StaffCallMeetingNotes_05172010

Notes - Staff Conference Call
17 May 2010
Call leaders: Harvard MCZ

Attendees:
Joe, Chris C., Grace, Erin, Jane, Bianca, Michelle, Christine G., Matt P., Kevin, Diane R.

Agenda
· 1) Updated pagination procedures and documentation (Chris, Joe)
The portal editing sub-committee via a blizzard of e-mails and a conference call updated procedures on the Portal Edit How-To Guides. Includes more details and clarification about the information that should be entered into the Prefix and Free Text fields, and use of Year, Volume and Piece fields for monographic series and serials enumeration. Some page types will eventually appear on the public view, particularly the enumerated starts of issues, when Mike works on that functionality.
Harvard, Smithsonian & Field tweaked & updated procedures. Grace updated pagination how-to doc on Portal Guides Wiki. Joe encourages everyone to look at it. The key to the update was to not mess with URLResolving, which had become a problem. This should answers citation resolving, and functionality to create or resolve articles in the future.

· 2) OCLC digital manifestation records (Chris, Bianca, Joe)
How should BHL records in OCLC look? Happening at bad time: OCLC eventually will be using provider/aggregator neutral records, but when is their deadline, when will they start. Matt says serials have been done this way in OCLC for the last 5 years. The OCLC welcome page recently announced new PN cataloging policy. BHL will create records for BHL digitized materials.
Bianca, Joe & Chris C. had a conference call the previous Friday the 14th re: formats for bib records, and also RDM records. Discussed whether BHL digitization qualifies for Registry of Digital Masters. Are Internet Archive scans meeting benchmark of DLF? Also, Registry benchmarks determine that there be a master copy of the scan; second is institutional commitment to manage a permanent archive. Will BHL be the organization committed to preservation, or IA? Individual libraries should not be expected to do this.
Bianca stated that in exploring issue, heard Woods Hole has been trying to replicate BHL data globally; it’s not officially running yet, but it’s possible that BHL can claim that collectively the masters are being preserved via replicating images outside of IA on a mirror site. Diane explained that Woods Hole has been working on that and is currently downloading it; servers are up & running. Should be completed within the next couple of weeks. It’s a full mirror of BHL site, with updates, etc. Joe stated that’s great, and would probably qualify for BHL monographs & serials.
There was to be a conference call re: BHL manifestation in OCLC records this Wednesday, but Suzanne’s father passed away, and then she will be in Vienna, so call is postponed.
Many questions regarding this issue. Need to find out from OCLC, but the feeling is that records will probably come from Portal. How to do it: extract MARC XML from portal, MARC edit, then to OCLC? Will OCLC be willing to accept minimal level records? Can OCLC batch load appropriate tags to those records? Serials holding info is incomplete. Do they need that updated? Record manual edit in Portal - will edits extract from portal or original MARC? What’s the most practical method. Regardless, getting records into OCLC as soon as possible would be a great boost for BHL.

· 3) FedEx account update (Bianca)
FedEx up and running, as Bianca’s earlier e-mail stated. Sent out user name & password. Go online, log-in, fill out info, send Bianca an e-mail. She keeps track of transactions and fills out at end of month, so BHL is the main institution for the account. Outside of typical ILL – wouldn’t submit ILL. Grace keeping track of everything – doing great job. Needs to manually make modifications to contributor field. Others can make changes to Wonderfetch spreadsheet. But keep track of everything in order to give each library due credit. Contact Bianca or Grace with questions.

· 4) Linking scans to more than one record (using latest functionality added by Mike L.) (Grace, Suz)
Grace walked us through upgrades – a separate tutorial will be posted on the How-to Guides page. Associating more than one title with one scan was difficult before for users to search. Now will only have to scan book one time, and associate with multiple titles. Under old method, only the parent record associated, so secondary titles for individual items were not acknowledged. User now has selection of which screen they want to go to. Bianca mentioned that one example is the Handbook of Amphibians & Reptiles of Kansas -- see interim screen with various titles. Item description will always be static. Thanks to Mike, a great improvement.

· 5) Update on Collection Committee's work to review the Ingest Criteria (Bianca, Don)
Bianca states that committee has been diligently working on ingest criteria, reviewing the criteria with a fine tooth comb, and sending recommendations to Mike for future ingests. Very happy with the work. Criteria are refined to the point where we are still getting some irrelevant titles, but not as much as previously. Taking more educated approach to subject names & call nos. to criteria. Not sure of timeline of sending new criteria to Mike, but will take care of shortly after Vienna. Now adding Dewey nos. Matching on LC call nos., LCSH, & Dewey.

· 6) Expectations for Vienna meeting (Bianca, Suz, Matt, Connie)
Bianca updated agenda: 4 things to gather from Vienna:
· GRIB = Bid/Scanlist + "TL3 "
· Bid/Scan List?
· BHL Survey
· Listen & learn
Learn what BHL Europe is doing, bring it home to BHL classic. Find out GRIB system: supposed to be master Wiki of taxonomic lit, like conglomeration of Bid list, more than serials. Plus TL3 concept, which has to do with giving titles in BHL, their own DOI, resolve various items, pages, etc. with title DOI. GRIB is big thing, a little vague. Will explain TL3 on Wiki.
Diane asks is GRIB a wish list of what to be scanned, or what is done. Bianca replies that GRIB is master list, bigger than BHL, a one-stop shop clearinghouse to see what lit is out there. May not be practical to achieve, but goal is to amass as many of the BHL cats together as possible. Cluster all titles together under single DOI. Includes Species Plantarum identifier. Supposedly ID’s bits & pieces of S/P elsewhere under BHL. Joe: Like FRBR. Bianca: Like FRBR meets TL2. For further explanation, Matt read GRIP documentation from BHL Europe. Matt also said that while it’s a big meeting and while BHL Europe has put together a huge amount of documentation, we’ve been doing practical work last 2.5-3 years, so our presence there will be helpful.

· 7) Conference call line update (Bianca)
Update is nothing is changing for now. Have tried to price out other conference options, and gave Tom the info. We’re continuing to use this call line until otherwise. Longer term, Tom would like a means for video conferencing, if we can figure out a method. So we’re on pause for now. If suddenly we should lose the CC number, Bianca has an option that can be turned around within 24 hours. It’s a whole “what if” issue.

· 8) ALA
Joe mentioned that Connie asked about ALA in late June. Two key BHL activities scheduled. Question: we have a staff member Ronnie Broadfoot going to ALA, is it all right for him to join BHL activities: of course! Diana, Matthew, Connie, Ronnie, Jane Smith will be there, Cathy Norton and Chris C. are hopeful.

· 9) Diacritics (Joe)
Joe mentioned a Harvard problem with diacritics not displaying properly; turned out to be an Ex Libris problem, and has been resolved. Harvard OIS tweaked Z39.50, but IA changed character set to MARC-8 for our stuff. Joe will make list, Mike can change. MCZ is still scanning – have shipment going out this week.

· 10) TaxonFinder via Gemini (Grace)
Magnolia issue reported via Gemini. All occurrences of magnolia were not being picked up. Magnolia’s been updated on TaxonFinder and starting to get picked up. We can’t send all of BHL OCR to TaxonFinder to rerun all of occurrences. Iterative process at this point. Depending on date, object is sent back to TaxonFinder. Going to take some time for all magnolias to appear. Lot of words ID’d by TaxonFinder might not actually be taxonomic in nature. Other instances, magnolia not found because it’s common, but it’s also genus. But let Grace know if other egregious examples occur.

· 11) Gemini tickets
Are Gemini Tickets being resolved? According to Grace: We had a little bit of a problem – are any e-mails coming from Gemini that you shouldn’t be getting? No. Is Gemini helpful in getting issues updated? Yes.
There are some reports the new system can do, but what other reports do we want to share with the group. Need to contact company to create unique report – working on it.
Issue of completing: when complete, go ahead & close. If item is finally scanned and in portal, is that complete & closed? It depends, if it needs specific work or update, leave it open. If it’s simple, no problems, mark it as closed.

Next call? Michelle: MOBOT can do July. She can host a conference call in June on her own if need be, if somebody else takes notes. (Call for volunteers!)

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