Meeting Notes Jan. 20, 2011
January 20, 2011 Staff Call Notes
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Call Leader: Matt Person
Note Taker: Grace Costantino
Attendees: Matthew Bolin, Matt Person, Diana Shih, Diane Rielinger, Diana Duncan, Bianca Crowley, Keri Thompson, Chris Carden, Becky Morin, Don Wheeler, Suzanne Pilsk, Doug Holland, William Ulate, Joe DeVeer, Katie Mullen, Kevin Nolan, Jane Smith, Trish Rose-Sandler, Grace Costantino, John Mignault
- Entering the 5th year of BHL. YAY!
- Bianca: uploaded document to wiki. Gemini2010.docxReport put together on everything from 2010. Up to date as of Tuesday (1/18/2011)– maybe some changes since then. Helpful for Bianca; take a look at numbers; she wants to put out on quarterly basis. Welcomes feedback on improvement of presentation or more stats.
- Isolated scanning request. 300 requests from one person – nearly half of requests received. From avid birder.
- To keep track of scanning requests, one of the feedback forms is a specific request form. That form asks user to fill out key details. The numbers for scanning requests only show those users that selected that specific form. It’s possible that if the user does not use that actual form, it’s still a scan request but it’s not counted as such and not reflected in numbers.
- Stat on rare requests/special handling – they total 269 of total scan requests. 284 total issues assigned as special handling, so this discrepancy might be priority titles that have special handling involved or a user that didn’t use the form.
- Comment: (Matt) Another interesting aspect: second most number of scan requests from Francisco – in-house.
- People have a lot of things on their plate. There are many open issues, and we got a great deal of issues (1744). But 1744 issues are not bad considering all the problems we have. We have resolved over half of the issues.
- Almost once a week got praise. Get lots of praise to gmail account too not counted in the Gemini praise numbers.
- Send any feedback to Bianca.
- Bianca: Wiki page that people can add to or clarify. Right now it is a dump of everything Bianca remembered from year.
- Question: Would a report like this be helpful for IC meeting? If so, it will be finalized by March.
- Doug – probably useful for Bianca will consider making official form for IC meeting.
- New folks added to BHL team
- Please upload presentations and papers for 2010
- New functionality to download from scanlist, but still want functionality to export list of all titles that have no bids;
- Grace and Bianca worked out workflow to triage and monitor issues and to make sure that issue keeps rolling down pipeline; monitor all issues;
- if you are the last person to satisfy a task on an issue, remember to close it.
- BHL Portal Issues realized and addressed:
- There was a struggle with primary/secondary title relationship, but now changed to searchable vs. non-searchable, so one item can be attached to more than one title and still be searchable on BHL;
- Pagination upgraded as well- resolving pagination to accommodate open url resolver;
- Paginating is being done at Field (training volunteer); MCZ ( Chris C. and Katie); CAS (Becky to train new interns); SIL (Grace and new intern,Gilbert)
- Mike started new interface work; will improve search interface for current search functionality;
- Allows people to use paginations to search by citations – search down to page level;
- Link provided to Beta site where new search UI is in progress. Small group of BHL folks working with Mike on feedback. Eventually will be sent to everyone to take a look at.
- Need to develop a collections development policy
- Put together visual of BHL collections – conceptualized BHL in terms of core and supporting collections – helps with reviewing relevance;
- Took a look at ingest criteria and updated it so that ingest from June and beyond is more tailored to biodiversity relevant material;
- Cookbook started – please continue adding
- Public wiki needs to be cleaned up and improved and we need to appoint an official public wiki reviewer
- Bianca: The scanlist has been receiving bids for titles ingested from IA (serial titles); those bids are automatically sent to Wolfgang and uploaded to scanlist on weekly basis.
- Problem – not all of the IA items made it into the scanlist;
- This is due to way the IA bids are sent to Wolfgang and the way the ingest criteria was updated, which complicated the process of sending titles to Wolfgang.
- There is a gap in scanlist. For titles not meeting new criteria (anything with just general subject term like science or biology), there is no bid in the scanlist;
- Going forward, this issue will be addressed – on top of Mike’s list of things to address;
- If you are working from Gemini issues, there is no problem. Gemini issues are reflective of what is already in BHL. The scanlist, on the other hand, is an intent to scan and is not informed by the portal. Thus, if you are scanning for new titles without Gemini issues, check BHL first to make sure it’s not there.
- Bianca is not sure how it will be fixed and if Mike’s fix will include retrospectively the titles not entered into the scanlist yet. However, her belief is that all IA items will be included in the scanlist eventually
- Trish: Citebank is live, though not widely publicized; will be publicizing after next version out in late February or early march;
- Data contributor specification deadlines
- Trish working on guidelines about what we expect in the metadata and files users send and how they get those to us. This document is currently circulating for stamps of approval and will then be shared with publishers. There is the hope that it will also make the metadata we get better.
- The document also re-clarifies what things are appropriate to Citebank vs. BHL –
- Citebank wants simple objects – PDF or word document that is single entity vs.
- complex objects which are multiple TIFFs that need page turning software – this is more appropriate for BHL portal
- Currently there is loaded into Citebank (through OAI service) BHL PDFs, BHL titles, Smithsonian Contributions to Zoology, Atoll Research Bulletin (problems with metadata), Zookeys, SciELO (not all titles, two specific ones)
- Batch loading import functionality needed to be built-in;
- This allows us to upload publishers’ data as batch;
- David has beta version out; as soon as it’s fully working, Trish will start bringing in publishers’ data in queue
- Working on writing policies regarding copyright.
- Metadata created with BHL PDFs will be reviewed to see what is being created and how it’s ending up in Citebank. T
- his might be something of interest as conference paper – perhaps for LITA conference in St. Louis as presentation
- Question (Suzanne): some stuff in Citebank from SIL DSpace repository. Do others have something like this that can be sample set to go in?
- AMNH and MBL have DSpace databases. Perhaps we will think about adding this data to Citebank
Pagination Question: Do people know what this is?
- Advertisements; Policy: We will not paginate advertisements in back of book with or without page numbers and will simply leave as plain text
- London: (Jane) not scanning much but trying to sort out approach to technical problems with help of Bianca and Grace; trying to pick off Gemini queries and preparing scanlist for scanning from Gemini; Darwin’s library project with Cambridge and AMNH is close to finishing. Site will go live shortly; posed tricky problems for Missouri but going well;
- MBL: (Matt and Diane) moving closer to starting scanning; picking off Gemini issues for scanning; more money given today; gear back up in three or four weeks;
- Harvard: (Joe) shipment sent this morning; shipment of folios waiting to be scanned too;
- SIL: (Grace and Keri) NH library open; pulling on Gemini issues; in-house new camera – more things being scanned than uploaded but they will be ingested shortly
- NYBG: (Kevin) sending shipment Monday – half Gemini; probably will go for first half of year on monthly basis with shipments
- AMNH: (Diana and Matthew) fulfilled Gemini requests for shipment; sending shipment next week; planning to send cart every month; sent out and returned one cart – 80% Gemini and rest Natural History (Magazine) items; getting caught up with QA with volunteer on early carts; QA on new carts to be done by new intern;
- Field: (Diana) Christine working on Gemini issues; sending shipment to Grace; training other paginator next week
- MOBOT: (Doug) plugging along as usual, Gemini and bidlist is providing content for scanning;
- Question: is NJ scanning center still functioning?
- As far as NYBG knows. Asked to wait for new year before sending more stuff, but they should be okay now. They’re awaiting NYBG shipment and accepting AMNH stuff
- CAS: (Becky) send out shipment to IA in next week or two; going smoothly; pretty busy getting things going on IMLS grant and getting project manager in place; will be sitting on a panel on webwise in March and there will be a meeting for the IMLS grant partners
Still need someone for next conference call.
