July 19 (Executive Committee Special Edition Call)

19 July 2018

BHL Executive Committee Call Special Edition

• Participant code: 407326
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• Connie, Martin, Jane,

• xxxx

AGENDA and NOTES

• Secretariat Update
  • BHL EC F2F. Confirming if there is a strong preference for late Oct/early Nov/early Dec and if the group prefers DC or Boston. ACTION: Martin, Carolyn, Connie will talk and get back to everyone on time and date.
  • CBHL 2020. Smithsonian has been approached to be a host/co-host of CBHL in DC in 2020. Does BHL want to be an official part of the meeting (and use Secretariat time in planning? We should have a significant amount of SIL staff time, so it could be minimal). ACTION: Martin will keep the group updated as to what's up.
  • 2019 BHL Annual Meeting. Carolyn will talk with Michael Cook shortly to determine when he wants to start the planning in ernest (likely in December). How does the EC want to be involved in those planning calls? ACTION: Connie will be involved in the first calls and we will bring in the rest of EC as needed.
  • Proposed Nomenclature. Connie and I have discussed how BHL is international but perceived as "US" (specifically in the GBIF context). I propose that we use a specific terminology (used in other similar organizations, "The BHL, an international consortium, headquartered at the Smithsonian Libraries in Washington, DC, United States". ACTION: EC add to the next Members call for discussion.
  • Proposed Affiliate Freeze. (repeating action for the group). Martin proposes that BHL freeze Affiliate applications for the remainder of CY 2018 or until EC F2F meeting. ACTION: No new Affiliates will be taken on this CY; institutions can apply, but actions won't occur til late November/December with partnership starting in January 2019.
  • In Copyright Lending. Martin talked with Chris Freeland and he's happy with the proposed next steps. Chris has offered to do a special webinar for BHL staff; this will get added to the Member call agenda for comments. ACTION: Members can be encouraged to get clearance for in copyright lending; we'll push off full integration of BHL and in copyright lending til after December for next BHL tech dev. Martin will work with Chris and Carolyn to schedule.
  • BHL Europe Portal. Chris Sleep as responded at length to the proposal. Any additional comments from the BHL EC group? If not, we'll just proceed. ACTION: Jane will draft the text and get to Chris/Members, esp. the European partners.
  • BHL Europe Content action. (repeating action for the group). At the F2F meeting, BHL Europe content action plan was discussed; where are we on getting the content to Harvard? This has mostly been between NHM/Harvard MCZ; the discussions Martin had with BnF was they could assist with French content (but details need to be discussed); what is the priority of this? Does NHM still have a drop dead date to turn off the servers? ACTION: Jane has the remaining content in boxes by her desk; she'll send that to MCZ; when they get to MCZ, we'll get a complete and final inventory.
  • IMLS National Forum Grant. Possible Life/Lit II. (repeating action for the group). ACTION: MRK will draft something and EC will think of partners/leads
    
    
• Technical Update (MRK) [Reminder: all Tech team call notes are here]
  • Data Model RFP. Is being worked on
  • Full Text Search Incremental Improvements. Being Worked on. Take a look at the beta site to see the addition of the "metadata search only option"
  • Wiki Migrations. Ongoing
  • IA Ingest. STILL HAPPENING. IA is running various "housekeeping" tasks that are touching (it seems) nearly all IA files. This triggers the BHL ingest process to look at more files during the ingest process and slows it down considerably (e.g. finishing on Thursday instead of early Monday). Mike's been in touch with IA to see when the housekeeping will be done; we are also looking at options for refactoring the ingest procedure to lessen the impact. Stay tuned.

• Topics from the Chair (Connie) -- repeating some of these
  • Linnaeus Link + BHL (Martin's question). ACTION: We should talk with them; Connie will talk with Doug and see about next steps.
  • NMHLAC Status update (Martin's question). ACTION: Connie will follow up with Richard, Yolanda, etc.

• Other