June 1 (Executive Committee)

1 June 2017

BHL Executive Committee Call

Dialing information:

• If dialing from the US: 1-877-820-7829
  If dialing from UK: 0 800 358 8173
  Enter the passcode: 407326

• Connie Rinaldo
• Jane Smith
• Nancy Gwinn
• Doug Holland

AGENDA and NOTES

• Secretariat Update (MRK)
  • Moving Wall Problem with Arnoldia. We had a small problem with Smithsonian doing Arnoldia issues that were still behind the moving wall. Quick action by Patrick Randall and Bianca npped the problem in the bud. "The agreement we signed with BHL states that there is a one-year embargo on Arnoldia issues being added to the BHL website. That means that only issues through V. 73, No. 4 (April 2016) should be up, but currently issues V. 74, No. 1 and 2 are already posted. We would appreciate it if you would correct this situation as soon as possible. The embargo is to assure there is value to our paying members and subscribers."

• Technical Update (MRK)
  • (no report today)

• Topics from the Chair (Connie)
  • ILL Resolution? Do we need a group? Seemed like we were in agreement for an informal relationship at the Annual meeting but did we vote and what should we document for the members? Connie will draw up a draft document to outline informal procedure for ILL which might include a page on the Wiki with the guidelines and information and/or a dedicated ILL listserv. This draft will be reviewed at the next EC call.
• ### Ideas for BHL ILL Guidelines
• BHL could consider adopting a flexible ILL "understanding" rather than a strict policy (as CBHL does)
  • Needs to be on a case by case basis; some can do international ILL while other cannot; some can provide ILL for free while others are required to charge; some restricted by copyright policies
  1. bottom line, if we can, we will supply for other members the content that we can for nothing
• 
  
  1. ILL process needs to be considered
     1. Should ILL be limited to BHL Members or include entire consortium?
     2. How should ILL requests be circulated? Via a listserv (to avoid charges but lose tracking stats) or through standard ILL software (helps with tracking and fulfilling requests but may require issuing refunds)
     3. In what formats can ILL be provided, physical books vs. PDFs
     4. E.g.: IAMSLIC uses http://www.iamslic.org/wp-content/uploads/2010/07/ResourceSharing_ILL_Brochure_2014_SW.pdf but AMNH found this tool to be unreliable
  • McGill report. Connie presented a talk about BHL at McGill and encouraged membership in BHL. McGill would like to tag objects they already have on on IA for ingest into BHL but tagging is a Membership benefit. Needs more discussion by Membership Comm.
  • User Generated Article Metadata. I"t come to my attention that there was never any action on the 2013 recommendation from the Collections Committee that the user generated metadata from PDF generation be added to the BHL article metadata stack. The Collections Committee reviewed the quality of the metadata and found it usable for discoverability. I recommend that we move this to the development priorities." From the last May 4 meeting--EABL thinks this should be re-evauated along with the procedures that are being developed along with EABL and Australia. Issue not discussed
  • Tiered Membership (all members, just different payments rather than different benefits) discussion? Should we have the membership committee draft recommendations to bring to EC and then Members? Set timeline. Doug to get Kew benefit info from David. Send to Memb. Comm. and EC. Membership Committee to draft recommendations for possible new membership tiers and benefits to EC by early September.
  • Clarification of benefits to being a BHL member. Set deadline
  • NDSR residents to report to EC?
  • Strategic plan: timeline? Report from Jane to EC by September. Add time in EC calls for discussion over the next two months.
  • Southeast Asia Biodiversity Library (collaboration of NUS Library and Natural History Museum): Should we contact the library about collab. with BHL?https://lkcnhm.net/2017/05/25/launch-of-the-biodiversity-library-of-southeast-asia/ Issue not discussed
  • 
    Jeanine Almany of the Ecole pratique des Hautes Etudes (EPHE) in Paris about the series title Résultats des campagnes scientifiques accomplies sur son yacht par Albert Ier, prince souverain de Monaco. I guess because we had scanned some of these volumes she contacted us. //http://www.biodiversitylibrary.org/search?searchTerm=+R%c3%a9sultats+des+campagnes+scientifiques+#/titles//
    • Membership Committee should pursue interest of EPHE in becoming a BHL member. Membership Committee needs to further discuss and make recommendations regarding if BHL is willing to take EPHE digital content if they do not become a member.

• In partnership with the Institut océanographique de Monaco (IOM), my institution, the Ecole pratique des Hautes Etudes (EPHE), has engaged in a digitization campaign of the series Résultats des campagnes scientifiques accomplies sur son yacht par Albert Ier, prince souverain de Monaco.
  • complete collection of this work (110 volumes) is held by the library of the IOM’s Parisian branch. However we realized that the 55 first volumes of the series have already been digitized by several American libraries and made available through the Biodiversity Heritage Library catalog.
    I therefore contact you on behalf of the EPHE in order to ask you whether you would consider a partnership. In such case, in order to reduce costs, the EPHE would only digitize the missing volumes, a copy of which we would send to you (with their bibliographic metadata) in exchange for the files you have already digitized and their metadata.
    As a result, we could both display a complete collection online. The plans at the EPHE are to integrate the digitized volumes into a monographic digital library dedicated to Albert Ier‘s campaigns, developed in partnership with the IOM.
    At this point, I assume that these files are the property of the BHL and that you can dispose of them but let me know if it is not the case, I’ll then get in touch with the actual libraries which possess the volumes in print.
    Should it be impossible to make this scheme work, please let me know if you could at least provide us either with a csv export of the metadata of your volumes, in Dublin Core format, or give us the specifics of your OAI repository, so that we could add these metadata to the projected Albert Ier Digital Library, including links to access the digitized volumes in the BHL.
    Looking forward to hearing back from you
    
    
    -----------------------------------------------------------------------------------------------
    JEANINE ALMANY
    Communications, CRIOBE
    PSL Research University: EPHE-CNRS–UPVD CRIOBE USR3278
    Laboratoire d'Excellence “CORAIL”
    www.criobe.pf
• Other: Madrid Botanic Garden Connie still in communication with Director and Librarian. They are still considering joining BHL. Doug will also communicate with Director to gauge interest and encourage BHL membership.