StaffCallMeetingNotes_12082010

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Attendees: Bianca, Grace, Erin, Stefaan, Matthew B., Michelle, Joe, Becky, Diana D., Kevin, Chris C., Katie, William, Matt P., Trish, Diana S., Keri, John, Suz

China

Keri & Martin traveled to China (Chinese Academy of Sciences) to discuss global governance and technical issues related to mirroring content, uploading to IA, wonderfetch, etc.
CAS has 1 scribe; they don’t have a huge operation, only 2 people and 2 scanners and pressure to have a high throughput and success
IA site is blocked in China, CAS has 1 machine they can use to upload content, experiencing issues with uploading
Their catalog is in Chinese MARC, not USMARC or UniMARC; we'll need to know how to map their records

Austria

Bianca: Connie attended a BHLE Meeting for best practices in Linz. They are putting a document together. More information here BHLE_WP2_BPG

London

overview & highlights

Grace and Bianca travelled to London last week, good meeting, to collaborate with the BHL-Europe. They talked about he development of the GRIB (union catalogue to help with deduplication).
new German prototype portal available (Rod page had this http://iphylo.blogspot.com/2010/12/first-thoughts-on-citebank-and-bhl.html to say about it and CiteBank); feel free to send whatever feedback you may have to our BHLE colleagues
Best Practices guide - Connie has been working on this and attended the London break-out session on this topic virtually
- BHLE developed a workflow survey given that they don’t use IA and have different workflows at each institution; SIL and MCZ participated in the survey; Grace entered information about the various deduping tools we use (scanlist, mono deduper) as well as documenting SIL's overall workflow; Joe mentioned the same but added using MCZ's ILS as a tool as well as a homegrown file-maker database that tracks additional information about books in the workflow; BHLE is interested in coming out with a set of best practices to recommend to new participants.
OCR crowd-sourcing vs. vetted/moderated OCR correction (Bianca)

BHLE debated about whether or not they would go for the Crowd sourcing OCR or more of a vetted/moderated OCR correction approach, and after an hour debate, they decided to wait until after visiting Bibliotheca Alexandrina (their process is a vetted one). Bianca tried to make the point that the crowd sourcing is something that could be very valuable. They wanted to wait to be able to compare the vetted model against the Australian open crowd source model (Trove, see example http://trove.nla.gov.au/ndp/del/page/2020946?zoomLevel=1&junk=3).

A major observation is that BHLE and BHLUS differ in the way that they handle feedback and permissions. BHLUS handles at overall BHL level; BHLE handles and individual institutional level
BHLE rights management still a bit fuzzy
Major releases on BHLE Timeline: GRIB April 2011, BHLE Portal April 2012

GRIB

The GRIB is intended to be a union catalog of all BHLE libraries; to import all catalog records and dedupe to show only master records in GRIB; a 2nd database will provide access to the original records; records to be converted to PICA format; intent to also serve as selection and deduplication tool as current BHLUS tools work; discussed requirements at length with Boris Jacob and Andreas K. (of GBV org.); BHLUS is mass scanning vs. BHLE largely boutique scanning -- GRIB should ideally scale to all workflows but difficult to always automate processes.
needed to start fresh and talk about workflow scanning. The power point illustrates what the workflow looks like overall from selection and deduplication to digitization to Gemini and back again (as we use Gemini to influence our selection process). BHLE is trying to incorporate scanning requests into the GRIB which could turn complex easily.
trouble communicating how GRIB could work as current tools do, for example, they were proposing Title level while Item level is our real requirement.; helped Boris to visualize how tool could function with doc Grace prepared (see agenda) - used as staring point for realistic discussions going forward
serials: widget with free text box to indicate volumes for scanning as well as place to indicate full/partial bid
monographs: Boris and Andreas said that they may be able to develop this functionality, which is available through the monograph deduper; designing potential work-around that allows us to batch load monograph scanning intentions at once vs. placing individual bids on each title; records in a spreadsheet would compare to GRIB records automatically updating digitization status (at title level), Should be digitized or will not be digitized can be changed; lists of potential dupes would be sent via email to check manually.
monographic series: still a bit fuzzy how to handle; Andreas and Boris will look at a way to do this and if none is found then it should be treated as serials potentially.
One important distinct point is that GRIB would feed all metadata records to BHLE portal so that users can make requests if scanned documents do not exist. Potentially problematic as GRIB would hold all records of an institution that may not necessarily be biodiversity related. This wouldn’t impact on BHL-US because only metadata with documents, as is stored in the BHLE archive system, would be replicated to our system. Made the point that our current lo-fi model allows us to handle hundreds of requests.
overall very positive; they're committed to incorporating our tools; should improve our workflow by incorporating all needs into 1 tool

IA Wonderfetch update

Bianca is not sure that we are all using the last version template. According to Joe, it provides more information, but easier for the libraries. BHL China is using the new template and it was the first time Keri had seen it. MBLWHOI has been using it for the past few shipments. We should all be using a new one. The Smithsonian will not use the Spreadsheet. NY uses a script. Still to be evaluated at institutional level.

Round Robin

MCZ: Scanning w/ Gemini, shipment @ IA scanning center and another ready to go in January, going smoothly, asked to wait till Jan - seems that IA is back-logged
SIL: most scanning coming from Gemini, still waiting for main natural history library to open
Cal Acad: hopes to get started in January
NYBG: Scanning in January (also asked to delay shipment by IA); last shipment in Aug but ran out of $ so Jan shipment should take care of the rest
AMNH: sent shipment in late Oct. exclusively Gemini
MOBOT: finishing up some sticky serials then moving to Gemini requests
MBLWHOI: using Gemini to help fill carts but not certain $ is available to send the carts for scanning (NYBG only received the OK recently)
Field: Staffing issues, Diana & Christine dropped to 4 days/wk, lost a cataloger, working on serials holdings, not sure of BHL status

OCLC

Becky: BHL has entry in WorldCat registry, but some kinks. Every record with an OCLC number is now recorded in WorldCat, and you can go ahead and register yourself and your institution as a branch of BHL http://www.worldcat.org/registry/institutions We are finding glitches. Missing title. Went through all, hopefully will improve. Still in discussions with Bill Carney of OCLC. Please check OCLC to see if records are showing up as expected.

CiteBank

Softlauch on Monday to a limited audience, only 15 registered. Had a testing and a conference call with the review team (thank you!). We don’t have a date for our next release yet, but if you have a comment please contact Trish or Phil. Bianca asked if changes will be iterative. Trish says Phil already corrected some, other will be done until next version change, but yes, some might be implemented iteratively.

Gemini

723 total received, only 151 that need to be addressed still, 398 in progress or assigned, 174 closed. The permission titles are all done, 44 active issues. There are 40 high priority titles that are now entered into Gemini! Bianca will continue to work on priority titles through December. In January, if you happen to have space in your cart please include some.

Cookbook

Suzanne: cook… is this successful/not? It might be very useful if we would all fill our part. Think about it and email any toughts to Suzanne.

Add any new talks/proposals to agenda
Matt just sent the new doodle for the next meeting.