bhlstaffcallsep2016
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Dial 1-877-860-3058 and enter the passcode 961479
Lead: Bianca Crowley
Notetaker: Grace Costantino
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) -
Now you can LIVE TYPE DIRECTLY in the google doc
Agenda
- New to the call? Please introduce yourself and welcome! (Bianca Crowley)
- Round Robin Updates - anyone have any news to report? (All)
- Committee reports:
- EC & Members group (Martin Kalfatovic)
- Technical Team (Joel Richard)
- Collections Committee (Bianca Crowley)
- Cataloging (Diana D.)
- User feedback management aka "Gemini" (Bianca)
- Changes to Status (Unreviewed, Open, Closed) and Resolution (Unreviewed, In Progress, Complete, Wishlist, Duplicate, Cannot Reproduce, Won't Fix) field options; more automatic settings
- Update Resolution field to "In Progress" next time you work on an issue; Unreviewed for now (a batch change would change Revised By date)
- Email alerts status
- Grant projects:
- Expanding Access - IMLS (Patrick Randall/Mariah Lewis)
- NDSR grant (Connie Rinaldo/Joe deVeer)
- New "Rights Holder" and "Scanning Institution" fields operational, see http://bit.do/BHLmetadata
- Powerpoint presentations
- Remember: Page Frights, October 1-31, 2016
- Send me (CostantinoG@si.edu) suggestions for spooky, creepy, or otherwise Halloween-related content.
- Questions? / Open discussion...
Notes
Roberto Lima: Canadian Museum of Nature – Ottawa. Started last month as acquisitions officer – responsible for selecting material, budget, cataloging, will be responsible for BHL on behalf of CMN.
Round Robin Updates
No updates.
EC & Members group (Martin Kalfatovic)
EC met by phone a couple of times. Key things: monitoring status of move to SI (creeping along due to some remaining administrative tasks); also planning strategic review sometime in November – EC and Martin will get together and look forward to coming plans regarding strategic planning in 2017. Carolyn and Martin reviewing budget planning for next year and forward.
Technical Team (Joel Richard)
Email re: updates to Macaw. These represent first half of what Joels doing with Macaw. If you have any problems, submit a Gemini ticket.
Tech team discussing how to keep big projects (like full text search) moving forward while still addressing smaller tasks in Gemini. One week out of month Mike will focus on smaller projects; other three weeks each month will be dedicated to larger projects. So if Mike emails you with questions about smaller projects, please respond quickly so he can address within that week when he’s working on smaller projects.
Team trying to decide between Solr and Elasticsearch for full text search, but so far pretty equitable in what they offer.
Collections Committee (Bianca Crowley)
Not met for a couple weeks due to holiday. Last looked at search terms that users are using to search BHL and trying to do some analysis of those terms. Since call, Bianca turned on search term capture tool for Google Analytics and hoping to get data from that in time for the next CC call. In addition Mike L. implemented some minor changes on back end to help us add copy specific info to items in BHL collection (like annotations or more specific info about your particular copy of a volume). There will soon be workflow, but at the moment there is a field available for you to enter this information. CC hasn’t had time to finalize that piece, but there is documentation in place and CC will be announcing how staff can use the field very soon.
Cataloging (Diana Duncan)
Diana: Group met on 23rd. Have 3 issues in Gemini they’re working on. Group plans to start adding Gemini issues when there’s metadata changes Mike needs to know about. Also working on authority control proposal. Also working with EABL on various ways to get Marc XML into BHL.
There are a lot of records coming in from Rod Page that aren’t authority controlled. Wondering if there’s a way to stop them from getting added – it’s causing a lot of problems. Not controlled meaning names coming in in variety of formats, not standardized form, so it’s causing more of an issue with names that need to be fixed.
Susan: as part of EABL, I’ve been looking at this. EABL is actively working on definition of articles in BHL. I’m trying to make sure that I don’t exaggerate or worsen an existing problem, so general workflow for EABL article definition is EABL team will prepare article level info, pass to Rod Page to enhance, and then those articles get into BHL. Susan trying to do standardization at the beginning of the process, passing an existing valid name in BHL on to Rod. This doesn’t correct existing authority control issues in BHL but prevents EABL team from worsening the problem.
Bianca: my understanding is BHL is just accepting whatever names are given to it, so I’m not sure there’s a similar method that could be employed on BioStor end since it’s mostly controlled by algorithms.
Susan: We do have this workflow that passes article metadata from EABL to Rod Page – we may be able to design something larger around this for future purposes.
Bianca: I think there’s something about name authority control in Gemini already – will email to group if she can find.
User feedback management aka "Gemini" (Bianca)
Bianca recently changed status and resolution field values in Gemini. Unreviewed, open and closed available for status. Anything that comes in and has not been touched yet will be unreviewed. Otherwise it will be open or closed.
Resolution has whole new category – in progress. People have expressed desire to have in progress setting for Gemini issues they’re actively working on to allow them to differentiate from issues that they haven’t touched yet or haven’t touched in a while.
Bianca also added automation to status field. If you choose in progress, complete, etc., status will automatically update – so now we don’t need to worry about updating status manually anymore. Only need to update resolution now.
Bianca had considered updating everyone’s issues currently listed as unreviewed to in progress, but this would auto update revised by date for all issues. Some people like to see the last time they reviewed an issue, so this might mess up people’s workflow.
So you can update your own issues to in progress if you want. Otherwise existing issues will remain as unreviewed if they currently have that status.
Email alert problems – they still seem to be an issue. System still not working the way it used to. Bianca did some testing this morning – if you received an email alert this morning, please let Bianca know via email or by replying in Gemini. Seem to get alerts for people newly assigned to issues but not on later comments or updates. Also might be a problem related to Smithsonian network, so SI folks let Bianca know if you received an alert this morning.
Grant projects:
Expanding Access - IMLS (Patrick Randall)
72 in copyright titles from 39 licensors to date. 2,012 vols from 163 titles containing 201,115 pages contributed via EABL to date. Putting together macaw video tutorials. Also working on workflows and information packets for contributors who are sending content to IA.
Tried out new rights holder field but not scanning institution field yet. Richard Hulser getting ready to do some material with third party scanner – hoping to use as pilot for those contributors who can’t use IA. New blog post today about NYES, who gave permission to digitize journals.
NDSR grant (Joe deVeer)
About a month ago posted 5 resident position – received 11 applicants. Would like to broaden – applicants have expressed interest in only 3 of 5 locations as first choice. Will be re-advertising positions with deadline of Oct. 5 – applications who apply by then will receive preference.
If you have ideas for additional channels to post to, let team know.
Tentative date for BHL training session for new resident set for sometime the week of January 30-feb 5 – day and a half training session, boot camp style.
New fields
Fields are new and are available for items in BHL – any book or volume can now have rights holder info assigned – can specifically call out those institutions that have provided permission to add in copyright titles to BHL There have been copyright holders in past who wanted to see this field and ability to direct people to their institution – this possible by hyperlinking the institution’s name in the rights holder field.
Also adding scanning institution. Definitions in Metadata guidelines linked in agenda. Bianca trying to make sure this documentation stays up to date – Bianca in process of updating item editing guide used for editing info via administrative dashboard. Has updated BHL metadata, macaw, and PMA template.
Those scanning permission titles especially please try using those rights holder fields in a concerted way. Stay tuned for more directions from Bianca.
Powerpoint presentations
Grace has provided stock powerpoint presentations that are free for any BHL Staff to use as they wish! There is a long version and short version.
Different than the powerpoint template which is available for you to use as well but this contains no content
Stock powerpoints contain slides ready to go
Martin reports using them already and they have been very helpful.
Grace to keep them updated on a regular basis with up-to-date stats
Remember: Page Frights, October 1-31, 2016
Send Grace (CostantinoG@si.edu) suggestions for spooky, creepy, or otherwise Halloween-related content!
Tomoko: came back from data week. Talked to a lot of people at science data meeting and many people knew about BHL – great experience.
