StaffCallMeetingNotes_08192010

In attendance:
NYBG: Kevin Nolan
CalAcad: Becky Morin
AMNH: Diana S.
Field: Diana Duncan
SIL: Bianca, Keri, Grace, Erin
MOBOT: Doug, Michelle
MCZ: Joe deVeer, Chris Carden
MBLWHOI: Matt Person

Date/ Host for September call:
ANS and Kew have not yet led any calls, no volunteers. Decided to let Suzanne assign the next call.

Review action items from previous calls:

• Survey team: BC: provided in BHL staff report. BHL-E has finished report to submit to EU. The team was asked to provide some comment. BC is working on a table to more clearly illustrate results that will help guide decisions. Will send out to everyone and the IC when finished.
• Task Group (bidlist to scanlist and monographs): BC: Wolfgang in Vienna has updated list to include all IA data. Suzanne will get group together to look at this for further comment.
• Task Group (advising for GRIB): BC: conversation with Boris out of Berlin. He was excited to hear we had volunteers. Waiting to hear from him for further action. Prototype scheduled to roll out in November, will want comments then.
• Email articulating Paginator wishlist: Chris C. has started a wiki page and will discuss more later.
• Add examples of scanned material with page insertions to wiki page: Grace: sent link out after last call. Everyone needs to use it. If anyone sent back books to IA to insert pages, there were problems in some cases when books were reingested. The wiki is for people to be able to report these errors so they can be collected and sent to Mike L. to correct displays. Grace will resend link after today’s call.
• Archiving: Make sure IC is discussing our need to form a preservation, archival plan for our content in light of OCLC ingest. No one knows if IC is discussing. Need to consult with Suzanne.
• Video Conference: Everyone to email Bianca or Suzanne about the video conferencing options/ capabilities at their institutions. BC: a couple of places sent responses and they are posted on BHL Wiki. We need to schedule a test for video conferencing, but will be sometime in the future. BM: CAS is about to launch a new service, so we need to wait and see how it works.
• Intercall: BC: BHL has new conference call line in case we need it. SI pays per minute, so we are all still using the old line since it is ‘free’. The new line is easy to set up, just ask BC how to do it if needed.

BHL Communications plan needs staff input:
BHL+Communications+Plan+June+4,+2010
BC: Need to get comments from staff. BC has added some comments about the public facing wiki. She finds some of the portions need attention. Paper based options may need some updating for a digital library. Comment on the wiki, or send a message to BC who will pass ideas on to Tom Garnett. BC is encouraging commenting on the wiki to give everyone and the IC a chance to see what staff thinks.

CiteBank updates:
BC: new hire at MOBOT: David Heskett, a temporary/ grant supported PHP developer hired to work specifically on CiteBank.
CiteBank updates are summarized in Bianca’s staff report: working on implementing the OAI harvester so gathering data will be done in more fluid, automated process. The current manual method of synchronization is working, and users can see a snapshot. They are also working on Scielo and ZooKeys to ingest content.

Also working on integrating the portal and CiteBank for a seamless interface, but easier said than done. Explore Bianca’s links form the agenda to see what you like and don’t like. Pay particular attention to the gliffy link (http://www.gliffy.com/publish/1306163/). It shows a diagram for the underpinning changes underway for delivery of CiteBank. We’re working on changing over from Drupal to Apache to allow CiteBank to do more. It has become apparent that the Drupal Core search is not powerful enough for our functionality. We need to decide how we want the content to be faceted for searching and browsing.
Bianca would like an inventory of stuff we want in CiteBank, including ‘Orange Bag’ materials. ‘Orange Bag’ refers to items scanned in-house and sent via mail directly to Chris F. or Bianca to be uploaded into BHL. We need a collected list of institutions that have these things so we can plan.

Keri: Mike L. is getting close to finishing the protocol for uploading Orange Bag stuff at SI.
BC: Chris F. is trying to hire a data analyst to help upload Orange Bag content.
Keri: has put some comments on the wiki about the difficulties of uploading content. Will try to clean up and enhance this page.
BC: there was a committee formed to review and troubleshoot CiteBank. If still interested, we should be ready to work again by fall.

Best Practices/ Cookbook of what we have done: documenting the BHL (Suzanne):
MP: I have looked at it, Suzanne is trying to put everything together in one place. Encourages everyone to take a look and see where we can all add things. It will be good for future cooks.
Grace: National Library of Medicine was starting a similar project, and came to Suzanne asking about best practices and cost details. Suzanne realized we didn’t have a concise standardized set of information outlining what we do, felt this would be helpful to ourselves as well as others.
Kevin: outline looks good, just a matter of filling in gaps.
Keri: asked if we should have a ‘Cookbook Committee’; possible for people to self-select our areas of expertise, write our names next to what we know. Keri will load Suzanne’s cookbook onto the wiki. People can sign up for sections, and Suzanne can assign people as needed. BHL Cookbook
BM: How long should sections be?
Keri: not sure, but first examples seem a little too long. We don’t need to go super in-depth, we can point to other wiki pages where we already have things documented. This leads to a need to clean up the wiki, but not quite sure how to go about it effectively. WebDay will only be able to tell which files have not been touched in a long time, but won’t help reorganize. We may need volunteers to look over pages to see if they are still relevant or not.

Collections Review:
BC: Most of this is in the staff report and should be self explanatory. Collections Committee has updated the ingest criteria so we get better results when we ingest from IA. A deaccession policy was developed to handle out of scope items from the ingest that needed to be removed. The policy was placed on the public facing wiki. Collections dartboard to develop list of subject terms of what is in or out (the “Project Runway” of BHL). Also putting together lists of priority Botany and Zoology titles (to be ready in October or November). Have gone through the botany list and 80% of priority botany titles (pre-1923) are already in BHL.

Round Robin:
MBL (MP): sent a shipment to IA in July, first in a while; BHL technical meeting will be in Woods Hole in September; tied to TDWG, September 22-24 (agenda is on the wiki). We have had our summer assistant Elena Iourieva working on pagination - appreciate Grace and Chris' assistance in getting going

MOBOT (MA): still scanning regularly; 80-90% of what we scan is from Gemini requests; gap filling for NYBG and other serial runs.

MCZ (JD): scanning slowly; sent first shipment since May about 2 weeks ago; mostly doing Gemini requests; special collections to be pulled.

AMNH (DS): mostly fulfilling Gemini requests.

NYBG (KN): send a small shipment recently to IA; also sent some Orange Bag items to MOBOT; is there an update on BHL funding for scanning.
BC: Tom says some resolution for funding in October.

SI (GD): sending regular shipments to IA, fulfilling Gemini requests and working on rare collections.
Keri: also working on our own internal Orange Bag Process.

CAS (BM): fulfilling Gemini requests and gap filling; fedexing some materials to SI (working out well); also mentioned that library director position has been posted. The job will require one foot in Bioinformatics and one in the library. Feel free to apply if you want to boss Becky around.
Field Notebook update: there was a call from IMLS asking for budget revisions, which is a good sign. It means it made it past the initial peer review. Funding is not guaranteed, but we’ve made it through the first steps.
Rusty Russell (from SI botany department) was awarded a CLIR grant for botany field notebooks. The IMLS grant builds on this project. If IMLS is funded there will be substantial collaboration. Part of the CLIR grant is to develop a field book registry. This meeting is to develop a metadata schema. If IMLS is funded, CAS will be getting cost share from CLIR grant. There will be interns at SI to work on a toolkit to mesh the projects.

FIELD (DD): fulfilling Gemini requests, sending items to SI, and working on pagination.

Bianca will be splitting her time between Richmond and DC, all contacts will be the same.
Becky asked if there will be another BHL staff meeting in the fall. Bianca doesn’t know, there could be budget concerns, but will check into it.