January 25, 2007 SIL Meeting

Smithsonian Internet Archive Temporary Scanning Project Scribe Station
MEETING AGENDA
January 25, 2007

I. Project Update (Martin)
a. BHL planning meeting/site visits at Boston/Harvard, February 6-9, 2007
b. Contract working its way through OCON, delivery date of Scribe machine, 2-3 weeks from contract signing
II. Metadata Update (Suzanne)
a. Z39.50 Fetch
b. SIRIS updating
c. Other
III. Material Selection (Marcia)
a. Discussion of selection process
b. Overview of SIRIS reports generated for NH sub-locations
IV. Workflow (Marcia)
a. Book truck update (Courtney)
b. Space planning/logistics
c. Preservation review
d. Image review
e. Working with IA staff as contractors (Vicki)
f. Discussion of workflow
V. Other/General Discussion


TENATIVE TIMELINE: REVISED
- January 3-31: SIL (Keri) coordinates with OCIO and IA (Stefan) connectivity issues
- February 14-21: Internet Archive ships Scribe machine
- February 25: Scribe machine arrives
- February 25-28: Scribe uncrated and put into position (SIL)
- March 1-5: Internet Archive staff set-up and calibrate Scribe station
- March 5-15: Internet Archive staff operate Scribe in test mode
- March 15-31: Internet Archive Scribe operator hired and on location at SIL
- April 1: Full-scale scanning begins

SCRIBE Workflow (Very general description from the Internet Archive)
● Pick list generated, books pulled, electronic list created
● Books reviewed against IA Book selection criteria
● Pick list and first book cart pulled – reviewed with IA
● Test to confirm Marc Record can be found and is correct- use bar code blip to test (previously a ‘dry run’ can be done with a pick list and bar codes without the books
● Books scanned, three groups created, scannable, non-scannable, books with questions
● Books reviewed online; IA/Partner library QA conducted

ONGOING SIL TASK ASSIGNMENTS
(Internet Archive Role Titles in parenthesis)
Tom Garnett (Project Head/Curator)
● Oversight of the Scribe project
● Content selection
● Contract elements
Martin Kalfatovic (QA)
● Responsible for all day-to-day operational questions related to the Scribe station. Internet Archive staff will keep him informed of staffing issues
● All requests to see the Scribe station in action will go through Martin. Susan will assist in non-Smithsonian visits to the facility
● New Media Office staff will perform review of image quality of materials being scanned. Courtney Shaw/Internet Archive staff will be informed of materials that need rescanning or of other quality issues.
Suzanne Pilsk
● Metadata workflow
Courtney Shaw (Delivery)
● Working with Ann Juneau and other NMNH Library staff, will coordinate delivery of materials to and from scanning station. Will guarantee enough material is at the station to keep operator busy
Ann Juneau

• Communication with NH staff about ongoing developments.

Vicki Avera (HR)
● Responsible for coordinating SI badges, building access, and other activities related to having contract staff on the premises
Eliza Gilligan (Preservationist)
● Coordinate review of materials; overseeing handling of materials.
Keri Thompson (IT)
● Responsible for working with OCIO for Scribe machine technical networking questions