to track feedback submitted for testing.
UI includes addition of Articles/chapters/treatments accessibility and searchability. People can search by articles in BHL now, and these articles and chapters will serve out via our APIs as well. Newer version of the book viewer is also available.
If interested in beta testing, email John (jmignault@nybg.org). John will send a copy of the introductory email for beta testing to anyone else willing to participate. The email includes documentation of use of tool and urls for testing.
Testing ends January 31. 3 weeks after testing ends allotted for implementing changes and fixes. Plan is to release the new UI to the public at the end of February or early March.
Becky, Matt, Bianca, Joel volunteered to beta test so far.
Volunteers on Call: Gilbert & Diana
Any suggestions for user to contact to beta test, send to William.
When merge happens, new UI will switch completely and take over old UI - no intermittent stage. Publicity will start three weeks before merge.
TAG call should talk about switch and how to ease users into it, perhaps by adding a banner to the homepage preparing people for merge and linking to guides when new merge happens. Grace and Bianca to join call.
JJ Ford Announcement
JJ Ford will be leaving the BHL project, working on ABS at Smithsonian Astrophysical Observatory. She will still volunteer with BHL and do some work at Ernst Mayr Library.
Next Call: February 21, 2013, 11am
