bhlstaffcallmay2014
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Dial 1-877-860-3058 and enter the passcode 961479
Lead: Bianca Crowley
Notetaker: Carolyn Sheffield
Charge: Biodiversity Heritage Library Staff share the collaborative responsibility for the daily operation, improvement, and promotion of the BHL as related to the mission and goals of the Library and its participating institutions. Staff participate in project communications, including monthly conference calls, BHL's issue tracking system, and various outreach and engagement activities. Staff are responsible for the digitization, discoverability and maintenance of content contributed to the BHL repository by its participating institutions.
Agenda
- Roll call & introductions (Bianca) - New to the BHL staff calls? Please introduce yourself
- Partner Meta App walk through (Joe & JJ) [15 min]
- [NEXT CALL] What to do about archiving Life and Literature? (Carolyn) [5 min]
- Gemini upgrade update (Jackie & Bianca) [5 min]
- [NEXT CALL] Collection Development Policy updates (Bianca) [5 min]
- Tech Update
- Quick project updates
- NEH Art of Life:
The initial phase of running a combination of two algorithms to process the pages of BHL and automatically find those with images to mark them up in BHL has already processed more than 200.000 pages and found about 40.000 of those to have images, which gives a ratio of 20%. We are about to include that into BHL, but we are taking measures that we won't be automatically overwritting any of the manual pagination that Borrego and others have done before.
The next step of the workflow, when the images are manually Classified further with a special interface of Macaw that Joel created, has already been tested and volunteers have been trained. We expect the ratio to go down to about 10% in the worst case. - Purposeful Gaming:
The Request for Proposals is out. We have received expressions of interest from several Gaming Companies and Organizations. We have also interviewed with 2 of them that had questions about the RfP.
On the Transcription tools: Joe, John M. and Joel have worked with the BHL Tech Team, the Atlas of Living Australia and MBG IT Support to setup the Collections of Diaries and the Journals of William Brewster in two tools: the Volunteer Portal(ALA) and fromThePage (MBG). - Mining Biodiversity:
We have a starting date for the UK partners: the end of May.
We have started to work with Jen Hammock from EOL at Smithsonian, as Science Specialist, who is helping with the terms and Ontologies that could be used to automatically process our BHL content.
We hope to be hiring our Community Manager, starting on June for 17 months (25% of time).
- Author display issue, example: http://www.biodiversitylibrary.org/bibliography/62511. See summary and detailed tabs. Coming up: Notes.
- BHL OAI Harvest: Also we have worked in eliminating the circular links to BHL and links to other external repositories from the Real Jardin Botanico with the OAI providers.
- Tech Meeting Outcomes: We have been working on the outcomes and action items from the Members Meeting and the TAG Meeting in St. Louis. We'll have a more detailed update for our June meeting.
- Round Robin (all) [25 min]
Attending:
Randy, Alison, Joe , Diana Shih, Mathew Bolin, Jackie, Diana Duncan, Suzanne, JJ, Marty, Carol Lowe (Cornell), Michael, Cook (Cornell) Matt Person, JJ, Bianca, Carolyn, John Mignault, Richard Hulser, Don Wheeler, Keri, William, Martin, Trish, Mike L, Daria, Connie, Cathy
Partner Meta App (Bianca, Joe, and JJ)
Uploaded two spreadsheets to agenda (see above)
The first one is spreadsheet sent out with last shipment
The other is a blank template – you should have access to this one when preparing a shipment.
IA documents on their page
https://archive.org/details/PartnerMetaApp
Required: Search ID, Title, Volume, Author, Language
NOTE: Title, Volume, Author, Language actually drawn from MARC record so used in Partner Meta App to confirm they are scanning the correct item
So if you’re looking at blank template
Identifier bib barcode – based on conversations JJ and Joe had with their scanning center
Searchable on IA
Another option for searching
JJ uses that one, really easy to search and get right to the item
Filenames for these
When you prepare this spreadsheet and send it in, format for filename is name of collection (biodiv), contributor_date of shipment year date format _ sponsor (SILFEDLINK for BHL Central funds)
Name of file itself? Joe – not within spreadsheet, name of the spreadsheet itself.
Bianca – reason is that IA requires one spreadsheet per sponsor
So need two spreadsheets if using two funds for one shipment
Joe – collections, if uploading to a number of collections can put in two different fields in Macaw
JJ – three different collections, but we specified that when we set up the account with them. So never have to add into spreadsheet
John – we had two small grants here and we wanted to upload to both a collection specific to grant and to BHL as well. So can vary for us.
Joe – I believe Jude at IA said workflow required collections and sponsors to be separated.
Different in Macaw. You can add as many collections as you want
John – yes
Probably requires some level of clarification from IA - Bianca to investigate with Jude
John to send an example to Bianca for talking with IA
Matt P – are there specific codes we need to use for collections?
Bianca – I made up biodiv but IA has text strings
Talking about when sending to multiple collections within IA
Bib number
Identifier is IA identifier, especially for a rescan, include original IA id
From bibliographic record as well as the volume
Volume – how its going to appear on the BHL portal. Volume 33 (2002). We do enumeration and chronology. Date column does not always seem to show up anywhere
Date – only takes numerical characters
Author column
Language
Description
Copyright
Column Number
Page progression – never used
License Url
Rights BHL Copyright wiki page
Rules scanning – e.g., boundwiths
Rules republishing – essentially same thing. Jude advised to fill out both of them but Joe just uses Rules scanning
Bianca Joe and JJ will clean up documentation on our
Partner Meta App wiki page
Diana – do we have to specify if we have volume 1, 2, 3 bound together that they should be separate?
Joe – if 133-135, bound together, I created a separate line with metadata for particular volumes, divide note so they know to separate
Order of columns is not important
Jackie – scanning policy; divide and dividing boundwiths, just for two titles bound together or for multiple volumes. Not something that SI is doing. Should we be?
Not a policy across entire consortium. Decision made for MCZ to aid in navigation. Would be really difficult to divide with the Smithsonian picklists
MCZ and Alison are doing that
Joe to check on if IA charges extra for that - $2 for each? Or just for actual bound item
Life & Literature – moving to back burner
Round robin
Randy, MOBOT – Engelmann grant completely finished getting back into more book scanning. Working with LA County Arboretum to scan their materials. Addressing Gemini issues.
Alison, NHM – flowing back as normal now, still using wonderfetch and hope to move meta app soon. Only been back for two weeks, getting back into Gemini
Joe, MCZ – moving along. Shipment just about ready to go. Both Botany and MCZ have a cart. Working on Purposeful grant and setting up transcription tool
JJ, H Bot – sending shipment. Working on uploading via Macaw. Finicky so far. Some days works fine others it times out.
Diana Shih, AMNH – sent shipment last month and it should be on its way back. We'll send a new one very soon
Marty, Cornell – behind in Gemini. Hoping to get back soon. Working on Purposeful Gaming, scanning seed and nursery catalogs. Proper workflow and handling.. Coordinating to minimize duplications between NYBG and NAL. Gave an update at CBHL, very end of April /beginning of May on Purposeful Gaming, Bianca gave update about BHL in general to CBHL.
Matt, MBLWHOI – keeping up with Gemini requests
John and Don, NYBG – nothing to report. List of nursery and seed catalogs coming down pike. Paul Silverman given a Macaw account last week and will start this week or next
Jackie, Smithsonian – still struggling to find things to scan. Doing reports on each branch library. All pre-1923 in IZ and Mammals that could be scanned are done!
Lists of potential candidates run through monograph deduper. Then delete if doesn’t actually happen. Then I need to take that process and look in BHL; some are in Deduper but not BHL or in BHL but not Deduper. Is anyone else finding this?
Connie – there were some people who were not using that may have caused some of it.
Alison – I have a long queue so some things I put in there are still waiting to be scanned
Bianca – maybe it is worth trying to revisit. We would retrospectively upload all of our monographs. Going forward, Sounds like Jackie is not able to use to help.
Retrospective was done based on assumption on whatever last picklist was? Let’s bring this to the other group. Jackie – using it a little differently than originally intended
Suzanne – who is using?
Diana, AMNH – not using. Only been doing Gemini requests
Cornell – not using.
MCZ – we use it
Hbot – we use it
MBLWHOI – when we scan, we use it
NYBG – stopped using it when stoped sending very much. Mostly Gemini requests and gap fills
Kathy, ANSP – we use it when we send stuff but that’s not very often
Bianca - Even Gemini requests that are monographs should be using deduper
Diana Duncan, Field – Christine just sent shipment to SI. Working with OCLC. They never refreshed; they’ll start doing that monthly. Diana to send details about this to Bianca via email
Richard Hulser, NHM-LAC – working on a rare book collection and assess what’s in BHL and what’s not. Item we found in BHL Europe. All in Polish. Not really sure what we were looking at. Couldn’t compare to item we had, Not sure how that works. Hoping to look at deduper and Gemini list but not there yet. Bianca – don’t worry about BHL Europe, difficult to incorporate their content into our portal (biodiversitylibrary.org) at present. In general, if something's not in biodiversitylibrary.org you should consider sending for scanning...
Kathy, ANSP – things are fine. Waiting for last shipment to come back. Then sending next shipment to clean queue up. Working on Gemini
Gemini Upgrade --
Jackie and BC working on Gemini upgrade, moving from v 4 to v 6
Happening Mid-June
Major UI changes
Training sessions will be scheduled
Bianca will send around a Doodle poll to registered Gemini users
http://doodle.com/4kvbve7agusgeepd#admin - RSVP by June 6
If none work, JC and BC will work with you individually
In order to do upgrade, we will have feedback form temporarily suspended. Then bring feedback form back as soon as possible. June 14-15, with 16th being how upgrade went.
The other thing is that we will have Gemini Sabbatical:
13th – 27th of June. Ignore Gemini completely.
William, Tech Update - See notes above in Agenda.
Gemini Updates (Jackie, provided post call)
Status Report: A slower month in so far as activity from BHL members. Hope to see more of you active in Gemini this month! Fewer scan requests recently, more tech feedback, metadata corrections, QA problems, and reference. Looking to you all for help in making all of these corrections and resolving the feedback our users give us.
Kudos: Big thanks to Jenna (USGS), Polly (SIL), and Cathy (ANSP) for their reference help this past month. For an example of their teamwork and efforts see Gemini 5746. Thanks to Stefaan (SIL) for completing a large Pagination assignment, and to Mike L (MOBOT) for helping with the great number of rederives that were necessary after multiple corrections to errors in digital scans discovered by Stef during pagination [see Gemini 31612].
Tip of the Month: Please review the issues assigned to you in Gemini - don’t just depend on emails. You may not have gotten an email update about that 2 year old outstanding item in, well, 2 years!
