bhlstaffcallnov2016

Back to Staff calls main page
Dial from U.S.: 1-877-860-3058
Dial from outside U.S.: link to international conference lines
Passcode 961479
Lead: Bianca Crowley
Notetaker: Adriana Marroquin

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.

Attendees (All) - TYPE DIRECTLY in the google doc

Agenda

• Reminder: Toggle Mute/Unmute using *6
• New to the call? Please introduce yourself and welcome! (Bianca Crowley)
• Outreach Update (Grace)
  • Page Frights Recap
  • Black Friday Sale, Nov. 23-27 (http://www.cafepress.com/biodiversityheritagelibrary)
  • Latest newsletter. Forward FYI
• IA Meeting recap (Bianca)
  • Getty and the traveling TT Scribe
  • Hathi claims that there is CRMS list online somewhere
  • BHL has already considered a lot of issues that Hathi and IA just starting to consider (scope of content, comprehensiveness, curation, de-duplication (or lack there of))
  • command line bulk uploader
  • Lots! of new cool things IA gadgets + full text search of books + wayback machine search
  • IA Slack access and twiki - Talk to IA folks directly. Let me know if you'd like access.
• Grant Projects:
  • Expanding Access - IMLS (Patrick Randall/Mariah Lewis)
  • NDSR grant (Connie Rinaldo/Joe deVeer)
  • CLIR (Adriana Marroquin)
  • Smithsonian/Arcadia (Lesley Parilla)
• Committee reports:
  • EC & Members group (EC or Member volunteer to report?)
  • Technical Team (Joel Richard)
  • Collections Committee (Bianca Crowley)
  • Cataloging (Diana D.)
• Avoiding the "UNKNOWN" = Rights Holder names must be exact ["institutions" will be resolved automatically as long as the name of the contributor/scanning institution/etc in IA matches exactly the institution name in BHL. As before, if no match is found in the mapping table or by a direct comparison against the institution names, then the item is assigned to the "UNKNOWN" contributor.]
• Round Robin Updates / Open Discussion - anyone have any news to report? (All)
  • Who is using or will be using Internet Archive Table Top (TT) Scribes for digitization?
• User feedback management aka "Gemini" (Bianca)
• No call for December! Happy Holidays =)

Notes

New Folks

• Susan Eubank – LA County Arboretum and Botanic Garden
• Diane Rielinger –Harvard Botany Library. Previously at MBLWHOI
• Monica Aguilar –BHL Mexico. Librarian.
• Gina Baldwin – NYBG. Will be Digitizing
• Adriana Marroquin – BHL Field Notes Project Manager

Outreach Update (Grace)

Page Frights Campaign: Over 90 institutions participated. Thanks to all who participated. Twitter and Instagram posts reached over 1 million accounts
Café Press Black Friday Sale: Wednesday November 23-Sunday November 27. Collection of products will be 10% off. A lot of social media and email marketing, blog posts, and an email on the Staff List Serve to come. Reminder: 100% of proceeds go to Pan-BHL scanning fund used to digitized more books.
Email Newsletter
Latest went out last Tuesday. Archived version available in the agenda (DOUBLE CHECK THIS IS ACCURATE)
Alison Harding at NHM London pointed out that forwarding the email to others creates strange display issues.
Best to use the “Forward to a Friend” button as it eliminates the display issues.
I will move this to a more prominent position in the newsletter to make it more obvious
Good idea to use that button anyway, because the in forwarded version, if they click the unsubscribe link, they will be unsubscribing you because it is a link unique to your email.

IA Library Leaders Forum (Bianca)

• Library Leaders Meeting in October.
• By far the best I’ve attended so far. Learned a lot on what IA is using and doing. They like to do creative experiments with the content they have. You can see this in the “New Cool Things” link in the agenda.
• Released: GIF search function; full-text search for booksThey have a GIF search now; also released a full-text search for books.Like to do creative experiemetns with the content they have. Can see that in the new cool things link. They have a GIF search how. Released searches for full text book search. Also have keyword search for wayback machine (which archives websites for the past 20 years). Before you had to know whichoen it was.
• Biggest benefit was making connections to other folks with similar digitization programs in BHL. Getty museum are in the process of putting together a program to send a TT Scribe they purchased across the world to remote locations so they can digitize books about artwork then pack it back up and send it to another location. Did some testing with the documentation and ergonomics on breaking down and setting up the machine. Not really to launch but in the planning stages.
• HathiTrust: my interest is the Copyright Review Management System (CRMS) run through University of Michigan through HathiTrust. They have done extensive work to review content that is in a copyright limbo and have a list of items they have reviewed and are in the public domain in US and other countries. They have a list somewhere that I am trying to track down.
• A lot of what IA and HathiTrust are what BHL has been working such as expanding scope, being comprehensive (filling gaps etc.) curation process (how to fix metadata error, correct missing pages) talking about deduplication. HathiTrust has not done anything. IA has welcome any content, so the topic is new to both and something they are interested in pursuing further
• Learned about Command Line Bulk uploaded in IA which allows Bianca
• Slack is a communication tool IA is using. I find it extremely useful. Already talked to folks in London, Canada, NC and getting to the bottom of key questions. If anyone is interested in joining slack, let me know. You have to download an app. Otherwise send me your questions, and I can ask on slack.
• Twiki, their internal place for documentation. I hope to have access to that soon
• Is it just for contacting IA? It's how they talk to each other
• Jackie: Daniel also on the line. He used to work at IA and has been on Slack
• Daniel:I recently switched to Slack from Skype a year ago. A chat software. There are group chats and individual messaging. Its easier to get a hold of IA that way that through email.

Grant Projects

Expanding Access to Biodiversity Literature (EABL) (IMLS) (Patrick Randall/Mariah Lewis)
Patrick: today we secured position for in copyright titles from 47 contributors. 2712 from 193 titles . Walkthrough videos for Macaw in the works as well as an intro to BHL Metadata video. Gonna do some training while we are in Atlanta. Submitted proposal for SA Annual meeting next summer.

• Susan Lynch Article definition. Trish in Missouri and I have been working on definition articles as part of the EABL project goal is to achieve 100% article definition. Decided we ouls define articles in Journals that were already in BHL so in cases where a journal began before 1923 we are also going to find articles in those journals. At the moment just finished defining articles in Kirtlandia publication of and Zoologia (Bronx zoo pub) just received ~4000 citations for Phytologia for in the process of scrubbing that data before applying to BHL. Normalization of author names I have been normalizing the names within the new citation to a single format within the new metadata. Using Openrefine and endnote. Just discovered a problem : we are not able to define article successfully if it begins on a page in which the page level metadata have no page number. Something we just discovered. Kind of talking about possible solutions.

National Digital Stewardship Residency (IMLS) (Connie Rinaldo/Joe deVeer)

• Joe: Main thing is that interviewing process for the five different projects is over now. All the institutions have made offers or about to to their candidate of choice. Harvard made an offer yesterday and they accepted. On target to have them all start January 9. Connie working on a list of skills that the residents will be assessing how they have improved in their skills and what skills they have added. I think that’s it.
• Richard from LA: Im meeting with our candidate today. Looks good. Barring any issues will do an offer any minute after that. Will settle that as well.
• Bianca: Sounds like we need to find a good way for them to report on their progress
• Richard: we are working on that methodology. Connie will coordinate about that.

Field Notes Project (CLIR) (Adriana Marroquin)

• Introduction to project from Adriana
• Diane: Harvard Botany. We just switch over, Just sent out a new set for scanning this morning!

Smithsonian Field Book Project (FBP) (Arcadia) (Lesley Parilla)

• Quick overview. Focuses on cataloging new field notes and digitizing those to BHL and SI online catalog. Cataloging goal of 200 field books. Have catalog 1300 to date. Have cataloged many existing collections in SI archives. Made a big push with NH departments to find new collection.s have found those to meet 2000 catalog ing total. Ramping up digitization with two tech. 10-20 volumes per week at the moment. To date 327 added to BHL, bring SIA total to 860. We had three new disciplines we could pursue so actively looking for from anthro archeology and mineralogy

TS: Where are field notes in BHL?

• Lesley SI field book are available in a specific collection
• Adriana: the BHL Field Notes Project will also have its own collection
• Bianca: Adriana and Lesley are referring to the collation sin the browse page. But you could do a key word search as well to pull up

Committee reports

EC/Members NO Member reps on call to report. You can check the minutes under communication “Meeting and call minutes and agenda”

Technical Team (Joel Richard)

1. First since the portal move. Some did notice there was trouble with admin portal and logging out. Now resolved

Moving the BHL website to SSL or HTTPS in browser (Encrypted connection). Mandate from higher up. Trend on internet to move everything to an encrypted connection. Wikipedia has been like that.
Hopefully you are finding the BHL website faster post move? Some have

1. Continuing to work on fulltext search. Started process of ordering server to house that function. Working on specifications. Hopefully in next couple months we will have a beta version
2. For those using Macaw, I will send an email after Thanksgiving about new way of uploading images into macaw that bypasses Flash. There was a problem with flash running in a demo. Time to remove it. Saves a step in the process and will be a bit faster than before. Look for an email the week of nov 25

Collections Committee (Bianca Crowley)

• Haven't had a chance to meet since Halloween. I just provided an update on the IA meeting. So no new update. If you are interested in the BHL collections committee we talk about collections development issues, metadata. Talk about ways to enrich the collection and curate the collection. Feel free to join Mondays at 2 pm eastern, twice a month

Cataloging (Diana D. or S.)

• Diana Shih: streamlining the authorities and the names. Working on a document with the tech team. It’s not ready yet.
• Issues in our Gemini system. You can add the cataloging component if you don’t have the answer, and they can look at it when they have time.

Avoiding the "UNKNOWN"

• Rights Holder field. Recently added. In the process to make use of it. Purpose is to capture name of the licensor or copyright holder (the person who signed off and gave us permission) we have a lot that need to be addressed retrospectively. But going forward...
• To make sure it has the right information. Make sure you include the name as it is EXACTLY listed for you in the Gemini issue.
• My task and Patrick Randall Or Mariah Lewis for EABL to add the rights holder name as it needs to be spelled out exactly into the Content Provider dropdown list in the Admin Dash.
• It is up to you to make sure you use the exact text string so it matches what is on the contributor list. If doesn’t match it will end up looking as “Unknown” please be careful. Copy paste exactly what you see. I will be providing the rights holder name for you so you can copy and paste as you see it.
• Susan: AS part of the EABl project we entered rights holder it’s worked really well in IA Partner Meta App or Macaw.
• Same principle applies to both situations

Round Robin Updates / Open Discussion (All)

• Tomoko: I couldn’t heat what she said and we moved on before I could ask her to repeat ☹
• Diane Rielinger in Harvard botany: up and scaning again. Should be sending in a cuple weeks. Will also be doing small items in tabletop scribe but will be sending a lot through BHL. Getting through some backlog of gemini tickets.
• Diana Shih : I'm retiring at the end of this year. So this will be my last meeting. really enjoyed working with BHL.
• Bianca; very sorry to see you go. Hope you havethe opportunity to travel far and wide and report backt ous of your adventures.
• Who is using or will be using Internet Archive Table Top (TT) Scribes for digitization? Or in considering one down the road? Who is manning it?
  • NHM London is using one operated by IA tech at the moment.
  • One at MCZ. Sharing with Botany. Being manning by Harvard staff.
  • AMNH: There are plans to use it. Havent had a chance to discuss with Mai about that
  • Adriana: For BHL Field Notes Project AMNH is using one
  • NYBG: We ordered one. Expecred delivery date of next Monday. Expecting to do the assembler the week after thanksgiving. NYBG staff will be scanning
  • Bianca: I don’t know how the tabletop scribe softwardworks. I’m just starting to understand how the full frame scribe works. We have the Partner Meta app template to supply item level metadata. I don’t know how it goes to the TTScribe. Curous how do they do that?
  • Joe: There are two ways. The software has an interface you can manually enter. Haven’t used that. Preferred emthos is to send the equivalent to the partner emta app to a specific contact (Jai) whom we send the spreadsheet to just before the scanning. He adds idenfier for each one send it back, and we enter the identifier so automatically poipulates the metadata. Very much like a shipment to IA scanning center, so we use something very similar to the partner meta app.
  • Bianca: COncerend about the maual method. That’s where there is a lot of room for adding new and interesting things or forget reuired things. Would like to avoid the manual interaface and go with the preferred workflow you described Joe.
  • Tomoko: I’m not sure if it’s something to look into. Would like to ask folks for more information
  • Bianca: Tomoko email me and I can make the connections for you

If you would like your collection in IA sorted by most recent additions please let me know! I have requested this for BHL but it hasn't taken affect yet.

User feedback management aka "Gemini" (Bianca)

• Anyone interested in helping me, I would appreciate the help. Even if you have ten minutes to answer one reference question I would greatly appreciate. Do let me know if you can help
• October: Slow month. 83 issues came in . normally in the hundreds. Benfit, but unfortuntaley. We were cutting down on the issues that were still open,but trending down on the past twomonths back back up 1888 still open. Up from 1880 a few months ago. Please be aware of the issesu you are
  • Susan: important to differentiate tbetween those open by the public and the ones the staff memebrs create. I feel staff is an increase of using gemini to track issues. Really telling the open issues from members of the public.
  • Bianca: I’ll see what I can do about separating the issues out between public and staff - others interested in this?
  • Jackie: You know I am

No call for December! Happy Holidays =)