StaffCallMeetingNotes_04222010
Notes - Staff Conference Call
22 April 2010
Call leaders: Field Museum
Attendees:
Christine Giannoni, Diana Duncan, Michelle A., Joe DeVeer, Matt Person, Kevin, John M., Chris, Jane, Bianca, Connie, Suzanne, Becky, Grace, Erin, Keri, Matt B., Doug
Agenda:
- Group for Paginating Guidelines? some examples below. Which page types support portal functions (such as illustration)?
- volume enumeration for monographic series
- whether to enter information that does not show up in portal (such a volume no. when multiple volumes bound together)
- tagging certain pages (such as wrappers) with free text in the page number field
What is everyone else worth doing? Does anyone have documentation? Who is interested in joining a group? Field, Harvard, Erin and Grace, Chris.
Chris has been creating documentation and will add to a Wiki Page. Maybe start a portal editing sub-committee. Erin will do an email to find out who is interested in a portal editing sub-committee.
- IC re-cap and progress since (if time, not sure I remember what I wanted to say here)
Bianca presented to IC regarding collections stats. Number of monographs, serials in portal. Statistics on the percentages of monographs vs. serials in portal. Quick and dirty look at duplicates. Presented a worksheet on major staff activities. Broke things down into problems, short-term issues, long-term issues. Hopes to keep communicating with IC through Tom with these ongoing issues. Bianca welcomes recommendations she can present to them. Should this be on-going? Yes-do this quarterly!
- Collections committee re-cap (Don & Bianca)
Grown to included both collections and ingest review criteria. Meet ea. Monday via conference call to focus on various things being ingested that are irrelevant. Why are they coming in? What can we do to prevent these from coming in in the future? Reviewing ingest criteria. Mike wants changes in one swoop (doesn't want piecemeal suggestions). Working on strategy to address these changes within next 2 months. Ultimately want to reduce irrelevant content. Please let us know if you notice something irrelevant in the portal. Please submit a Gemini case for irrelevant titles, subjects, etc...
- Gemini stats/update (Permissions might be incl. here) (Bianca)
Some statistics...were at a 2/3 completion rate back in March. Our rate of completion has since improved. Grace, Erin, Bianca and Mike are updating Gemini to a hosted, current version. With new version, we'll have more tools for reports. Better stats for calls in the future. What is hanging us up? Which issues are most burdensome? Trying to track issues per institution? Which are outstanding? How can we work together to get those resolved? With upgrade, you will be updated when the case gets updated (YAY!). Will be implemented soon, maybe in the next week? We do have to take Gemini down completely for about 2 days as this upgrade occurs.
Still have 23 open permissions issues. You can see outstanding issues via Gemini. Please update the status of the issue when you have closed it. Please contact Bianca if you have any problems or concerns. Bianca has been reviewing titles that have been up for quite a while. Looking for missing volumes, sequencing problems, etc...We have 40 publishers that have signed up with BHL. Over 104 titles that are in copyright in BHL (YAY!). Permissions page on public facing Wiki so everyone can take a look at it. We will have some new content on Wiki to explain permissions process, language regarding due diligence in U.S. and in the U.K. If anyone is interested in helping Bianca, please let her know - she'd welcome the help!
Doug - what about government documents? Should we scan or ingest? Has it been discussed? Suzanne, no reason why we couldn't if they are on topic. GPO has a lot of digitized information, but unsure as to its completeness. Suzanne will follow-up and look into this. Not terribly urgent, but should be investigated. Ingesting is a good possibility if they are already scanned. Matt P. - MBLWHOI has scanned a fair amount of some GPO publications.These are in the public domain.
- Admin dashboard changes: "Replaced By" title (Grace, Erin, Bianca) - Tutorials
Mike implemented a new aspect of admin screen. When you made edits, if a user has the direct URL for the title you merged into another title, it will go to the title with the vols that were originally scanned. "Replaced by" will help as it allows you to enter the old title ID into the newly merged one, therefore sending you to the newly created one. There is a title merging tutorial that you can look at. Ultimately, users are going to be directed to the proper title (YAY!).
Primary /Secondary title problem - Mike is working on getting that fixed. Many issues to work out. All of this is updated on the "merging titles" tutorial.
- Bidlist is moving to Austria (Natural History Museum Vienna)!
This is pretty much what we know. Martin said that this is happening as early as tomorrow. No absolutely official word on this. Moving data to new application? Bianca - completely transporting all data from London to Vienna, hosting a new bid list. Not new and improved, just new. Same thing, different place. Interface may be a bit more jazzed, but functionality probably not improved. May happen TOMORROW!
Wolfgang in Vienna claims this will only take 1 hour. Bianca will send out announcement emails regarding this issue. Matt P.- Does the bidlist remain just our institutions? Yes, nothing has been added to bidlist, this is just the BHL-classic libraries. Expansion is WAY down the road, if it happens at all. John M. - monograph dedupe tool remains where it is? Yes, not going anywhere. No discussion about moving it.
- Changes to PDF process and stats (Grace)
End of March, changed the user PDF process. Changed steps around a bit. Rec'd feedback from users that the process was too long and by the time they were asked to enter article information, they forgot the article information. Since we're retaining these newly created articles for CiteBank, its essential to have this bibliographic information. More people now entering this information - increase of 10%. this is good! Connie has been generating articles at Harvard. Frustrated that there is no place to enter particular information. Doesn't feel its robust enough? Example, if article name is too long, you can't see all information and it gets confusing. Only way to differentiate is via date. Ask Mike to find out if this is possible. Connie, please generate an email with this issue and example. Again, summarize for Mike and possible changes. Metadata always needs improvement, how does it appear in CiteBank?
- Quick FedEx account update (Bianca)
It's moving along through SIL bureaucracy. Will have a FedEx assigned credit card. We'll all use same login when we need to send out items for shipping. Bianca will be responsible for managing account. Need to notify Bianca when they submit transactions online. When will give guidance on this process.
Very colorful preliminary results. Francisco will be updating when survey closes. Final report schedule for July - hopefully sooner! BHL-E wants to reissue same survey in 15 mos. For our end date, we are closing on Monday, May 3, 2010. Mike will remove survey link from portal, and replacing link with Francisco's prelim. results. Reminders going out on April 26, 2010 to our targets asking them to fill out if they haven't already done so. Survey very important for Chris F. for his team to develop their priorities. Really motivated on getting results and it will really shape our future directions.
- Metadata sharing - OCLC update. Plus, what do we want to share with the world via API (Suzanne)
We want our holdings on WorldCat. Letters have been signed, lawyers looking at it. Next week, call with programming folks at OCLC. Where do we want to put OCLC numbers that are generated and given back to us. Using records for digital manifestations. Other people also want our records for their own ILS's. They don't want print-based MARC records. What do we want to create as an API to facilitate this process? Who wants to volunteer to help with this process? Diana D. volunteers! At SIL, they do global updates and add basic fields to records that indicate they are digital. SIL doing one-record approach right now. Joe volunteers! Chris volunteers! Becky, what's the catch? Nothing really, we're just sharing, we aren't getting credit for creating new OCLC records. We just want them in there really...Will they show up on all OCLC databases? FirstSearch, WorldCat.org...Suzanne will follow up to find out where our records will indeed show up.
Who will sign up for next call???? Please take a look at the main page. This is a self-created call. Whatever we think needs to happen! Set up a date via a Doodle!
Harvard will host next call -- YAY to Joe and Chris!!!
Who is coming to DC for ALA??? Diana D., Connie, Jane, ... - Martin setting up a "BHL Morning on June 28th?" Remember that the ALCTS Award will be given. Award on Sunday? Want to accept the award collaboratively.
Suzanne - asked to contribute article to Metadata journal. Many hands have pitched in to help - coming soon!
