Second-Global-BHL-Planning-Meeting

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Second Global BHL Planning Meeting

‍Chicago, IL, USA
‍Sunday 13 November 2011

Objective

The goal of the meeting is to bring together the decision-makers for each regional node to discuss and decide on topics related to the Global BHL.

Venue

Chicago Field Museum: fieldmuseum.org
1400 S. Lake Shore Drive
Chicago, Illinois, USA.
The meeting will take place on Lecture Hall 2, located on the Ground level, near the West Entrance at 8:30 a.m.

Accommodations

Audrey Aronowsky at the Field Museum <aaronowsky@fieldmuseum.org> will arrange reservations at the Essex Inn at 800 South Michigan Avenue, Chicago. Project leaders should make sure to contact her with your information. Attendees will be responsible for the paying the costs of your lodging at the Hotel Essex for the Global BHL meeting. This is the same hotel that will be used by most attendees to the Life and Literature Conference.

Project Leaders

Australia

• Dr. Elicia Wallis, BHL-Australia Project Lead
• Simon Sherrin, BHL Australia Tech Lead

Brazil

• Abel L. Packer, BHL-SciELO Operational Coordinator

China

• Dr. Cui Jinzhong, BHL-China Project Team Leader
• Dr. Xu Zheping, BHL-China System Architecture and Technology
• Dr. Fenghong Liu, BHL-China Workflow Management

Egypt

• Dr. Noha Adly invited, but cannot attend due to conflicts with previous engagements . Will try to Skype with someone from BA.

Europe

• Graham Higley , Head of NHM Library & Information Services, Natural History Museum, London
• Dr. Henning Scholz, Project Coordinator BHL-Europe
• Jana Hoffman, Project assistant BHL-Europe. Museum fuer Naturkunde.
• Boris Jacob , Scientific Coordinator, Royal Museum for Central Africa / Tervuren

United States

• Tom Garnett , BHL Exec Director
• Martin Kalfatovic, Incoming BHL Exec Director
• Cathy Norton, Chair of BHL Executive Committee
• Dr. Nancy Gwinn, Vice Chair of BHL Executive Committee
• Connie Rinaldo, Secretary of BHL Executive Committee

Global BHL

• Chris Freeland , Global BHL Technical Director
• William Ulate, Global BHL Project Manager

Report

To promote transparency, a report of the meeting will be made available on the BHL wiki for all BHL participants.

MINUTES

Minutes of the Second Global BHL Planning Meeting, Chicago, IL, USA, Sunday 13 November 2011
BHL Vision and Next Steps.doc
Summary of Action Items from the Second Global BHL Planning Meeting

Draft Agenda

The meeting will start at 9 a.m. and end by 5:00 p.m.
Coffee, tea, and lunch will be provided, starting at 8:30 a.m.
Draft Proposed Agenda and Attendees for Global BHL Meeting.pdf

From		To		Activity
8:30	–	9:00	:	Coffee, tea, continental breakfast
9:00	–	9:15	:	Welcome, introductions, review of agenda (Cathy Norton)
9:15	–	10:30	:	Status update from each partner (see Presentations below)
10:30	–	10:45	:	Coffee, tea break
10:45	–	12:30	:	Vision Discussion of what the Global BHL should be (Abel Packer)
12:30	–	1:30	:	Lunch (catered)
1:30	–	2:45	:	Review of Global BHL Principles document; Date and Location of the Global BHL Coordinating Committee Meeting (Nancy Gwinn)
2:45	–	3:00	:	Communication for the Global BHL – What will work?wiki, conference calls, video chat, etc. (Henning Scholz)
3:00	–	3:15	:	Coffee, tea break
3:15	–	4:00	:	Content/Data sharing – What is realistic to expect? How will it work? (Chris Freeland )
4:00	–	4:15	:	Should we have a Global BHL technical meeting in the future? What should the agenda be? (Chris Freeland )
4:15	–	4:45	:	Next steps – what concrete actions will advance access to the biodiversity literature? (William Ulate)
4:45	–	5:00	:	Summary, actions items; assignments; closing remarks. (Tom Garnett )

Presentations

1. Review of progress to date
   BHL-Europe progress (Henning) - I have done a slight revision so it can be made public, if we want: BHL-Europe progress - Henning Scholz-111113.ppt
   
   BHL-SciELO progress (Packer) : 20111112_BHL-SciELO - Progress - Global_BHL_Coordinating_Meeting.pptx
   
   BHL-Australia progress (Wallis) : BHL-Au global report Nov 2011.ppt
   
   BHL-China progress (Liu & Xu): BHL-China.ppt
   
   BHL-US/UK (Kalfatovic): 2011.11.13 gBHL.pdf

Topics for the Agenda

1. Review of Progress to date
2. Governance issues
   global bhl governance principles.doc
   1. global bhl governance principles_EDITED.doc
   2. Global BHL Coordinating Committee
      1. Are we having one?
      2. How many representatives for each project?
      3. Does the Global BHL Technical Director counts as Global?
      4. What is considered a meeting? Face-to-face? Conference Call?
      5. What real obligations are involved?
      6. How much content sharing is enough?
3. How to better coordinate and communicate
   1. Define Standard way of communicating
      Suggestions:
      • Designating a main contact and a backup in each site that must be CCed in all emails
      • Making sure that global decisions are on the wiki
      • Define areas where coordination and communication is key, such as with 1) avoiding duplication of scanning 2) coordinating permission to scan in-copyright content (- lipscombb Aug 29, 2011) I would also add coordination of a shared metadata standard - we will all have local metadata needs but then as records are shared among ourselves what metadata standard can we all agree to use for data exchange? MODS?
   2. Define Open issues concerning Synchronization (to resolve at a Technical Meeting).
      • Maybe we could think of setting a system that keep track of who has what. The system would periodically makes sure that all nodes have synchronized all the books. It would display which book is on which sites, and what are still not done. Sites would avail a web service that talks a certain standard to make sure the site has this book.
      • How to use Internet synchronization for incremental backups. What is the order or precedence of nodes? Which site is to be considered the master? Who should take from which site?
      • How would each site maintain the different formats, if its internal format is different than the ones used in other sites?
      • Should all sites keep all files?
      • Maintaining the consistency of files (comparing against md5s periodically)
      • How can a site request a copy of a book from another site? Should there be any preference to select the sites ? Should site x check site y first then site z ?
   3. Code share (how to benefit from local developments)
   4. Global replication
4. Memorandum of Understanding (draft will be sent out before meeting)
5. Future perspectives
   1. How long are the individual projects running and what are the future plans
   2. Future project ideas to identify potential proposals to write (brainstorming)
6. Planning for a technical development meeting

We are preparing a more specific Agenda, so please feel free to submit the topics you would like this group to talk about either by adding to this wiki page or by sending your suggestions by email to William[dot]Ulate[at]mobot[dot]org, by Skype: william_ulate_r or by phone at: (314) 577-9473 ext.6398.