SIL 20100505

SIL BHL Taskforce Meeting Agenda and Minutes

May 5, 2010

Attending: Keri, Grace, Bess, Conrad, Diane, Suzanne, Robin. special guest: Polly K
Not attending: Martin, Bianca, Gil, Vanessa, Ann

Agenda / minutes:

• BHL ALA events - what are we doing? where are we doing it? assignments.
  • SP has reserved the Schmitt Room for the 28th. Presentations will be from 10-12. Erin will present on Gemini (~20 min.); Jane [NHM] will possibly also give a talk - Grace and Bianca will follow up with Jane on their next weekly call. Tours of the scanning room can only be given if turnout is very light. Robin will ask Courtney what is being done for the other SIL tour publicity, so we might piggy back. Keri will follow up with MK to see if he plans to give a presentation. More planning on the wiki page
• Pulling
  • mostly from NH main and gap fills, though GD reports more users are requesting scanning via Gemini, and some are even submitting bibliographies! For now, all bibliographies should go to Bianca. BM, GD, BL will discuss possible automated approaches to parsing/matching these lists.
• Portal updates - Primary/secondary issue resolved, other updates from the larger BHL staff call (Apr. 22)
  • The Primary/secondary title issue has come up because previously in BHL one MARC record had to be designated the "primary" record, i.e., the serial record, and any other records, i.e. a monographic record for the title, had to be designated as "secondary". The secondary title would not show up or display in searches, though it was associated with a scanned item. Mike has fixed this and now if you are searching in the Portal, and the item you are looking for just happens to have both a serial and a monographic record, a search for either title (series or monograph) will bring up the desired item.
• MOBot trip - brief recap, more information is on the trip planning wiki page
• SIL Serials and Links that Polly and staff are working on
  • The primary/secondary title issue above is related to the work Polly K and Dana have been doing in Horizon, creating monographic records for individual parts of the SIL Miscellaneous series and adding links to the scans on BHL. This impacts how we may want to add URLs to the records in Horizon. How can we upload and associate these records with existing scans in BHL automatically? Data shouldn't be entered twice - possible scenario: work is done in Horizon and uploaded to BHL, then we extract URLs from BHL to add to SIRIS. We need to talk to Mike about loading the records (how?) and matching them with their scans via the URLs Dana has already entered.
• BHL portal reports of SIL scanned material - status of getting out of the portal to add links in SIRIS
  • We can use the automatically generated BHL content reports for this information! Bess will work with the data and send George the request to make the links. The reports will also let us see how many titles we can identify in BHL that were not scanned by SIL but that we hold in SIRIS - Bess will try some report mashing and JTag stuff. Also, we need to revisit the issue of putting links into the serials records. PK, BM and SP will meet to discuss this possibility.

Action Items:

• RE will ask Courtney, Doug L or MAT what they are doing for publicity re: SIL ALA events - I did this 5/5 afternoon via conversation with Courtney, Doug, Maggie and emails.
• BM, GD, BL will discuss possible automated approaches to parsing/matching submitted bibliographies
• PK, BM and SP will meet to discuss this possibility of putting BHL links in our serials records
• KT? XX? need to talk to Mike about uploading Miscellaneous Coll. monograph records into BHL and matching with the scans.

Additional notes sent to NPS reader services staff with Keri's notes on 5/6/2010--Robin
In addition to Keri’s great notes, I have added a few of my own. I’ll be adding these to the wiki for BHL taskforce members to see/read.
The Branch libraries participation in ALA will be Tuesday, June 29 from 4 to 5:30 pm—the following libraries/librarians are offering tours, Doug (AAPG on Monday afternoon), myself, Maggie, Janet, and Leslie. Doug Litts is working on publicity.
Grace and Bianca are thinking of creating a request form for asking for materials to be scanned so they have all the bibliographic information they need—I asked that this form be part of the Gemini process and made simple for users. I’m doing a lot of book requests myself and really like using Gemini. Bess has a program that can run through the bibliographies and I guess make them easier to find the bibliographic information they need.
Primary/Secondary titles---I think I understood this issue. For example: If you decide to search for Flora Neotropica Monograph 95 on the family name Siparunaceae and it’s in the system as primary title “Siparunaceae” and cataloged separately under the family name, you should also now bring up the Flora Neotropica series if cataloged as a secondary title. May need to see some examples how this now works but it sounds like it will transparently enhance access which is always good.
I mentioned at the end all the library moves occurring with the Natural History libraries, our evaluation of our physical collections and that some books/journals may be moved from the sublocations into the Natural History main library and Pennsy. That the scientists may not have the book or journal just down the hall and this may affect what they scan or how they provide access in our online catalog. BHL may be another way to provide easy access to the literature from the scientist’s/SI staff desktop. I also stated I don’t know the whole story so Gil/Ann you may want to provide a short update at the next BHL taskforce meeting.