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Digital Initiatives Standing Committee (DISC)

This guide is designed for and to provide information on the Digital Initiatives Standing Committee.

Agenda & Minutes for 2019

DISC Agenda January 9th, 2019

  1. Welcome and Announcements
  2. Updates
    1. FALSC – Rebel Cummings-Sauls
      1. MANGO demo
      2. Working Group – Lydia Motyka
    2. SSDN – Keila Zayas-Ruiz
  3. Next meeting: February 13th.

DISC AGENDA

February 13, 2019

https://uwf.webex.com/uwf/j.php?MTID=m0c3c2ed95ac74a6826062e24bd690ddd

             1.      Welcome and Announcements

          a. Member's council meeting is March 7 & 8

2.  Updates

a.      FALSC – Rebel Cummings-Sauls                                                          

b.      SSDN – Keila Zayas-Ruiz

c.    MANGO subgroup – Lydia Motyka

              3.  Digital preservation concerns and needs (digital preservation vs. digital access)

              4.    Schedule 3rd meeting of Metadata subgroup

5.      Next meeting: March 13th.

DISC Minutes

  • SSDN update:
    • did first harvest of the year.
    • Have an open call for participation in working groups:  https://goo.gl/forms/D1xdh5S3uAz4a73g2  Please share widely!
    • Outreach group, Metadata group, and Training group
    • Webinar Feb. 14 about Metadata Participation Guidelines.  Sign up here https://fsulib.zoom.us/meeting/register/d52f17603009e155dc2040ba88984b7b .  It will be recorded.  Same webinar will be regiven in March.  Both will be recorded, and the best version of the recording will be posted.
    • March 1:  Workshop related to GIF it Up Florida contest.  Contest is about making a GIF using art objects found in Florida collections.  Will be livestreamed and available for in person attendance.  Recording will be posted later.  Contest website:  https://www.lib.fsu.edu/gifitup-florida
    • Florida representation at DPLA Fest:  Jamie Rogers and Krystal Thomas had proposal accepted about partnership models to get small community partners involved.
    • Registration is still open for DPLA Fest for anyone who might be able to attend.
    • DPLA Local:  This is a new feature offered by DPLA.  It lets DPLA offer a local site.  Here is Wisconsin's https://recollectionwisconsin.dp.la/ .  SSDN has applied for a DPLA local site for Florida.
    • Most of this is in this month's newsletter:  https://mailchi.mp/9bc89077e1e7/february2019-newsletter-sunshine-state-digital-network-278339
  • Mango subgroup update:
    • falsc.libguides.com/disc/mango_working_group
    • Working group has met and will take recommendations to members council.
  • FALSC updates:
    • Archon to ArchivesSpace:  Most sites have moved over (all which were previously on FALSC hosted Archon).
    • The FLVC Open Educational Resources Summit is later this month.  Conference website:  https://www.flvc.org/oersummit
    • Question about preservation system.  FALSC will compile information.  Now doing an RFP (?) but does not include digital preservation - FALSC is putting this together jointly with the State Library.  To the extent that it includes preservation, it is things like having a backup in the Southeast and having a backup outside of the Southeast.
  • Digital preservation concerns and needs, presented by Krystal Thomas.
    • After the last call and with the state level conversation about preservation, want to ask the state to think through what the state wants from a preservation system.  DISC should compile needs, look for solutions that meet the need, then make a recommendation up the chain.  This is a good time to have the conversation and make a recommendation from DISC - to assess what members want from a preservation system.  This will allow an informed decision out of what is available.
    • Comments:
    • DISC historically was the recognized pool of experts - able to have background knowledge, or access a pool of talent from institutions around the state.  Want a collaborative conversation.
    • Rebel:  This contract discussed today is not about preservation.  So FALSC will not pass your recommendation on to the state.  Wants to do an assessment of tools/platforms across the board.

DISC Agenda March 13th, 2019

https://uwf.webex.com/uwf/j.php?MTID=m0c3c2ed95ac74a6826062e24bd690ddd

 

  1. Announcements
  2. Discussion of Digital Preservation Working Group
    1. https://docs.google.com/document/d/1SCYGAE8jXSK3j-jL0eTzs3VgSi3fP_68EEL9p8qzwRY/edit?usp=sharing
  3. OCLC Digital Collections Gateway
  4. Updates
    1. FALSC – Rebel Cummings-Sauls
    2. SSDN – Keila Zayas-Ruiz
  5. Next meeting: April 10th

DISC Agenda April 10th, 2019 at 1:00

 

  1. Announcements
  2. Rights statements/OER - Wilhelmina Randtke
  3. Updates
    1. SSDN – Keila Zayas-Ruiz
  4. Next meeting: May 8th

DISC Agenda May 8th, 2019

https://uwf.webex.com/uwf/j.php?MTID=m0c3c2ed95ac74a6826062e24bd690ddd

 

  1. Announcements
  2. Discussion/Review
    1. Indian River State College – Islandora to PALMM Florida Heritage Collection https://palmm.digital.flvc.org/islandora/search?type=edismax&collection=palmm:fhp
    2. https://irsc.digital.flvc.org/islandora/object/irsc%3Aroot
    3. Possible collections to start with:
      1. The Indian River Review
      2. Treasure Coast Collections
      3. Pioneer Press
  3. Updates
    1. FLVC – Rebel Cummings-Sauls       
      1. Preservica & Digital Bedrock
    2. Preservation WG – Lee Dotson
    3. SSDN – Keila Zayas-Ruiz

DISC Agenda June 12th, 2019

https://uwf.webex.com/uwf/j.php?MTID=m0c3c2ed95ac74a6826062e24bd690ddd

 

  1. Announcements
    1. Kelley’s last meeting as Chair is this coming meeting, Xiying takes over as chair in July!
    2. We need a new secretary/co-chair for the coming year.
  1. Discussion/Review
    1. FALSC & FL-Islandora commitment through June 30, 2020 – Melissa VandeBurgt
    2. Strategic plan for DS+OER – Lee Dotson
    3. FALSC Critical Strategies – Joanne Parandjuk
  2. Updates
    1. FLVC – Rebel Cummings-Sauls
    2. Preservation WG – Lee Dotson
    3. SSDN – Keila Zayas-Ruiz

DISC Agenda July 10th, 2019

https://uwf.webex.com/uwf/j.php?MTID=m0c3c2ed95ac74a6826062e24bd690ddd

  1. Announcements
    1. Welcome to new members
    2. We need a new co-chair/secretary! Please consider volunteering.
  2. Updates
    1. FLVC – Rebel Cummings-Sauls
    2. Preservation WG – Lee Dotson
    3. SSDN – Keila Zayas Ruiz
  3. Next meeting: August 14th @1:00pm

 

DISC Meeting agenda

August 14, 2019

Welcome and announcements

  1. Interested to be a Co-Chair for DISC?
  2. Registration is now open for the SEFLIN virtual conference. It’s free!  https://conta.cc/31ncCWc
  3. For new DISC members here is the link to DISC libguide https://falsc.libguides.com/c.php?g=848838&p=6071659  And meeting link https://uwf.webex.com/webappng/sites/uwf/meeting/info/136410950216491230?MTID=ma5d2c5af6ed936519b06dea52f014171

Discussions

  1. Review product and service recommendations for ETD, Citations, and EAD.

After internal reviews and site visits with over half of our members the DS+OER unit would like to recommend the following changes:

  1. SSDN updates – Keila Zayas-Ruiz

Can we get an update on the shared search portal for ArchivesSpace records on all sites contracted through FALSC? Is there a plan for other repositories, outside of ASpace, to be included in this search portal in the future?

Can we get an update on the Index of Digital Collections and Archives? What is the plan for including institutions who do not catalog their digital collections/archives in Mango?

What is the DS+OER unit’s organizational structure plan going forward after Lydia’s departure? How is the timeline for platform review going to be affected during upcoming staff leave and transition?

  1. Committee report due 8/21
  2. Reminder: What role is DISC playing at the state level. We will hear back from Rebel after State meeting in Septem
    •  

Agenda:

Discussions

1.      OJS and PKP discussion -- Laurie Taylor (UF)

2.      Knowledge Unlatched (Rebel)

3.       FLVC CrossRef membership

4.       A Survey on Evaluating Accessibility and Usability Guidelines of Digital Libraries (Kelley)

The criteria are as follows:

·        A scholar who has conducted research on accessibility, usability, and/or utility of information systems or digital libraries for at least three years.

·        An expert who has conducted accessibility or usability tests to support the needs of blind and visually impaired users for at least three years.

·        A screen reader developer with at least three years of development experience.

·        A DL developer or DL manager with three years’ experience

The contact is Shengang Wang shengang@uwm.edu

5.       

 

 

DISC Meeting agenda 10/09/2019

Discussion and updates:

  1. FALSC’s platform review

process and timeline:

Platform Options First List- Coming Soon (Planned by October 15th)- will be sent to DISC and TAOERSC.  Committees may be asked if there are any platforms that are "bad apples" in HE that would make them ineligible or let us know if any platform was missed that they want to be sure is considered in this review.

Needs and Wants Being Consolidated- Will be pulled into Survey to be released this fall.  Expected 3-4 hours to complete.  May require multiple people to complete (or provide input) depending on local situation.  Planned to leave open for 60 days and allow saving.- will be sent to all members (both Dean/Director and Librarian/Library Staff). 

Platforms will be reviewed based on rankings and ratings of needs an wants (through survey above).- by internal staff and any interested FALSC members.  Possible DISC and TAOERSC, if interested.

Top (Ten?) platforms with functionality that meets most needs will be selected for further review.-  will be sent to DISC, TAOERSC, and any interested members.  After committee review will be sent to all members (both Dean/Director and Librarian/Library Staff). 

Members Favorite from Top Ten will be used in a SandBox environment for rigorous testing by staff, members, and any interested stakeholders.

If testing successful we move into making a recommendation.

Action Steps:

  1. Identify and Collect all needs and requirements for content/platform. (Current)
  2. Gather a list of available content and asset management systems. (Current)
  3. Compare needs and requirements against stated system features. (Planned-Fall 19)
  4. Select systems for further testing. (Fall/Winter 19)
  5. Test requirements in select systems. (Winter 19/Spring 20)
  6. Prepare recommendations. (Spring 20)
  7. Report findings to larger community (Spring 20)
  8. Conduct beta use and assess systems functionality. (Spring/Summer 20)
  9. Review recommendations and beta results. (Summer 20)
  10. Prepare final recommendations. (Summer 20)
  11. Bring final recommendations to members for a vote. (Summer 20)
  12. Determine next steps based on member vote. (Summer 20)

 

  1. The new digital collections and archives statewide index http://testcat.flvc.org/digital/

process and timeline:

Launch planned for Summer/Fall 2019.  Looking like October 15th we will be able to conduct a soft launch with FALSC members.  Before the new year we would like to begin promoting and marketing this live site.  We are and will continue to accept ongoing feedback with this index.

Subcollection changed to Collection

Adjusted  Heading

Removed holding text and proxy info

Collection facet moved under author

Added ability to limit by OER

Added ability to limit by institution

New Banner and Different Images in Homepage

Added OER Icon

Clear display of collection and institution in records

Brief Search display includes collection

Provided crosswalk for DC to MARC

FL-Islandora, Sobek, Digital Commons, and all other Digital Collections and Archives sites were included, where able.

Reported ArchivesSpace URL issue to Lyrasis-waiting on resolution to be implemented in their system.

Open Textbook Library and Orange Grove local records were also included

Added methods to reduce duplicates

PDF's are not marked as Books- they are marked as PDFs

FAU objects are not faceted as government documents and books

Orange Grove URLs are mapped to hyperlink now

PDFs should only be mapped as books is they are marked as books or manuscripts

FSU author and degree granting institution should be mapped correctly

FSU ETDs are no longer marked as books

ctype:text language removed from records

Subject:Genre adjusted to only Genre

FAU ArchivesSpace should now be pulled at collection level

UWF ArchivesSpace should now be pulled at item level (the only AS site this way)

Finding Aid now a facet for AS records

 

Still looking into putting dashes back into the display for AS site records.

 

  1. Role and goals of the FALSC Director of Digital Services and OER

2019-2020:  Letter to Community, https://drive.google.com/file/d/1rEBwoJG7yOhX-rf9QM_6L81eTkoS6g09/view?usp=sharing 

Strategic Plan 2020-2025, https://drive.google.com/file/d/1VnFw17_Bm0dCG-Ey3kGrb0LH3YbF0da0/view?usp=sharing 
As always, I welcome your thoughts on our unit’s plans and encourage your suggestions as we develop and manage these ideas into reality.

  1. Relationship of the Director to DISC and her vision for and understanding of DISC

Director- Liaison to DISC for FALSC.

Director does not have a vision set for DISC, although has and would encourage DISC to create a vision.

Understanding of the role of DISC comes from the committee charge.

  1. Communication strategies

The following major communication channels:
Digital Services Home Page- https://libraries.flvc.org/digital-services
Open FL Home Page- http://falsc.libguides.com/openfl
FALSC Libguides- http://falsc.libguides.com/?b=g&d=a
FALSC Updates- https://libraries.flvc.org/falsc-updates
MCLS Meetings and Updates- https://libraries.flvc.org/members-council
FALSC Discussion Lists- http://listserv.flvc.org/scripts/wa.exe?INDEX
Textbook Affordability and OER Standing Committee- http://falsc.libguides.com/oersc
Digital Initiatives Standing Committee- http://falsc.libguides.com/disc

Monthly FALSC updates

  1. SSDN Updates

DISC Meeting agenda 11/13/2019

Call for agenda items.

1.  SSDN Updates

2.  Bring to vote by DISC:

Good EAD and ETD Services/Server Recommendation:

The DISC would support the recommendations for the DS+OER unit to decommission the Good EAD service and the ETD Server.  The DS+OER unit will work with existing members to move current ETD content and establish a new workflow for future ETD services and content in FL-Islandora.  The Good EAD service should be decommissioned immediately.   The ETD Server should be decommissioned after current members have confirmed their content transfer, with a goal of decommission by March 31, 2020.  This recommendation comes with the understanding that we will not shut the ETD server off until after spring submissions have concluded.
 

Refined:

The DISC would support the recommendations for the DS+OER unit to decommission the Good EAD service.   The Good EAD service should be decommissioned immediately.  

 

The DISC would support the recommendations for the DS+OER unit to decommission the ETD Server and ETD Service.  The DS+OER unit will migrate existing members’ current ETD content stored on the ETD server as well as establish new workflows for future ETD services and ETD content in FL-Islandora.  The ETD Service will accept submissions for Fall 2019 to give current users time to adjust to new workflows for Spring 2020 submissions. The ETD Server should be decommissioned after current members have confirmed their content transfer to FL-Islandora by FLVC staff, with a goal to decommission by Spring 2020 (May 07). This recommendation comes with the understanding that FLVC will not shut the ETD server off until after spring submissions have concluded.

 

3.  FALSC - DS+OER Unit Update

  • Needs/Wants Survey - still in development
  • Launching Index live- view DEMO at: http://testcat.flvc.org/digital/
  • Per Judy Russell "At the most recent MCLS Executive Committee meeting we discussed holding the standing committee meeting in June, immediately before the MCLS meeting. The proposed (but not confirmed dates) are June 3, 4 and 5. The location will probably be in Tampa or Orlando (or in that general area). "

  1. Identify and Collect all needs and requirements for content/platform. (Current)
  2. Gather a list of available content and asset management systems. (Current)
  3. Compare needs and requirements against stated system features. (October- February 2020)
  4. Select systems for further testing. (January- March 2020)
  5. Test requirements in select systems. (January- April 2020)
  6. Prepare recommendations. (January- April 2020)
  7. Report findings to larger community (April 2020)
  8. Conduct beta use and assess systems functionality. (April-June 2020)
  9. Review recommendations and beta results. (May- June 2020)
  10. Prepare final recommendations. (June 2020)
  11. Bring final recommendations to members for a vote. (June 2020)
  12. Determine next steps based on member vote. (June-July 2020)
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Agenda & Minutes for 2018

  • Welcome
  • Member Absences discussion
    • Proposed Attendance Policy for DISC: DISC Committee members accept the responsibility for carrying out the goals of the committee when appointed, and meeting attendance is part of that responsibility. If a committee member will be absent from a meeting, a written notice should be submitted to the committee chair before the meeting date (email suffices as a written notice). If a committee member is absent from two consecutive regularly scheduled committee meetings without notice to the committee chair, he or she automatically forfeits the committee appointment subject to review by the Executive Committee for MCLS. If the committee member finds they are unable to attend regular meetings due to their schedule, they should help the committee chair find a suitable replacement member for their seat from their institution.
  • Discussion of DISC meeting schedule for the new year
  • FLVC updates
  • DISC member announcements
  • Welcome
  • FLVC Updates
  • Guest: Claire Dygert
  • DISC Member Announcements
  • Welcome and Chair Announcements
    • The next report to Members’ Council is due April 23 so I’ll be sending out a draft for review once Kt am back from vacation on the 17th
  • FLVC Updates
  • Member Spotlight: UCF (Lee)
  • DISC Member Announcements
Agenda:
* Welcome
* FLVC Updates
* Guest: Claire Dygert
* DISC Member Announcements
  • Welcome
  • Call for a volunteer to be vice-chair/secretary for the coming year (July to July)
  • FLVC Updates
  • Giving “credits” for digital projects (Krystal)
  • DISC Member Announcements

DISC AGENDA, July 11th, 2018

  • Welcome of New Members and Introductions
  • Call for Secretary/vice chair
  • Review of Charge
    • Provide r
  • Updates
    • FALSC - Rebel Cummings-Sauls
      • Identify a digital services point person from each campus
      • Vision & mission draft update
      • upcoming digital services survey
      • New digital platform
      • review and discussion of what services and products FALSC currently offers
  • DISC Member updates and discussion
    • Noteworthy file folder creation LibGuide - Kelley
  • Anouncement & Ideas
    • FALSC supported web-based archives information management system - Melissa
    • Transcription tools - Kelley
    • Data hosting - Kelley
  • Next meeting: August 8th, 2018 at 1:00pm

DISC Agenda, August 8th, 2018 at 1:00

 

1. Welcome & announcements

  • DISC wiki and LibGuide
  • Upcoming Members Council Meeting - need volunteer for September 11th

2. Update

  • FALSC - Rebel Cummings-Sauls
    • Review/discussio of documents sent by Lee Dotson
    • Review/discussion of vision/mission statement

3. Member Discussion

  • FALSC supported web-based archives information management system - Melissa
  • Noteworthy file folder creation tool - Kelley

4. Next Meeting: September 12th 

  • need volunteer to chair next meeting
 
DISC Agenda, September 12th, 2018 @1:00 pm.
 
1. Welcome & Annoucements
  • volunteer to take minutes
  • Kelley will be able to attend the member's council meeting on September 11th.

2. Updates

  • FALSC - Rebel Cummings-Sauls
  • Islandora subgroup (ISG) - Wilhemina Randtke
    • Currently doing workshops related to metadata quality control and pulling reports.  The workshop covers going from starting with an OAI-PMH feed, harvesting records with MarcEditgoing from MarcEdit to OpenRefine, and doing some basic analysis in OpenRefine
    • RightsStatements.org fields are implemented in Islandora forms for updating MODS records.

​3. Member Discussion

4. Next Meeting: October 10th

 

DISC Agenda, October 10th, 2018 @ 1:00pm

DISC AGENDA - November 14, 2018

1.       Welcome & Announcements

        a.       Please help with migration of our wiki to the LibGuide: https://docs.google.com/spreadsheets/d/1FoOZaVWlm3_VambGUFaMq6gw9Kg1yV86hKDKIwLDwco/edit?usp=sharing

        - David Russell has been added as an editor and can start migrating content.

 

2.       Updates

            a.       FALSC – Rebel Cummings-Sauls

            b.       Wilhemina Randtke

            c.     DPLA update?

 

3.       Next Meeting: December 12th

MINUTES

  • Reminder - looking for volunteers to help with the migration from the wiki to the new LibGuide for DISC. Please volunteer here: https://docs.google.com/spreadsheets/d/1FoOZaVWlm3_VambGUFaMq6gw9Kg1yV86hKDKIwLDwco/edit?usp=sharing. Kelley or Rebel can be asked for access if you can volunteer to help with the migration
  • Updates from FLVC
    • Rebel
      • Conducting the future FDA discussions right now. Met with all but one affiliate but will meet today and then open discussion hour in October and another one in Nov. is upcoming and a second one will also be scheduled
      • Documentation has been shared for the different FDA options - contact Rebel with any questions. Hope to provide a report/briefing of what was discussed in the October meeting.
      • Islandora - planning an upgrade next year which will move to the newer version of Islandora
      • OER - a listserv for OER is now open but can join if interested on the FLVC listserv webpage at http://listserv.flvc.org/scripts/wa.exe?INDEX (FLVC-OPEN-AFFORDABLE)
    • Wilhelmina
      • updates from ISG
        • FSC Jacksonville is now contributing Islandora to Mango
        • recordings of OpenRefine workshops are available
        • Islandora upgrade planned for Spring 2019. Minor version upgrade so nothing major should change.
      • ​​​Archon to ASpace migration
        • ongoing and those involved should be aware of their site’s status in the migration process.
        • The listserv is set up for info sharing for those that are part of the migration (FLVC-ARCHIVES-MIGRATION)
      • Florida OJ upgrade
        • version 3 line of code - tentatively March for the cutover date for production.
        • Embargoes will hold in migration.
        • In the middle of December, they should know of any major concerns for the upgrade by then and have a solid timeline.
  • Rebel updated on the Metadata Sub-Group which is not meeting this month but the group has a set of elements they are going to discuss to move forward: Title, Creator, Date, Format, Language, Rights, Location, Source, Abstract, Publisher
  • DPLA Update
    • Matthew shared that there are not a lot of answers at the moment; last week, DPLA laid off six people which is a good bit of their workforce
    • This does NOT change any of the work that SSDN is doing currently in aggregating and sharing metadata
    • SSDN working groups will also move forward on their work
    • Recent SSDN harvest was completed at the beginning of November. SSDN brought on two new partners for a total of 11 partners in SSDN
    • Almost 200,000 records were passed to DPLA with this harvest - DPLA has finished processing but they aren’t publicly available just yet (soon!)
    • DPLA Advisory committee is meeting today and Katie McCormick (FSU) is on that so look for info to come out via the listserv as we know it.
  • Wilhelmina is working on updating the inventory of digital collections maintained by higher ed institutions. She is finalizing a 2018 supplement to that original inventory (completed in 2016) This will have harvesting info but not about the content at the collection level. This updated document will be used to build a Mango instance to harvest all digital items from FLVC members regardless of location. You can view the original report at https://libraries.flvc.org/digital-services under Under "Reports and Publications” (Title: Inventory of Digital Libraries and Collections Held by Florida Public Universities and State Colleges, Spring 2016). If you have anything that launched in the past 2 years - new platforms or websites - then send an announcement to DISC listserv for Mina to add to this document.

DISC AGENDA December 12, 2018

Welcome and announcements:

  1. OER Summit, Orlando, Feb 27-28
    1. https://www.flvc.org/oersummit-registration
      1. Poster proposals due January 11th.
    2. USD Digital Symposium, April 30th
      1. https://digital.sandiego.edu/symposium/
      2. Proposals due Dec. 14
    3. DLF will be in Tampa next year
  2. Still looking for wiki migration help
  3. Updates:
    1. FALSC – Rebel Cummings-Sauls
      1. SPARC membership discussion
      2. Indexing of members in NDLTD
        1. http://union.ndltd.org/portal/
        2. http://union.ndltd.org/portal/?action=submit
    2. Future of FDA update after 3rd Open Discussion
  4. Subgroup updates
  5. Next Meeting: January 9th, 2019
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Agenda & Minutes for 2017

Agenda

  • Members Council Meeting Report (Kevin)
  • DCWG update (Jamie)
  • FLVC updates (Lydia)
  • DISC member announcements (All)

Agenda

  • MCLS updates / FDA and DAITTS (Kevin, Lydia)
  • Innovative update - digital collections metadata harvesting (Lydia)
  • Contributing to PALMM (Jamie)
  • Omeka questions (JoAnne)
  • DISC member announcements (All)

Agenda

  • DPLA Update (Jamie)
  • PALMM Subgroup Update (Jamie/Mina/Chelsea)
    • Do we want PALMM to continue to grow with new collections?
    • What is the decision-making process for people contributing to PALMM?
    • What are some future technology options for how users search across PALMM collections (DPLA, Encore)?
  • FLVC updates (Lydia)
  • DISC member announcements (All)

Agenda

Agenda

  • DISC Membership Opening (Jamie)
  • DISC co-Chairs and Secretary Nominations/Volunteers (Jamie)
  • ArchiveSpace Working Group update (Joanne)
  • FLVC updates (Lydia)
  • DISC member announcements (All)

Agenda

  • DISC co-Chairs and Secretary Nominations/Volunteers (Lee/Lydia)
  • FLVC updates (Lydia)
  • Sunshine State Digital Network (DPLA) update (Lee/Lydia)
  • Working Group updates (All)
  • DISC member announcements (All)

Agenda

  • Call for secretary
  • Housekeeping (Krystal)
  • Re-instating DISC Wiki Clean-up/Migration Working Group (Krystal)
  • FLVC updates (Lydia via Krystal)
  • DISC member announcements (All)

Agenda

  • Welcome (Krystal)
  • FLVC updates (Lydia)
  • Sunshine State Digital Network (SSDN) Update (Keila Zayas-Ruiz)
  • DISC member announcements (All)

Agenda

  • Welcome (Kelley)
  • Report from DISC Wiki Migration and Clean-up Sub-Committee (Lee, Joanne and Kelley)
  • FLVC updates (Lydia)
  • DISC member announcements (All)

Agenda

  • Welcome
  • Report from DISC Wiki Migration and Clean-up Sub-Committee
  • FLVC updates
  • DISC in the new year – topics?
  • DISC member announcements
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Agenda & Minutes for 2016

Agenda

Agenda

Agenda

  • Introduce Claire T. Dygert, Director of E-Resources and Digital Services for FALSC (Mel)
  • FALSC Regional Meetings (Mel)
    • Review of presentation, any comments or suggested changes (deadline April 18th)
    • Volunteers
      • Region 1 - May 12, 2016 - Matthew Miguez
      • Region 2 - May 3, 2016 - Marielle Veve
      • Region 3 - April 26, 2016 - Kevin D. Arms
      • Region 4 - April 21, 2016
      • Region 5 - May 18, 2016 - Jamie Rogers
  • FLVC updates (Lydia)
  • Omeka Users’ Group?
    • On one of the recent calls there was an interest establishing a users’ group to discuss the Omeka platform and the ways DISC member institutions may be using it for digital exhibits, digital humanities projects, etc. Suggestions? Interested volunteers?
  • DISC member announcements (All)
  • Member announcements/updates (All)

Agenda

Agenda

  • IR materials in the FDA (Lee)
  • Archive-It (Jamie)
  • Omeka show-and-tell (Jamie)
  • DISC member announcements (All)

Agenda

  • Welcome new DISC members (Jamie and Mel)
    • DISC Charge
      • Provide recommendations to Florida Virtual Campus (FLVC) Library Services Members Council regarding all technical aspects of digital collection building, digitization,and/or digital production, digital curation, and digital services in support of scholarship.
      • Provide a forum for discussion, promote best practices, explore opportunities for collaboration among interested Florida Virtual Campus (FLVC) libraries, and leverages the collective capacity of the colleges and universities for digital initiatives and services.
    • Meeting Agendas and Notes
    • Sub-groups / Sub-committees
  • Nominate DISC co-Chair
  • Nominate DISC Secretary
  • Election of co-Chair and Secretary
  • Report on ILS Discovery Configuration Working Group activities (Jamie)
  • FLVC updates (Lydia)
    • IR Camp and IR Working Group updates
  • DISC member announcements (All)

Agenda

  • Introduction: Mathew Hunter, Director of Digital Services for SEFLIN
  • Report on MCLS meeting (Jamie and Kevin)
    • FALSC Digital Framework Discussion
  • FLVC updates (Lydia)
  • DISC member announcements (All)

Agenda

  • Action Items from last call
  • FALSC Draft Plan for Digital Services (Claire)
  • FLVC updates (Lydia)
  • DISC member announcements (All)

Agenda

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Agenda & Minutes for 2015

Agenda

  • Presentation from Joanne (Mel has a scheduling conflict and will present next time)
  • FLVC Update (Lydia)
  • Update on Finding Aids Working Group (Katie)
  • Report back from Statewide Digital Action Plan Committee meeting (Lydia & Katie)
  • New Business/Updates

January 21, 2015 Minutes

Present
Jamie Rogers (FIU)
Katie (FSU)
Kevin Arms (LSSC)
Lee Dotson (UCF)
Lydia Motyka (FLVC)
Courtenay (UNF)
Dean DeBolt (UWF)
Joanne (FAU)
Barbara (USF)
Jan Rothhaar (BC)
Silvia Perez-Barraza (BC)

Presentation from FAU (Joanne)

  • 70% of materials are campus created content.
  • Discussed staffing and cross training.
  • MEDIATED repository.
  • Using Islandora for repository.
  • Campus content (digitally born) is top priority.
  • Look toward event or programmatic driven content (research days, showcases, etc.)
  • All records (MODS) created by Digital Library staff. Short term and long term projects.
Presentation from FGCU (Mel has a scheduling conflict and will present next time)
  • Lee will present next time as well.
  • Announcement - Mel will be sending out an ETD survey in the next few weeks.
FLVC Update (Lydia)
  • Will be upgrading Islandora code this weekend. Will include beta work for Scholar for FSU.
  • Adding new production sites.
  • Retaining FLVC name for the next 6 months.
  • New public website up www.flvc.org - same address, new look!
  • Working on new staff facing website. Need 2 volunteers (one college, one university) from DISC for organization suggestions:
    • Barbara (USF)
    • Kevin (LSSC)
Update on Finding Aids Working Group (Katie)
  • Katie, Mel, Lydia, John Nemmers (UF), Aisha Johnson (UNF), Sandra Varry (FSU), Victoria Thur (FAU) - members of working group
  • First meeting next Monday (1/26) afternoon to begin discussing
Report back from Statewide Digital Action Plan Committee meeting (Lydia & Katie)
  • Info on the web at http://dos.myflorida.com/library-archives/services-for-libraries/more-programs/statewide-digital-action-plan/
  • Two day in person meeting - more critical action items for communicating activity of the group. DPLA. Seems to be a plan for short term and longer term objectives for the group.
  • Brought back reports and comments from the focus groups.
  • Putting together another LSTA grant proposal related to action items around this project - more directly the Florida on Florida piece of the project. Brainstorming viable next steps that the State Library could take and form into action items for their grant.
  • Katie's big takeaway - still very much a work in progress. Some specifically for state library but may have broader implications and a future role for DISC to provide feedback through FLVC.
  • Next step - LSTA proposal due in March. State library in conjunction with consultants.
New Business/Updates
Next meeting 2/11/2015

Agenda

  • FLVC Regional Conferences (Brenda Rutten)
  • Presentation from FGCU (Melissa)
  • Presentation from UCF (Lee)
  • FLVC Update & Update on the Islandora to Mango feed and related Issues (Lydia)
  • Update on Finding Aids Working Group (Katie)
  • New Business/Updates

February 11, 2015 Minutes

Present
Brenda Rutten (FLVC)
Lee Dotson (UCF)
Lydia Motyka (FLVC)
Dean DeBolt (UWF)
Jamie Rogers (FIU)
Melissa (FGCU)
Katie (FSU)
Joanne (FAU)
Barbara (USF)
Jan Rothhaar (BC)
Silvia Perez-Barraza (BC)
Randall (UF)
Chelsea (UF)
Jean Phillips (FSU)

Presentation from FGCU (Melissa)

 
Presentation from UCF (Lee)
FLVC Update & Update on the Islandora to Mango feed and related issues (Lydia)
  • 7 DISC members' terms expiring June 2015 - more info forthcoming
  • Aleph DLU01 going away - http://testcat.fcla.edu/alephtest/ux.jsp?stb=id%3ADLU*&ADV=S - FLVC looking at FGCU be the first Islandora site contribute records to Mango. Discovered that there is actually a warren of complex relationships between DigiTool records and the Aleph DLU01 library. Heads up that they are dealing with this issue. The previous link is the Mango test catalog that is a sub-search that will retrieve all of the records from DLU01 that are in Mango - close to 10,000 records. Historically created by migrating the old NOTIS QF records. There is a fair amount of overlap between DLU01 library and DT records. However, a number of unique materials. Not a whole lot of control of who used or how used. There is a top level PALMM record with a link to the PALMM website, collection level records for each PALMM collection with links to each collection, then there are a number of MARC records that point at materials not hosted at FLVC. Idea was that the users would be doing their own maintenance on the system, but there seem to be some things in there that don't make sense. Some FGCU records pointing at a server where the links don't work any more. What we maybe facing with the next gen ILS project there may be questions about this library and its future because it lives in Aleph. Also in the context of Islandora to Mango feeds. Some of the data is no longer functional - or there are duplicates of materials that are now in Islandora. Trying to figure out what is there and what the issues are. Potentially the question is how have institutions used DLU01? Have mechanisms been created for a particular purpose that we don't know exist? Are people still relying on the library? DO we want to eliminate this library? Has it outlived its usefulness? A replacement might be cataloging in individual catalogs. What to do as they are replaced by Islandora records. This is still an exploration and a heads up to get thinking about it. Try to identify how your institution used the library. There will be a more formal process to identify which records belong to certain catalogers/institutions. How function is it? How much of the library is PALMM? Priscilla's notes indicate that most of it is PALMM. But there are some exceptions. FGCU had materials in there that they didn't know existed. Intention not to remove something that is necessary but to investigate options. Start digging through records and we will continue the discussion.
Update on Finding Aids Working Group (Katie)
  • Group from DISC and Spec Col to look at issues associated with finding aids and display. Met - 1st call 3 weeks ago. Started a general Google doc to discuss issues. Archives Florida in its current form? Migrate Finding aids to Islandora? Looking at Archon, ArchivesSpace, Arcives Florida, Archivists Toolkit.
New Business/Updates
  • FIU just hit 1 million downloads for their IR. Congrats!

Agenda

  • FLVC updates (Lydia)
  • ETD Survey (Melissa)
  • Presentations for April meeting?
  • New Business/Updates

March 11, 2015 Minutes

Present:

  • Dean DeBolt (UWF)
  • Jamie Rogers (FIU)
  • Melissa (FGCU)
  • Lydia (FLVC GNV)
  • Joanne (FAU)
  • Jan Rothhaar (BC)
  • Mike Demers (FLVC GNV)
  • Chelsea (UF)
  • Lee Dotson (UCF)

FLVC updates (Lydia)

  • ISG monthly status report. 1st Islandora to Mango production load complete - for FGCU. De-duping algorithm performed. Collection is hotlinked in the record for Islandora to Mango feed - not for DT or other feeds. Live in Union catalog. Perform and empty search and select digital collections. Looking for next site to volunteer for Islandora to Mango load. Benefit is that any records put into Islandora and visible to the public they will go to Mango.
  • Collection pages feature ion test
  • New librarian hired in digital services to start 4/15/15.
  • Question of DISC wiki being made public - is there anything that should not be publicly available?
  • FLVC help desk getting calls from outside of FLVC institutions about joining PALMM. Referring them to the local university to connect them. What is the best way to facilitate those connections? Lydia is going to send an email asking for who the local contacts should be and they will use that info internally to refer people when/if they contact FLVC.
  • We will clean up the DISC wiki, archive old stuff, and then make it publicly available.

ETD Survey (Melissa)

  • Mel sent survey our for ETDs. Please get to appropriate person if you aren't the one. Would like responses within the next few weeks. Can pout on the agenda for a later meeting.

Presentations for April meeting?

  • Next meeting is April 8th. Chelsea has tentatively volunteered.

New Business/Updates

  • Jamie - DISC reps - what if someone from Law library wans to be on DISC - same institution but different library. Is that possible?
  • Joanne- is there a maximum number of reps allowed on DISC? Is the list of reps and terms on the wiki?
  • FLVC meetings - who is representing DISC?
  • Joanne - FAU Tech fee money awarded for retrospective digitization project for 4,000 theses. Woo hoo!!!

Call adjourned 1:34 pm

Agenda

  • FLVC updates (Lydia)
  • PALMM migration (Lydia)
  • Regional meetings (Melissa)
    • The regional meeting dates/locations are as follows:
      • Region 1: Tuesday, April 07, 2015, Northwest Florida State College, Niceville
      • Region 2: Tuesday, April 14, 2015, Florida Gateway College, Lake City
      • Region 3: Tuesday, April 21, 2015, Daytona State College, Daytona Beach
      • Region 4: Tuesday, April 28, 2015, Hillsborough Community College, Tampa (Melissa)
      • Region 5: Wednesday, May 6, 2015, Broward College, Davie (Joanne)
  • New Business/Updates
  • May meeting date change?
  • Chelsea presenting in May... anyone else interested in presenting?

Agenda

Agenda

  • Welcome Jamie as the new co-chair.
  • FLVC updates - Lydia
  • PALMM Discussion - Jamie
  • Reschedule August DISC meeting to Wednesday, August 19th.
  • DISC member announcements (All)

Agenda

  • Introduction of Anne Prestamo (FIU), new Chair of the Members Council on Library Services - Jamie
  • PALMM subcommittee of DISC update – Jamie
  • FLVC updates – Lydia
  • Metadata feeds into Mango – Lydia
  • DISC member announcements (All)

Agenda

  • Announcement of new DISC/MCLS Liaison - Carol Hixson, Dean of University Libraries, FAU
  • Report back from Members Council on Library Services (MCLS) - Jamie
    • DISC Report
    • Library Services Update by Lucy Harrison/ Digital Services
  • PALMM Subcommittee volunteers and next steps - Jamie
  • FLVC updates – Lydia
  • DISC member announcements (All)

Agenda

  • December meeting
  • Islandora Camp FL 2016 update (Mel)
  • Discussion Topic Suggestions (All)
    • Conferences: Have you attended an interesting conference recently? Please share your experience with the DISC group. What did you learn? What new areas/technologies would you like to explore in more detail?
      • DLF 2015 Conference
    • Digital Initiatives Tech Fee experiences
      • Have you applied for a Tech Fee for digital initiatives at your university? Was it successful? What worked? What didn’t?
  • FLVC updates (Lydia)
  • Florida Newspapers (Mel & Jamie)
  • DISC member announcements (All)

Agenda

  • Florida Newspapers - followup to questions (Mel)
  • UWF Collaborate for DISC meetings (Lydia)
  • FLVC updates (Lydia)
  • Digital Tools - show and tell (All)
  • DISC member announcements (All)
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Agenda & Minutes for 2014

Agenda

January 8, 2014 Minutes

 

In Attendance:

Joel Lavoie, Lee Dotson (UCF), Lydia Motyka (FLVC GNV), Courtenay (UNF), Dean DeBolt (UWF), Jamie Rogers (FIU), Jeremy Norton (Lake Sumter), Katie (FSU), Lois Widmer (UF), Lucy, Mark (UF), Melissa (FGCU), Susan (PBSC)

FLVC updates - Lydia, Lucy

  • Data migration update (Lydia) – All digital services are up and running at the NWRDC Tallahassee
  • FDA update (Lydia) – FIU and UF requested ability to submit in the interim. The GUI submission page is disabled. During the interim, there is no GUI submission, FTP only. There is a weekly offsite backup that requires a production shutdown every Tuesday. Users will still be able to search the database and see the status of the packages on the FDA web GUI)
  • FL-Islandora update (Lydia) available on the Islandora pub wiki
  • FL-Islandora cost model (Lucy)
    • Requirements and Resources for development of Islandora. The resources are fixed. There are only 2 FTE available. The cost model will reflect a stable cost of the 2 FTE.
    • FLVC will project what can be accomplished by the 2 TFE for a quarter
    • FLVC is committed to working on the requirements based on the prioritization of the requirements of the DISC group as well as the over arching priority of migrating off of DigiTool.
    • The only thing that may be a charge back to universities is possibly FDA services, and FLVC does not foresee charging the universities for the use of Islandora. The next step will be to estimate the length of time it will take to develop the requirements based on the fixed resources.

Members Council inquiry report - Lee, Katie

The Google doc for editing is at https://docs.google.com/document/d/1ljZ6gf_kNxDIzTBEhvf8-ShNcoKB1e3_c0K6EwjauEU/edit?usp=sharing.  Additions, changes, and suggestions made to the report. Review of FLVC enhancement request queue. Will need to define a process to set quarterly priorities for Islandora development.

Quarterly report Due by the 24th.

Agenda

  • FLVC updates
    • DISC representation at Spring regional meetings - Brenda
    • FDA update - Lydia
    • FL-Islandora update - Lydia
  • Members Council update - Lee, Katie
  • DISC charge / DISC roles - Lee, Katie
  • Finding Aid functionality - Lydia, Katie
  • Round Robin - All

 

February 12, 2014 Minutes

Volunteers for FLVC regional meetings - Spring 2014

  • FLVC Library Services Region 1 Conference
    Friday, April 11, 2014 9:00am – 4:00pm CENTRAL Time. Check in begins at 8:30am CT Florida State University Panama City Campus Bland Conference Center Panama City, FL Includes: Chipola College, Gulf Coast State, Northwest Florida State, Pensacola State, Tallahassee CC, Florida State University, Florida A&M University, University of West Florida
    DISC rep: Katie McCormick (FSU)
  • FLVC Library Services Region 2 Conference
    Thursday, April 17, 2014 9:30am – 4:00pm Check in begins at 9:00am ET Florida State College at Jacksonville Open Campus/Deerwood Center Jacksonville, FL Includes: Florida State College at Jacksonville, Santa Fe, North Florida CC, St Johns River State, University of North Florida, University of Florida
    DISC rep: Courtenay McLeland (UNF)
  • FLVC Library Services Region 3 Conference
    Wednesday, April 23, 2014 9:00am – 4:00pm Check in begins at 8:30am ET Seminole State College Sanford, FL Includes: College of Central Florida, Valencia, Eastern Florida State , Seminole State, Lake-Sumter State, Daytona State, University of Central Florida
    DISC rep: Lee Dotson (UCF),
  • FLVC Library Services Region 4 Conference
    Friday, May 2nd, 2014 9:00am – 4:00pm Check in begins at 8:30am ET Pasco-Hernando Community College Porter Campus at Wiregrass Ranch Wesley Chapel, FL Includes: Edison State, St. Petersburg, State College of Florida, Pasco-Hernando CC, Polk State, South Florida State, Hillsborough CC, University of South Florida, New College of Florida, Florida Gulf Coast University
    DISC rep: Melissa Minds VandeBurgt (FGCU)
  • FLVC Library Services Region 5 Conference
    Wednesday, May 21, 2014 9:00am – 4:00pm Check in at 8:30am ET Broward College Davie, FL Includes: Florida Keys CC, Broward College, Miami Dade College, Indian River State, Palm Beach State, Florida Atlantic University, Florida International University
    DISC rep: Joanne Parandjuk (FAU), Jamie Rogers (FIU)

Below are the dates and venues for the Spring regional meetings. Here is what we discussed today:

  • Let me know who can attend which region to present a 5-10 minute Update and lead a small group discussion.
  • The committee will create a PowerPoint with some talking points for the Update. Send me the PowerPoint, or just send me the Talking Points and I will be happy to create the PowerPoint.
  • The committee will come up with a couple of topics for the small group discussion. These might be issues that your committee wants feedback on, or a chance for you to find out what is going on at other colleges and universities. A suggestion from another committee was to spend the last 5 minutes or so asking the attendees what they think the committee should be working on.

 

Separately, there is a 45 minute slot on the agenda for an Islandora presentation. Now that it is up and running at more places, it would be great to have a presentation on how to get started – I think there is a lot of interest, but some people may not know the steps they need to take to become a part of Islandora and they would also like to hear from people who are using it now, especially if they have just recently come up on it. I know Lydia will be working on that with you. I look forward to seeing it.

 

Agenda

 

March 12, 2014 Minutes

In Attendance:

Lee Dotson (UCF)

Lydia Motyka (FLVC GNV)

Caitlin Nelson (FLVC GNV)

Courtenay (UNF)

Dean DeBolt (UWF)

Jamie Rogers (FIU)

Katie (FSU)

Rich Ackerman (BC)

Joanne Parandjuk (FAU)

 

FLVC Update - Lydia

  • Islandora - See monthly status report at https://islandora.pubwiki.fcla.edu/wiki/index.php/DL:monthly_status_reports#March_2014 . New site for FAMU created. Working on a number of different content models.
  • Data Center consolidation - the 2nd production server for the FDA is in the process of moving to NWRDC Atlanta. Installation is taking place now. Normal operations will resume when work is complete - probably in a week or so.
  • OJS - software upgrade underway. All work is being done on the development server first. There is now a plug in feature to download issues as SIPs for upload to the FDA.

Suite of services

Spring Regional meetings

  • Confirmed volunteers
  • PowerPoint/talking points - Lee will update previous presentation and post to wiki for comments.
  • Small group discussion topics - What are your institution's needs? Needs may include specifics on training, education, resources, services, support. How could we better communicate? What kind of content do you have? What would you like to see DISC work on? What priorities would you set for DISC? What would you like DISC to know about your institution?
  • https://disc.libwiki.fcla.edu/wiki/index.php/Volunteers_for_FLVC_regional_meetings_-_Spring_2014

Follow up on next steps from Members Council report

  • Assess needs of stakeholders
  • Quarterly development priorities process - advisory role

Other

Katie shared the academic library portion of the survey results from the Statewide Digital Action Plan. A pdf version has been posted on the DISC wiki at https://disc.libwiki.fcla.edu/wiki/images/DISC/6/6f/SurveySummary_03112014.pdf

Discussion about the Finding Aids task force. Katie will be coordinating. She sent an email asking for volunteers and has had several responses. The group will meet outside of DISC and provide updates during our monthly calls.

Meeting adjourned at 2:06 pm

 

 

Agenda

 

April 9, 2014 Minutes

In Attendance:

Lee Dotson, Lydia Motyka, Chelsea, Cliff Richmond, Courtenay, Dean DeBolt, Jamie Rogers, Jan Rothhaar, Jean Phillips, Jeremy Norton, Joanne, Katie, Melissa, Rich Ackerman, Silvia Perez-Barraza

Introductions – Lee

  • UF representation (Welcome Chelsea Whitmore and Cliff Richmond from UF as new representatives) Introductions by all of DISC members on the call
  • Listserv

FLVC Update - Lydia

  • Islandora – synopsis on wiki page
  • Florida legislation proposing to library services and student services and have FLVC (FCLA) to be taken over by UWF- there will be a time of transition
  • Digital Services – Florida Digital Archive (FDA) data center consolidation is completed, and the FDA is back in full production with online submission

Quarterly development priorities process - Lydia, Katie, Lee

  • FL-Islandora Development Queue (islanddev-test.flvc.org/node/8)
    Next steps from MCLS meeting – process for DISC as advisory to put forth recommendations for Islandora Prototype for development queue (demo given by Lydia) At this point the focus is on initial development rather than enhancements
    Questions:
    • Who can contribute feature requests to the FL-Islandora Development Queue?
    • Will all requests be implemented?
    • How will development features be prioritized?
  • This week all DISC members please email Lydia:
    • Title
    • Priority rank (high, medium, low)
    • New module or enhancement
    • Brief description
    • Why is it important to you?
    • As members send in the requests to Lydia, she will set up user names and passwords for the development queue
    • Discussion of how voting for prioritization will be handled (1 vote/institution, 1 vote/ production/test site owners, etc. DISC’s advisory role needs to be clarified. FLVC may need to schedule enhancements based on more than just requests, there may be other technical considerations (e.g. an upcoming release for a module from the Islandora community)

Spring Regional meetings reminders

 

Agenda

  • FLVC Update - Lydia
    • Islandora
    • Digital Services
  • Quarterly development priorities process - Lydia, Katie, Lee
  • Spring Regional meetings takeaways
  • Round robin

 

May 14, 2014 Minutes

  • FLVC Update - Lydia
    • Islandora
    • Digital Services
  • Quarterly development priorities process - Lydia, Katie, Lee
    • FL-Islandora Development Queue update – How did it work?
  • Spring Regional meetings takeaways - Lee
    Small group discussions
    New projects for DISC?

    • Region 1:The Region 1 meeting was pretty small overall, so our committee breakout session was just me and 1 other person (from the FSU Music Library). Other folks sat in on the small group discussions on Resource Sharing, Collections, Technical Services, and User Interface. From the small group discussion and the comments/questions during Mike’s presentation folks seemed to be most interested in understanding standards and best practices for digitization and metadata, in being sure collections were discoverable broadly (so in PALMM, in Mango, etc.), and with Digital Services generally.

    • Region 2: Four people, representing two state colleges, attend the small group discussion on DISC. They were most interested in where to find basic digitization information and grant support. We discussed equipment, metadata tagging and OCR, microform digitization, the NEDCC, the NHPRC for potential grant support, and how to join the DISC listserv. One attendee expressed the desire for DISC to provide something akin to a getting started with digitization page. Generally, the attendees were interested in participating in Islandora at some point but are still in the nascent stages of prioritizing materials and finding support for equipment.

    • Region 3:

      • DISC topics/volunteers for training – can use the Talking Techs system
      • Send email re: DISC list to FLVC-ALL
      • Increase listserv communications (topics, e-forums)
      • Also on pubwiki –
        • Maintain list of resources
        • Links to training
        • Link to Statewide Digital Action Plan documents (when available)
        • Maintain list of digital project related contacts for all colleges and universities – with expertise (Islandora, CONTENTdm, Sobek, Archon, OJS, FDA, metadata, digitization…)
        • Suggest a resource
        • Suggest a contact
        • Report broken link
        • Report outdated info
      • Make some current DISC materials publicly available via a pubwiki
    • Region 4:
      • Access to resources via pubwiki
      • Training (I mentioned the training sessions that were recorded for Islandora)
      • Additional information on how FLVC resources relate to one another. Archon - Islandora - FDA
  • Round robin

Agenda

  • Discussion of ISF draft report, DISC concerns, questions and answers
  • FDA Agreements
  • "Talking Tech" webinar possibilities
  • Round robin

 

July 9, 2014 Minutes

None

Agenda

  • DISC leadership - Lee
  • FLVC updates - Lydia
  • MCLS committee report - Lee
  • State Library of Florida Digital Action Plan Working Group Report(s) - Lee
  • PALMM -future? - Mel
  • Round Robin - Mel

 

August 13, 2014 Minutes

Present: Lee Dotson (UCF) Lydia Motyka (FLVC) Melissa VandeBurgt (FGCU) Courtenay (UNF) Jamie Rogers (FIU) Joanne (FAU) Margaret M (FLVC) Mike (FLVC-GNV) Silvia Perez-Barraza (BC)

Welcome Kevin Arms, new DISC member!

DISC leadership

  • Lee Dotson (UCF) is stepping down as co-chair after serving under CSUL for a year and MCLS for a year.
  • Melissa VandeBurgt (FGCU) is joining Katie McCormick (FSU) as a co-chair.

FLVC updates

  • Nothing new to report on organization transition
  • OJS software upgraded
  • The August FL-Islandora update is available at https://islandora.pubwiki.fcla.edu/wiki/index.php/DL:monthly_status_reports
  • Islandora progress July 19, 2014 - August 12, 2014. The DISC ISG had two meetings during this period.
    • Track 1: new and production sites:
      • An FL-Islandora test site has been created for Hillsborough Community College.
      • Misc. small changes and enhancements were made to the production server.
    • Track 2: data migration:
      • FAMU's data migration from DigiTool to Islandora has been completed, with the exception of PDF-based serials.
      • FGCU's data migration from DigiTool to Islandora is substantially complete, although FGCU may elect to do descriptive metadata cleanup that would require some reloading of objects into Islandora.
      • FGCU: transformation of metadata in Excel to MODS is underway to facilitate their loading of new materials.
      • FGCU: testing of migration of Sobek books into Islandora has begun.
    • Track 3: new development:
      • Refinement of serials module functionality and display is still underway, but the module is substantially complete and testing of migration of FAU's DigiTool PDF-based serials has begin on the Islandora test server.
      • Offline ingest functionality has been beta-tested and user beta-testing will begin shortly.
      • Evaluation of the Islandora Scholar module is underway.

MCLS committee report

  • Main items are the ISF survey and review and participation in regional FLVC meetings.

State Library of Florida Digital Action Plan Working Group Report(s)

  • This report is based on the survey many institutions participated in earlier this year. The report is still under review by the steering committee. There will be regional focus group meetings starting this Fall to seek feedback. Lee will get dates and send to the list.

PALMM -future?

  • Still very reflective of SUS, not Colleges
  • Need to update banner and add additional language
  • Previous work was done and similar suggestions made. Need to find and share.
  • Discussion of materials migrating off of DigiTool. Most going to FL-Islandora. FIU going to dPanther - their instance of Sobek with more development on top. UWF going to Lyrasis hosted Islandora.
  • Lydia commented on the possible need for an inventory to determine what needs to change.
  • Possibility of PALMM as a index to other portals with an eye towards harvesting in the future.
  • Discussion of other activities taking place throughout the state - Digital Action Plan, Florida on Florida, etc.
  • Decided on a phased approach. First phase will be to keep the current PALMM webpage at palmm.fcla.edu, update information and link to the most recent version of each collection.

Round Robin

Agenda

  • Update from last week’s FLVC MCLS
  • FLVC Updates
  • PALMM Discussion
  • Round Robin

 

September 10, 2014 Minutes

Present: Lee Dotson (UCF), Lydia Motyka (FLVC-GNV),Katie McCormick (FSU), Melissa (FGCU), Barbara (USF), Courtenay (UNF), Jamie (FIU), Susan (FAMU), Chelsea (UF), Jan Rothhaar (BC), Silvia Perez-Barraza (BC), Joanne (FAU), Dean DeBolt (UWF)

Meeting convened at 1:02 pm

Update from last week’s FLVC MCLS - Katie

  • MCLS met last week in Tallahassee. Katie McCormick was there in person. Stayed most of Wednesday. Report accepted. No questions - for our report and FLVC updates period (Lucy). No new work for us from FLVC. FLVC status quo for now. UWF in process of planning for transition model. Some meetings coming up over the next couple of months. More to come on next steps.

FLVC Updates - Lydia

  • So far focus on logistics for HR related activities. Someone from UWF coming to look at offices and space. Staying in Gainesville.
  • Lucy announced that based on ISF report and need for continuation of Digital Services they are in the process of hiring Digital Services librarian (posted yesterday) and will be posting for new manager of Digital Services soon. Plan is for Lydia to go back to FDA. Also hiring an additional developer.
  • ISG milestones
    • FGCU went public 9/2! http://fgcu.digital.flvc.org/
    • Production site for Hillsborough Community College - will begin adding materials for Ruskin Historical Collection.
    • Migration - migration path for DigiTool serials. In process of migrating UCF's Florida Historical Quarterly. Will share lessons learned.
    • New developments - serials module code on production server, offline batch ingest being tested. Excel to MODS transformer service available soon. Template available now: https://islandora.pubwiki.fcla.edu/wiki/index.php/DL:MODS_Transformer . Can download spreadsheet and start using it. Your questions will help to drive documentation. If you complete spreadsheet before web service is available, FLVC will run it for you and send back zipped MODS records.

PALMM Discussion - Lydia

  • Last month some questions from FLVC regarding functional questions for DigiTool phase out. Materials on DigiTool, Sobek, FL-Islandora. Questions about what PALMM is, websites available. What parts do we want to tackle over the next few months?
  • palmm.fcla.edu webpage is most official webpage and entrance to PALMM collections. Been over 10 years since it was set up. Attractive and a lot of work went into it but changes are afoot. Inventory of PALMM collections linked from the site and their current status sorted by server: https://docs.google.com/spreadsheets/d/1vTPm-wIJDV7CLgB5uLowPKOywGBCyaPhhozsQRG629M/edit?usp=sharing .
  • Many hosted on DT, some also hosted on Sobek. Collections in DigiTool are migrating to FL-I and a big chunk just went into FGCU's FL-Islandora site. At the same time, just finished a large export job for FIU of Milemarkers and Wolfsonian collections that will be going into FIU's local Sobek installment. UWF photohistory exported from DigiTool and loaded to UWF Islandora site hosted by Lyrasis (still in development).
  • PALMM webpage is quickly going to become out of date. We need to think about what we are going to do about this. In addition, the search PALMM link goes to DigiTool - not entirely correct due to the collections hosted in Sobek. Leaves us at a crossroads. FHP is a collaborative collection with partners migrating to different platforms. Some of these partners don't currently - may never - have a public FL-Islandora site.
  • How will users access all FHP content in future? Perhaps MANGO is the new entry point into PALMM? A lot of activity and it is time the deal with the direction we want to go with PALMM. At the very least consider removing the search PALMM link from the webpage. In 2010, DISC asked question is MANGO the new PALMM? Is PALMM still relevant?
  • Article Priscilla Caplan wrote a number of years ago to explain PALMM: http://books.google.com/books?id=gbDhAQAAQBAJ&lpg=PA53&ots=sLDhqVKEWK&dq=a%20palmm%20grows%20in%20florida%20haworth%20press&pg=PA53#v=onepage&q=a%20palmm%20grows%20in%20florida%20haworth%20press&f=false - how it started out as a collaborative project for digitization.
  • Last month we said that we would start pointing these links to their new "homes". Behind the links is a PURL that points to the collection in DigiTool.
  • What are the differences between individual collections hosted on their own or in a different system? Difference if a collaborative project or not? Does it make a difference if it is FLVC supported, FLVC-hosted? The structure of PALMM in FL-Islandora? PALMM will have a pseudo-site in FL-Islandora as a landing area for PALMM that will pull together collection items from all institutions in FL-Islandora.
  • A lot of the questions of what is PALMM and what should it be really come down to fundamental questions about metadata aggregation and portal searching and what we want to do there.
  • PALMM webpage is at least 10 years old - old technology. If it becomes a front end might be good to go beyond just a webpage. Technically feasible to do a separate PALMM/MANGO page. Could look like a PALMM search portal.
  • Big broad question about architecture of PALMM - portal, replace by MANGO, front-end, FL-Islandora repository? Basic question of where we want these pointers to go right now. Need to separate the technical from the philosophical.
  • If we start from the perspective of technical priorities - we will be decommissioning DigiTool so the content must be pulled out of DigiTool. USF and UNF have been contacted about the content of their PALMM DigiTool materials (example: FHP). Discussion about the current architecture - each institution gets its own FL-Islandora site to add and manage materials. Those materials can be shared with the FL-Islandora PALMM site. PALMM site would not be a site where anyone edits materials, but would be a place where items from other collections are shared to and appear together. If some do not want to build an FL-Islandora site is it still acceptable to load their FHP materials into the PALMM FL-Islandora site?
  • USF: Don't have a problem with whatever was contributed through PALMM becoming available but don't want to manage another CMS.
  • Question for historic PALMM collections - are those materials actually static? Would the metadata or those materials ever change? Would anyone ever have to go in and touch them?
  • FIU materials should probably be migrated to keep the collections together. Have not been adding to them for a while and won't need to edit in the future.
  • Potential to create a consortial FL-Islandora site for those who don't need their own site. Possibility to create an institutional site that is never made public but allows for managing materials and sharing items to PALMM.
  • Support idea that colleges want to contribute material.
  • USF and UF expressed concern over materials that were put in FHP before they were there and may have copyright concerns.
  • Institutions need to review all of the materials they have and make decisions
  • Looking at starting to decommission DigiTool in late 2014
  • Dissecting collaborative collections. Check with other collaborators. Get agreement from others.
  • Clarify that items from FIU in shared collection can be made public in PALMM site, but the FIU site would be hidden from users.
  • Next steps:
    • Lydia will outline what the possibilities are - to include what a private FL-Islandora site would be and how it would work
    • For those with materials in DigiTool that don't know what it is - do some research and figure out your feelings about that material
    • Lydia wanting guidance on which institutions are committed to moving into a public FL-Islandora site at this time and which are not
    • Share on a Google doc so we can review before October meeting with actual decisions to be made at that meeting.
  • Katie will not be available on Oct 8 - will contribute ideas ahead of time. If others won't be available we can consider rescheduling. Will keep it at the regular time for now.

Round Robin

  • Melissa - Mark Leggott asked if it would be beneficial to hold an IslandoraCamp in Florida. Would take 40 participants to come out even. Price depends on number of people - if drop below 40 price would be $450. Would be nice to keep price low and get more participants. Much enthusiasm for this proposal!

Meeting adjourned at 2:06 pm

Agenda

  • DISC news: next DISC report due Nov. 14th; next Members Council meeting Dec. 3-4 in Sarasota
  • Lydia - FLVC updates
  • Lydia - PALMM Discussion
  • Round Robin

 

October 8, 2014 Minutes

Present
Lee Dotson (UCF), Lydia Motyka (FLVC), Courtenay McLeland (UNF), Dean DeBolt (UWF), Kevin Arms (LSSC), Jamie Rogers (FIU), Barbara (USF), Chelsea (UF), Jan Rothhaar (BC), Joanne (FAU), Silvia Perez-Barraza (BC), Melissa VandeBurgt (FGCU)

FLVC updates - Lydia

  • One announcement since yesterday's ISG meeting - unattended batch ingest now on production load server. Thank you to FSU for volunteering to beta test. Lydia will send announcement to the list once FSU has tested. No other FLVC announcements outside of ISG.

PALMM Discussion - Lydia

  • Review of Google doc that most DISC members contributed to. Lots of questions contributed. Institutions made commitments at the end of the doc - mainly for shared collections. Lydia reviewed items that warranted further discussion.
  • PALMM Mango presence
  • Link to PALMM webpage collections
  • Spreadsheet enhanced to indicate if the collection is currently in Mango - if metadata is going in from DigiTool PALMM collections. Assumed that UF Sobek PALMM collections go to Mango.
  • Collaborative collections highlighted in green.
  • Since last month, institutions have committed to at least a non-public FL-Islandora site for collaborative projects. Only one not committed at that level prior to the call was USF. What if they don't? They have materials in Florida Heritage collection in DigiTool and those materials would not go into FL-Islandora. So a PALMM FL-Islandora Florida Heritage collection would be missing USF's materials. Right now no good solution for keeping Florida Heritage together. Some looking for distinction between an FLVC FL-Islandora site and an institutional FL-Islandora site.
  • Discussed the benefits of having collections searchable outside of Mango in a native environment that allows for various features (facets, full text, etc)
  • Suggestion that each PALMM collection should live on a single platform.
  • Two issues - discovery tool to bring all collections together and/or overall webpage, but then we also have to make decisions at the individual collection level.
  • Discussion of if institutions can they take their materials out of Florida Heritage if they were submitted under FCLA funding.
  • For some, probably the best way to go for existing collaborative projects is a non-public FL-Islandora site. The goal is to keep collections on one platform. Not much work is required by the institution - unless you want to make changes or update metadata or replace pages, missing pages. There may be some questions that FLVC will have.
  • Resolutions made during discussion:
    • 1. Everybody agrees that individual PALMM collections should be on a single platform. A single collection should not be split across platforms. All agreed.
    • 2. Importance of PALMM brand. Is it still important to everyone? All agreed.
    • 3. Collaborative collections will go to FL-Islandora and appear in an FL-Islandora PALMM site - ex. Florida Heritage will appear in PALMM with materials from all contributing institutions from their public or non-public FL-Islandora institutional sites.
  • Yet to be resolved:
    • PALMM collections never in DigiTool - on spreadsheet linked to on DISC PALMM discussion sheet. Issue not fully resolved. Webpage is the only thing that pulls together all collections. Where are we going with PALMM in general?
    • Look at what happens in Mango currently. Demoed Mango Union catalog at http://union.discover.flvc.org/ - if you do a blank search you can go to subcollection facet (ex. - Digital Collections) but no mention of PALMM. Once you click on Digital Collections facet you get facets with collections listed individually. You don't see any PALMM branding unless it is in the metadata. No way to limit your search to a specific collection (Ex. - PRISM) or digital collections. PALMM presence in Mango is not strong. Historic minutes from DISC meetings indicate discussions about PALMM materials being branded as such in the union catalog. Not sure it is enforceable unless additional processing done after the fact.
    • Go back in time to 2010 - on the union catalog map graphic page PALMM image was floating in the Gulf of Mexico and took users to the PALMM page but did not go to a true federated search of all PALMM collections. Since we need to make some changes this is an opportunity - also there is the next gen ILS project that does mention a discovery tool. Now is the time to revisit this history of PALMM presence and decide on a direction for a PALMM presence. May take more discussion.
    • Good start today with consensus on keeping collaborative collections together and moving DigiTool collections to FL-Islandora sites - with the institutional decision of a public or non-public site.
    • What are we ultimately going to do about the replacement of the PALMM page? Metadata harvesting for Mango question - must contribute MARCXML for inclusion in Mango. There is not an OAI compliant process as part of Mango at this point. Displayed PALMM test site and compared with old PALMM page. List view in Islandora may be an option to consider - will need further investigation.
    • Discovery tool is a good thing - PALMM site and presence aside. But that will only search MARCXML mapped metadata. No full text.
    • Potentially pulling together items for federated search may need to be done through discovery layer.
    • Two issues to consider:
      • 1. Federated search
      • 2. All collections pulled together on one page
  • Next steps:
    • Tighten up some of the basic concepts of contributing metadata to Mango and how it should appear.
    • Lydia will draw up a document with decisions made and next steps. Mango and proposed metadata from other systems.
    • A suggestion was made for a wish list for the discovery layer.


Meeting adjourned at 2:02 pm

Agenda

  • Discussion of future meetings idea: start meetings with mini-presentation by a member on digital initiatives at their organization
  • Finding Aids / EAD advisory group (so far we have representation from FSU, UF, FGCU, FAU). Anyone else? What is DISC asking the group to review?
  • Lydia/FLVC updates

 

November 12, 2014 Minutes

Present:
Katie (FSU), Kevin Arms (LSSC), Lydia Motyka (FLVC), Melissa (FGCU), Courtenay (UNF), Barbara (USF), Jan Rothhaar (BC), Joanne (FAU), Mike (FLVC-GNV), Silvia Perez-Barraza (BC)

Discussion of future meetings idea:

  • Start meetings with mini-presentation by a member on digital initiatives at their organization

Finding Aids / EAD advisory group

  • So far we have representation from FSU, UF, FGCU, FAU. Anyone else?
  • What is DISC asking the group to review?

Lydia/FLVC updates

Agenda

  • Presentations from
    • Kevin Arms, Lake-Sumter State College
    • Jamie Rogers, FIU
  • Call for volunteer organization presenters for our 2015 meetings
  • Update from last week’s FLVC MCLS meeting
  • Islandora or other Digital Services updates from Lydia
  • Discussion of charge for the finding aids working group

 

December 10, 2014 Minutes

  • Jamie Rogers, FIU:
    • Migration to dPanther
    • Retrospective digitization of theses and dissertations
    • Coral Gables Phase I finished - historic landmark tour
    • Preparing for phase 2 - including bicycle route planner. Safe routes for pedestrians and cyclists. Crowdsourcing tool. Working with data from the city to visual the growth of the city pilots. Historical property records.
    • Working on a project with Southeast Sea Level Rise - literature and data. Will be treated as a bibliography for those items that can't be included.
    • Miami Beach visual memoirs project - interviews with longtime residents
    • Lecture series going into IR
    • IR Journals - ongoing projects
    • Upcoming - more Tequesta, working with History Pin, migrating 20,000 records from music database
    • Team - number of people working on projects - digital collections center 3 full time staff including Jamie - IR coordinator at 50%, couple of part time staff grant funded or OPS, volunteer
    • GIS center developers help a lot with projects and do a lot of work with dPanther system - 1 lead developer and 2 other developers. Time not dedicated to dPanther. Work closely with cataloging, special collections, etc.
  • Kevin Arms, Lake-Sumter State College:
    • College Archives - just at the beginning of their archives project
    • Scrapbooks, magazines, college newspaper, founding of the college
    • Most without metadata, few finding aids. Working on arrangement and description of the entire collection.
    • Have been using LibGuides as a place to present it and provide information online.
    • Recently requested Islandora site. Student assistants being trained to enter MODS metadata.
    • Also requested instance of Archon.
    • Discussion ensued regarding organizing and describing the collection.
    • Melissa reported that she has been working with some Islandora folks on getting Omeka to harvest from Islandora.

Call for volunteer organization presenters for our 2015 meetings:

  • Melissa and Joanne will present in January. Thank you FGCU and FAU!

Update from last week's FLVC MCLS meeting:

  • Lydia gave an update and presentation to FLVC MCLS - legislative mandate to create database of digital collections and archives how is FLVC going to accomplish this when there are collections not hosted by FLVC?
  • A participant brought up the idea of a discovery tool to tie all of the collections together.
  • Mel gave DISC update - FLVC wanted Lydia to answer in-depth questions and she did a good job.

Islandora or other Digital Services updates from Lydia:

  • Approval to create non-public Islandora site for UNF
  • Other new sites in the works:
    • State College of Florida
    • Indian River State College
  • Interest from private colleges and public libraries in joining our Islandora instance. Nothing we can handle right now, but something to keep in mind for the future.
  • April 1, 2015 is tentative DigiTool end date. Migrating difficult compound objects and serials now. May need some flexibility in timing as issues pop up.
  • Have regained Favenzio on the Islandora team. Will be working on some of the PALMM theming. Welcome back!
  • Installed new release (7.14) on development server. Fairly major release so figuring out what needs to be adjusted.
  • Oral histories document https://docs.google.com/document/d/18d2_8U8zzonI2WBhFXquEguzn3Kfu9Uc4wJANgkzqOo/edit - discuss needs when it comes to oral histories. Oral histories might be a candidate for another working group. No time pressures on this functionality but there might be material there for a subgroup to discuss this functionality.

Discussion of charge for the finding aids working group:

  • Katie and Lydia have been discussing. They have enough volunteers. Would like to send an email to the group before the holidays so they can get together starting in January. One of the first things to tackle is question of Archives Florida collection in PALMM on DT. Questions:
    • Are these really the finding aids of record at this point?
    • Do they need to be migrated?
    • Do we want to handle discovery of these records in another way?
    • What are the needs for finding aids?
    • Display?
    • Are folks producing EADs?
    • Do they need production management tools?
    • Other tools? Archon? ArchivesSpace?
    • Current state and needs?
    • How or if Islandora is used for finding aids display?
    • Question of discovery layer
    • Who all has content in Archives Florida? Should the working group get in touch with them?
  • Katie will draft a brief charge with the info she shared on the call. She will send it out to the DISC list for edits and feedback. Will include a list of current members. Please review to see if there are any gaps.

 

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Agenda & Minutes for 2013

Agenda

  • Welcome and agreement on agenda (Lee)
  • FLVC-Gainesville office status update (Lydia, Bill Covey)
  • Subgroup updates (Lee, Barbara)
  • Announcements

 

January 9, 2013 Minutes

In attendance: Lee Dotson (UCF), Lydia Motyka (FLVC), Barbara Lewis (USF), Bill Covey (FLVC), Dean DeBolt (UWF), Jamie Rogers (FIU), Joanne Parandjuk (FAU), Katie McCormick (FSU), Linda McCarthy, Mark Sullivan (UF), Melissa VandeBurgt (FGCU), Nancy Spaid

Welcome and agreement on agenda (Lee)

FLVC-Gainesville office status update (Lydia, Bill)

  • Organizational changes in FLVC, including shifting of personnel and additional responsibilities. Bill Covey – now acting as interim Associate Director of FLVC and Gainesville Office Administrator to assist in facilitating communication of priorities and needs, etc. in FLVC organization. Lydia Motyka will remain Manager of FDA and take on responsibility as Manager of Digital Services in Priscilla Caplan’s absence. Lydia has been meeting with digital services to become familiar with project tasks and responsibilities to continue with development on the Islandora project.
  • While positions are in flux, Lydia’s appointment is not considered interim
  • Will all other services remain as they are?
    • Severe resource constrains have resulted in a loss of capacity. Can’t tell specifically what the priorities are at this time, although Islandora is at the top of the queue. Other services are less certain.
  • Do we continue to communicate through PRB requests or contact Lydia directly?
    • Communication may change, however will continue to go though appropriate channels – not sure exactly what the structure is at the moment. Lydia is monitoring RTQs and Listserves for the time being.
  • Lydia will take on general project management and Caitlin will work more closely with the details of the Islandora implementation subgroup.
  • Additional restructuring is uncertain. Organizational talks are occurring about staff placement as most needed.
  • The expected migration from DigiTool to Islandora was around July. With time and budget constraints will development continue with Islandora – Would Sobek as interim solution take more precedence? Mark – FLVC work for instances [of Sobek] are completed. The system is up and running – FLVC support would be in the form of adding storage etc. If the space is available, other institutions could move into the interim Sobek system but would require requests to be put forth through appropriate channels for additional storage needed. Mark (or UF group) would provide initial support for migration of materials.
  • FLVC has stated # 1priority is Islandora. Should we stick to that and July timeline or instead look into interim solution? (Bill) There has not been a discussion about changing course in focusing on interim. With the change in staffing it will be difficult to meet pervious timelines, but reassignment of resources may make a difference.
  • All of the notes from the Islandora subgroup have been put on the wiki as well as Google Docs and Priscilla has kept very detailed records – will help Lydia get up-to-speed and stay on course
  • Concern with the difficulty of the staffing where previously stretched thin now it will be more difficult. Will FLVC be hiring in digital services soon? Requests are being made from many areas of FLVC and not confident that any position will be hired in that area immediately.

Subgroup updates (Lee, Barbara)

  • Policy Subgroup (Barbara) – Reminder if you have not done so already, please send copyright and use statements to the wiki – we need in order to draft a unified policy.
  • Islandora (Lee) – No meeting yesterday so no update. Call for any last-minute comments on the treatment of creator in certain instances.

Announcements

  • (Linda) Interest of the colleges in Islandora – Seminole State looking into options, ContentDM, etc.. What is the process and policy regarding new collections and contributing institutions in PALMM? Question of participation possibly for Islandora Policy Subgroup. This will be a February meeting agenda item – we need to look at this and have a procedure.
  • (Joanne) Reiterate the effort of Priscilla and Caitlin as well as Islandora subgroup. Have been meeting twice a month, and DISC once a month. Want to make sure everyone at FLVC knows the progress that was made and to continue – Will we continue with Isalndora subgroup or will there be a new task force? (Bill) – In the process of sorting out contact channels for FLVC. A plan to have an advisory committee for digital services? (Linda) Executive Director Update came out today that mentions new committees to be formed including one called “Digital Initiatives” but committee names are not finalized. Will post post/circulate that information.
  • (Dean) The reason for submitting digitization requests to Priscilla originated with the coding of the objects, three letter codes depending on source/title of project, etc. Now I think it will be needing moderation about content, duplication, etc.
  • (Lee) As we move forward, we will need to look at this and become more precise as we try to integrate workflows between Islandora and the FDA.
  • (Lee) Will list out the services UCF relies on FLVC Gainesville. Others may have questions. If we have particular questions can we contact directly, on or off lists? (Bill) – yes can contact directly – most critical is need to replace the communication channels for expectations – have the channels formalized as quickly as possible as far as directives and strategic high level concerns that were formerly made through CSUL to FLVC leadership team as communication channel.
  • Next Islandora call to be decided.

Agenda

  • Welcome and agreement on agenda (Lee)
  • Subgroup updates (Lydia, Barbara)
  • Islandora collection policies – new collections
  • Announcements

 

February 13, 2013 Minutes

In attendance: Lee Dotson (UCF), Barbara Lewis (USF), Caitlin Nelson (FLVC), Courtenay (UNF), Dean BeBolt (UWF), Derek Merleaux (Wolfsonian –FIU), Jamie Rogers (FIU), Jean Philips (FSU), Joanne (FAU), Katie (FSU), Lydia Motyka (FLVC), Mark Sullivan (UF), Melissa VandeBurgt (FGCU), Susan (FAMU)

Welcome and agreement on agenda (Lee)

Subgroup updates (Lydia, Barbara)

  • There is an ISG spreadsheet to identify materials or collections outside of DigiTool that may need to be added to Islandora by the end of fiscal year (June) 2013-2014. FLVC will use this information to make a disk purchase. Please complete the spreadsheet if you have not already: https://docs.google.com/spreadsheet/ccc?key=0Am3dGa1gIZ_6dEJ4NjBLdzBFR3RweWpTQW1CQzYzNlE#gid=1
  • The monthly report is on the wiki detailing progress through the end of January 2013 https://disc.libwiki.fcla.edu/wiki/index.php/DL:Monthly_Progress_Reports
    • DISC ISG had one meeting in January 2013. We worked on:
      • Regrouping after staff changes at the end of December 2012
      • Updating the Islandora development plan
      • Finalizing the Full MODS edit form - not yet complete in January
      • Developing an Islandora testing framework
      • Making the ISG meetings
    • FLVC staff worked on:
      • SOLR upgrade and improved full text indexing
      • MODS metadata mapping (MODS-to-DC, MARC-to-MODS, etc)
      • Testing export of materials from DigiTool to Islandora by Content Model
      • Testing offline ingest of materials into Islandora
      • Investigating disk requirements for future Islandora use
      • Partnering with DGI for improved/customized PDF full text indexing (working to make sure custom index files may be uploaded as well)
      • Creating migration plans and inventories for DigiTool to Islandora materials
  • The public wiki for the Islandora project islandora.pubwiki.fcla.edu is a public project wiki with no login required aimed at gathering all relevant information from library perspective about project including testing, timeline for data migration, training, etc. Information geared towards the end user – high level. Training will be provided, Lydia working on pulling in resources to create a training program around the go-live time of the project. The stable release of Islandora 7 (hopefully in the next week or so) will allow FLVC to provide documentation, etc.
  • The ISG meeting recordings are available for the DISC group on the wiki.

Possible additional Islandora subgroups (EAD? ETD? IR? Timeline?)

  • Suggestion that the DISC group handle larger Islandora questions for policies rather than having a subgroup.
  • Get through ranking process before discussing further development of EAD, ETD, IR, etc. functionalities.
  • EADs may require outreach to Special Collections etc.

Islandora collection policies – new collections (Began with Seminole State question regarding process for new collection proposals)

  • PROCESS to create a new collection/site in Islandora – content hosted at FLVC (institutional, PALMM, partner driven). Assume request will need to account for amount of materials and storage needs.
    • Regarding the new structure with CSUL and the Members Council, there is a general acknowledgement for need of clear paths for information and decisions about the Islandora project. Bill Covey is working on this. Once that is established the process will be published.
    • There is a need to establish a common list of definitions for what we mean by “collection”. How do we define the relationship between institutions, collections, sites, etc? May set up a glossary and a diagram, but also need to set up a policy to help define the needs. The terminology definitions will help
    • There will need to be a registration process to help in the designation of storage space.
    • What to do in the event an institution goes over the allocated storage space? Will need to set up a process, and make the directors aware of anticipated needs.
    • May approach at the beginning of the year with requests for disk space
    • We also need to see where colleges fit into this plan
    • Host institution cloud storage question rather than purchasing servers. The long-term plan for FLVC is to consolidate with North West Regional Data Center. Will investigate the host institution question for cost of maintaining storage.
    • How would we decide the structure of new (sites, collections, etc.) Define the levels of possible participation (Ringling Museum for example is an institution administered by FSU)
    • For now, all requests can be directed to Lydia. Also, Lydia and Caitlin will be giving a presentation to the Members Council, will hopefully clarify some of the confusion/questions
  • Will work on a set of glossary definitions over email over the next month
  • For policy and process definitions, decisions will need to be made through the proper channels.
  • Will start will the “process” discussions during the next DISC call. Also number the umbrella discussion (Mark and Katie will mock up the different levels of participation as well as possible architecture)
  • To discuss on future calls:
    • PROCESS to harvest a collection hosted outside of FLVC
    • Institutional request to create new aggregation
    • Allow users to create their own topical aggregations
    • Branding, branding, branding
    • PALMM umbrella “Floradora” – Caitlin
      • institution logo goes with the item and if that item is part of a collaborative collection then the metadata description can designate “this is part of the PRISM collection a collaborative digital project between x, y and if z wants to join we have a policy for that”
      • collection logo selected by the partners goes with the item and source holding partnership is designated in metadata
      • Either of these logos is used in the Umbrella aggregation but within individual institutional Drupal sites these logos are replaced by object thumbnails, is this possible?

Agenda

February 13, 2013 Minutes

No Minutes

Agenda

  • Welcome and agreement on agenda (Lee)
  • Update on transition of DISC from CSUL to FLVC Members Council (Lee)
  • FLVC User Meetings (Lee)
  • Request for change to ETD METS Recommendation (Mark)
  • ISG update (Lydia)
  • Announcements (All)

 

April 10, 2013 Minutes

In attendance: Lee Dotson (UCF), Lydia Motyka (FLVC), Linda McCarthy (FLVC), Courtenay (UNF), Jamie Rogers (FIU), Melissa VandeBurgt (FGCU), Susan (FAMU), Dean DeBolt


Welcome and agreement on agenda (Lee)

Update on transition of DISC from CSUL to FLVC Members Council (Lee)

  • Lucy Harrison email that executive committee of Library Services Members Council approved a DISC charge, at the March 28th meeting, similar to original charge:
    “DISC provides recommendations to the FLVC Library Services Members Council regarding all technical aspects of digital collection building, digitization, and/or digital production, digital curation, and digital services in support of scholarship. DISC provides a forum for discussion, promotes best practices, explores opportunities for collaboration among interested FLVC libraries, and leverages the collective capacity of the colleges and universities for digital initiatives and services.”
  • The acronym is the same (DISC) but name will now be the Digital Initiatives Standing Committee.
  • Lori Driscoll will be the executive committee liaison to the DISC group. She has put a call out to potential college members. There will be 3 new college members appointed on the April 15th meeting. All original existing members do not need to apply.

FLVC User Meetings (Lee)

  • The group attending the User Meetings has put together a PowerPoint, Mark has put together a brochure for Sobek, and Lydia has created a FLVC handout for the meetings. (Linda) the Sobek brochure will not be distributed right now. It is not a service offered by FLVC, so will hold off distributing until that is clarified.
  • First meeting meeting was relatively brief. Brenda Rettin(?) delivered the presentation because of scheduling conflicts. Janet Henderson at Northwest Florida did discuss her participation in Sobek. There was a lot of interest from colleges seems to be off to a good start. Thanks to Brenda for presenting slides.

Request for change to ETD METS Recommendation (Mark)

  • Recommend a change to the way FLVC recommends we encode METS files for ETDs. I am not sure which institutions are utilizing this recommendation and associated schemas, but please chime in if you are currently or plan to in the future.
http://fclaweb.fcla.edu/node/528
http://fclaweb.fcla.edu/uploads/metsETDspec.pdf

 

In the specification PDF above, the METS dmdSEC has a MDTYPE tag of "OTHER", but does not include the recommended "OTHERMDTYPE" tag.  Can we replace:
<METS:mdWrap MIMETYPE="text/xml" MDTYPE="OTHER" LABEL="PALMM Extensions">
with:
<METS:mdWrap MIMETYPE="text/xml" MDTYPE="OTHER" OTHERMDTYPE="PALMM" LABEL="PALMM Extensions">
A METS reader/writer should be able to utilize the MDTYPE/OTHERMDTYPE values to determine the appropriate reader for a METS section.  Without the OTHERMDTYPE tag, this is not possible.
  • Will hold off on discussing further until Mark is present. (Lydia) There is no problem to implement if everyone agrees to it.

ISG update (Lydia)

  • The report is posted on Islandora wiki page. Version 7 production code is installed on development and test servers. The test server is getting ready to go out to ISG group for the second testing cycle. Work done on books module. Established more requirements for the table of contents, books module.
  • (Lee) Recommend checking the wiki progress reports

Announcements (All)

  • (Lee) FLA schedule
    • Wednesday 5/1 11:30-12:30 Continuing Education Committee Roundtable Discussions Sponsor: Continuing Education Committee Location: Lake Hart Room Digitization - Lee Dotson, University of Central Florida & Carol Ann Moon, Saint Leo University
    • Thursday 5/2 8:30-9:30 am Digital Librarianship: Building Digital Collections and Preserving Local History Speakers: Lee Dotson, University of Central Florida; Melissa Minds VandeBurgt, Florida Gulf Coast University Library Sponsor: Academic Library Member Group/FACRL Location: Lake Hart Room
    • 10:30-12:00 Florida Virtual Campus: New Possibilities and Partnerships? We Got ‘Em! Speakers: Lucy Harrison, Don Muccino, Bill Covey Florida Virtual Campus Sponsor: Florida Virtual Campus Member Group Location: Lake Hart Room Discussing FLVC’s vision for providing services to a diverse group of users across the state.
    • Friday 5/3 8:00-9:00 am FLVC rep will be attending and answering questions at the FLA SUL User’s Group
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Agendas & Minutes for 2012

Agenda

 

January 11, 2012 Minutes

Digital Platform Working Group report (Emily or Lee)

  • Meet with Mark Sullivan to get training for Sobek
  • Getting back into the Islandora sandbox

Sobek project report (Priscilla)

  • go over Sobek project report document (that lives on the wiki)
  • Conversion of server from SQL to PostGres ongoing
  • testing mid February
  • tested and ready to go by March
  • 22 requests for enhancements
  • testing migration from digitool to sobek
  • it's been trial and error, hopefully to go faster
  • Mark Sullivan has made fixes
  • moving to open source server
  • Questions addressed:
    • load defaults acceptable? (under review)
    • whether the Sobek batch-builder method is acceptable? (comparison to digitool) In Digitool, most ingests, whether of a single object or many objects, are done in real time through the Web interface. (most people don't use the batch tool in digitool; preexisiting metadata loaded as you load the object through web ingest. sobek has a simpler web ingest, can't do complex objects; sobeck requires pre-existing METS file. Derek has had success with batch-builder (up to 20,000 at a time); doesn't find web ingest to be efficient; his catalogers and museum people are not interested in changing their data entry software, so he will import and edit their metadata from their files and upload at once. He wants error reporting to be improved. Also discussed that an ftp option is desirable and that ftp is more reliable than http. Mark Sullivan reviewed the Sobek load assumptions. Group agreed that load processes should be as streamlined and as automated as much as possible.
    • Display of objects Digitool has several different ways objects can be set up to display
      • a single simple object (one VIEW file)
      • multiple simple files in a non-hierarchical relationship (manifestations)
      • multiple files in a hierarchical relationsip ('complex') Examples shown comparing viewers and TOCs. Page turner application (book viewer) is desirable.

Pushed to next meeting [out of time]:

  • Policy and procedure working group report
  • ETD Working Group report (minutes will be emailed out

Agenda

 

February 8, 2012 Minutes

Attendance:  Barbara Lewis (USF), Astrid Terman (FCLA), Bobby Parker (UF), Caitlin Nelson (FCLA), Dean DeBolt (UWF), Hilary Robbeloth (UNF), Jamie Rogers (FIU), Joanne Parandjuk (FAU), Lee Dotson (UCF), Lois Widmer (UF), Mark Sullivan (UF), Priscilla Caplan (FCLA), Shuchun Liang (FAMU), Emily Gore (FSU)

Minutes:

  • Minutes from the January meeting were posted to the DISC wiki by Barbara Lewis (Chair). No changes were submitted. The minutes were accepted as written. No changes were made to the written agenda.

Digital Platform Working Group report (Emily Gore - FSU)

  • The group met at UF with Mark Sullivan and others to discuss Sobek and workflows. Currently focusing on Islandora. Report due to CSUL 2/15. Today’s Islandora demo was cancelled and we are trying to reschedule. FCLA set up a Sandbox to help us review and investigate Islandora. Emily is responsible for presenting the report to CSUL. There was some interest from DISC members that the report be distributed to DISC prior to or at the same time as it is sent to CSUL. The group is on a tight deadline but will make every effort to submit the report to DISC for review.

Sobek project report (Priscilla Caplan - FCLA)

  • A short progress report has been posted on the wiki at http://swiki.fcla.edu:8000/DISC/96 . Conversion from MS SQL to open source PostGres is ongoing but on target for mid-February. FCLA is still learning the system and identifying issues. List of required enhancements for Day 1 was created with help from the subgroup. The list was reviewed with DISC to determine which items were necessary for Day 1 implementation.

Policy and procedure working group report (Barbara Lewis – USF)

  • Received the permissions page from Priscilla. The group is reviewing. The group will work via email to make more immediate progress.

ETD Working Group report (Caitlin Nelson – FCLA)

  • This month the group focused on developing the ETD metadata practices survey regarding ETD description and metadata in hopes of making suggestions for standardizing practices. Before we can make suggestions, we need to know what the current practices are. Tamara Weatherholt (FSU) will share with the Metadata Subcommittee. Each institution is asked to complete 1 online survey. An email has been sent: The ETD Working Group is an SUS subcommittee tasked to investigate ETD description among SUS institutions and make recommendations on how to facilitate standardization of ETD metadata. In order to begin our work on standardizing description, we'd like to start with a survey of ETD description among SUS institutions - and FCS institutions, as applicable - in order to establish what is currently being done and why.
  • The online survey link is here: http://www.surveymonkey.com/s/ETD_Metadata_Practices_Survey
  • Please consult as many appropriate staff members as necessary to fill it out completely and fully, but please submit only ONE survey per institution. You may revise your online answers using the same computer each time up to the final deadline. I have attached a print PDF version of the survey if you care to distribute or use that internally.
  • Additionally, attached is an XLS spreadsheet that asks about metadata fields at your institution. Please fill this out and return via email to me (Caitlin Nelson, cnelson@ufl.edu). Please fill out and return as MANY as needed to present a complete picture of your institution's ETD metadata - any staff member may fill this out individually and send to me. TheETD-WG will collate the data per institution, so don't worry about having a million different copies of the file, that's okay!
  • The DEADLINE for completion of this online survey plus submission of the XLS document is FEBRUARY 29TH 5PM.
  • The ETD-WG will be happy to share the results of the survey shortly after compilation on our wiki: http://etdwg.libwiki.fcla.edu.

Announcements

  • Bobby Parker (UF) announced that the call for proposals for USETDA conference has gone out. Information is available on the USETDA website.

Agenda

 

March 14, 2012 Minutes

Attendance: Barbara Lewis (USF), Bobby Parker (UF), Caitlin Nelson (FCLA), Derek (Wolfsonian FIU), Emily Gore (FSU), Hilary Robbeloth (UNF), Jamie Rogers (FIU), Joanne Parandjuk (FAU), Lee Dotson (UCF), Linda McCarthy (CCLA), Lois Widmer (UF), Mark Sullivan (UF), Melissa VandeBurgt (FGCU), Priscilla Caplan (FCLA), Susan Liang (FAMU)

Announcements

  • Welcome to FGCU representative Melissa VandeBurgt.
  • Welcome to CCLA representative Linda McCarthy for more cross involvement

Digital Platform Working Group report (Emily or Lee)

  • Outcome / action items from CSUL meeting
  • Emily:
    • CSUL minutes are not out yet
    • Summary of CSUL meeting:
  • Report presented to committee
  • Day one - CSUL took a straw vote. Votes were close but in favor Islandora
  • Day two – Dean Judy Russell moved to move forward with Islandora as long-term solution and SobekCM as an interim solution. Many people prefer to stay with DigiTool as interim solution until Islandora is up. FIU concern with grant obligations, therefore working with Sobek in interim as solution – question on local hosted solution vs. FCLA or UF hosted.
  • FCLA will stop work with Sobek and start with Islandora implementation immediately
  • Barbara: FCLA will not do any more work with Sobek and interim implementations of Sobek will be working with UF?
  • Emily: Dean Russell and Jim Corey will work on interim Sobek plan.
  • Priscilla: FCLA will stop any work with Sobek and will make everything available to UF that FCLA has done so far. UF’s Sobek will continue to run as it is either on UF servers or on FCLA servers with same software configuration. All directors indicated they would move to a common platform if one was available
  • Barbara: Does UF plan to make any enhancement to Sobek or will it exist as it does now?
  • Lois: Development will continue but pace will be different. Smart toolbox was just updated. Can give a more complete answer early next week.
  • Jamie: Clarification that FIU instance of Sobek would be locally hosted
  • Priscilla: That was not the way it was presented a couple of weeks ago but things may have changed, but is not sure.
  • Barbara: Are there any action items for DISC?
  • Emily: None specified but there will be as we move forward. May need to transform the DISC - Sobek working group or form a new working group.
  • Priscilla: FCLA will need to learn more about Islandora before bring it to DISC. Suspicion that there may be more work for DISC with the Islandora than for Sobek but promise. May have a better idea by the next call.
  • Derek: What requirements from functional requirements list that are not currently fulfilled by Islandora and will need to be developed or if decisions made to update the requirements? Want to make sure current Wolfsonian requirements will be met by Islandora system.
  • Priscilla: That is a commons concern and they are aware that some requirements will take some work. There have been significant updates to both systems. Problem with Islandora it is moving fast and lots of development is being done. Need to make sure we don’t duplicate effort.
  • Emily: UCLA is using Islandora and are currently building out modules of Islandora. Also CARL consortium in Colorado. Keeping in touch with hat community will be important as we development
  • Lee: The CSUL minutes will be helpful to eliminate confusion. The requirements documents will need to be updated because of the development that has been done since then.
  • Derek: Can someone describe the CSUL meeting discussion regarding difficulties and time for implementation for both systems?
  • Priscilla: Large discussion at CSUL meeting about the time it would take to get an Islandora implementation up and running at FCLA when discussing the subgroup’s recommendation.
  • Jamie: Will dLOC be maintained on Sobek or will it be migrated to Islandora?
  • Emily: Commitment for all content to eventually to go onto Islandora, there is still a question as to what will be maintained on Sobek.
  • Priscilla: Appears that everything will be migrated to Islandora including dLOC.
  • Barbara: Was there any talk about making the migration mandatory?
  • Emily: There were no migration mandates. There was general support for moving to a common digital library platform. It was also mentioned that the universities maintaining other systems may continue to maintain them as well (UCF and content DM)
  • Barbara: Mark of SPC brought up proposal that SOC and DISC form a joint working group for planning procedures and policies CMC for the common digital library platform, Islandora implementation
  • Priscilla: got impression that group felt out of loop in planning and just wanted to be included.
  • Barbara: Mark suggestion for a joint working group. If agree on working group can then decide on logistics. DISC comments, sounds like a good idea

Sobek report (Priscilla)

  • Status and plans based on CSUL decision
  • Priscilla:
    • FCLA’s Sobek work has stopped and is in a shared code repository that Mark has access to the enhancements list and big list. Will be putting up an Islandora similar to Sobek, reading Islandora documentation and having regular Islandora sessions. The test records that were previously sent in for Sobek testing will be used for Islandora.

DLU01 after Shared Bib (Priscilla)

  • Currently All SULs have
  • Priscilla:
    • When move to shared bib will have single database and duplicates will be merged, lib specific information will be moved to holdings records. Target date is late June (June 23rd) Lots of implications. The questions:
  • What are we going to do with DLU01? Options are to either ignore for now (and have the shared bib database and DLU01 to deal with later) or, preferably, to include DLU01 in shared bib database.
  • No one is using DLU01 anymore. Is this a function that needs to continue? Most recent changed records since Jan. 2011 most from FAU children’s books and for LibGuides. 80 records added in over a year.
  • Is it OK to merge the records in shared database as long as can appear in everyone’s catalog as well as the union catalog?
  • When doing the merge they match on the OCLC number. What are the chances the OCLC number will be the same for the DLU01 record as the one it was derived from? Do people go back when they load to OCLC do they put that number in the DLU01 record
    • Emily: can we get a report of what records we have in DLU01?
    • Priscilla: Yes and for some the report will be very large.
    • Emily: Could attach the holdings info for the one shared bib record with a PURL for digital record or otherwise maintain the information elsewhere?
    • Barbara: Don’t know for sure but digital and physical items have own separate records
    • Priscilla: Cager guidelines describe the different format descriptions. Issue is would records in DLU01 matched and merged with print counterparts? They would become one record. Or do we want the DLU01 records to stay unique? Could have a “I plan to digitize this” in Shared bib? But have to worry about records created in other systems and in Dublin Core.
    • Barbara: The metadata sub committee will be leading this effort for decision and how it will be done and DISC will be kept in the loop and think about it to give input. Barbara may attend meetings, Daniel Cromwell from FLCA has been attending

Digital Platform policies and procedures (Barbara)

  • Barbara:
    • Not doing a lot with it so far. Held off waiting on CSUL decision. Permissions seem to be easy. UF and PALMM documents are very similar. Barbara will merge and will send out to the group. Now that we have CSUL decision will do more work with policies and procedures. Creative Commons considered in permissions – UF page CC0 – what things are clearly for use under CC0 and also what has clear restrictions we could also put in the documentation Permissions (examples: http://ufdc.ufl.edu/permissions and PALMM-PermissionsPage.docx)

ETD Working Group report (Caitlin or Lee)

  • Caitlin
    • We're processing the survey results from the ETD Metadata survey going over data collecting sample records, and generally getting a lay of the land in preparation for making any initial recommendations to standardize ETD descriptions.

Announcements

Agenda

  • Islandora Update (Caitlin)
  • DigiTool Update (Caitlin)
  • Interim Solution / SobekCM Update (Mark)
  • CSUL request for information (Barbara)
    • short-term tasks to complete before 7/1/12
    • ongoing work after 7/1/12
    • projects that can be dropped
  • Announcements

 

April 11, 2012 Minutes

Attendance: Barbara Lewis (USF), Bobby Parker (UF), Caitlin Nelson (FCLA), Dean DeBolt (UWF), Dongqing (FCLA), Hilary Robbeloth (UNF), Jamie Rogers (FIU), Joanne Parandjuk (FAU), Lee Dotson (UCF), Lois Widmer (UF), Mark Sullivan (UF), Melissa (FGCU),

Islandora Update (Caitlin)

  • Have been working to get installed
    • Installed on a development machine and have installed
    • Is also Islandora VM
    • Part of what was used by evaluation team
    • Pre-loaded w/ standard solution packs
    • Anyone that wants to test can – email Caitlin and Priscilla, just need static IP – can play around and upload content
    • Content modeling – item type and specified behaviors
    • i.e. If upload a TIFF and tag with content model the model provides further instructions
    • Have been building spreadsheet from the DigiTool items to migrate
    • Group similar objects together by metadata and file types to build a content model map for cases
    • Solution packs – content models and behaviors
    • PDFs, books, etc.
    • What kinds of solution packs are available in the community
    • There must be other people out in the community building solution packs to assist w/o having to rebuild
  • Review of the “Collections in DigiTool” spreadsheet and column meanings
    • Others can also add to the spreadsheet to enter information about items in other systems currently being used
  • Barbara – question – should we use the test plans developed last summer or should we hold off? - Caitlin – that would hurt if you wanted to use as a model, not sure if we need for this month. Focus would be points of failure, required features or things to be changed. Barbara – having a standard framework would be helpful in testing the system.
  • Mark – question – what is the projected time for the content models? Caitlin – Priscilla would be the one to comment on that when she gets back.

DigiTool Update (Caitlin)

  • Will continue to support
  • Service pack applied to test, will be applied to production nest week
  • New features
    • Assign control attributes can choose no
    • Formatting for
    • New module management

Interim solution/SobekCM Update (Mark)

  • Meeting w/ Jim and Bill Kuntz to discuss responsibilities
  • June 30th full instance hosted by FCLA and available to any institutions
  • To ease migration to use Fedora as backend and want to conform to the same content and data models for looking at for Islandora
  • Will probably still use Sobek for tracking and internal workflow if not front end as move forward with Islandora
  • Caitlin adding the FLCA digital collections people will not be doing development work on Sobek and will be devoted to Islandora. Also, the METS maker is still a very useful tool, to what extent will development be continued with that? Are you planning on still working on it? Mark – glad you mentioned, there is a new version coming out with new feature to look into subfolders, Z3950, supports adding URLs to reference URLs, also easier to assign volume and issue for new FDA reports. Caitlin – the METS maker may be helpful for ingest into Islandora as well as FDA. SWORD is natively supported in Fedora so that might make sense moving forward.
  • Lee – every package currently created for FDA at UCF is created with the METS maker

CSUL request for information (Barbara)

  • Need to provide a documentation report to CSUL in preparation for the CCLA and FCLA merge into New Org
    • Short-term tasks to complete before 7/1/12
    • Ongoing work after 7/1/12
    • Projects that can be dropped
  • Lee - ETD working group going great – came up with a proposal for designating a MARK field. It would be beneficial if it is something that could continue. Not a high cost. Could table if needed but would prefer not to. Was considering making its own committee and open it up so that it is a broader group than the FCLA/CCLA boundaries. Caitlin – could be the Florida ETD Association to include the external universities and colleges. Maybe we should wrap up our internal group and then open up to the Florida ETD Association. Not sure if feasible before June to meet all goals. Barbara – question – can the group come up with a document to outline what can be completed by June to send to CSUL in the report. Barbara – Can do the same with Policies and Procedures. Should Priscilla write the statement about Islandora implementation going forward?
  • Will wait on forming a committee on born digital archiving
  • Dean – Will FCLA continue to support Archon. Caitlin – yes. And also introducing the Florida Finding Aid Factory
  • Try to get something in the next week to group and get comments on.

Announcements

  • Bobby – The USETDA early registration ends May 13th
  • Dean - They have a new Digital Archivist

Agenda

 

May 9, 2012 Minutes

Attendance: Barbara Lewis, USF, Derek, Wolfsonian-FIU, Emily Gore, FSU, Hilary Robbeloth, UNF, Jamie Rogers, FIU, Joanne Parandjuk, FAU, Lee Dotson, UCF, Lois Widmer, UF, Mark Sullivan, UF, Priscilla Caplan, FCLA, Caitlin Nelson, FCLA, Dean DeBolt, UWF, Laurie Taylor, UF, Melissa, FGCU

CSUL request for information (Barbara) - Due 5/17

  • Common DL platform - PC provided information via email. Healthy discussion via email. Several revisions. No further comments. Information available on the wiki at http://swiki.fcla.edu:8000/DISC/115
  • ETD-WG - Wrap up SUL ETD business by June 30th then move over to the Florida ETD Association - http://swiki.fcla.edu:8000/DISC/113
  • Born digital materials - http://swiki.fcla.edu:8000/DISC/115 - This issue was not fully investigated. Still a need for members of the committees to review born digital issues.
  • How do we convey the need for DISC outside of set objectives - discussions, best practices, guidelines, ongoing work, etc.? Barb will draft a statement regarding the need for DISC including bullet points with past accomplishments. Barb will send a draft via email by the end of the day for review and comment.
  • Some discussion regarding state college collaboration and the Orange Grove digital repository - open source textbooks, learning objects - videos, animations, lesson plans, textbooks, etc. Is Orange Grove losing funding for repository software? The Orange Grove Texts Plus from UPF will soon be hosted in the SobekCM system.

Islandora Update (Priscilla) - http://swiki.fcla.edu:8000/DISC/109

  • Re-evaluating system against checklist now that installing instances from scratch at FCLA. Scope the size of the implementation project. Define implementation and development tasks. Emily and Mark met with FCLA to discuss progress and issues. List of issues that need to be taken to DISC or subset for advice and other is a list that requires some work. Money in FCLA budget and other earmarked from FSU's budget to purchase consulting/development services from Discovery Garden. Need good handle on what to do, importance, what can be handled in-house and what should outsource. This month will complete installation of 2 new machines, work on issues list with DISC, contacting larger Islandora sites that are currently developing on own or through Discovery Garden to use their modules. Do not want to duplicate efforts in process by others. Will contact Discovery Garden for availability and cost negotiation. Finish identifying development and configuration items. Of interest - PC made a list of solution packs - those available for installation, another 4 that are currently in development, materials available in other systems that need solution packs - see Islandora May update.
  • Volunteers for Islandora working group: Mark, Melissa, Emily, Jamie, Barbara, Derek, Joanne, Lee, Dean, Priscilla, Caitlin
  • When available to test? Current systems available - PC will send email with links and logon info. Those systems are limited, but can use to get a feel for Islandora. Real testing no specific ETA - some time this month.
  • Metadata formats in Islandora - out of the box very DC and MODS based. Can take others in XML but would need work.

Interim Solution / SobekCM Update (Mark)

  • Not much to report. Hardware delivered. Waiting for install. Should be fully in place by end of next month. USF will be migrating some materials into SobekCM - Barb talking to Mark and Laurie next week.

ETD Working Group Update (Lee)

  • Wrapping up by June 30th and moving to Florida ETD Association. Recommendations are being drafted for how to define an ETD in MARC and Dublin Core records. NDLTD has defined the DC fields and provided a crosswalk for MARC - http://swiki.fcla.edu:8000/DISC/109 . This will soon be shared with Metadata sub, Shared Bib, DISC, and others.

Migration to MediaWiki (Priscilla)

Announcements

 

 

Agenda

  • Introduce Robin Donaldson from FLVC Distance Learning
  • Migration to MediaWiki (Barbara)
  • CSUL meeting report (Emily/Priscilla) Action items from meeting:
    • DISC/Priscilla Caplan will provide a progress report on Islandora implementation to distribute to CSUL by the end of June.
    • The DISC Islandora subgroup will work with Laurie P. on FIU’s upcoming needs for digital hosting/storage.
  • Islandora update (Priscilla)
  • ETD Working Group Update (Lee)
  • Announcements

May 9, 2012 Minutes

Introduce Robin Donaldson from FLVC Distance Learning

Migration to MediaWiki (Barbara)

  • DISC content has moved to the new wiki. Everyone should have their login information. Asked about changing passwords. Caitlin shared a link during the meeting.

CSUL meeting report (Emily/Priscilla) Action items from meeting:

  • DISC/Priscilla Caplan will provide a progress report on Islandora implementation to distribute to CSUL by the end of June.
  • The DISC Islandora subgroup will work with Laurie P. on FIU’s upcoming needs for digital hosting/storage.
  • DISC will continue as a committee of CSUL. The Islandora subgroup will be considered by the FLVC task force on committees. May become a FLVC task force with the possibility of including other committee members.
  • Discussion ensued about current work being performed at individual institutions and local digital library development. Each institution should write a paragraph detailing what they have and what they are doing (projects, content management systems, etc)

Islandora update (Priscilla) https://disc.libwiki.fcla.edu/wiki/index.php/Islandora_Project

  • Islandora project information is being documented at the above link. Islandora subgroup is meeting regularly to discuss items. FCLA has contracted with Discovery Garden for 30 days.

ETD Working Group Update (Lee)

  • Recommendations for ETD description were shared with DISC and metadata subcommittee. Today is the deadline for approval or comments. Caitlin and Bobby reported on the USETDA conference. Good showing from Florida institutions. ETD-WG will move operations to the Florida ETD Association beginning in August. At that time, other universities/colleges will be contacted with an invitation to join the working group.

Announcements

Agenda

  • CSUL Action Items (Priscilla)
    • DISC/Priscilla Caplan will provide a progress report on Islandora implementation to distribute to CSUL by the end of June.
    • Identification of digital hosting/storage needs - each institution should write a paragraph detailing what they have and what they are doing (projects, content management systems, etc)
  • Islandora update (Priscilla) https://disc.libwiki.fcla.edu/wiki/index.php/Islandora_Project
  • Announcements

 

July 11, 2012 Minutes

CSUL Action Items (Priscilla)

  • DISC/Priscilla Caplan will provide a progress report on Islandora implementation to distribute to CSUL by the end of June. Per PC - Working on project plan but waiting for first call (upcoming) with Discovery Garden to submit project plan to CSUL. Barbara will contact Julia (CSUL chair) to let her know that CSUL should have project plan by end of July.
  • Identification of digital hosting/storage needs - each institution should write a paragraph detailing what they have and what they are doing (projects, content management systems, etc) Reminder for everyone to submit their descriptions/needs to Priscilla. Barbara will create page (under the Islandora section) on the wiki for everyone to add their comments. Due by 7/31. Barbara will communicate with CSUL regarding this documentation.

Islandora update (Priscilla)  https://disc.libwiki.fcla.edu/wiki/index.php/Islandora_Project

  • See for monthly progress reports: https://disc.libwiki.fcla.edu/wiki/index.php/DL:Monthly_Progress_Reports
  • Test has been set up with 4 shared user ids for the institutions. Trying to get upgraded to most current production version by the end of the month. Dealing with data entry forms. Should they be format based? Consensus was to have single data entry form regardless of content type. Strategies being discussed so that the forms will not be too overwhelming with all of the fields allowed between MARC and MODS.
  • Have reviewed all PALMM and institutional DigiTool collection to determine which content models will be used. Libraries have been updating spreadsheet with non-DigiTool content. Reviewing for content models. Reminder for add your info if you have not. This is needed to determine needs.
  • Have requested replacement for Astrid's position. Waiting to hear from FLVC. FSU has hired programmer with great Islandora project skills - starting July 20th.
  • Discovery Garden kickoff call - meeting postponed to Tuesday of next week (7/17). DG has access to Zoho project plan. Looking forward to call to finalize project plan. Had been planning on using current release using Drupal 6. Let others shake out the bugs in the Drupal 7 version. Conversations with DG are urging developing in Drupal 7 beta version. Will make a big difference to project plan. Plan will be updated after the call. PC's programmers also think using beta version is a good idea.
  • Subgroup members have access to Zoho project plan. Can follow progress on there.

Announcements

  • ETD working group wrapping up work under DISC. Moving to FLETDA. Last subgroup meeting will be in August. Meetings including non-SUL institutions will begin in September. Caitlin and Bobby are contacting non-SUL libraries, grad schools, etc. to invite to the group.
  • NDLTD - SULs made effort to join as consortium last year. Date of renewal will now match with fiscal year. Everyone should receive bills from FLVC possibly later this month.
  • Orange Grove/OER/Open Textbooks - looking how to develop with a fee structure. Should it be a separate repository or would Islandora meet needs? In addition to OERs plan has been to provide access to commercial resources from publishers. Looking at bulk licensing of digital textbooks for the state so students can get physical and digital textbooks at a discount. Currently works with Equella. Looking to see if Islandora would meet same needs. Also links to Open courseware. Use of Drupal may be way to provide open course that faculty want to share. Have survey for students on OERs ready to go out. http://florida.theorangegrove.org/og/access/home.do PC - looking down the road at this type of functionality for Islandora. www.openaccesstextbooks.org - website for their open access textbook grant.
  • UCF has a new metadata cataloger starting in August.
  • Bobby Parker graduated from the Sunshine State Library Leadership Institute. His project focused on ETD student training.

Agenda

  • Introduction of new members and visitors
  • CSUL Action Items (Priscilla)
    • DISC/Priscilla Caplan will provide a progress report on Islandora implementation to distribute to CSUL by the end of July.
    • Identification of digital hosting/storage needs - each institution should write a paragraph detailing what they have and what they are doing (projects, content management systems, etc)
  • Islandora update (Priscilla) https://disc.libwiki.fcla.edu/wiki/index.php/Islandora_Project
  • Policy Group (Barbara)
  • ETD Working Group Update (Lee)
  • Announcements

 

August 8, 2012 Minutes

No Minutes Available

Agenda

 

September 12, 2012 Minutes

No minutes available

Agenda

May 9, 2012 Minutes

Welcome and agreement on agenda (Lee)

Islandora update (Caitlin for Priscilla) https://disc.libwiki.fcla.edu/wiki/index.php/Islandora_Project

  • Since the last DISC call there has only been one meeting of the Islandora SubGroup. (Two were scheduled, but Priscilla had to cancel one because of a conflict with FLVC meetings.) At the meeting, the Subgroup approved a mock-up of Object Display and Search Results Display, clarified a permissions issue, and discussed behaviors of the Basic Image Content Model. The next call is scheduled for October 11 at 11:00.
  • We had three more meetings with DGI. We now have a reviewed and agreed-upon method of handling basic permissions and the representation of owning and submitting institutions. The requirements document for Authorization is at https://docs.google.com/document/d/1GzWlmnxztc6uZAemT4-Nnp_BUK-mki9R5k7NqbpaBAw/edit
  • Programming to implement authorization is mostly completed. Programming to handle the Basic Image display is done; the display will be reviewed by the Islandora Subgroup tomorrow. Programming to change the Basic Image Content Model to handle our behavior requirements is in process.

Policy Group (Lee for Barbara, Jamie, Katie, Derek) https://disc.libwiki.fcla.edu/wiki/index.php/September_25,_2012_meeting_notes

  • Can one institution use content submitted by another institution in their Islandora site?
    • Policy Group: Copy item or only link to collection? Believe only a link is required. Overall, agree that we can use each other's material, but need to address procedure.
    • DISC discussion: Is this for aggregate collections? Would need to clarify if this was for the OAI harvest of metadata with and metadata link provided back to the originating collection or something else like embedding an object from another collection in your “virtual collection.”
  • If yes, is permission required?
    • Policy group: Should notify originator of the collection. Permission requirement will be dependent on the collection but will be the same for SULs and external users. We need to define what metadata is required for rights and restrictions information. Also need to determine what capabilities Islandora has for recording, storing, and displaying this information. At the site level? Collection level? Item level?
    • DISC discussion: Everything in Fedora is an object. A collection is an object that can contain other objects. Since metadata can be attached to an object, information could be at the item and collection levels. For the site level, perhaps the info could be provided on a landing page.
  • Can the collection be renamed/branded?
    • Policy group: No renaming or rebranding unless explicit collaboration has occurred & permission has been granted. Reuse in accordance with fair use; no more that X% of entire collection. Not for commercial use unless explicitly authorized. Assume that SULs will notify/work with each other on large/entire use of any collection. Each institution will provide a copy of their fair use/copyright statements or a link to their fair use/copyright webpage.
    • DISC discussion: There has been some concern over materials being reused without knowledge or consent from the originating institution. Jamie mentioned that they found some items in Trove http://trove.nla.gov.au/ . Consensus is that content should be able to be shared but retain branding and attribution.
  • What acknowledgments are necessary?
    • Policy group: Can we record the citation for the item in the metadata that is available for the item in Islandora?
    • DISC discussion: General consensus that this is a good idea.

Announcements

  • Interim solution (SobekCM at FLVC )
    • UF moving collections over to FLVC's SobekCM.
  • Development at UF
    • Programmer hired for the St Augustine NEH grant.
    • Adding additional multilingual support to SobekCM for Haitian Creole. Having discussions about Arabic. Asked about multilingual support for Islandora. Requested lists of phrases for translation.
    • Working on Djakota image viewer
    • Adding native support for Alto
  • Other announcements and development around the state?
    • FIU – On 10/30 will present on grant funded Coral Gables project which includes a virtual tour of the city. Items have been geographically registered and pinpointed on a map using the Google API. Also using Google Earth 3D view and creating skins based on temporal aspects. Audio narration of specific landmarks. Also presenting on the Coral Gables book project – includes work with local authors. http://coralgables.fiu.edu/talking_book/
    • UCF discovered that their digital collections harvested previously by OAIster and NDLTD – and are now being harvested via OCLC – had records created in OCLC. This created multiple duplicate records - in particular over 2,000 ETDs. For more info, check into the Digital Collection Gateway at OCLC.

Agenda

 

November 14, 2012 Minutes

Welcome and agreement on agenda (Barbara)

  • No new agenda items. New email addresses for FLVC folks. The convention will be firstinitiallastname@flvc.org so Priscilla Caplan is pcaplan@flvc.org

Islandora update (Priscilla) https://disc.libwiki.fcla.edu/wiki/index.php/Islandora_Project

  • Priscilla has been in communication with Broward. They would like to use Islandora when it is up and running. Will be making some of the Islandora project information public. Unattended batch processing – Islandora subgroup has discussed this and made recommendations. A programmer is working on this now. Status of unattended batch – How will submitters know the status of their unattended items for ingest? Looking at creating an interface – possibly like FDA. May have a single interface for both Islandora and FDA ingest. Islandora7t is almost up. Priscilla will email with info.

Vice-Chair/Chair Elect (Barbara)

  • Katie McCormick (FSU) and Jamie Rogers (FIU) both volunteered for the vice-chair position. Rather than have an election, it was decided that they will co-vice-chair for 2013. Jamie will chair in 2014 and Katie will chair in 2015. Lee Dotson will move from vice-chair to chair for 2013. Recorder’s note: Thank you to Barbara Lewis for chairing this year!

Announcements

  • What is the relationship between DISC and the Islandora subgroup? Islandora subgroup is made up of interested individuals from DISC and other interested parties. CSUL and FLVC will be having discussions about committees at their upcoming meetings. What types of materials does Broward have to contribute? Video – campus events, interviews with students; yearbooks.

Meeting adjourned at 1:39 pm

Agenda

 

December 12, 2012 Minutes

In attendance: Barbara Lewis (USF), Caitlin Nelson (FLVC), Courtenay (UNF), Derek (Wolfsonian-FIU), Jamie (FIU), Joanne (FAU), Lee Dotson (UCF), Lois Widmer (UF), Priscilla (FLVC), Robin (FLVC)

Welcome and agreement on agenda (Barbara)

  • No new items for agenda.

Islandora update (Priscilla) https://disc.libwiki.fcla.edu/wiki/index.php/Islandora_Project

  • Since the last DISC call we've had 2 meetings of the ISG. The group finished several go-rounds on the unattended batch spec and we are programming to the approved spec. The group also finalized review of the Simple MOD Metadata Entry form and that is now available for use. The group reviewed the PDF content model and is requiring some changes that we have discussed with DGI. We had two discussions of display for PDFs, with no firm conclusion, and that will be revisited in future. Islandora7t is now available for testing by ISG members. There are 4 logins available with different levels of privileges from submitter to collection manager. Only the Basic Image Content Model is working the way it should be, but Large Image and Single PDF are in the pipeline. Also, search, indexing and display of metadata are still not working off MODS but will be very soon. Display of metadata is now working off MODS in 7d. Will push to 7t soon.
  • The Form Builder for making new metadata entry forms was buggy when I reported last month but a newer version is working well. DGI just released a bunch of new code affecting nearly all of the Islandora modules. We are in the process of installing them, resolving config problems, and seeing how they work. Then we need to reapply our local changes, and push the code out to 7t so you can see it too. The new code includes the ability to import, download and view MARCXML. It also includes the new Large Image viewer which is really nice. I think there are more goodies but haven't seen it all yet.
  • We have a DGI call on Thursday and I will ask for more information about Newspapers.

Interim (SOBEK/CM) solution update (Mark S.)

  • Update by Mark provided via email - The SobekCM servers are configured, with the exception of the Aware JPEG2000 server, which is finishing installation today. The first instance of SobekCM (UFDC/dLOC) is configured and we are beginning to explore the next couple instances in support of other state needs. Anyone who is interested in using the interim solution should contact me and be ready to provid current space requirements (or an estimate of how many digital resources) and a projection for growth over the next 12 months. FLVC will need this estimate to correctly do space planning in the year ahead. The UFDC instance can be seen here: http://lib-ufdcweb3f.ad.ufl.edu (the F is for FLVC). We are finishing testing with our DLC to insure this does not interupt their current workflow and expect to have production switched to the FLVC servers in the next couple weeks.
  • An update on SobekCM development as well: We are currently working on a new image server ( Djatoka.net ) with built-in support for ALTO and text highlighting on the images, especially useful for newspapers. In addition, FIU and UF are both implementing additional geographic features utilizing Google maps and ArcGIS for current grants. We recently added support for ETDs into the system and are working on a form to automate the process of altering the access restrictions for our former students. And finally, we are working on completing our support for EADs by allowing a more interactive and visually representative interface, as well as connecting the digital resources directly into the EAD, similar to some of the work the Smithsonian has done in recent years. We will be starting a SobekCM User Group and migrating the code to Google Code to take advantage of some of the more social aspects this month as well.
  • If questions or interest contact Mark. For projection/growth requests for disk space, a resource request needs to be submitted to FLVC headquarters. For the SobekCM interim solution, Mark will be submitting the request on behalf of those who contact him with info.

Policy Group (Barbara)

  • Please share your copyright and fair use statements on the wiki page (Islandora project - Islandora policies and procedures - Sample copyright and fair use statements). The group will be reviewing the statements to create a common statement for use in Islandora.

Announcements

  • This was Barbara's last meeting as Chair. Thanked her for her leadership. Lee Dotson will begin as Chair in January 2013 with Katie McCormick and Jamie Rogers serving as Co-Vice-Chairs.

Meeting adjourned at 1:31 pm

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Agendas & Minutes for 2011

Agenda

  • New DISC institutions representatives (intro, announcements, and updates)
    • Joanne Parandjuk will be replacing Salwa for FAU
    • Derek Melreaux, Digital Asset Manager at Wolfsonian - FIU
    • Carol Hixon, Dean of Library - USF (St. Petersburg)
  • Special DISC call for GL12 presentation and discussion, January 19 from 1-2pm.
  • Vice-chair
    • Suggestions, recommendations, nominations
  • Follow-up on implementation of DISC report:
    • Developing new charge
      • Recommendations (pasted below for ease)
        To meet current and expected future needs, DISC’s recommendations fall into two main categories with specific recommendations for each:
        • Stabilize the core foundation by implementing a robust shared digital library system and standardizing the record aggregation system
          • Support a shared digital library system that best meets DISC’s requirements as itemized in the DISC requirements document and that supports record harvesting from local systems
          • Continue discussions on a single codebase for a shared digital library system
          • Continue support for local digital library systems for specialized local needs
          • Identify MANGO as the official record aggregation system
        • Position digital library staff to best support digital scholarship and emerging technologies
          • Implement, and increase awareness on data and digital curation services
          • Increase collaboration across SULs by developing shared resources for supporting scholarly communications and digital initiatives, and for pursuing grant opportunities
          • Investigate and apply best practices from Scholars Lab, Library Lab, and Digital Scholarship Commons models to promote digital collections and services to faculty
          • Support opportunities to share and develop local expertise through workshops, trainings, and speakers
  • ETDs (revisted)- i.e. platforms, work flows, status, preservation

    • US ETD Association will be held May 18-20, 2011 in Orlando, Florida.
      • How many DISC institutions are NDLTD members?
      • Is any DISC institution that is not a member interested in becoming a NDLTD institutional member?
      • What is the group's thought on a consortia or multi-campus university systems NDLTD membership? [Consortia or multi-campus university systems: for organizations that want to offer NDLTD Institutional Membership as a benefit to their own members. The annual membership dues for a consortium are $300 plus $150 per member of the consortium. For example, a consortium of ten libraries would pay: $300 + 10 x $150 = $1800.]
    • Discussion paper on increasing access to ETDs: Increasing access to SUS dissertations.docx
  • Data management plans (developing & researching)

 

January 12, 2011 Minutes

Attending: FAMU: Shuchun Liang, FAU: Joanne Paranduke, FCLA: Priscilla Caplan, Lydia, Caitlin Nelson, FGCU:, FIU: Jamie Rogers and Zhong-Hua, NCF: Gail Novak, UCF: Lee Dotson, Laila, UF: Laurie Taylor, Dina Benson, Bobby Parker, Mark Sullivan, UNF: Eileen Brady, Vicki Stanton, UWF: Dean Debolt, USF: Barb Lewis, USF-St. Petersburg, Wolfsonian: Derek Melreaux

New DISC institutions representatives:

  • Joanne Parandjuk; Derek Melreaux, Digital Asset Manager at Wolfsonian-FIU; Carol Hixon, Dean of Library at USF St. Petersburg

Special DISC call for GL12 presentation and discussion, January 19 from 1-2pm.

Vice-chair: Suggestions, recommendations, nominations

  • Needed by March report to CSUL Nominated: Barbara Lewis

Follow-up on implementation of DISC report:

  • New name: Digital Initiatives and Services Committee
  • TAG: identifies emerging technology and features for CSUL. New charge is in place and approved and it. PC shared new charge.
  • Special Collections: CPC action plan for 2011 (not yet officially approved) includes DISC and Special Collections working together. Desire of CPC is that Special and DISC develop a closer connection and work on projects together. Digitization, projects (grant and other), services (marketing, etc), and more. Explore a common gateway for all digital collections. Joint swiki or a separate swiki for Special Collections and DISC.
  • Developing new charge:
    • What functions or interest areas do we want to mention explicitly? Bringing technology closer to faculty and faculty initiatives. Collaboration with scholarly communications. More proactive sharing from centers of excellence at each SUL.
    • Must include ability to include guests/affiliates from outside of the SULs (UM guest input). This is one of the things wanted as part of the statewide ETD collaboration and Bobby is hoping to have speakers on this for the conference in May.
    • Charges must take certain form.
    • Current charge: http://csul.net/tag/disc/charge.pdf
    • Recommendations (pasted below for ease): To meet current and expected future needs, DISC’s recommendations fall into two main categories with specific recommendations for each:
      • Stabilize the core foundation by implementing a robust shared digital library system and standardizing the record aggregation system
        • Support a shared digital library system that best meets DISC’s requirements as itemized in the DISC requirements document and that supports record harvesting from local systems
        • Continue discussions on a single codebase for a shared digital library system
        • Continue support for local digital library systems for specialized local needs
        • Identify MANGO as the official record aggregation system
      • Position digital library staff to best support digital scholarship and emerging technologies
        • Implement, and increase awareness on data and digital curation services
        • Increase collaboration across SULs by developing shared resources for supporting scholarly communications and digital initiatives, and for pursuing grant opportunities
        • Investigate and apply best practices from Scholars Lab, Library Lab, and Digital Scholarship Commons models to promote digital collections and services to faculty
        • Support opportunities to share and develop local expertise through workshops, trainings, and speakers


ETDs (revisted)- i.e. platforms, work flows, status, preservation

  • Update on US ETD Association will be held May 18-20, 2011 in Orlando, Florida.
  • NDLTD How many DISC institutions are NDLTD members? UCF is the only member in the state.
  • Is any DISC institution that is not a member interested in becoming a NDLTD institutional member? All are likely interested.
  • Consortia or multi-campus university systems: for organizations that want to offer NDLTD Institutional Membership as a benefit to their own members. The annual membership dues for a consortium are $300 plus $150 per member of the consortium. For example, a consortium of ten libraries would pay: $300 + 10 x $150 = $1800.
  • Discussion paper on increasing access to ETDs: Increasing access to SUS dissertations.docx

Data management plans (developing & researching)

January 19, 2011 Minutes for Special Presentation

Attendees: FAMU: Shuchun Liang, FAU: Joanne Paranduke, FCLA: Astrid, FIU: Jamie Rogers, FSU: Plato Smith, UF: Laurie Taylor, Bobby Parker, Dina Benson, UNF: Vicki Stanton, UM: Shilpa, USF: Barb Lewis

This call will be Plato Smith’s presentation from the Grey Literature 12 Conference, “Developing small worlds of e-science: using quantum mechanics, biological science, and oceanography for education and outreach strategies for engaging research communities within a university”. We’ll also have Q&A and discussion.

For more information, the presentation abstract is online (http://www.textrelease.com/images/GL12_Abstract_S4N2.pdf) and copied below. Please email questions to the list as well to start the discussion.

“Developing small worlds of e-science: using quantum mechanics, biological science, and oceanography for education and outreach strategies for engaging research communities within a university” Abstract: The paper will use text, diagrams, screenshots, models, and developing e-science digital collections at Florida State University (FSU) Libraries as an experimental approach in developing a digital preservation management policy strategy that promotes current and future use of FSU Libraries digital assets. Scientific research from quantum mechanics, biological science, and oceanography research disciplines will be used as digital collection development and preservation models for education and outreach strategies for engaging disciplinary research communities at FSU.

The project will explore the use of standards-based description and the ingest, access, data management, and preservation functional entities of the open archival information system (OAIS) reference model as they relate to digital collection development and preservation of early works on quantum mechanics by Paul A.M. Dirac such as his 1926 hand-writing dissertation and other keen insights from primary source materials on quantum mechanics, biological science images of biological silica, and oceanography technical reports. Select materials from these research disciplines will be digitized, cataloged, and made available online via libraries public access catalog (OPAC), OCLC WorldCat, and DigiTool institutional repository (IR) along with being preserved via the Florida Digital Archive (FDA) and/or MetaArchive.

The project will also explore the use of open-source software developed at the University of Florida used for the Digital Library of the Caribbean (dLoc) for the creation of Metadata Encoding Transmission Standard (METS) files for ingest into FDA and DigiTool (digital content management system). The paper will reference Purdue's work on digital curation profile development for research discipline specific communities and propose a theory of metatriangulation that maps the Reference Model for an Open Archival Information System (OAIS) CCSDS 650.0-P-1.1 (Pink Book) Issue 1.1 August 2009, The DCC Curation Lifecycle Model, and Boyers Model of Scholarship in the development of a digital preservation management policy strategy for interdisciplinary consideration and research community engagement.

The project will exhibit FSU Libraries’ local collaboration with the Department of Biological Science, Department of Earth, Ocean, & Atmospheric Science, Special Collections and Dirac Science Library; regional collaboration with Florida Center for Library Automation (FCLA); and national/international collaboration with MetaArchive Cooperative for data management and/or preservation.

Agenda

  • Vice-chair election (Barbara Lewis nominated)
  • Follow-up on implementation of DISC report
    • Developing new charge
    • Recommendations (pasted at the end of this agenda)
  • Quarterly Report
  • Special Collections Subcommittee request that DISC create technical guidelines/standards for handling born digital materials (emails, word, PDF, excel; websites that are still up but for groups that have ended).
  • ETDs (revisted)- i.e. platforms, work flows, status, preservation
    • US ETD Association will be held May 18-20, 2011 in Orlando, Florida.
      • How many DISC institutions are NDLTD members?
      • Is any DISC institution that is not a member interested in becoming a NDLTD institutional member?
      • What is the group's thought on a consortia or multi-campus university systems NDLTD membership? [Consortia or multi-campus university systems: for organizations that want to offer NDLTD Institutional Membership as a benefit to their own members. The annual membership dues for a consortium are $300 plus $150 per member of the consortium. For example, a consortium of ten libraries would pay: $300 + 10 x $150 = $1800.]
    • Discussion paper on increasing access to ETDs: Increasing access to SUS dissertations.docx
  • Data management plans (developing & researching)

February 9, 2011 Minutes

Attending: FAMU: Shuchun Liang, FAU: Joanne Paranduke, FCLA: Astrid, Caitlin Nelson (Priscilla Caplan out "Staying on TRAC"), FGCU:, FIU: Jamie Rogers and Zhong-Hua, FSU: Plato Smith, NCF:, UCF: Laila (Lee Dotson out for Data Management meeting), UF: Laurie Taylor, Dina Benson, Bobby Parker, Mark Sullivan, UM: Guest Shilpa Rele, UNF: Vicki Stanton, Eileen Brady, UWF: Dean Debolt, USF:, USF-St. Petersburg:, Wolfsonian: Derek Melreaux

Follow-up on implementation of DISC report:

  • Developing new charge:
  • For subcommittees, reword to may create subcommittee
  • Many updates discussed and updated.
  • The new version from the call updates will be sent to the list. We will continue to revise and then submit before 2/18.

Quarterly Report:

  • Reviewed elements of initial basic draft. New draft will be sent out and all will contribute. This is also due before 2/18.
  • Archon notes, and what should be included on this in the quarterly report:
    • Interaction between Archon and Archives Florida; status of Archives Florida; discussion of how to incorporate archival material and how to use Archon in that there are limitations. A limitation of Archon is that Archon cannot show archives under institutional and shared branded. Contributors include: FSU, FAU, UNF, UWF. SULs are using Archon or Notetab to create EADs. Currently SULs have to create in one system and then export and submit to Archives Florida. FAU and others will be working to update existing finding guides in Archives Florida with new EADs. Connection with CPC Special Collections Subcommittee Other digital services to expose hidden Special Collections.
    • Journal publishing systems in use: Open Journal System and soon Bepress. Bepress at UNF for a journal of construction management. The decision was made when Bepress invited the editors for a demonstration and it was based in part on the journal timeline because they needed something up and going by March.
  • Handling election of Vice Chair for coming year; can this be done on the list-serve. It has been done that way in the past. The only nominee at this time is Barbara Lewis from USF.
  • UF has added production tracking into SobekCM and is interested in what others use as milestones.

Bobby will send US ETD conference information. US ETD Association will be held May 18-20, 2011 in Orlando, Florida.

Jamie will send information on FIU+UM event.

Derek at the Wolfsonian is interested in seeing examples of MODS with VRAcore extensions. Caitlin will send contact information for Jesse Christen(sen) at the Ringling for a possible contact for museum metadata.

Is a consortial NDLTD membership an action item for CSUL? To be discussed further on the email list. What is the group's thought on a consortia or multi-campus university systems NDLTD membership? [Consortia or multi-campus university systems: for organizations that want to offer NDLTD Institutional Membership as a benefit to their own members. The annual membership dues for a consortium are $300 plus $150 per member of the consortium. For example, a consortium of ten libraries would pay: $300 + 10 x $150 = $1800.]

MOVED TO NEXT CALL

Special Collections Subcommittee request that DISC create technical guidelines/standards for handling born digital materials (emails, word, PDF, excel; websites that are still up but for groups that have ended).

ETDs (revisted)- i.e. platforms, work flows, status, preservation.

Discussion paper on increasing access to ETDs: Increasing access to SUS dissertations.docx

Data management plans (developing & researching)

Example NSF data management plans already in use: Resources like: http://libraries.mit.edu/guides/subjects/data-management/

Agenda

 

March 9, 2011 Minutes

Attending: FAMU:, FAU: Joanne Paranduke, Bebe Chang, FCLA: Astrid Terman, Caitlin Nelson, Priscilla Caplan, Lydia Motyka, FGCU:, FIU: Jamie Rogers, FSU: Plato Smith, NCF:, UCF: Lee Dotson, Laila Miletic-Vejzovic, UF: Dina Benson, Bobby Parker, Mark Sullivan, Lourdes Santamaria-Wheeler, UM:, UNF: Vicki Stanton, Eileen Brady, UWF:, USF: Barbara Lewis, USF-St. Petersburg:, Wolfsonian: Derek Melreaux

Review of CSUL discussion:

  • Priscilla mentioned 4 items of interest to DISC.
    • The new DISC charge was approved.
    • Action item – DISC is charged with investigating a common digital library system. Discussion over scope. Need to include Florida College System (community colleges) and take their needs into consideration.
    • A single discovery tool (Primo or MANGO) will be selected to be used by both University System and College System. Legislature gave the ok to look at other tools. Jim Corey (FCLA) and Richard Madaus (CCLA) have been charged with creating the process for selection and a plan of action outlining responsibilities. Discussion over what constitutes a discovery tool. Does it include Primo Central and Summon? Services with articles behind? Looking to combine to single product as a cost savings measure. MANGO can interface with Primo Central database if subscribed to Primo Central.
    • Dissolve FCLA and CCLA and create new organization to meet technology needs of libraries. The task force on the Future of Academic Libraries is working on recommendations for the logistics, composition, etc. Due by December 2011.

Special Collections Subcommittee

  • request that DISC create technical guidelines/standards for handling born digital materials (emails, word, PDF, excel; websites that are still up but for groups that have ended).
  • Discussion over the scope of the word “handling”. Should include ingest, access, preservation, sustainability, but not metadata. They are looking for advice on formats and standards. Discussion regarding if institutions have current standards. USF is working with faculty to collect their research based photos, videos, audio, oral histories, etc. UCF is working with Philosophy Dept. to archive ChinaVine research – photos, video, audio. UCF Archives is receiving digital photos from Marketing, Alumni, News & Information and creating a University Photographs Collection. Will document processes used for digital photos and share. Should we task a small group with identifying needs, researching/writing guidelines? It was mentioned that the Society of American Archivists is sponsoring meetings about archiving born digital materials. Should we involve the State Library and Archives? What is the priority? FCLA volunteered to do an initial environmental scan on best practices for emails. Derek Melreaux suggested looking at the UVa Mellon funded AIMS project, an inter-institutional model for stewardship of born digital collections – sent link http://www2.lib.virginia.edu/aims/ . Caitlin suggested reaching out to Kyle at Univ. of Miami. It was decided that we needed more info on priorities from Special Collections. Laila will put it on their agenda and let us know.

ETDs (revisited) - i.e. platforms, work flows, status, preservation:

  • Discussion of ETD portal. Tab in MANGO? In December Priscilla created a whitepaper with summaries of what each institution is currently doing with regards to ETDs. There is an issue of identification in that there is nothing in the MARC record that specifically denotes that an item is an ETD. A comparison of ETD catalog records was recently completed and Priscilla will post to the wiki.
  • Discussion regarding joining NDLTD as a consortium. $300 initial and then $150 per institution. How do we get approval/funding? Each institution agreed to ask boss about process and funding and to share results by email.

Action items:

  • DISC is charged with investigating a common digital library system. Discussion over scope. Need to include Florida College System (community colleges) and take their needs into consideration.
  • UCF will document processes used for digital photos and share.
  • FCLA volunteered to do an initial environmental scan on best practices for emails.
  • Look at the UVa Mellon funded AIMS project, an inter-institutional model for stewardship of born digital collections – sent link http://www2.lib.virginia.edu/aims/ .
  • Ask about funding for NDLTD and email group.

 

Agenda

  • Creating the subgroup for the common digital library platform report to CSUL, due in September. Volunteers?
  • Other updates from and since last meeting:
    • UCF will document processes used for digital photos and share; look at the UVa Mellon funded AIMS project, an inter-institutional model for stewardship of born digital collections – sent link http://www2.lib.virginia.edu/aims/
    • OJS
    • NDLTD proposal is with CSUL and we may hear something soon.
    • ASERL Civil War site launched and UCF and FSU are listed. UF should be listed soon. Others contributing? http://american-south.org/institutions/
  • Current and planned projects by DISC members. Maybe adding 1 institution per time to give a short update on each call?
  • DigiTool question from Priscilla: The system now counts how many times an object has been viewed online, and shows this count in the full bibliographic display as "Number of deliveries". The count is updated nightly. Might be interesting, but potentially confusing to users. We could get rid of that display if we want, or change the label to "Number of views". Suggestions welcome. People can see the default behavior in Digitool test RD (digitoolt.fcla.edu). Could you add this question to the agenda? We are installing the service pack in production on Sunday, and we need to know how to implement the change. If nobody cares, we will implement it but set the label to "Number of views".

April 13, 2011 Minutes

Attending: FAMU:, FAU: Joanne Parandjuk, FCLA: Caitlin Nelson, FGCU:, FIU: Jamie Rogers, Bryan Cooper, FSU: Plato Smith, Sammie Morris, NCF:, UCF: Lee Dotson, UF: Dina Benson, Bobby Parker, Mark Sullivan, Laurie Taylor, UM: Shilpa Rele, UNF:, UWF:, USF:, USF-St. Petersburg:, Wolfsonian: Derek Melreaux

Creating the subgroup

  • Needed for the common digital library platform report to CSUL, due in September. Volunteers?
  • Bryan Cooper: fiu, Dina Benson: uf, Joanne Parandjuk: FAU, Laurie Taylor: UF, Jamie Rogers: FIU, Caitlin Nelson: FCLA, Priscilla Caplan: FCLA, Derek Melreaux: Wolfsonian, Mark Sullivan: UF, Lee Dotson: UCF
  • Laurie Taylor: Any volunteers for leading it?
  • Caitlin Nelson (FCLA) volunteered and Laurie stated that she could lead it if Caitlin can't, and then can swap out if someone else is available.
  • The group will start by reviewing the common digital library platform document that Mark, Laurie, and Gail created. Scheduled meeting time and planned to use the regular conference call number.

Updates:

  • UCF will document processes used for digital photos and share; look at the UVa Mellon funded AIMS project, an inter-institutional model for stewardship of born digital collections – sent link http://www2.lib.virginia.edu/aims/
  • UCF is working on born digital photo documentation. No new updates.
  • OJS
    • Laurie Taylor: I wanted to say that UF is using OJS for the African Studies Quarterly and it's awesome. I wanted to see if others had questions or interest. This is something others at UF are interested in using for statewide scholarly communication collaboration.
    • Smith, Plato (FSU): Caitlin did an OJS demo for FSU-DLC. Nice!
    • Joanne Parandjuk(FAU): OJS FL Geog is great. Here's FAU's OJS journal http://journals.fcla.edu/flgeog
    • Laurie Taylor: Maybe an online demo on the next DISC call?
    • Smith, Plato (FSU): What about an OJS demo for DISC via Eluminate?
    • Sammie Morris: Special Collections subcommittee would be interested in seeing the OJS demo also
    • Moderator: That would be great. We could also record it to share with others more widely, if that's okay with Caitlin.
    • Lee asked if FCLA would continue to support and allow for new projects using OJS. Caitlin said that new and ongoing OJS will definitely continue to be supported. Caitlin volunteered to do an OJS demo at the beginning of the call. We will invite Special Collections subcommittee folks to attend the demo.
    • Caitlin suggested that for anyone interested in further discussing OJS in person we could plan to meet up at FLA or USETDA.
  • NDLTD proposal is with CSUL and we may hear something soon.
  • Bobby mentioned that if approved UCF’s portion will most likely be prorated if all join this year. Don’t forget the register for USETDA. 54 people were registered as of 4/11.
  • ASERL Civil War site launched and UCF and FSU are listed. UF should be listed soon. Others contributing? http://american-south.org/institutions/
    • FIU is planning to contribute.
    • Joanne Parandjuk: Does anybody know if there is a specific number of items required to contribute to the ASERL civil war collection? We have a few already done but not a major contribution
    • UCF will be creating a CONTENTdm collection for Civil War materials to be harvested by ASERL Civil War site.

Current and planned projects by DISC members. Maybe adding 1 institution per time to give a short update on each call?

  • Jamie Rogers - FIU: http://coralgables.fiu.edu/talking_book/ Local history project with city of Coral Gables. Some of the source content is in DigiTool.
  • Joanne Parandjuk: FAU is digitizing our archived student newspaper The Atlantic Sun http://purl.fcla.edu/fau/atlanticsun
  • Lee Dotson: UCF is working on multiple projects. Veterans Oral Histories with our History Dept.'s RICHES program. Big push lately has been working with our Office of Research and Commercialization on data management plans. Very early in the process
  • Laurie Taylor: UF's main IT has allocated additional support for high performance computing for the next few years, but that would only be part of the data management support needed. The rest is still under consideration/discussion at high levels.

DigiTool question from Priscilla:

  • The system now counts how many times an object has been viewed online, and shows this count in the full bibliographic display as "Number of deliveries". The count is updated nightly. Might be interesting, but potentially confusing to users. We could get rid of that display if we want, or change the label to "Number of views". Suggestions welcome. People can see the default behavior in Digitool test RD (digitoolt.fcla.edu). Could you add this question to the agenda? We are installing the service pack in production on Sunday, and we need to know how to implement the change. If nobody cares, we will implement it but set the label to "Number of views".
    • Derek Merleaux - Wolfsonian, FIU: number of views makes more sense
    • Bobby Parker: I agree, number of views makes more sense.
    • Smith, Plato (FSU): View count for ARL stats is good.
    • Laurie Taylor: Flickr shows it for other people's stuff and they use "views"
    • All agreed "Number of views" is fine.
    • These will start logging on 4/18 when the function is turned on.

New Business:

  • The next DISC quarterly report will be due before the next call. Laurie will send something in draft for us to all edit on the email list.

Agenda

  • Discussion of consideration of tab for ETDs in MANGO.
  • OJS Demo
  • Projects from members: Wolfsonian, UF, others
  • Subgroup update
  • DigiTool TEST title sort as default

 

May 11, 2011 Minutes

No Minutes Available

Agenda

  • Reminder on special meeting with the Special Collections Subcommittee on June 15
  • Project updates from DISC members
  • Project demos and other topics to be added
  • Addition from Priscilla: change to DigiTool table display. Current proposal to be approved: add a column with PID labeled "Sys ID"

 

June 8, 2011 Minutes

No Minutes Available

Agenda

  • DISC page on new CSUL website. (Priscilla) See http://csul.fcla.edu/
  • Using Elluminate
  • Subgroup update.
  • Collaboration with Special Collections, next steps.

 

July 13, 2011 Minutes

Attendees: FCLA Priscilla Caplan, UCF Lee Dotson, UF Laurie Taylor, UF Mark Sullivan, UNF Vicki Stanton, USF Barbara Lewis, UWF Dean DeBolt, FIU-Wolf Derek Merleuax, FIU Jamie Rogers, FSU Plato Smith

 

 DISC page on new CSUL website. (Priscilla) See http://csul.fcla.edu/

  • Priscilla introduced the new CSUL website. It will include the charge, members, minutes, and other documents. It is still in process. We will add an area for the Common Digital System sub group. Barbara Lewis will be our Webmaster and will be trained by FCLA. We will continue to use the swiki until the new website provides full functionality. Vice Chair will be the designated contact. Minor review of site (add subgroup, update minutes, update to sorting). Thanks and general approval of site design.

Using Elluminate.

  • Plan to use Elluminate for the next call; no phone call in. Email out beforehand.

Subgroup update.

  • Deadline for the approval of the survey, Friday? Once approved, Laurie will send to the CSUL liaison Deans for approval to send out and on who to send to.
  • Once sent out, will give people 2 weeks to respond. The subgroup created a survey for the requirements document. We want to weight the requirements, so all members are encouraged to review. Once approved by the sub group, it will be sent to CSUL for their approval to send out to all CSUL members and CCLA institutions. We will give people two weeks to respond.
  • Next subgroup call is July 22 at 2:00.

Collaboration with Special Collections, next steps.

  • Face to face meeting being considered; shared with SPC and DISC. We discussed collaborations with Special Collections. The group would like a portal for Florida Environmental Collections. Still need to firm up details and site requirements are needed. Special Collections is considering a face to face meeting to develop details. Suggest that DISC should participate with Special Collections to assure that we could meet the technical requirements.

New agenda items:

  • FIU and OAI harvester for test harvesting from DigiTool on materials on the Everglades. FIU is testing software for OAI harvesting as a service provider. They are looking at FIU’s Everglades materials in Digitool and will want to harvest from other PALMM materials as well.

Minutes by Vicki Stanton and Laurie Taylor.

Agenda

  • Charge from CSUL in draft, non-official wording:
    • CSUL has charged DISC with collaborating with FCLA to develop an implementation plan for FCLA to run SobekCM as a common digital library platform for the SULs (replacing DigiTool) and in anticipation that the new common system could serve FCS as well.
      • Implementation plan and report due for CSUL meeting on 12/1 (so due 1-2 weeks prior). Must be on time to be considered for inclusion as an appendix.
      • Policies and procedures for implementation plan
      • Concrete deliverables/milestones for implementation plan
      • Workflows for ensuring timeliness
      • Companion systems detailed in plan/report (Archival support, OJS, MANGO)
      • Known constraints: deadline/go-live date for completion of migration by July 1, 2012 as when New Org begins
      • Development for optimizing cross-harvesting/sharing across multiple Sobek systems
  • Possible proposal for face to face meeting with SCS
  • Question about fields specific to ETDs.

 

September 14, 2011 Minutes

Difficulties for some logging in; later corrected

Charge from CSUL in draft, non-official wording:

  • CSUL has charged DISC with collaborating with FCLA to develop an implementation plan for FCLA to run SobekCM as a common digital library platform for the SULs (replacing DigiTool) and in anticipation that the new common system could serve FCS as well.
  • Question on evaluate or implement in official wording; completely official wording confusion, but confirmed that it does include implement
  • Implementation plan and report due for CSUL meeting on 12/1 (so due 1-2 weeks prior). Must be on time to be considered for inclusion as an appendix.
  • Priscilla sent preliminary implementation plan to CSUL earlier and this is still a draft, will be refined and shared soon; some DISC people have seen it
  • Overview of discussion at CSUL meeting. Text of what Laurie stated; Priscilla shared her notes; Plato send his notes
    • Investigative report for college & SUL
    • DigiTool (current select SUL FCLA supported DL system) – did not make final selection for common DL system due to critical functions, $40,000+ cost, collaboration prohibitive, & local staff cost (time)
    • Findings to be used – request for feedback for common DL systems
    • CPC (Roy) – Was a vote conducted? – DISC responded No vote was conducted – recommend DISC vote situation on common DL system
    • CSUL Islandora question initiated – DISC responded Islandora not scalable and need work for all (not robust/fully tested), look at new technologies in non-deliverables
    • DISC subgroup (Priscilla – FCLA) – Sandbox not fully configured for DISC subgroup; DISC recommended SobekCM as common DL based on time constraints (CSUL 9/1/11 mtg.) with some assessments based on knowledge of participants; Sandboxes could have been developed in time; Process was a problem – need CSUL common DL system feedback
    • CSUL – was DISC & TAG communication/collaboration of common DL system conducted – DISC/TAG common DL system talks not explored
    • CSUL – values a common DL platform; current multiple platform environment is difficult – What is the value of common DL system (CSUL)? – Reduce redundancy across institutions and what is a near term decision – DISC committee work or hand-off from another group; FCLA (Priscilla) - Committee membership skill sets assessment an issue (Is the most knowledgeable of DL systems from each CSUL institution represented in DISC?)
    • Improvement to DL platform is needed prior to new org. College stakeholder need a DL platform. SobekCM is better of the DL options
    • SobekCM has a substantial amount of data in system > UF willing to turn over SobekCM as a suggestion for common DL system (can be shared for the CSUL goal of a common DL system) – UF programmer that developed SobekCM DL system stays at UF [addition noted by Laurie: UF stated ongoing commitment to programmer time for SobekCM as ongoing; UF simply stated it would not transfer Mark Sullivan, the best!, programmer to FCLA/New Org but that the commitment was there for him to continue on Sobek, as with existing commitment to sharing/supporting state with METS editor, dLOC, working for UF's own goals that also serve SUL goals, etc]
    • Validity of common DL platform questioned – need a centralized, robust system
    • Single system is highly favored. SobekCM is one of 2 systems suggested
    • For institutions that do not have a DL, this would be a great way for a DL system acquisition
    • DISC > UF SobekCM (CNS service code > begin to transition with FCLA integration
    • SobekCM is user-friendly, works (currently 27 Caribbean partners); Multilanguage support; online training available; shallow learning curve; New College could easily join
    • SobekCM is worth exploring by CSUL; DigiTool is current tool and is not meeting needs; What should replace DigiTool?; Should SobkeCM be used before new org?
    • Baseline foundation (common DL) – build on common DL for future expansion
    • FCLA is in favor of SobekCM; DISC subgroup performed as much assessment work of SobekCM prior to CSUL 9/1/11 meeting but assessment is not complete
    • Linux vs Windows – SOLR search engine tech specs > SobekCM is favored over commercial product > hosting is available
    • CSUL – SobekCM is a 1 person company; UF/DISC: SobekCM is not a 1 person company > programmer operates SobekCM but good technical documentation could facilitate easy adoption and implementation
    • CSUL (next step)- How does a migration operate & scale with new org? Migration (current DL to SobekCM platform) – New collections, new partners, efficiencies, ROI, assessment & evaluation
    • FCLA SobekCM integration/ plan; UF donate SobekCM to CSUL for common DL platform
    • Two phased migration – 1st DigiTool than other platforms; Core services; Optional services; Consultation with CSUL stakeholders for DL start of new system
    • Platform & comparison analysis, feasibility issues, migration, scalability, & efficiencies are needed
    • FDA continues as the preservation solution
  • SobekCM funcitional listing is good, data archiving (data sets hosting) & statewide data management plans are developing
  • CSUL developed action item (motion): DISC future work with FCLA to develop an implementation plan for SobekCM as a common digital library (DL) platform for state college system and SUL for common DL system by December meeting (clarify scalability). Clarify SobekCM selection as common DL system and list any reservations, if any.
  • CSUL motioned and approved DISC working with FCLA for development of an implementation plan of SobekCM as a common DL system for state college system and SUL.
  • Laurie statement presented to CSUL with report: You should have the quarterly report and the investigative report on the common digital library system. The investigative report summarized the DISC findings into the investigation of a common digital library system, including the needs of the FCS and SUS in the measures and evaluation. As shown in the report DigiTool, which is the current shared digital library system, did not make the first preliminary cut in the system evaluation, because it had critical functional failings for SUL and FCS needs. As explained in the report,
    • DigiTool currently costs the state nearly $30,000 in FCLA costs.
    • This is in addition to increased staffing costs at the local library level from problems using digitool,
    • This is in addition to costs of running separate systems as so many of the SULs do because digitool is not workable, and
    • This is in addition to lost opportunity costs from a system that is an obstacle instead of an aid for collaboration and innovation.
  • Even given that situation, there were difficulties in the process for this report. Throughout the investigation, DISC members expressed hesitancy and concern in how any findings from this report would be used, especially in terms of the unknowns related to FCLA, CCLA, and new org. At this stage, in order to be productive for any further work on a common dl system, feedback and direction from CSUL is necessary. If further work is desired, the request for this feedback is the action item.
  • Priscilla stated (full text to be added) that the phased approach will include current items on DigiTool and option for other systems in use locally to migrate to FCLA-Sobek; Laurie clarified that per her memory (no direct notes from CSUL) this is by SUL choice, if wanted; not required and done based on SUL choice; idea is that Sobek will be an incentive because of features for SULs to want to migrate; again, not mandatory
  • Documents from statewide taskforce sent out: Joanne covered that statewide taskforce reports do not list common DL as critical. Posted under Discwiki under Reports..Task Force: http://swiki.fcla.edu:8000/DISC/uploads/1/Task%20Force%20Meeting%20Materials%20-%20Sept%209%202011.pdf
  • Known constraints noted in agenda by Laurie that single BIB is the top priority and Uborrow is a core priority; Lee had questions on these; Laurie/Priscilla explained that Priscilla covered in call yesterday together and that the people listed on the common DL are not in any way involved with single BIB and Uborrow (for common DL, people are: Sysadmins Bill and Dallas; Programmer, Randy; DBA, Rick; and Librarian, Priscilla) and deadline/go-live date for completion of migration by July 1, 2012 as when New Org begins; FCLA is working on a preliminary implementation plan, with Phase I (Sobek on Linux and PostGreSQL) ETA 1/2012 by Priscilla
  • Companion systems detailed in plan/report (Archival support, OJS, MANGO)
  • Lee stated for the minutes to publicly thank Caitlin for all of her work on the investigation report
  • Unclear on changes with New Org and given report by Task Force
  • Development for optimizing cross-harvesting/sharing across multiple Sobek systems
  • Possible proposal for face to face meeting with SCS; delayed until common DL up and operational
  • Question about fields specific to ETDs; see specific notes for it from prior to call and after call from list-serve
  • Request/recommendation for ETD taskforce
  • Caitlin will draft charge for ETD taskforce and will share with group for refinement, creating group from Metadata, DISC, and others as applicable

Agenda

  • New DISC members and new digital initiative folks at DISC institutions
  • ETD subgroup and FLETDA.org
  • Nomination and election process for Vice Chair for 2012
  • Implementation plan

 

October 12, 2011 Minutes

Attending: Astrid Terman (FCLA), Barbara Lewis (USF), Bobby Parker (UF), Dean DeBolt (UWF), Derek Merleaux (Wolfsonian, FIU), Jamie (FIU), Jim Schnur (USFSP), Joanne (FAU), Laurie Taylor (UF), Lee Dotson (UCF), Priscilla (FCLA), Shuchun Liang (FCLA), Smith (FSU), Vicki Stanton (UNF)

New DISC members and new digital initiative folks at DISC institutions

  • Plato will check with Emily on attending future calls.
  • Laurie will check with Lois once she arrives.
  • UCF is hiring a new metadata librarian.
  • FIU has hired a new digital archivist.
  • UNF has just hired someone new.
  • UWF is beginning a search for a digital archivist position in Archives and West Florida History Center.

ETD subgroup and FLETDA http://fletda.org/

  • The ETD working group will investigate ETD description among SUS institutions, and make recommendations on how to facilitate standardization of ETD metadata, with the overall focus on improving ETD metadata sharing and aggregation. For example, in order to facilitate aggregation of ETD metadata in MANGO, the working group may make recommendations on standard values for fields in MARC, DC, ETD-MS or other appropriate metadata formats. Similarly, the working group may recommend ETD metadata guidelines which could improve the creation and dissemination of ETD metadata for inclusion in the NDLTD.
  • Discussion:
    • FLETDA may not be inclusive for catalogers and metadata folks.
    • Is the goal to have a larger group or a smaller group? Would a smaller group be more useful?
    • If the goal is a statewide standard for ETDs, it might be easier to achieve internally and then pass along to FLETDA for a second stage.
    • Metadata from ProQuest is being loaded into the USF catalog; is that how others are doing it? Somewhat similar for others, and Catalogers are very involved and will remain involved. Because so many ways of doing things (from Grad Schools, ProQuest, Digital Commons, etc) need to make sure that things are equivalently represented in the catalog.
    • Could this be a first step with ETD metadata overall for an ETD tab?
    • Bobby, Jamie or someone from Cataloging, Vicki, Lee, Barbara or the IR person, Dean DeBolt, Plato, Gerald Langford from UF, and someone from Cataloging from FAU would like to be a member of the ETD working group. People from the Metadata Subcommittee.

Nomination and election process for Vice Chair for 2012

  • New Chair and Vice Chair are listed as an action item in the DISC Quarterly Report.
  • People will send nominations to the list (self and other). Many names suggested as possible.

Implementation plan

  • Technical concerns and policies.
  • Exploring not porting system from Windows to Linux; need approval and discussion with CSUL ongoing on next steps. Short term plan is moving forward with the reference system of SobekCM on FCLA machines, which supports moving forward and is short-term work and will go on to support all future developments/changes.

General Discussion

  • Florida Scholarly Communications Interest Group (FL-SCIG)

Agenda

  • Welcome to new members
  • ETD working group. Should be included as action item in report to CSUL, but does not need approval for creation. Brian from Metadata Subcommittee will be attending to discuss further to take the concept to the Metadata Subcommittee (call at 2pm)
  • Update on the Digital Public Library of America
  • Discussion based on policies/procedures/documentation for FDA
  • Quarterly report due 11/21

 

November 9, 2011 Minutes

Attending: Vicki Stanton, UNF, Brian Falato, USF, Barbara Lewis, USF, Bobby Parker, UF, Caitlin Nelson, FCLA, Derek Merleaux, Wolfsonian-FIU, Dina Benson, UF / Dean Debolt, UWF, Emily Gore, FSU, Hilary Robbeloth, UNF, Jamie, FIU, Joanne, FAU, Lee Dotson, UCF, Margarita, FIU, Plato Smith, FSU / Astrid Terman, FCLA, Laurie Taylor, UF,

Welcome to new members:

  • Emily Gore (FSU), Hilary (UNF), and Margarita (FIU)

ETD working group.

  • Should be included as action item in report to CSUL, but does not need approval for creation. Brian from Metadata Subcommittee will be attending to discuss further to take the concept to the Metadata Subcommittee (call at 2pm)
  • Draft Charge: The ETD working group will investigate ETD description among SUS institutions, and make recommendations on how to facilitate standardization of ETD metadata, with the overall focus on improving ETD metadata sharing and aggregation. For example, in order to facilitate aggregation of ETD metadata in MANGO, the working group may make recommendations on standard values for fields in MARC, DC, ETD-MS or other appropriate metadata formats. Similarly, the working group may recommend ETD metadata guidelines which could improve the creation and dissemination of ETD metadata for inclusion in the NDLTD.
  • First preliminary meeting of the group will decide who is the chair (needs to be someone from the SULs). Caitlin will send out the meeting announcement for the first meeting to DISC and Brian (to go to the Metadata Subcommitte) and will set up the Elluminate session for 12/7 at 1pm. The chair of the working group will be selected during the first call and other concerns will be worked out at the first pre-meeting.

Update on the Digital Public Library of America by Emily Gore

Discussion based on policies/procedures/documentation for FDA

  • Will add links to existing policies and procedures to the wiki before the next call. http://swiki.fcla.edu:8000/DISC/91
  • Vice Chair:
    • If no one else is able to serve, Lee is willing to do so.

Quarterly report due 11/21

Agenda

  • New indexes in DigiTool PALMM
  • Update from call for planning ETD Working Group
  • Discussion of policy and procedure documents to support common digital library system
  • Call for DISC input on Sobek planning issues
    • What metadata formats must be supported? We know MARC, Dublin Core and MODS. VRA Core?
    • In Digitool, tasks to do during an ingest (e.g. make a JP2 from a TIFF, create a thumbnail, etc.) are set ingest-by-ingest. In Sobek, these settings are system-wide defaults. Does it matter to you to have load-by-load control or are constant system defaults ok?
    • For items that will have MARC cataloging, will your catalogers want to make the records directly in Sobek via the MODS template, or will they want to make them in Aleph?
    • For those schools that have content in both UFDC and PALMM (DigiTool), which version do you want migrated?
    • Do you have content that works in DigiTool or some (other system) now that you want tested in Sobek? Let us know.

 

January 11, 2012 Minutes

Attending: Vicki Stanton, UNF, Barbara Lewis, USF, Astrid Terman, FCLA, Lois Widmer, UF, Bobby Parker, UF, Caitlin Nelson, FCLA, Derek Merleaux, Wolfsonian-FIU, Lee Dotson, UCF, Plato Smith, FSU, Mark Sullivan, UF, Priscilla Caplan, FCLA, Jamie, FIU, Joanne, FAU, Dean Debolt, UWF

Housekeeping

  • Lois Widmer is the new DISC rep for UF.

New indexes in DigiTool PALMM

  • Astrid brought forth a request from New College to have new fields added to DigiTool indexes/advanced search for ETDs. The new fields are being tested in DigiTool test at http://digitoolt.fcla.edu. Go to advanced search and they are at the bottom of the drop down menu. The fields are Theses Concentration and Theses Division. DigiTool does not allow specific fields per admin unit so this would a be a system wide change. It was agreed that we will go ahead and implement the indexes as requested and that the ETD working group will look at this issue further.

Update from call for planning ETD Working Group

  • Lee gave a brief update on the working group. The group will meet the 1st Monday of the month at 1:00 via Elluminate. Lee and Caitlin will co-facilitate. The minutes were sent to DISC. A wiki and email list is being set up. You are welcome to join the working group or just lurk on the wiki or email list - contact Lee or Caitlin for more info.

Discussion of policy and procedure documents to support common digital library system

  • Barb suggested creating a working group to look into this. Volunteers for working group are: Derek (Wolfsonian), Barb (USF), Jamie (FIU), Priscilla (FCLA), Joanne (FAU), and Dean (UWF). Barb will call the first meeting. She will be sending out a Doodle poll for scheduling a time to meet after the holidays.

Call for DISC input on Sobek planning issues

  • What metadata formats must be supported? We know MARC, Dublin Core and MODS. VRA Core?
    • DC and MODS will be the majority. UF requested DarwinCore. Caitlin will contact Ringling to discuss their needs.
  • In Digitool, tasks to do during an ingest (e.g. make a JP2 from a TIFF, create a thumbnail, etc.) are set ingest-by-ingest. In Sobek, these settings are system-wide defaults. Does it matter to you to have load-by-load control or are constant system defaults ok?
    • These would be system wide for all institutions. There was a request to see a list of the system defaults. Mark will send an email with the system defaults for load (ingest) assumptions. This will be discussed further via email
  • For items that will have MARC cataloging, will your catalogers want to make the records directly in Sobek via the MODS template, or will they want to make them in Aleph?
    • Currently no one needs a Z39.50 connection to pull records from a catalog - but several commented that it would be a nice thing to have in the future. This will go on an enhancements list. Most are using OCLC Connexion or creating original DC records without MARC.
  • For those schools that have content in both UFDC and PALMM (DigiTool), which version do you want migrated?
    • FCLA will contact FIU, UNF, FAMU, Wolfsonian, SWFLN, and FGCU directly to discuss their materials.
  • Do you have content that works in DigiTool or some (other system) now that you want tested in Sobek? Let us know.
    • If you want to have materials tested in Sobek... If they are currently in DT, point to them and FCLA can pull them. If not in DT, contact Priscilla about sending samples. UWF is putting digital materials in Archon - FCLA will want to test those materials. IR materials are also candidates for testing.
  • Lee mentioned to keep in mind how you would answer the above questions for a non-Sobek platform. Shared information about the Digital Platform Working Group such as the timeline and charge.
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Agendas & Minutes for 2010

January 13, 2010 Minutes

Attendance: Lee Dotson (UCF), Selma J. (UCF), Joel L. (UCF), Laurie Taylor (UF), Bobby Parker (UF), Priscilla Caplan (FCLA), Caitlin Nelson (FCLA), Vicky Stanton (UNF), Astrid Terman (FCLA), Ray Uzwyshyn (UWF), Eileen Brady (UNF), Anjana Bhatt (FGCU), Salwa Patel (FAU), Plato Smith (FSU), Jack Tyndall (FSU)

Lee - Not all ETD are managed the same; varied organization, hierarchy, services, vendor relations; ProQuest administrator environmental scan; ETD survey was developed as baseline information gathering across institution; studying statewide repositories and preservation standards particularly those institutions not submitting to ProQuest; need more information prior to ProQuest ETD administrator consideration; paperwork concerns; policies; financial issues.

Salwa – Q # 3 – 5 FL institutions do not require ProQuest ETD submission according to survey responses; previously under impression all FL institutions required ProQuest ETD submission; discussed opinions of moving away from Proquest required ETD submission; not using ETD administrator; planned for Fall 2010; the graduate college leaning towards as some departments require print copies; official university copies will be electronic whereas the graduate college does not want to manage print copies; developing workflows for graduate college and various departments; paperwork/financial workflows issues need to be clearly defined.

Ray – Do not submit to ProQuest; has not; peer institution do not require ProQuest; MIT does not require ProQuest submission; vendor services are not required, voluntary services; archived at FCLA not ProQuest.

P – Q # 6 on archiving; everyone said both ProQuest and FDA; ETD survey response 6 for ProQuest and 6 for FDA; someone must archive ProQuest and not FDA; good question – FSU; Lydia will contact FSU; FAMU do not have an ETD program but are interested in starting one; Dean contacted and major stakeholders involved were involved in ProQuest ETD administrator consideration; P (FCLA) discussed various options and hybrid to FAMU graduate school for ETD program development consideration; requested an ETD fact sheet from all FL universities with ETD programs discussing experiences with various ETD programs as respective FL institutions.

Jack Tyndall (FSU) – Considered looking into ProQuest ETD administrator site but will not purchase due to local hosting and Proquest print capabilities; leaning towards not using administrator; developing workflows (pending).

Vicky – strongly endorses ETD program position document as initiated on call by P (FCLA) for FAMU consideration; reduce redundancy and wheel reinvention.

Anjana – Need to talk to Becky; no known rules/regulations for ETD; need further discussion

February 12, 2010 Minutes

Attendance: Laurie Taylor (UF), DeanBolt (UWF), Lee Dotson (UCF), George (UF), Salwa Patel (FAU), Ray Uzwyshyn (UWF), Eileen Brady (UNF), Astrid Terman (FCLA), Plato Smith (FSU)

Dean DeBolt – Special Collections conference call is in favor of Digital Open Stacks Proposal; smaller university receiving digitization requests, keeping digital images (orphans) which are collection agnostic, catalog interests need collection home (i.e. civil war letters) w/o full-fledge project to scan/funding/staffing limited, thought Open Stacks could allow collection home with independent collection evolvement in future (100 anniversary); more Spec Coll demand in 5 yrs; born digital items (genealogy) copies to possibly add to Open Stack; like the idea; how-to-process concerns, Spec Coll turnover may require refresher digitization courses; intermittent training; Open Stacks more of an e-book category (multiple category assignment is an option); printed book 700 pages genealogy problem with i.e. p 298-300 listed Florida family Pensacola should be in Open Stacks and not Florida Heritage; may have to go back/review and reassign some collections categories in PALMM; pretty welcome to the proposal; Spec Coll audio/digital/oral history/digital music/photographs /digital copies of slides/various digital formats do not need to be broken out and can be identified in descriptions; access to digital content is paramount; if no question/or concerns then Open Stacks proposal will be sent to FCLA by end of week/next week; submit/include possible collection titles to Lee/SUS list for addition to proposal; Spec Coll excited about no longer wondering about digital file placement; proposal facilitator is Lee may difficult for us scattered folks to coordinate open stack; 10 yrs ago had a sandbox region to view/review scanned/digital content; buffered duplication of records (provisional records); unique submission; copyright & issues are not problems; archival records of provenance procured;

Lee – orphan digital objects in Open Stacks which are subject specific can eventually form their own collections in the future contingent on developing critical mass of like digital content; deadline is 2/19/2010 to allow Special Collections and Salwa to response to call for collection titles addition; ILL loan dept has been sending SC request via digitization services for ILL request; public domain digital copy could go into Open Stacks; revised and send to FCLA; any civil war materials talk to Laurie.

An example of born digital genealogy example question: If monograph from FL family go in Florida heritage vs Open Stacks? Dean answered yes and collection can be coded into two separate collections (i.e. Open Stacks and other categorical subject heading); different format (musicians) recording consideration?;

Laurie – Civil War letters UFDC includes FL CW collections, as Lee finds out content/collection list, coordinated more easily from Open Stack to reduce duplication of content/collection separate for Open Stacks; do not want members scanning content and residing on PCs which are not available in Open Stack; will contact general council cease and desist for repurpose UF ETD PDFs from openthesis.org

Lee - Theses and dissertations – opinions posted ETD ProQuest admin; interested in others; UCF considering but not sure; openthesis.org call yesterday; openthesis has been OAI harvesting from many places metadata/PDF and repurposing (i.e. UF, Laurie was not aware), working on take down ETD PDFs, put in a link which is legal, students contact why their ETDs are available, visit, got hammered on call, Priscilla sent a note on aggregating all ETDs via catalog/search page/page in Mango possibly is doable with everyone putting in a sub-library code in the field 852b (can everybody do this or is there a better way?), Do you want to include paper as well electronic?, UF page, UCF catalog not a super consistent field, will need more time to coordinate and implement, has others taken a look at their records, cataloging agreed to UF consistency ETD page.

Priscilla sent email involving Ex Libris DigiTool enhancement request (sent to list for response/feedback).

Salwa – requested early next week for proposal additional title submission consideration (Lee agreed); been trying to contact David Mendez (will resign position); unable to contact a ProQuest personnel and get more information; off-hand and unable to get more information on ProQuest admin; red flags before purchase/use; impressed with UF pages, very explicit, good example, do not have a consistent field but are interested in recommendation for ETD records field consistency

Plato – FSU still under consideration for Proquest admin (FSU Libraries and The Graduate School talks in future); high turnover in staff in ability to contact ProQuest staff; others agree

Astrid – can set up an Open Stack collection and test.

Agenda

  • Discuss the DigiTool enhancements/errors list (Ballot.doc)
  • Update on the DigiTool migration schedule (http://spreadsheets.google.com/pub?key=pIJiKFWVqTmjqNXQy_nHsdA – most recent updates: FHQ complete and FEOL targeted for 3/10)
  • FSU's upgrade process discussions to statewide standards
  • Digital Open Stacks PALMM collection approved. Next steps to get collection in DigiTool test and prod.
  • FLA attendees – who’s attending, possibly meeting?
  • Discuss any shared or interesting individual projects in process
  • Possible other topics

 

March 10, 2010 Minutes

No Minutes Available

Agenda

  • Update on the DigiTool migration schedule (http://spreadsheets.google.com/pub?key=pIJiKFWVqTmjqNXQy_nHsdA). FEOL targeted for 3/17/10, fall back date 3/25/10. FHP queued after FEOL, estimated time required for FHP, 2 months for complete migration.
  • Upgrade process for equipment and software - shared standards, information on work in process
  • Discussion of how to share information SUL-wide on items in process of being digitized
  • PALMM vs. non-PALMM discussion (i.e. DigiTool/DLXS systems, PALMM branding and/or admin unit, technical support)
  • FSU's upgrade process discussions to statewide standards (i.e. equipment upgrade, retrospective ETD work flow, UF METS creation tool, development of a FDA/MetaArchive digital preservation strategy)
  • Miscellaneous: conferences, presentations, publications, training, etc. (open)

 

April 14, 2010 Minutes

Attendance: Plato Smith, FSU, Priscilla Caplan, FCLA, Astrid Terman, FCLA, Ray U, UWF, Laurie Taylor, UF, Lee Dotson, UCF, Vicki, FAU, Eileen Brady, UNF, Jamie Rogers and Brian Cooper, FIU, Anjana Bhatt, FGCU

Update on the DigiTool migration schedule (http://spreadsheets.google.com/pub?key=pIJiKFWVqTmjqNXQy_nHsdA).

  • Last call:
    • FEOL targeted for 3/17/10, fall back date 3/25/10.
    • FHP queued after FEOL, estimated time required for FHP, 2 months for complete migration.
  • FEOL:
    • done except PURLs not yet updated
    • 300 problems for FEOL that could not be migrated
    • Putting problems aside and working on FHP
  • FHP estimated 5/25/10

Upgrade process for equipment and software - shared standards, information on work in process

  • FSU is in the process of upgrading their large format scanner and lighting, spoke to vendor today on price quote
  • Microfilm scanner: National Library of Australia has the best working example
  • Suggestion to add equipment specifications and recommendations to the wiki (added, linked from Wiki main page)
  • UF equipment listed here: http://www.uflib.ufl.edu/digital/technologies/technologies.htm
  • FAU has large scanner, but have difficulty with lighting
  • Lighting for copibooks: UF uses black 40x60 foamboard and Work Lights, Fluorescent from http://www.naturallighting.com/web/shop.php?crn=568
  • Solutions for students dropping by and wanting to use equipment: Refer to another lab, if possible

Discussion of how to share information SUL-wide on items in process of being digitized

  • Replacement for LTQF
  • Priscilla will have speaker attend next call
  • UF hoping to use Endeca feed of items in process for UFDC, but it will be a long process with internal and then external approvals

PALMM vs. non-PALMM discussion (i.e. DigiTool/DLXS systems, PALMM branding and/or admin unit, technical support)

  • Should my collection by PALMM or non-PALMM: http://swiki.fcla.edu:8000/cagerrev/48
  • Priscilla has a write up of all of the collections on the PALMM page (http://palmm.fcla.edu/), with notes of where each is hosted.
  • PALMM is more like an umbrella as a series statement, not an owner.
  • PALMM participants page does not list SULs (http://fclaweb.fcla.edu/node/646/), but Priscilla will correct.
  • PALMM is an aggregator of separate institutions. Simply a portal to the collections from the SULs.
  • Questions:
    • Can a collection be a PALMM collection if not in DigiTool? yes
    • Maybe MANGO is the best place to search all PALMM items
    • What is the definition of a PALMM collection? All stored together? Harvested together? Brought together in MANGO?
    • What are the costs of PALMM?
    • PALMM listed on MANGO main page, but no other digital collections: http://union.catalog.fcla.edu/ux.jsp
  • What is the approval process for a new PALMM collection?
    • Digital Open Stacks had to be forwarded to TAG, then CSUL, also informally consulted the Special Collections subcommittee.
    • Should they or other subcommittees (Metadata, etc.) be contacted when a new collection is proposed? Do the other subcommittees have voting privileges or just input (support/not support)? Should we ask CSUL what the process is or suggest a process ourselves?
  • DISC members will send comments on the CAGER PALMM page to the group.

Retrospective ETD workflow

Miscellaneous: conferences, presentations, publications, training, etc. (open)

  • Lee helped with a Library of Congress Teaching with Primary Sources Workshop. The first one has been done, and the next one is in the beginning of June. In the last one, Lee highlighted the Florida collections. Email Lee to recommend that she highlight anything specific in the next one.
  • Interest in an ACRL panel on dLOC or other collaborative projects? http://www.ala.org/ala/mgrps/divs/acrl/events/national/2011/program/index.cfm
  • Priscilla had a question just come in about which SUS institutions are using NSDL. DISC members unsure, but NSDL may have statistics on users.
  • Priscilla has a few publications coming out on DAITTS and TIPIR, due out this spring.

Agenda

  • Welcome USF (Barbara Lewis) to DISC membership; open discussion on non-CSUL (Univ of Miami) membership consideration and impact factors on DISC charge and quarterly report for CSUL
  • PALMM vs. non-PALMM discussion continued from last month(i.e. DigiTool/DLXS systems, PALMM branding and/or admin unit, technical support)
  • "Metadata and Access Guidelines for Digital Collections for the State University Libraries of Florida" document update(located on the CAGER Revision swiki at http://swiki.fcla.edu:8000/cagerrev/17)
  • Collection contributors blurbs
  • METS/XML export feature interface to FCLA's ETD hosting service and/or the Florida Digital Archive
  • SUS-wide digitization decisions (planned, in process, etc.)
  • Institution projects, collections updates, future plans (tabled for next month)
  • Quarterly report for CSUL due next month - open discussion for content inclusion, recommendations, and action items
  • News

 

May 19, 2010 Minutes

Attendance: FAU: Salwa, FCLA: Kaitlin; Priscilla Caplan; Astrid; Jean, FIU: Jamie Rogers, UCF: Lee Dotson, UF: Laurie Taylor, UNF: Eileen Brady, UWF: Ray U., USF: Barbara Lewis

Welcome USF (Barbara Lewis) to DISC membership

Open discussion on non-CSUL (Univ of Miami) membership consideration and impact factors on DISC charge

  • Lee (UCF) has worked with folks at UM, and it would be great to work with them for collaboration
  • Priscilla (FCLA), we would need to write up the procedures to clarify on voting
  • Ray (UWF) is fine with it as long as we can ensure equity for UM and other private institutions; great to have a statewide group with everybody working together
  • Plato (FSU), this is an open discussion, but he'll write up something and send to the list to get feedback from CSUL at the June meeting

Discussing the CAGER group's work

  • CAGER is putting together a report on what they've done, including going through their guidelines and marking each as draft, proposed, or approved.
  • "Metadata and Access Guidelines for Digital Collections for the State University Libraries of Florida" document update(located on the CAGER Revision swiki at http://swiki.fcla.edu:8000/cagerrev/17)

PALMM vs. non-PALMM discussion continued from last month(i.e. DigiTool/DLXS systems, PALMM branding and/or admin unit, technical support); MANGO is the aggregator for digital collections, so what makes it PALMM - old guidelines don't apply anymore

  • PALMM collections defined by having PALMM branding
  • Should MANGO be the new PALMM?
  • What does it do for the SULs to say a collection is a PALMM collection? Collaboration.
  • FCLA hosts two statewide collections that are recognized by the State Library and Archives of Florida, Archives Florida and Florida Voices, and UF hosts the third of this category, the Florida Digital Newspaper Library
  • PALMM is collaborative with SULs, items hosted at FCLA and elsewhere, and aggregated in MANGO
  • Collection contributors blurbs

METS/XML export feature interface to FCLA's ETD hosting service and/or the Florida Digital Archive, explanation of Rutgers' RUcore for ETDs

SUS-wide digitization decisions (planned, in process, etc.)

  • Use of a Drupal form for items in process
  • Other tools, including Archon that might be available out of the box

Quarterly report for CSUL due next month

  • Open discussion for content inclusion, recommendations, and action items
  • Any other major items, please send to the list

News

  • Folks going to ALA that could meet there: Barbara Lewis, Lee Dotson, and Laurie Taylor, and others?
  • Tabling institutional projects, collections updates, future plans in the interest of time

Agenda

  • CSUL TAG DISC action item update(pending responses from CSUL & TAG chair)
  • New statement on PALMM/non-PALMM discussion (draft) http://swiki.fcla.edu:8000/cagerrev/48
  • Aggregation and collection definition clarification across SUL institution discussion
  • CAGER Revision Group proposed Dublin Core element descriptions discussion
  • UF METS Viewer/Editor (6/14 FDA Affiliates meeting demo)
  • SUS-wide digitization decisions (planned, in process, etc.)
  • Institution projects, collections updates, future plans
  • News

 

June 16, 2010 Minutes

Attendance: FAU: Salwa Ismail, FCLA: Caitlyn Nelson, Astrid Terman, Priscilla Caplan, FSU: Plato Smith, UCF: Lee Dotson, USF: Barbara Lewis, UF: Laurie Taylor, Mark Sullivan, UWF: Ray U

CSUL TAG DISC action item update (pending responses from CSUL & TAG chair)

  • Priscilla gave an informal report on the CSUL meeting. From what she heard, UM can attend calls as a guest, but not a guest member. Per what she heard, the CSUL Deans also want to know about sharing and impact with UM and others, so there will be questions for DISC. There may be discrepancies with the official notice from CSUL since this is being informally reported.

New statement on PALMM/non-PALMM discussion (draft) http://swiki.fcla.edu:8000/cagerrev/48

  • Priscilla hasn't made any changes on the draft thus far, but there was on-list and off-list discussion.

Aggregation and collection definition clarification across SUL institution discussion

  • Priscilla will add sentences to clarify on the distinction between aggregation and collection.

CAGER Revision Group proposed Dublin Core element descriptions discussion

  • Lee sent the proposed updates from CAGER to Plato, and the draft will be sent out more widely for feedback.

UF METS Viewer/Editor (6/14 FDA Affiliates meeting demo)

SUS-wide digitization decisions (planned, in process, etc.)

  • Ray heard about a transition from DigiTool to Fedora; USF moved from DigiTool to Fedora; UF is moving to Fedora; FCLA hadn't discussed it before, but they might
  • Ray heard about DISC changing their role to environmental scans of software; Priscilla heard that as well, but this might go to TAG
  • Another mandate, not for DISC though, is to do an environmental scan and strategic view for libraries for the next several years
  • ASERL Civil War: UCF and UF are participating; ASERL announcement has been forwarded to the DISC list so that more folks can contribute; any non-ASERL members can check with John Burger to make sure their materials will have full attribution and credit in PR
  • ASERL Government Documents
  • Aerial Photography collection: new interface that doesn't use old arc-server so it's much easier
  • UCF is working to formalize the process of digital collection development, and looking for digital collection development policies for ideas; FSU, UF, and FAU have policies on their websites

Institution projects, collections updates, future plans

  • FSU is working on digitizing some of the Dirac materials, and yearbooks (e-yearbook)
  • UFDC now has facets
  • FAU beta tested the UMI/Proquest ETD tool and it didn't meet their needs, so they'll be continuing the same process that they have in place
  • FCLA is testing Rutgers' OpenETD
  • Discussion of possible interest in a group SUS ETD meeting for prospective and retrospective theses and dissertations; graduate schools are interested in having them tied in to PeopleSoft; FSU is using the Virginia Tech platform and the system has problems; adding ETD administration to the agenda for next month's call

News

Agenda

  • Updates from CSUL
    • guest participants (and welcoming Anthony Smith from UM as a DISC guest)
    • survey analysis (as part of this, collect information to assist OPAC review of digital collections tab - List current digital collections. Where/how hosted? Is it in MANGO on digital collections tab? If not, would you like to have the collection appear in MANGO on Digital Collections tab?)
  • Next meeting date confirmation (1st vs. 2nd Wednesday of the month)
  • METS Editor
  • CAGER Revision Group proposed Dublin Core element descriptions discussion
  • DigiTool items:
    • Should a) Creator/Contributor, b) Subject/Geographic subject, c) Series, d) other?? values be changed to be search links in Resource Discovery? (Early feedback is positive.)
    • Treatment of initial articles. Right now they are not skipped in title sort. DigiTool has a convention to put initial articles in double brackets – The so that they are skipped in filing but display without the brackets in RD. However, there are some issues with this to discuss before deciding whether to implement this convention.
    • link to catalog record for original source object is now in Production. Should it display with label "Source" or with label "Link to catalog record" (or similar)?
  • ETD administration discussion revisited (i.e. ProQuest admin GUI, etd-db, varied platforms; out of the box instance of OpenETD, http://openetdt.fcla.edu.)
  • SUS-wide digitization decisions (planned, in process, etc.)
  • Institution projects, collections updates, future plans (ie. ASERL Civil War, etc.)

 

July 14, 2010 Minutes

Attending: FAU: Salwa, FCLA: Lydia Moytka, Caitlin, Priscilla, Astrid, FGCU: Anjana, FIU: Jamie Rogers, NCF: Gail Novack, UF: Laurie Taylor; Mark Sullivan, UNF: Vicki Stanton (for Eileen), USF: Barbara, UWF: Ray, Guest, University of Miami: Anthony Smith

Updates from CSUL:

  • guest participants (and welcoming Anthony Smith from UM as a DISC guest)
  • Updates on projects that UM is working on
  • Discussion of intersections with other projects: purchasing ETDs from ProQuest and contracts; Primo Central and Summon;
  • survey analysis
  • Lee and Plato missed this call, and Priscilla did not have details, so Laurie will email Cathy at FGCU for more information.

Next meeting date confirmation (1st vs. 2nd Wednesday of the month)

  • Meetings should be the second Wednesday of the month

METS Editor released and available http://www.uflib.ufl.edu/ufdc/?m=hesoftware_mets

CAGER Revision Group proposed Dublin Core element descriptions discussion

  • Salwa will send more to DISC for review

DigiTool items:

  • Should a) Creator/Contributor, b) Subject/Geographic subject, c) Series, d) other?? values be changed to be search links in Resource Discovery? (Early feedback is positive.)
    • Salwa liked the linked terms. Priscilla explained that there was no impact (no financial cost to add these and no known impact to the database in terms of time for search results)
  • Treatment of initial articles. Right now they are not skipped in title sort. DigiTool has a convention to put initial articles in double brackets – The so that they are skipped in filing but display without the brackets in RD. However, there are some issues with this to discuss before deciding whether to implement this convention.
  • link to catalog record for original source object is now in Production. Should it display with label "Source" or with label "Link to catalog record" (or similar)?

ETD administration discussion revisited (i.e. ProQuest admin GUI, etd-db, varied platforms; out of the box instance of OpenETD, http://openetdt.fcla.edu.)

  • Different groups are looking into this

SUS-wide digitization decisions (planned, in process, etc.)

Institution projects, collections updates, future plans (ie. ASERL Civil War, etc.)

  • For next call, folks will send/post/be ready to share information on current and upcoming projects (reports are great, so is information on highlights, etc). We'll share these on the next call to discuss working towards a shared inventory of digital collections/projects

Future Agenda items:

  • Variations 3 and proposal for Variations 4
  • For next call, folks will send/post/be ready to share information on current and upcoming projects (reports are great, so is information on highlights, etc). We'll share these on the next call to discuss working towards a shared inventory of digital collections/projects
  • Updates from FCLA using the METS Tool?

Agenda

  • DISC survey analysis for CSUL
  • Discussion of current and upcoming projects; sharing these on the next call to discuss working towards a shared inventory of digital collections/projects
  • Feedback on METS Editor http://www.uflib.ufl.edu/ufdc/?m=hesoftware_mets
  • Variations 3/4
  • SUS-wide digitization decisions (planned, in process, etc.); Institution projects, collections updates, future plans (ie. ASERL Civil War, etc.)

 

August 11, 2010 Minutes

Attending: Lee Dotson (UCF), Salwa Patel (FAU), Gail Novak (New College), Priscilla Caplan (FCLA), Lydia Motyka (FCLA), Jamie Rogers (FIU), Laurie Taylor (UF), Mark Sullivan (UF), Ray Uzwyshyn (UWF), Astrid Terman (FCLA), Vicki Stanton (UNF), Eileen Brady (UNF)

 

DISC survey analysis for CSUL

  • Laurie mentioned Priscilla’s email regarding the extension on the analysis of the survey for CSUL. The analysis needs to be submitted prior to the CSUL December meeting. Discussion ensued regarding how best to go about reviewing the survey and executive summary to make the upcoming document more analytical. Need to survey the SUL landscape. What technology is out there for next steps?
  • It was decided that each institution will detail priorities with regards to technical, technologies, and thematic (such as ETDs) and that we will use the digital libraries requirements document as a basis for the analysis. We will update to include current needs and what we would like to see in the next platform. Also include side by side comparisons of potential products.
  • Action Item: Before September’s call everyone should read the digital libraries requirements document and bring suggestions for changes to the next meeting. Review your institutions priorities and prepare for next meeting. Post comparisons of products (or links to) to the wiki.

Discussion of current and upcoming projects; sharing these on the next call to discuss working towards a shared inventory of digital collections/projects UNF – Exploring ETD program with Graduate School.

  • FCLA – Has installed out of the box OpenETD software for testing.
  • FAU – Asked for status update of ASERL Civil War project. Working with FCLA on Recorded sound archives to be hosted using DigiTool. Some of the recordings will be restricted by IP due to copyright. Moving to away from print theses and dissertations unless required by program. Electronic version will be the item of record for the University. Working with Caitlin (FCLA) on implementing Open Journal management system for 2 professors’ journals. Launched Archon Live as their finding aids repository. Looking forward to actively using the METS editor for creating FDA packages.
  • UWF- Working on a $300,000 student technology fee grant funded project that will combine a literacy center, multimedia studio, and media conversion center. It will be available for faculty and student use as well as for digital initiatives. Presented information about “Skylab” at FSU. Presentation can be found on library.uwf.edu.
  • UCF – Continues to work on PRISM and dLOC. Recent Florida Historical Quarterly’s have been added bringing the collection up to date through 2007. Our copyright agreement requires a 3 year hold. This fall we will move to making ETD submission to ProQuest optional for the students. Testing METS Editor for UF/FDA.
  • FIU – Testing METS Editor for UF/FDA. Noticed that loading large objects (600 pages) seemed to freeze the editor. Based on this observation, Mark Sullivan is working on creating a box to show progress status.
  • UF – New METS Editor version should be released in the next couple of days.
  • FDA – Lydia mentioned that they are working on a process for filtering DigiTool uploaded files for ingest in FDA. If flagged for FDA, all masters and derivatives will be archived. Only the derivatives would be sent to resource discovery in DigiTool.
  • Lydia has a programmer working on a request to make archiving of OJS journals easier. Process will allow you to export a METS SIP out of OJS to your desktop and then send to FDA for archiving.
  • Many thanks to FCLA and UF for working together on METS Editor and FDA ingest procedures. GO MARK!!!

Feedback on METS Editor http://www.uflib.ufl.edu/ufdc/?m=hesoftware_mets Mentioned above in institution’s comments. See FIU, UF, UCF, FAU, FCLA.

Variations 3/ 4 http://www.dlib.indiana.edu/projects/variations3/

  • Music software developed by IU the UM is beta testing. Salwa did not have time to follow up with Anthony (UM) and asked if anyone else had. Will follow up when time permits.

SUS-wide digitization decisions (planned, in process, etc.); Institution projects, collections updates, future plans (ie. ASERL Civil War, etc.) If you have OJS request, contact Caitlin Nelson at FCLA.

  • It was requested that DISC get notifications when new journals are added to OJS at FCLA.
  • FCLA has been working on 2 new collections soon to go live – Ringling and the Wolfsonian Italian collection. Discussion ensued about procedures for adding collections to PALMM and communication to DISC.
  • Priscilla will begin sending out updates (monthly or quarterly) to share information directly with DISC.
  • Salwa asked if anyone had reviewed the CAGER guidelines under revision. Please read through and make comments. The working group needs your feedback before the guidelines are approved. Email Lee Dotson at ddotson@mail.ucf.edu with any comments.

Call adjourned at 2:05 pm

Agenda

  • TAG may attend this call for a discussion on the report due to CSUL
  • Discussion and vote on approval of CAGER Metadata Guidelines
  • Everyone will have re-read the existing draft of the digital library requirements document, and we will discuss suggestions for the document
    • We will develop the requirements document into an executive summary of needs and recommendations
  • Create timeline/components for completing analysis for CSUL
  • Discussion of collection codes for record feeds and display in statewide catalog (Mango)
  • Discussion of ETDs in light of new ProQuest rules

 

September 8, 2010 Minutes

Attending for TAG: Selma, UCF, Mark Stoffan, FSU, Michael C, UNF,

Attending for DISC: Plato Smith, FSU, Lee Dotson, UCF, Jamie Rogers, FIU, Chantal, FIU, Zhonghua Du, FIU, Laurie Taylor, UF, Caitlin Nelson, FCLA, Anjana, FGCU, Bobby Parker, UF, Mark Sullivan, UF, Barb Lewis, USF, Vicki Stanton, UNF, Lydia Motyka, FCLA, Eileen Brady, UNF, Ray Uzwyshyn , UWF, Gail Novak, NC

TAG attending this call for a discussion on the report due to CSUL in December

Discussion of feedback on digital library requirements document

  • For C. Metadata, possible to import metadata from csv and xls
  • For 6. Indexing - done at regular intervals on a daily (or confirmed, regular) basis
  • DISC plans to submit the draft CSUL report to TAG by the November DISC call

Discussion of ETDs in light of new ProQuest rules

  • Bobby hoping to send an email later this week to ProQuest, and will forward the email to the group and any responses.
  • Planned testing for using OpenETD for folks interested, and can then compare to ProQuest

Discussion and vote on approval of CAGER Metadata Guidelines

  • Looking for input, any questions or comments
  • DISC approves version with submitted revisions included
  • CAGER will send subsequent versions as they become available

Discussion of collection codes for record feeds and display in statewide catalog (Mango)

  • All collections listed in Endeca have to have codes assigned
  • Codes can be a maximum of 8 characters
  • Discussion of ways to merge/combine digital collections for presentation in Endeca
  • UNF's catalog shows the digital collection code with icon view: http://unf.catalog.fcla.edu/nf.jsp?ix=kw&st=&Submit=Find&S=0311283968071128&DLS=1
  • Need to agree on what codes we have, what codes we would and wouldn't want to merge, and rules for merges
  • Astrid and Priscilla will follow-up with the PALMM list of collection codes, which might be this list: http://allegro.fcla.edu/ProjectCodes.cfm
  • UF will send UF list of codes to list-serve
  • USF loading through Aleph, but the records don't yet show with the digital collection facet

Agenda

  • Discussion of report; draft due to TAG in November
  • Discuss requesting to modify DISC's charge to include a requirement that all PALMM collections be approved by DISC. If DISC decides to make this change, then the recommended revised charge would be submitted to CSUL for approval.
  • Discussion led by Bobby Parker on the ETD conference and statewide ETD associations
  • Discuss use of Elluminate for future conference calls.
  • Self Service DISC efforts will be toward interoperability with self-service technology so as to insure the library user of privacy when they use digital books and library services and Kuali OLE Cooperation and communication while building the Kuali OLE (Open Library Environment) enterprise system.
  • Expressing access constraints in a data repository of mixed openness
  • Discuss recent FSU announcements

 

Background:

CAGER has started to address (via email) DISC's suggestions for the guidelines. Laurie's suggestion regarding PALMM proposals brought up the bigger issue regarding the lack of a formal process for new collections in PALMM.

Recommended changing this:

  • "Proposals for new PALMM collections should be submitted to the Digital Initiatives Subcommittee for discussion. This alerts the other libraries who may want to contribute to the collection, or influence the scope."

To this:

  • "Proposals for new PALMM collections must be submitted to the Digital Initiatives Subcommittee (DISC) for discussion , and they must be approved by DISC before the new PALMM collection can be created. A PALMM collection must involve at least one state university. This alerts the other libraries who may want to contribute to the collection, or influence the scope." (The added sentence "A PALMM collection must involve at least one state university" is from the existing information page about PALMM: http://fclaweb.fcla.edu/node/646/)

Priscilla responded that she didn't believe it is within DISC's current scope. She went back through DSPC, DPPC and DDAC materials and none of our predecessors actually approved or disapproved collections, although PALMM had quite a long form to fill out to propose a new collection. If we want to make this change, we should recommend this at a DISC meeting, have CSUL approve it, and modify our charge to explicitly include this responsibility. "I agree that the process should be formalized and I believe we have discussed this in CAGER, but not sure but DISC. I recall the conversation a while back but can't remember the participants or the context. It may just be that we have addressed the issue internally but never asked CSUL to include it in our charge. The more clarification and documentation, the better."

 

October 13, 2010 Minutes

Attendees: FAMU: Shuchun Liang, FGCU: Anjana Bhatt, FCLA: Priscilla Caplan and Caitlin Nelson, FSU: Plato Smith, UF: Laurie Taylor, Mark Sullivan, and Bobby Parker, FAU: Salwa Patel, UCF: Lee Dotson and Selma Jaskowski, UNF: Eileen Brady and Vicki Stanton, FIU: Jamie Rogers, NC: Gail Novak, USF: (Barbara Lewis notified schedule conflict), UWF:, UM:

Today’s call focused significantly on discussion and feedback surrounding Priscilla’s following statement on decreasing diversity of systems within SULs and the DISC analysis working draft report (due to TAG in November). The recommendation on decreasing the diversity of systems within SULs was expressed as:

  • “UF, FCLA, USF run different DL systems, but USF has put theirs on top of Fedora and UF is moving fast in that direction. What if we all collaborated on a single SUS DL system on top of a Fedora foundation? It might be that separate instances are run at various institutions, and it might be that different instances were customized in different ways, but having the same basic code base would decrease diversity and improve interoperability, not to mention pool resources available in the SUS for the mutual benefit of all.”

Though several DISC institutions are in favor on one central, Fedora-based platform DL system, there was discussion for the need to conduct an analysis of the current DL systems landscape. The environment analysis of DL systems should include Fedora, DigiTool, ContentDM, UFDC, BePress Digital Commons, Omeka, Invenio, and all DL systems currently in use and/or proposed future use by SULs. Some concerns involved:

  • SULs institution to maintain separate stand-alone DL system(s) from consortia Fedora-based DL
  • Technical support for non-Fedora-based DL systems
  • Ability to harvest metadata and content (including EAD) from all systems including stand-alone DL systems such as ContentDM and Archon
  • Participation in a consortia Fedora-based DL is voluntary, not mandatory (i.e. DigiTool is currently available to all SULs but not all SULs use DigiTool)
  • Consortia DL system must be mobile device compliant (most DL utilize APIs, HTML, CSS to facilitate mobile device access); iPhones apps can be created to facilitate mobile device accessibility
  • Separate stand alone system will still be allowed but sharing same code base is recommended

The analysis of various DL systems will be completed by several SULs institutions by October 25 for incorporation into final DISC report for TAG for CSUL directors. Review DAMS/Meta-analysis documents posted to the wiki by Laurie.

The DISC analysis working draft report developed by Laurie with revisions made by Priscilla, Lee, and Salwa, and comments included by other DISC institutions was expressed by all on today’s call as a good working document. However, the introduction should include reference to CSUL charge. The draft will be revised to increase readability, conciseness, and sectional headings for New Services and Roles along with clarifying scholarly communication/open journal systems significance without overstatement to reduce the possibility of opposition for consideration.

Notes

  • Jamie: Priorities for digital library systems - have 1 implementation in Fedora
  • Priscilla: do we have consensus
  • Lee: we already have 1 system that everyone can use (DigiTool), and what about systems where others want to use other systems
  • PC: Having a single, forward-looking system that everyone can use and share a codebase would be a very nice thing
  • Consensus seems met.
  • Lee: Playing devil's advocate. Need to evaluate tools available.

Discussion on whether to include other system functionality directly (archon, EAD, other supports) or should those be supported in aggregation system. Consensus that the support should be via aggregation system.

Background on revising the charge

CAGER has started to address (via email) DISC's suggestions for the guidelines. Laurie's suggestion regarding PALMM proposals brought up the bigger issue regarding the lack of a formal process for new collections in PALMM.

Recommended changing this:

"Proposals for new PALMM collections should be submitted to the Digital Initiatives Subcommittee for discussion. This alerts the other libraries who may want to contribute to the collection, or influence the scope."

To this:

"Proposals for new PALMM collections must be submitted to the Digital Initiatives Subcommittee (DISC) for discussion , and they must be approved by DISC before the new PALMM collection can be created. A PALMM collection must involve at least one state university. This alerts the other libraries who may want to contribute to the collection, or influence the scope." (The added sentence "A PALMM collection must involve at least one state university" is from the existing information page about PALMM: http://fclaweb.fcla.edu/node/646/)

Priscilla responded that she didn't believe it is within DISC's current scope. She went back through DSPC, DPPC and DDAC materials and none of our predecessors actually approved or disapproved collections, although PALMM had quite a long form to fill out to propose a new collection. If we want to make this change, we should recommend this at a DISC meeting, have CSUL approve it, and modify our charge to explicitly include this responsibility. "I agree that the process should be formalized and I believe we have discussed this in CAGER, but not sure but DISC. I recall the conversation a while back but can't remember the participants or the context. It may just be that we have addressed the issue internally but never asked CSUL to include it in our charge. The more clarification and documentation, the better."

The following agenda items will be discussed on next month's call in November:

  • Discuss requesting to modify DISC's charge to include a requirement that all PALMM collections be approved by DISC. If DISC decides to make this change, then the recommended revised charge would be submitted to CSUL for approval.
  • Discussion led by Bobby Parker on the ETD conference and statewide ETD associations
  • Discuss use of Elluminate for future conference calls.
  • Self Service DISC efforts will be toward interoperability with self-service technology so as to insure the library user of privacy when they use digital books and library services and Kuali OLE Cooperation and communication while building the Kuali OLE (Open Library Environment) enterprise system.
  • Expressing access constraints in a data repository of mixed openness

Agenda

  • Discussion and finalization of report, due to TAG by November 10
  • Discussion/review of quarterly report, also due to TAG by November 10
  • Discuss requesting to modify DISC's charge to include a requirement that all PALMM collections be approved by DISC. If DISC decides to make this change, then the recommended revised charge would be submitted to CSUL for approval.
  • Discuss use of Elluminate for future conference calls.
  • Self Service DISC efforts will be toward interoperability with self-service technology so as to insure the library user of privacy when they use digital books and library services and Kuali OLE Cooperation and communication while building the Kuali OLE (Open Library Environment) enterprise system.
  • Expressing access constraints in a data repository of mixed openness

 

November 10, 2010 Minutes

Attending: FAMU: Shuchun Liang, FCLA: Priscilla Caplan, Caitlin Nelson, and Astrid Terman, UF: Laurie Taylor, Mark Sullivan, and Bobby Parker, FAU: Salwa Patel, UCF: Lee Dotson, UNF: Eileen Brady and Vicki Stanton, FIU: Jamie Rogers and Zhong-Hua

Discussion and finalization of report, due to TAG by November 10.

  • Report approved by unanimous vote, with changes discussed on call. Report submitted to TAG and copied to DISC for ease of communication.

Discussion/review of quarterly report, also due to TAG by November 10

  • Report will be sent to group and any changes will be sent by 12noon on Friday, and then quarterly report will be sent to TAG.

Bobbie Parker covered the statewide ETD conference, to be held in May in Orlando.

DISC is looking forward to CSUL feedback from the report.

  • Ideally, DISC will have solid follow-up action items and may request to meet if needed for future work. DISC will also look for shared meetings (CSUL, FLA, etc) to try and meet for DISC as well.

DISC wants to use Elluminate for future calls.

  • Lee will set up.

Confusing agenda items removed from agenda, but can be clarified and re-added if needed.

"Expressing access constraints in a data repository of mixed openness"

  • Discussed at length in terms of needs to explain to users how some items are accessible and others are limited. This is a particular issue for ETDs and will be an agenda item for the December call.
  • Minutes in detail:
    • UCF would personally would not use it if it does not support harvesting, but if someone doesn’t want their information harvested its one thing, but if we want our information harvested, I think our overall system should be able to support that. If there is a shared DL system, not mango, not discovery interface, but a content management system it should be able to harvest metadata from other systems. If we change 1a support a shared DL system that best meets these requirements and supports record harvesting from local systems. That would be great. Make it a separate point as #2 and move others down. Any shared DL system should support harvesting OAI/metadata harvesting. Interesting idea, I didn’t know we'd been talking about it. Interesting because all of our DL systems export their metadata into MANGO to make it more viewable, but that’s just in MANGO, But not in Google or anything else. Maybe we should say that explicitly. The shared DL system should support all the additional functionality which includes searchable by Google, export import, once things are in the DL system, all the records have to be supported the same way that meets this requirement. If we say that the system can ingest, then all it ingests should be fully supported by it too. It’s a great idea
    • It’s a great idea that people would now want to use fedora or a single system and build upon that, but it would be short sighted that that’s always going to be the case and that to say somebody is not going to do that, so how do we pull that in?
    • Maybe we shouldd tack onto A and “…as itemized in” and then reference the requirements document as it’s not a part of this. Is there a part about harvesting in the requirements document? Infact harvesting, is explicitly mentioned? Because we could say “that best meets the requirements document and that supports record harvesting from local systems.” That would cover almost everything. Unless, it’s already in the report. Checked and saw that it isn’t. Harvesting is more of a support question. Under the metadata portion, there is nothing about harvesting. Harvesting is more of an automated service. Good thing add it, as it’s always complicated by what you are harvesting from, so we would not have necessarily mentioned it in the requirements document. But it is something that DISC should require from a shared system. Again the only other is, do we have anything in either of these documents about Fedora or any discussion about that we might want to implement a similar system at multiple institutions build upon and share resources? Coz I know UF has SOBEK and but we don’t have anything about Fedora, but not sure if we want to commit to Fedora, although we have been talking about it. It might be premature to make the commitment in writing. And if we did that it might confuse the issue that instead of talking about the requirements, we end up talking about Fedora. Because Fedora meets some of the requirement, but which version, how it’s implemented etc. and focusing on the requirements is a good first step towards it. I think we could commit to looking at building using an open source system like Fedora, Lucene, Solr, something to that effect. But not focus only on Fedora. But we could say that we are looking at focusing on a similar product at multiple institutions that can be built upon for shared resources, and we don’t have to call it a name. It could go under recommendations, or under section 1 under core foundations. It could be implemented differently, but it’s the building upon and sharing that’s vital. So under #1, with a new “B” bullet – Continue discussions under a shared code base for the shared digital library system. Do we want to address Lee’s concern that its not the overall DL that we all might use, but it can harvest all records. So we don’t talk about one model and that all won’t have to comply with one model. All members were in agreement here.
    • On page 3 under new services, the first sentence “…shape “our” academic institution. Just a simple change. Changes were emailed to the group and everyone was in favor.
    • Next thing is the quarterly report due to tag. The draft is on the wiki page, with basic information regarding the report, the PALMM migration (around several hundred items remaining), DISC discussed ETD related support systems, especially the administrator tool from Proquest and new support from Proquest for ETDs –fee structure was lowered. CAGER update –the report is on the wiki. By Friday, members can submit changes for it.
    • Bobby started discussing local ETD group forming. There is going ot be an ETD conference in May, week of 16-20. Bobby volunteered to help with the conference. Presidents of statewide ETD conference from Ohio and Texas are leading it, and John Hagen from UWV has offered to help coordinate it. At ETD conference in Austin it was asked if anyone interested in starting a statewide group –Bobby expressed an interest and is looking to start a state-wide group to start it for Florida. The basis for ETD association an association that seeks to address important to ETD community, increase ETD knowledge of its members, provide information on how to increase productivity thru sharing of best practices, provide network and learning opportunities, advance ETD professional roles, establish standards and promote ETD open access. He has spoken with several people around the state who are interested and wanted to share with this group if there was a wider interest and have the first meeting at the ETD conference in May. Please share with people in your institution, other institutions, and anyone else who can participate from the state. Please contact Bobby via phone or email to pursue this further. What kind of participation is expected from the FL libraries? Maybe have a leadership board, have one meeting a year at a central or rotating location, start at the Orlando conference. As far as throughout the year, not sure exactly, but have a group to interact with. Maybe have membership to cover group expenses as a non-profit group. Any fees collected go to the annual conference. Bobby’s new to this, but looking at ways to explore and start something of this magnitude and any ideas, help is welcome. There is the NDLTD which is a national resource and then there is the SUS which is almost like a mini-statewide organization, because we share information and help each other, what would happen in the state niche that is not covered by the two others? What role would it fit? It could fit under the SUS as a state group, how about private universities that are starting ETD programs who don’t have a statewide group to look upto? Jumping into NDLTD is harder. Great idea…we should talk to our Graduate Colleges/Studies programs. There is so many components to ETDs –Graduate studies, campus IT, writing centers, libraries etc, that there is not one place where we all get together. The group could focus on that, to pull all those groups together. Especially the Graduate Schools, involve them. One of the good things that would come out of this group is that we have always talked about a statewide database of ETDs, full text searchable, and this would provide a fabulous forum to discuss something like that and not just SUS ETDs –truly statewide. Bobby will send something to the list and please share it with the other stakeholders. Ohio and Texas Association chairs would help us get it off the ground.

Upcoming events

  • Maureen Kelly is working on the OLE projects, planning on having a general meeting in Feb at UF. There might be meeting with state partners. Asked if DISC could be involved, but no one has heard anything. See if we can have an in person meeting while we piggy back on OLE meeting? Maybe piggy back on an upcoming SUS committee meeting? CPC is meeting next week, but that’s a short notice.
  • The groups in their action items ask CSUL if they can have face-to-face meeting. And CSUL normally says yes, but we need to have a reason to wanting it. So we are on a good timing, because if we are going to be hasing out a system and how we are going to be working on it, it might be a good time for a face-to-face meeting. So when should we request for a face-to-face meeting? Late spring (April –May). Let’s wait until we get their feedback and then ask in our next report. When if FLA? Usually in April.
  • Discuss use of Elluminate for conference call? How should we proceed from it? Most people had said yes, we had just not figured out the logistics. Take a vote to see if anyone is opposed to using Elluminate? Most people voted in favor of using it. Who is responsible for Elluminate? Each university has one designated person who can set up an Elluminate call. Lee volunteered to have Selma set it up for us. All we need is a good headphone (a headset with mic built in). It’s just a URL/web address, you login using that web address.
  • Two pieces to discuss “Self Service DISC efforts will be toward interoperability with self-service technology so as to insure the library user of privacy when they use digital books and library services and Kuali OLE Cooperation and communication while building the Kuali OLE (Open Library Environment) enterprise system.” Its from Plato so we can discuss it later.
  • Another one is “Expressing access constraints in a data repository of mixed openness.’ Like with the ETD collections, it’s a data repository of mixed openness. Because we have some that are restricted to on-campus use, others that only have abstract and others that are open to the world. Making a user understand these different restrictions can be difficult sometimes. If these items don’t go thru the normal process, and if we switch something in the backend they don’t get the normal disclaimer that its available for campus use only. FAU has similar mixed openness within the same record. Some of their complex objects have like 2-3 items within it, and some of the files are restricted use to campus use, but other links are not. And the Open Journal System has some issues that are restricted use and others that are not. It shows Access restricted when you try to restrict access. OJS can restrict at item level. It shows an icon with a lock, and when you click on it, it takes you to a page that asks you to login. We just don’t do it as there is no consensus on the verbiage. Maybe we should look into better wording for display at DigiTool and OJS level. Next call, please send Laurie the agenda items and we can discuss this last item too.

Agenda

 

December 8, 2010 Minutes

Attending: FAMU: Shuchun Liang, FAU: Salwa Patel and the new digital initiatives librarian, Joanne Paranduke, FCLA: Priscilla Caplan, Caitlin Nelson, and Astrid Terman, FGCU:, FIU: Jamie Rogers and Zhong-Hua, NCF: Gail Novak, UCF: Lee Dotson, might be able to join, UF: Laurie Taylor and Mark Sullivan, UNF: Eileen Brady and Vicki Stanton, UWF: Dean Debolt, USF: Barbara Lewis

Updates from report from CSUL meeting from Priscilla Caplan

  • TAG submitted a new charge for TAG.
  • DISC is going to be a committee in its own right. DISC must submit a new charge. Discussion also included whether DISC should be a subcommittee under CPC, but CPC didn't think that was best with so many other subgroups. CPC said the Special Collections folks should have a closer connection with DISC. DISC will be a committee for 1 year as a test, and then may become a permanent standing committee. A member of DISC will need to attend every CSUL meeting, as is the norm for other committees.
  • Second theme was working closer with faculty and Judy Russell was very interested in seeing more done, especially after materials are digitized. Other directors are very interested in this as well, and this had a lot of resonance with all of the directors.
  • The directors took a vote on the recommendations in the report and it was approved unanimously.
  • Discussion of how to best work with Special Collections and new faculty at each institution.

Expressing access constraints in a data repository of mixed openness.

  • Need to explain to users how some items are accessible and others are limited. This is a particular issue for ETDs. Elements include:
    • Types of restriction (IP range, others)
    • Types of indicators - notes, lock icon, etc
    • Types of notes (on catalog record, on message for log-in, on item screen, etc)
    • Needed for: ETDs, other restrictions
    • Examples: http://ufdc.ufl.edu/sobekcm/architecture/restrictions
  • Salwa reviewed this issue overall and then as it relates to FAU.

SUS-wide task force for open access: http://guides.uflib.ufl.edu/content.php?pid=126100&sid=1134515

Data management plans

  • Sharing documentation or resources
  • Example NSF data management plans already in use
  • Resources like: http://libraries.mit.edu/guides/subjects/data-management/
  • Oxford came out with a sample data management plan. CSUL mentioned this as part of the role for DISC moving forward. This will be on the agenda for the next few calls, and with how to interface with faculty.

Collection codes and consolidating collections:

We should look into being able to display only the collections that have holdings by an institution - institutional highlights - above the collection, on the digital collection tab in MANGO.

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Agendas & Minutes for 2009

January 2009 Minutes

Present: Lee Dotson, UCF, Laurie Taylor, UF (notetaker), Jorge Gonzalez, UF, Dean DeBolt, UWF, Priscilla, FCLA, Plato Smith, FSU, Jean, FAMU, Anjana, FGCU, Cathy Martyniak, UF, Naomi Young, UF, Gail Clement, FIU, Lu Ai, FCLA, Lydia Motyka, FDA, Eileen Brady, UNF, Mark Froehlich, FSU

Introduction/Opening Discussion

  • Lee is chairing the call because Salwa is away.
  • There are many people on this call. Priscilla noted that the number of lines is limited to 15 so if we have more than that on the call, FCLA can update the call to have more (20, etc).

CAGER Revision guidelines and wiki update

  • Naomi noted that the outline is on the secure wiki. Dublin Core section will be added, and the Cager swiki is http://swiki.fcla.edu:8000/cagerrev (Userid=cager; PW=revision). If anyone has ideas, please post to the DISC swiki or the Cager swiki.

DigiTool updates

  • Astrid is out sick, so Priscilla noted that new DigiTool collections were listed on the test page: http://digitoolt.fcla.edu:8881/ and there's a lot of extra on this page because this is the whole test system. Try to imagine the screen with only the bottom "collections by topic, by contributor.." because that's what's in test right now. They want to know if the institutions want this to go to into production or not. This will be added to the agenda for the February call, so please post questions before then or we'll discuss during the call.

FDA (Florida Digital Archives)

  • We had a lot of questions from the last call, and we have the FDA page on the DISC wiki to cover questions and we wanted to cover this time.
  • UCF is wondering if submitting to PALMM can cover submitting to FDA as well. Priscilla responded that the plan is that if you load something into DigiTool that you want in FDA, then the process will automatically move items to FDA. This is in test, and they'd like to have it done in March (first quarter) so the items just have to be coded right. To code it right, it's documented on the wiki and it isn't as clear as it should be so they'll do a new page with that information and schools can also have a special process set up. UF doesn't contribute to DigiTool through a terminal, they do it by sending batches and then they feed it into FDA and DigiTool and FCLA will work out a process like that with individual schools. The third idea is to have a SIP maker and UF has a good tool that FCLA is hoping to build on. UF does not have an ETA on when that tool can be updated for release because of other priorities.
  • Discussion of where FDA questions should be worked out and Lydia asked about the FDA questions on the DISC wiki–is it useful to just answer the questions there. Everyone agreed for one place and so Lydia will make sure that all DISC members have access to the FDA wiki and then they'll keep questions and they'll answer them on the FDA wiki.
  • The quarterly FDA calls are being set up and those will be for all FDA affiliates. Question on how much overlap between DISC and FCLA and there's a good deal, but USF is not represented on the DISC group and Lee is not the primary contact for UCF/ Lydia will check and see how many people are the affiliates and then we'll know how much overlap there is between FDA and DISC. Lydia will sit in on all future DISC calls so that FDA questions can be answered easily.
  • The first FDA call will focus on DAITSS 2.0. New documentation is now available on the FDA website, but there's more to be done with PDF 1.7 and the overall treatment of PDFs.

Any other updates or questions related to digital projects

  • UCF is working on an LSTA grant for Central Florida Memory. UF is going to get started on the historic Everglades project soon (March). No one other than FCLA is going for LSTA funding right now and FCLA is going for another project for Opening Archives with the existing Opening Archives steering committee.
  • Lee asked FCLA how the migration of all of the textual materials was coming. They loaded all of the Miami Metropolitan Collection to DigiTool and they are in the process of loading the Everglades Collection and they are working on converting YCB and children's literature and other collections. The list of collections in process is on the list on the DigiTool wiki: http://wiki.fcla.edu:8000/digitool. The conversion to Drupal will be coming and that will merge the wikis and the update the site, but that's still in process. They're hoping to have that done the end of this month.
  • DigiTool training two days in January and training later on at FSU.

Conference call for February Next month the call will be on Feb. 11, 2009 at 1pm. If you have any agenda items, please send them.

February 11, 2009 Minutes

Present: Salwa Ismail Patel (FAU), Lee Dotson (UCF) notetaker, Dean DeBolt (UWF), Eileen Brady (UNF), George Gonzalez (UF), Gail Clement (FIU), Mark Froehlich (FSU), Astrid Terman (FCLA), Jean Adams (FAMU), Shuschun Liang (FAMU), Naomi Young (UF), Priscilla Caplan (FCLA), Cathy Martyniak (UF), Lydia Motyka (FCLA), Anjana Bhatt (FGCU)

Due to technical difficulties with the conference call system, the call did not begin at 1:00 pm as planned. Members were present and the call began at 1:20 pm.

Chair/Vice-Chair election as DISC completes its one year

  • This is Salwa’s last call as Chair. She will be stepping down and Lee Dotson will move from Vice-Chair to Chair. Is anyone interested in serving as Vice-Chair for 2009? The person serving as Vice-Chair for 2009 becomes the Chair in 2010. Please consider nominating yourself or someone else (with their consent). This topic will be open for email discussion until the March phone call. The new Vice-Chair will be elected during the March call.
  • Action item: Consider nominations for Vice-Chair, discuss via email.

DigiTool listing of Collections.

  • Attention was directed to the DigiTool test page showing the mock up of the collections organized by type, media, topic, contributor, and all collections for purposes of browsability. Discussion ensued regarding how the browse feature works. The basic and advanced searches will still be available. Organizing the collections gives users some assistance through guided navigation. There was some concern that we are overcomplicating things for users. FCLA is seeking approval to move the collections organization into production. It was decided that the new collections by… arrangements will be moved into production so that we can get a real feel for how it looks and works. Feedback will be solicited and the change can always be reversed at a later date if necessary.
  • This discussion should not be confused with the drop down menu conversation. We still need to decide which collections and search bases should be present in the drop down menu. This issue led to a question about whether or not to include institutional DigiTools (FIU, FAU, FSU, FAMU) in the general PALMM search. If we allow institutional DigiTools to be searched as part of the general PALMM search, each of the 4 institutions would need to decide if they wanted to be included. If the pointers to individual search bases are retained in PALMM, the results would be displayed with the PALMM banner. Most agreed that this would be ok since the metadata provides information about the contributing institution. This matter bears further discussion.
  • Action item: FCLA move Collections by… into production. DISC review and comment. Continue conversation about institutional search bases being included in the general PALMM search.

Call adjourned at 2:04 pm

Next call. Wednesday, March 11, 2009 at 1:05 pm.

March 9, 2009 Minutes

Present: Priscilla Caplan (FCLA), Lydia Motyka (FCLA), Astrid Terman (FCLA), Lu Ai (FCLA), Mark Froelich (FSU), George Gonzalez (UFL), Gail Clement (FIU), Laurie Taylor (UF),  Dean Debolt (UWF), Salwa Patel (FAU), Cathy Martyniak (UF), Eileen Brady (UNF)

Introductions

  • The meeting started with Salwa nominating Plato for the position of the Vice-Chair. Gail seconded the nomination.

Agenda item #1 (ETD policies of SUS universities—as requested by UNF)

  • Dean suggested to more the ETD discussion item proposed by UNF to April’s call as no one from UNF was present at the call.

Agenda item #2 (Presentation of the Current PALMM Architecture –Priscilla Caplan)

  • Priscilla began the presentation of the PowerPoint that she had sent the listserv as an email attachment. The PowerPoint was a result from a training session at FSU where FCLA was asked to help understand the architecture behind PALMM.  FCLA welcomes comments and suggestions on this presentation and the architecture in general.
  • DigiTool is logically partitioned into separate ADM units or user interfaces. All these units have separate URLs as they are not related one-to-one. Any institution can purchase its own ADM unit for usage as its own IR for their institutional materials and PALMM can be used by any SUS library for materials that are topical and have general interest. Gail asked about the distinction in the IR and PALMM. Priscilla clarified that IRs should be for more institutionally related materials like ETDs, scholarly publications etc and PALMM should be for collections with a wider range of interest. Institutions can contribute to PALMM without purchasing an ADM unit. FCLA can give you a tool for that. Slide 3: Any library can catalog in DLU01 for local digital records in MARC. Slide 4: In addition to ALEPH OPAC, each institute has a MANGO catalog. MANGO is the name of the locally developed online catalog that non staff uses and MANGO has note materials than the ALEPH catalog. DLU01 has been populated with the old QF records. Cathy asked who is using it and how popular is it? Last time Astrid checked it had 25,000 records. It does not have the MAPS and photocollection.  UF does not use DLU01. UF gives a direct feed to MANGO. Laurie asked about branding at this point. Materials in PALMM can be displayed by collection name and also be pulled up by institution. Branding, currently, is at viewer level and Laurie suggested that it should be at the holding institute level too (this item was asked to be moved to April’s call). Priscilla continued to explain the architecture. DigiTool stores its own metadata. MARC can be imported into DT through various ways. DLU01 has access to authority files. If we implement repository sync then any change made in DLU01 will reflect in PALMM. Salwa asked if the change would only be reflected in PALMM or any ADM unit too.  Priscilla said it would be all ADM units, but there should be guidelines for it. Slide 8 was explained next. DigiTool stores its own metadata which is created as Dublin Core. The DC records can be copied into MANGO, except if institutions request them not to collection by collection. Institutions can choose to opt out. In PALMM by default all DC records go to MANGO. For an institutions own ADM, the institution has to opt in meaning request collection by collection for records to go in. Institutions can send an RT email to FCLA. In MANGO the format behind the display is MARC.
  • If records are suppressed in DigiTool, they won’t go to MANGO. CFM is currently not going into PALMM because it lives in CONTENTdm. However, FCLA can put the metadata for CFM into MANGO. It is recommended that MANGO should have everything. Currently MANGO has all sorts of things like CRL records etc. because MANGO is more of a universal face.
  •  DigiTool currently puts out service packs every 6 months, which are actively maintained.  All ex-libris products are supposed to move to a new platform-URM (Universal Resource Management) and they use Rosetta—Digital Preservation repository.  So the unified platform will be for both digital management and preservations, but you can have only one piece and don’t have to have both. The preservation repository is built on top of DT.
  • So based on this explanation of the architecture and other details we have two policy issues at hand:
    • 1) Do we want to encourage everyone to contribute to MANGO or do we want to let them go on as it?
    • 2) What is appropriate for ADMs and PALMMs?
  • There was a brief mention that currently only UF has a direct feed into PALMM but any school can have that too and Gail wanted to know more about the deposit function. Priscilla mentioned that currently that the deposit module is only in the IR part for those who use EPrints, it has not been tested much in DigiTool.

The call ended at 2:05pm.

April 11, 2009 Minutes

Present: Lee Dotson (UCF), Priscilla Caplan (FCLA), Lydia Motyka (FCLA), Astrid Terman (FCLA), Mark Froelich (FSU), George Gonzalez (UFL), Gail Clement (FIU), Laurie Taylor (UF), Dean Debolt (UWF), Salwa Patel (FAU), Anjana Bhatt (FGCU), Cathy Martyniak (UF), Eileen Brady (UNF), Plato Smith (FSU)

Introductions

  • The meeting started with an update regarding an upcoming FLA presentation by some of the DISC members related with digitizing retrospective ETDs. This presentation tied in with agenda topic #1 related to FAMU’s request about policies regarding digitizing retrospective theses and dissertations. Since no one from FAMU was in attendance, it was decided that a post be set up on the wiki where different members can post their policies regarding retrospective digitization. We also need to make sure that FAMU’s representative Shuchung Liang is on the DISC listserv.

Agenda topic #2

  • Laurie asked if we could click on items by contributor from DigiTool page. It shows their material, but can that page be customized? Astrid said that the individual items can be customized, but not the individual search page. Priscilla mentioned that they had not asked for something customized to page level yet.  Gail said that this could factor in sometimes based on the collections. It was repeated that the individual items do show up with branding, however the individual search page does not.  Priscilla mentioned that the items by contributor are not institutional pages, they are just browse pages. Institutional pages are the pages displayed when a library has its own ADM unit. PALMM is one ADM unit, so all the items get the PALMM banner, as far as getting the banner is concerned. Laurie asked if one can see everything that a particular unit contributed. It was answered that the files could be loaded into one and harvested in both place: PALMM and the ADM unit. Salwa asked that the items are the search page level did not have institutional branding in the old PALMM, so why is a concern now? Priscilla mentioned that branding had been an issue for discussion for a long time and Dean said it was to show to the real contributors that their institute was getting acknowledged. Priscilla also mentioned that the old group had gotten polarized where one group wanted institutional branding and one group wanted a state wide PALMM branding only.  Laurie asked for the ease of customization, if it was to be introduced.  Are there easy automatic options? It was mentioned that branding was one easy example of how DigiTool works and functions.  There was an example shown in FIU’s unit where the viewer still had an Exlibris logo.  This was a mistake and it would be fixed (good catch). Priscilla mentioned again that branding takes place at an item level and the “how” and ‘look” of it had been discussed in the DISC call a few months ago, where FCLA had shown us example and a ‘how-to” documentation is on the DigiTool wiki page.
  • Gail noted that the browse items by contributor could get confusing. Are we using contributor in the DC or MARC semantic? Browse with contributor does not work with the contributor semantic. Because the contributor could be UM or the local museum and if we need to look it up, we can’t.  Branding is not absolutely critical but the search by contributor is critically important.  It was mentioned that the contributor field is pulled in from Partition B. But contributor field in DC is not who is contributing the material or to the project semantically. In DC it is someone who has authorship. It used to be an added author. We don’t use DC contributor field for an institute who contributed the digital object, unless it’s corporate author.  So maybe where it states “browse by contributor” we should change that word.  (This item was referred to be covered during the next call).  It was suggested that it would be nice if we could show collections/items by other contributors and those institutes that we work with by say having multiple partition Bs.   Laurie asked again if it was possible to somehow that multiple institutes were responsible for the same item. Priscilla answered that while the UF model offers that elegance, currently DigiTool does not, however, if DigiTool could offer that functional part, it would be good incase of multiple branding.

Agenda Item 3

  • Mango Policies: The question is: What to add to Mango? Priscilla mentioned that if something is put in DLU01 and it goes from DLU01 to Mango, it not only goes to the specific institute’s Mango and the union Mango, but it goes into everyone’s Mango. It is the same thing for DigiTool. This has generally been the FCLA policy, however, FCLA would feel a lot more comfortable if DISC proposed a policy of what we would want to see go into Mango. For example: there is an icon for e-books, if you pull up an e-book purchased from John Wiley and pull it in Mango, it shows the e-book icon, but for our digitized books from PALMM, it shows no icon. Should an e-book from PALMM have the same icon? Do we want to have it in just one Mango or do we want to keep it in all Mangos? It was suggested that this issue be brought up with the TSPC, PSPC, CAGER and OPAC groups/committees. Priscilla agreed that the Metadata SC could speak on this matter but it is a more public services related question.  The OPAC group has shown little inclination to work with digital issues. Gail said that we could pass a resolution that says that we consider digitized items as e-books and are as important as other items that have been purchased. Currently the de-facto policy is ‘if a digital item is in any Mango, it’s in all Mangos.” DISC members felt that this policy is not under their purview, so it would be more prudent to recommend it to the OPAC group, or the TSPC or PSPC. An example of why it is important to institute this policy could be, do we want all the items in ContentDM to be in all our Mangos? Or like all the alumni pictures from UWF into our Mangos? Gail suggested that the institute should reserve the right to push all their stuff out into other Mangos, but other institutes also have the right to control what goes into their Mango and what does not.  Lee asked if anyone has so far questioned why do we have so many records in Mango? Priscilla said no, not yet, but there have been questions about why a certain item looks a certain way in Mango . There have been queries on the facets, like how the fields are showing up.  Gail recommended that perhaps PSPC or TSPC could recommend how we should go about this issue. A minimal standard of what we want in the Mango, like we may not want all the individual alumni photographs at item level if they don’t concern our user in our Mango. Priscilla said she would go back to Jean and explain to her what DISC mentioned.

Agenda Item 4  CAGER revision update:

  • The CAGER revision group has met twice over the phone and is going through each DC element. Gail has been filling in the spreadsheet matrix and adding DC elements and their related fields. The group has been looking at long and short term issues. The group is working on easy achievable deliverables and will move to the MARC part after this.  They are trying to understand MARC to DC to DigiTool mapping, and this helps understand migration and other things like how the fields are displayed in DigiTool. This would also help because as questions like those from England come up; it should be in our scope to explain these things.

Wrapping Up

  •  Lee asked the members to read the emails from UF about the ‘Lower cost replacement for PALMM and we could discuss that in our next call, as it directly affects our digital collections.

The call ended at 2:03pm.

June 10, 2009 Minutes

Participants: Cathy Martyniak (UF), Lee Dotson (UCF), Naomi Young (UF), George Froelich (UF), Mark (FSU), Anjana Bhatt (FGCU), Lu Ai (FCLA), Astrid Terman (FCLA), Priscilla Caplan (FCLA), Salwa Ismail (FAU)

Tentative Agenda:

  1. PALMM copyright guidelines - input needed?
  2. Continue reviewing document: additional comments, questions, and ideas
  3. Basis for the document - Why needed? Audience served? Our role as participants
  4. What is PALMM? - include information in document

The meeting started with Lee mentioning that since the group had a few members missing, items 2-3-4 could be tabled to the next call.

Item1:

  •  Lee asked if anyone else had any comments regarding the copyright page text that Priscilla had sent out for members to review in an email and it is posted on the DISC swiki too. Priscilla has received a few reviews about it, but if anyone wants to comment, please send the comments to Priscilla. The copyright statements can be found by clicking on the new redesigned FCLA page from www.fcla.edu , clicking on Digital Collections à PALMM àscroll to the bottom and click on participant’s page à PALMM guidelines and procedures à Copyright Guidelines.

Item 2-3-4 Tabled for next call

Lee asked for any other items that needed discussion.

Random Item 1 : Google book logos

  • Lee asked about the Google API. Currently, when an item is searched in MANGO, it displays a small logo of a Google book next to the item if one exists. Could we have something similar for our books in PALMM? Priscilla said that she would check with the MANGO OPAC group by sending out a separate email. Lee mentioned that the Special Collections Department at UCF would love to have that feature. Priscilla mentioned that there is no special cataloging that is needed for that display. It just happened automatically in MANGO.  For example, when searching UWF catalog, look for the title “Dance Marathon” and a small logo displays next to the records. Priscilla asked if there was a certain reason for searching for Dance Marathon and lee said no, it just showed up after one of her searches.
  • Lu mentioned that the icon shows up for things in DigiTool that have been exported in MANGO, but only for items that are in DigiTool that have Dublin core records. MARC or DLU01 in DigiTool wont be imported into MANGO with the logos.  FCLA will have to do some tests and find out.  What if the record is a hybrid of MARC and DC? Not sure. This happens because DC in DigiTool is directly exported out and loaded into MANGO. There is not enough information in MARC to associate with the thumbnail.  Lee said she was importing in MARC for some of UCFs records and then was adding DC to it because the records were not rich enough.  Lu asked if the MARC being imported was in DLU01, and Lee said no, it was in UCF’s Aleph Bib.  Lu said that the records would then NOT go into Endeca.

Random Item 2: Another alternative for LTQF?   

  • Salwa asked that in the past all the digitization candidates had LTQF records so that no institute could duplicate what another institute was already digitizing. Is there a similar mechanism now or some sort of a list from where we would know what others are digitizing so we don’t double dip? Lee said that this item was brought up in a past DISC meeting but no resolution was made.  It was suggested that institutions can put up lists of their items to be digitized on the swiki or communicate with each other really well. But no other ideas were proposed. Cathy asked if this was even important now. It was mentioned that it would be helpful if we were doing a mass digitization project or contributing to existing collections as a group or especially with digitization being planned from the stored facility. Naomi also mentioned that it is important to know who digitizing want because UF filmed/digitized 50 years of dance for a grant, only to realize it had already been digitized elsewhere. Naomi mentioned that there is a preservation decision field in MARC in OCLC. We could populate this field with the needed information and it would show up in the MARC view. But that is something that we would need to talk to FCLA about because it is not an official practice. In May some people from UCLA were talking about how this field could be used.  It could be a holding field and a holding record. So it could be put in an OCLC record or a local ALEPH record.
  •  Priscilla mentioned a caveat for this suggestion, while it is a great suggestion, many institutions (UCF, UWF) do not use MARC or DLU01. UF only puts a few items in DLU01. We used to use the 856 subfield z, but Naomi said that this field is not being used for a lot of other things and it is visible to the public. If institutes put records in DLU01 prior to digitization and there was a standard place to put this information it would be nice. In the old records, users were able to view this field in items for digitization. However, it was a big deal to take the code away when projects were abandoned.  Priscilla asked why wouldn’t there be the same problems if we put it in some other fields. It was mentioned that as things were not getting digitized, end users were searching for items that had records online but not the digital object itself and users did not understand what the process meant. So this resulted in two things: 1) Public was confused 2) Institutions were not maintaining them.

Random item 3:  JANUS report from Recon and Vendors

  • Cathy mentioned that the Recon group which comprised of member Priscilla Caplan, Dee Cael, Cathy Martyniak, Lee Dotson and Lucy Patrick recommended that CSUL put aside some money for scanning and also recommended vendors. UF currently works with Internet Archive but they are also looking at Google. The quality of Google books is not as great and while many of the books are online on Google UF will scan them again for better quality. UF sends the documents to IA to scan if they are all cleared with copyright requirements and they do not scan them if they are duplicated elsewhere in the collection.

The call ended with the following items for agreed upon for next call:

Statistics
Discussion for the DL SYSTEM requirements document.

Call ended at 1:53pm.

August 12, 2009 Minutes

Present: Priscilla, Salwa, Lee,  Astrid, Eileen, Laurie, Lu, and Plato

What is the best way to aggregate all institutions' DISC survey responses into a group narrative? There was discussion about DISC survey responses which request averages whereas volume is cyclical and not representative across institutions (disparity and diversity of digital inputs/outputs vs. volume).

Synthesis 1st, 2nd, and 3rd drafts into a comprehensive narrative and distilling varied open-ended questions proposed for final DISC survey in addition to discussion of requested DISC survey information  specifics (DISC specific -centric vs. CSUL-specific questions).

Discussion of audio, reel-to-reel, annotations and exact work flows of audio/video digital project; Current state of libraries general broad scope then distill national, local digital collections/initiatives; Specifically FTE/staffing levels across institutions.

Teaching with primary source grant and how PALMM applies or LOC specific; grant renewable each year like a contract; request PALMM letter of support and highlight Florida's strength of primary source materials used in teaching K-12; conference presentations; examples sent to list; heavy GA & Texas competition may impact grant's acceptance; LC vs. local collections

Mid-August; PALMM draft letter; discussion of project's requirement and endorsement without proper senior-level vetting (concerns of individual institution support).

Discussion of Sun Link and K-12 primary sources catalog integration into varied constituencies' collections; strong legislative and state support with strong PALMM support; UF questions individual institutional support via PALMM rather PALMM on behalf of PALMM institutions (get individual institutional support).

Local letters support include local and PALMM collections that support K-12 primary source materials.

Export DigiTool record to Mango; What is "Mango"? (name recognition/identity of OPAC interfaces; DLU01 ends up in everyone Mangos (increased visibility/usage stats to appear in everyone Mangos/catalogs); ETDs in DLU01 (local);  setting up export from non-DLU01 into Mango.

MARC/Endeca records (UF)  in Mango vs. local (discussion of when to ingest locally or Mango (statewide)); DigiTool export will have thumbnails (working on DLU01 thumbnail); only MARC records from DigiTool are ingested in Mango not Dublin Core (must opt in); DigiTool to everyone's catalog vs. PALMM; everything in DigiTool either has DC or MARC in PALMM; local admin must opt-in for everyone's Mango vs. PALMM whereas you must opt-out); individual

Mango  (restrictive) vs. everyone's Mango (asked by Salwa) - good question with answer needing further research (policy changes) CSUL will decide after DISC survey is completed/vetted via CSUL.

FAU dept of music IR recording recital digital collection (UF and FSU are interested in learning more about project).

November 18, 2009 Minutes

  • Caitlin Nelson from FCLA replaces Lu introduced to DISC members
  • Ray from UWF joined DISC members
  • Lydia Motka from FCLA
  • Review items from DISC quarterly report; DISC survey focused; solicitation for DISC report inclusion
  • CAGER revision group recommendations suggested for inclusion in to report by Salwa (agreed); include collaborative project call such as Digital OpenStack (off shoot from DISC survey discussion) – director-aware cross-committee collaboration for increased functionality
  • DISC survey, collaborative project, & ProQuest ETD administration option included so far
  • PALMM proposal ideas requested (i.e. materials & samples for proposal inclusion); Standing quarterly report - Work with metadata and special collections subcommittee (spoke with Dean) for cross group collaboration
  • Solicitation for joint projects consideration send to Dean for consideration recommended
  • Work on quarterly report – due Friday to Selma for TAG
  • DigiTool talk tabled next month when Priscilla Caplan is present
  • Add some of PALMM collections to Flickr Commons – LOC commons project from select collections and invite cultural heritage institutions to contribute; about 30 institutions currently contribute (i.e. Florida Memory, NYPL, Library of VA, Smithsonian, etc.) – increased visibility and higher relevance ranking on Google search results according to LOC (i.e. tag collections such as Mile Marker, West Florida History, Coral Gables, etc.) – introduced/discussed by Astrid
  • Central Florida Memory images/content contributed to commons
  • Increase traffic & visibility – Can one populate Flickr Commons from DigiTool?
  • PALMM registration pending – copyright statement required on contributed content with institutional copyright disclosure statement presence (policy) paramount & highly-recommended with clear policy statement(s) across contributing instution(s); collections for consideration are possible candidate for consideration – DigiTool to Flickr ingest is pending further discussion/research
  • West Florida history collections identified and previously worked with sharing content/weblog content  via commons (Ray/UWF approved)
  • Monroe County Public Library will be contacted in future; Laura Probst may be contacted for DISC contribution consideration & DISC representative consideration
  • Will FCLA or satellite institutions assume Flickr Commons upload responsibility (UWF)? - FCLA uploading photos to Flickr commons may be responsible- metadata could be later added by users
  • Flickr Commons - Increases access and visibility (Astrid will move forward) – Salwa agreed/commented
  • DISC general survey wrap up – review and update as needed; final version to be archive and create a working document (i.e. staff turnover, projects, change management etc.) – submit changes before next DISC call
  • USF and New College had changes/revisions & FIU to review and update, if necessary before final version
  • FCLA updates and UF toolkit contributions & grant information updates come along DISC quarterly report for inclusion
  • Ray (UWF) suggested an executive summary of the DISC survey recommendation – requested exec summary & DISC swicki login information
  • Lee responded that a 1 page executive summary (brief overview) was approved prior to and delivered to CSUL directors meeting which will also be  sent  to DISC list with a reminder that the DISC survey executive summary is on the DISC wiki; solicited DISC group re-doing another executive summary with revised DISC survey
  • Salwa suggested ask the DISC to take back to CAGER working group; metadata/Dublin core element discussion; seven elements for review but was able to get through 1 element; need examples/explanation of real-world experiences for varied and general applicability
  • Lee & Salwa working with political & right social movements rights issue collection with CAGER; metadata with DigiTool across institutions; hyperlink in metadata fields; bookmarkable URL/hyperlink metadata filed (U of Colorado); asked FCLA – further discussion (tabled for Dec DISC call)
  • Salwa – clickable URL in metadata filed maybe institution-specific with multiple institutions applicability; aggregation of collection information with clickable URL/PURL/etc. (one stop/portal)
  • Lee - Link back to catalog record, EAD finding aids, departmental information, and rights
  • DigiTool PRB tickets such as digital content going straight to archive (xml transformer default issues of Web Ingest vs Meditor may vary across institutions) – simple_entity.xml but FSU Meditor’s Digital Entity Template defaults to simple_entity_usage_archive.xml – This is an issue across institutions and could be usage settings issues – further discussion
  • Salwa wanted to access to DigiTool PRB list to research questions which may benefit other DISC members (similar request can solve varied institutions DigiTool issues)
  • DigiTool PRB list discussion – use & research for common DigiTool problems/issues
  • Plato introduced/discussed OpenDOAR registration and DigiTool OAI broker for DigiTool IR – Salwa and Lee expressed interest in following this discussion off list
  • UCF developing procedures for uploading Dublin Core XML and will be posted to swicki for sharing ideas and workflows
  • Laurie briefly discussed Digital Library of Coarribean DLoc; discussed DLoc enhancements and myDLoc with metadata, thumbnails, and toolkit enhancement – recommended DLoc signup; online self-submittal, bookshelves, bookbags, saved searches, email items within UFDC or DLoc email to reduce spam bot; Jamaica journal launch party (+70 people) – OpenAccess Week activities/participation

December 9, 2009

Present: Lee Dotson – UCF, Caitlin Nelson – FCLA, Cathy Martyniak – UF, Anjana Bhatt – FGCU, Eileen Brady  – UNF, Salwa Patel – FAU, Laurie Taylor – UF, Astrid Terman - FCLA, Plato Smith – FSU

ETD

  • Discussed previous email discussion concerning ProQuest ETD admin GUI and an email forwarded to DISC on the potential possibility of statewide ETD publishing collaboration. Interested in determining administrator feasibility across DISC institutions. Cathy mentioned that UF made Proquest submittal of PDF CONTENT optional in July of 2007. Student MUST still submit limited bibliographic metadata (abstract and TP) and still pay full fee. UF signage on ETD optional publishing workflow  can be more visible: paper copy of abstract & bibliographic info sent to ProQuest; 2-4 yrs embargo; UMI optional.
  • FAU – graduate council in favor of ProQuest admin GUI next semester with a copy for library; ProQuest required; certain department prefer bound copies; using ProQuest to provide bound copies on demand since libraries no longer binds theses/dissertations; ProQuest ETD admin contract specifications not clearly defined and/or articulated; still demand for print copy and hesitant to cancel print.
  • UCF- Electronic copy only. No paper copies printed for Library. Interested in ETD collaboration . Possibility of working with UF Press for print on demand and  ProQuest optional option intriguing.
  • FCLA – Astrid – Positive support from FCLA for central catalog for ETD publishing. Strongly recommend ETDs get archived in a trusted repository not distributed or non-trusted archive. FDA represents an approved repository.
  • Other ETD topics discussed - OAI access catalog; ETD guidelines for searching/indexing MANGO; further discussion and interest to include institutions’ ETD representatives set for January 13, 2010 DISC call – library personnel not graduate studies staff.

DigiTool

  • Hyperlinking metadata and bookmarkable URLs (see University of Colorado) are possible but not embedded URLs. The URL must be separate field-specific. In DigiTool there is an option to link to different rights statements.; EAD and item catalog link preferred and is possible with a locally defined field created for that purpose.Locally created and defined fields to accommodate linking. Guidelines will be provided by FCLA.
  • Astrid recommended that FAU could use complex objects (using METS reader); Salwa stated that they currently do use complex objects for their music collection but because manifestations allows multiple views (selection – specific) whereas complex object restrict views to page turning feature. Need to research University of Colorado workflows multiple views. Further research requested.
  • FAU – audio file, pdf file, and video file manifestations of music score example for University of Colorado workflow. DigiTool statistics page views are independent of viewers’ origin whether from MANGO or Google, etc.

PRB issue – FCLA sys admin believes all with email access can access PRB queue. If you need a password, send a request to Astrid/FCLA

FCLA- Caitlin – FCLA can provide OAI sets for DigiTool catalog.

UCF – serial type collection (DigiTool with 1-to-1); reduce potential duplication across institutions; DLU01 extract DC and send to MANGO; UF page with useful ETD information will be sent to DISC list http://www.uflib.ufl.edu/etd.html

New DISC swiki issue – upload and edit on hold until verification from FCLA that the wiki is in place and ready to be used.

Final CSUL Survey comments - UF and UNF sent comments that were added to the survey. The final version will be uploaded to the wiki. A working draft (work-in-progress offline) will also be uploaded to the wiki so members can edit as necessary.

FCLA asked if there was a mechanism for correcting errors regarding comments made by individual institutions. Editing/proofing of comments is needed. FDA and digital collections references context clarification is needed. P and Astrid will consult with Lee on document editing/clarification. CSUL informed report will be ready before CSUL meeting and are aware of development final survey.

Action item for CSUL (tabled from May 2009’s request): FCLA wanted DISC's opinion on these policies, particularly the first, but the subcommittee felt that issues related to digital collections in Mango needed involvement by public services, technical services, and special collections staff as well, and that there was no existing group with such broad representation.  It was recommended that the question be transferred to the TSPC and PSPC committees. CSUL has referred the item to the OPAC subcommittee.

Lee mentioned that some had expressed concern over confusion over opt-in/opt-out options. If you want to opt in/out, send a message to DigiTool in PRB (no current clear guidelines).

CAGER revision – Working group discussing Dublin Core elements. Matrix and element definition discussion and developments. Why DC specific? DigiTool is DC compliant and DigiTool in statewide use. FCLA has provided extensive DigiTool training and gets asked about creating DC during training. RDA, MARC, CDP guidelines also discussed and not just focusing on DC. Send CAGER inquiries to CAGER list; next meeting 1/14/2010.

Digital Open Stacks project sent to DISC list for review with UCF possible titles. Please review and provide additional information and/or titles to strengthen proposal. Need representative titles from DISC institutions.

Kim Montgomery elected new metadata chair. There is a need to continue improving communications among CSUL subcommittee groups where commonalities and overlap exist such as between DISC & CAGER, Metadata and Special Collections.

Next DISC call tentatively scheduled for 1/13/2010 at 1:00pm. Please invite ETD library staff/personnel. Send ETD topics/concerns to DISC list for discussion during January’s call.

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Agendas & Minutes for 2008

February 29, 2008

Present: Jean Williams Adams (FAMU), Lu Ai (FCLA), Anjana Bhatt (FGCU), Eileen Brady (UNF), Priscilla Caplan (FCLA) notetaker, Gail Clement (FIU), Dean DeBolt (UWF), Lee Dotson (UCF), Salwa Ismail Patel (FAU), Plato Smith (FSU), Laurie Taylor (UF)

Welcome

  • Gail provided an introduction and explanation of the relationship of the Subcommittee to the parent Technology Advisory Committee (TAG).  She emphasized that even though DISC is the latest in a line of committees from the old Digitization Discussion Group through the DSPC, DPPC, and DDAC, DISC should not be understood as the successor to DDAC.  DISC should start fresh without assuming DDAC business carries over.  TAG is a new group just getting off the ground and Gail will double as FIU representative and TAG liaison.  Not all schools are supposed to have members on TAG.
  • There were questions about the relative roles of DISC and the Special Collections Subcommittee of the Collections Planning Committee.  Dean and Eileen are both on SCS so they will make sure the activities of the two groups are coordinated.  There were also questions about DISC and the Metadata Subcommittee of the Technical Services Planning Committee, since our charge includes "metadata creation and harvesting."

Logistics

  • The group nominated Salwa Patel as Chair and Lee Dotson as Vice-Chair/Chair Elect.  Meetings will be held regularly on the 2nd Wednesday of the month at 1:00.  However, the March meeting will be an exception, on March 26.  Conference calls and the mailing list will remain open to anyone interested in the discussion, but voting is limited to appointed institutional representatives.  FCLA will set up a new password-controlled wiki for the group.  The old DDAC wiki will remain available until we no longer need it.

Retiring NOTIS. 

  • FCLA must retire NOTIS entirely before the end of the fiscal year, because of budget constraints.  This means retiring QC and QF.  The contents of QC have been analyzed and should not be a problem.  The main collections described by QC should be moved to DigiTool by the end of June.  However, QF materials are mostly in Textual Collections and may not be moved in time.  Also, it is not possible to contribute materials to PALMM on DLXS without creating or using QF records.  The proposal is to freeze contributions to DLXS at the end of the year, even if not all collections are in DigiTool.  A poll of participants indicated this should be no problem—most have already stopped contributing to DLXS.  Given that, FCLA will go ahead with planning and keep everyone posted.  Priscilla reiterated that every institution will be involved in decisions about where their records will go.

Round-robin.  Members gave updates on where their institutions were with digital initiatives:

  • UF: Has hired a new Digital Projects Librarian (Laurie Taylor).  They are working on their NDNP (newspaper) backlog, Baldwin, and other grant-funded collections.  They are using Greenstone as their digital library system, and evaluating Fedora.  Their Website had a memory leak which caused some instability but this has been corrected.
  • UCF: Is working on a new grant for Central Florida Memory.  They are also working on a collaborative project with FAU on socialist party papers, and looking into the retrospective conversion of their print theses and dissertations.  They will continue running ContentDM for Central Florida Memory but will be moving to DigiTool for PALMM related and possible future projects. They had one session of DigiTool training by phone.
  • FAU: Just trained in DigiTool, which they will be using as their Digital Asset Management system.  They will be adding to PALMM collections as well as to collections in their own Administrative unit.  They are moving towards more video, animation and IR-type materials.  They are seeking a small grant for Jewish Pioneers, oral history videos with the Boca Raton Historical Society.  FAU ETDS will be mandatory in the fall, and submitted directly in DigiTool.
  • FGCU: Has not been doing much digitization.  They have no funding for an IR.
  • FIU: Is waiting for the DigiTool migration to complete before doing any prospective loading.  They plan to load FGCU's audio for Wild Things.  In the interim, they are doing a lot of digital preservation activity.
  • UWF: Has no Dean of Libraries at the moment.  There are two local historical societies merging with the University which will present interesting possibilities.  They have some projects on the horizon but nothing is in process except historical Pensacola photos.
  • FSU: Is working on migrating from their own DigiTool to FCLA's.  Also working on quality control for the MetaArchive, and on preserving ETDs.  They work closely with faculty.  Plato wanted to know if any other institutions were doing NIH public access policy documents for their IRs.  Gail responded that FIU was.
  • UNF:  Has no immediate plans for projects but is interested in working on ETDs with their graduate department.  They are using ARCHON to create EADs which will be added to Archives Florida.
  • FAMU:  Recently acquired a DigiTool administrative unit (ADM) and plans to load their Gallery of Distinction.  They are also looking into ARCHON.
  • Dean noted that UWF was also using ARCHON.  It is a tool developed at the University of Illinois for creating EADs and MARC records easily.  It also has a portal to collections.  It is very easy to use, and can link folders to digital objects.  (Priscilla did not note, but should have, that FCLA will host ARCHON implementations for any institution, and the Chuck Thomas will give on-site ARCHON training on request.) 

March 26, 2008 Minutes

Present: Lu Ai (FCLA), Anjana Bhatt (FGCU), Eileen Brady (UNF), Priscilla Caplan (FCLA), Gail Clement (FIU),  Dean DeBolt (UWF), Lee Dotson (UCF) notetaker, Salwa Ismail Patel (FAU), Plato Smith (FSU), Laurie Taylor (UF), Astrid Terman (FCLA), Chuck Thomas (FCLA)

 

Announcement about the Digital Directions Conference.

  • Eileen reminded all about the email she sent regarding the New School for Scanning being held in Jacksonville June 10-12. Several people on the call attended the School for Scanning and found it very helpful.

Email from Dan North, TSPC Chair.

  • Everyone should have received and read Dan’s email regarding the TSPC meeting and his question about appointing a representative to the metadata subcommittee. Gail mentioned her involvement with metadata sub and willingness to be an active liaison between the two committees. She mentioned that during the last metadata sub conference call there was some discussion about the purpose of DISC and why metadata was included in our charge. Gail and Doug Dunlop, UCF metadata cataloger, explained some of the overlapping concerns and the need to work together. For instance, DISC would be more concerned with structural metadata whereas metadata sub would be more concerned with descriptive metadata. We may need to work together for projects such as mapping of fields for harvesting.

Reports to TAG.

  • Selma Jaskowski, TAG coordinator, sent an email to Salwa and Lee about reporting to TAG. TAG’s quarterly report to CSUL was due prior to our first conference call. We will provide DISC information for TAG to include in their next quarterly report.

DigiTool JP2 viewer.

  • FCLA would like to bring DigiTool configuration decisions to DISC whenever possible, especially if they affect all institutions.  After installing a service pack upgrade for the JP2 viewer, the quality of enhancements was questioned. A current question regards the two ways that JPEG2000 images can be displayed. From Priscilla’s email:
    • Option a) shows the image with 4 "frames" on top.  At the very top you see your browser header, then you see the DigiTool JPEG2000 navigation header, then you see the image.  Example: Go to http://digitool.fcla.edu  Search for 42246 Click on the thumbnail.
    • Option b) shows the image with 4 "frames" on top.  At the very top is the browser header, then there is a Digitool menu bar "Close - Help - Print - Send - Save", then there is a  DigiTool bar with two icons labeled "Metadata Options" that you can click to see the description of the image, then there is the DigiTool JPEG2000 navigation header, and finally there is the image.  Example: Go to http://digitoolt.fcla.edu:8881/  Search for 9150 Click on the thumbnail.
  • Consensus is that Option b is preferable. Discussion ensued about options to make DigiTool more user friendly such as being about the easily toggle back and forth and having all of the information and image displayed on one page a la YouTube. General agreement was to explore increasing ease of use (such as enhancing/adding mouseovers to better explain icons in layman’s terms) under the DigiTool inherent constraints of Option b.
  • Other DigiTool issues will arise with each service pack. Priscilla will follow the same model as the JP2 viewer discussion. An email with questions and options will be sent out before a conference call to allow for response by email as well as discussion during the call.

Dublin Core mapping and DigiTool.

  • Gail voiced concerns over DC display and mapping for one of FIU’s collections being migrated to DigiTool and if there were other things DigiTool related that DISC should be looking at other then the JP2 viewer. Priscilla suggested looking at the DigiTool wiki for DC metadata elements.  Issues can be looked at and resolved if labels don’t make sense to the content in the fields. There may be certain situations with individual collections as the metadata mapping is based on system wide configuration rather than institutional configuration. A couple of additional DigiTool customization requests (such as the ability to browse and sort by date) were addressed. It was also recommended that institutions who are currently facing such mapping issues can maybe post their issues on the listserv and that way other institutions not using DigiTool yet can get an idea of what these issues are which might affect all institutions.

Janus RECON task force.

  • Priscilla and Lee will be serving on the task force for Janus challenge one for converting the scholarly record.
  • Erich’s email regarding the JP2 viewer mentioned that there does not seem to be PALMM branding at the object display and that at the last meeting of DDAC, it was agreed that DigiTool would display the wordmark of the contributing institution. Chuck referred to the branding discussion at the Metadata Summit held in Orlando and that all agreed that it was best to have branding displayed at the item level. Salwa will put branding on the agenda for the next call. Before then, please take a few minutes to review branding. A good place to get an idea of branding in DigiTool is at Archives Florida at palm.fcla.edu/afl . Watch for banner changes.

More space.

  • Priscilla mentioned that they have been busy moving the South Florida collections but ran out of space. More space was and will be added to production.

DISC on TAG Action Plan.

  • Prior to the call, Gail forwarded the DISC-related Action Item that the CSUL Directors have approved as part of their review of the TAG Action Plan:
  • DISC will begin assessing the most productive/urgent/effective digital initiative to pursue at this time, based on an analysis of: (a) current central/FCLA digital library services; and (b) current individual digital library initiatives at member institutions.
  • The item was discussed and it was decided that each DISC representative will add their institution’s current and upcoming digital projects to the DISC wiki. Projects in development or ideas for collaboration should be included. Priscilla has already created a “digital initiatives by library” page on the DISC wiki and started us off by listing several institutions to provide an example format.

Action Items:

Review branding
Add individual digital library initiatives at member institutions to the DISC wiki

Next call. Wednesday, April 9, 2008 at 1:00 pm.

Call adjourned at 2:05 pm

April 9, 2008 Minutes

Present: Lu Ai (FCLA), Anjana Bhatt (FGCU), Eileen Brady (UNF), Priscilla Caplan (FCLA), Gail Clement (FIU), Dean DeBolt (UWF), Lee Dotson (UCF) notetaker, Salwa Ismail Patel (FAU), Plato Smith (FSU), Laurie Taylor (UF), Astrid Terman (FCLA)

Discussion of the common Digital Projects (as noted from what the libraries have posted on the DISC wiki under digital initiatives by library).

  • If you haven’t yet posted your library's digital initiatives, please post them on the DISC wiki so that other members can review them. The DISC wiki is at http://swiki.fcla.edu:8000/DISC .
  • Round robin discussion of current and upcoming projects by institution. Although Anjana reported no digital projects taking place at FCGU, Gail pointed to a collaboration between FIU and FGCU focusing on a weekly science radio program. The Gulf Coast radio station produced program features an Everglades scientist and is being archived by FIU. This is an upcoming contribution to Florida Heritage. Overlapping areas identified include ETD’s, EAD’s, and FDA.

FDA:

  • Priscilla suggested a collaboration opportunity for those interested in FDA for creating a SIP (Submission Information Package) database that could spit out a METS file. This would be a relational database and could potentially have an interface similar to Archon. Gail mentioned the need to effectively manage the FDA ingest reports. FIU would like to see a tool that would automate pulling all of the technical information values needed for a METS file for a SIP. It is helpful to manage the items from the beginning so that there is a place for ingest reports to come back to. Automating the process would also cut down on errors and manpower. Gail brought up the possibility of using the auto received ingest reports to auto populate into a relational database and add to other data about the item based on FI (or UF, or  FA, or CF, etc.) number. FIU, FAU, UF, and UCF all expressed interest in this topic.

EAD:

  • UWF and UNF are both using Archon and are pleased. Easy to use, easy interface. FAU is coding manually pulling from an Access database into Excel and then cleaning up in Notepad. FCLA has received funding from the State Library to continue training for Opening Archives. Left over MetaLib money is being used for the funding.

COLLECTIONS:

  • Salwa and Lee provided an update on the Socialist Party Papers collaboration between FAU and UCF. FAU is in the process of identifying titles and pulling together a list from which to begin copyright research. UCF has identified over 2000 titles and is currently researching US imprints for copyright clearance. UF is interested in expanding the Literature for Children digital collection. Currently, it mainly consists of UF’s Baldwin Collection and several titles from FAU. Is anyone else interested in contributing to make this a larger collaborative collection? FAU will look to see what they have to contribute. UWF has a large children’s book collection with the bulk of the materials published 1820s-1920s.

Action item for next call is for all to review print collections for candidates for digitization for Children’s Lit collection and determine level of interest.

RETROSPECTIVE THESES AND DISSERTATIONS.  

  • UCF is working with their Foundation to gather addresses and their General Counsel’s office for copyright matters to begin digitizing print theses and dissertations. FSU continues to digitize print theses and dissertations but is working on copyright issues. They are looking at restricting default from open access to campus only.

LIFE EVENTS:

  • UCF is still interested in the Life Events metadata project. Doug Dunlop (Metadata Cataloger, UCF) has brought the issue to the attention of the current chair of the Metadata Subcommittee and is on the agenda for the next Meta Sub conference call. UF and FCLA expressed interest in continuing the work of the task force. Laurie mentioned that she has been looking at past grants with a similar focus and will share information.

Review of Branding (as discussed in the last call)

  • When in a collection with multiple contributors, where/how should branding occur? In results list, icon, banner? FAU reviewed their implementation of DigiTool with FAU banner and asked if it was possible to put a graphic icon in the metadata or a partner logo elsewhere on the screen. Currently the Boca Historical Society has two items in FAU’s DigiTool. BHS is listed as contributor and creator in the metadata and that has worked fine so far. There was some discussion as to whether the average user actually recognizes the logos of the various institutions. UF places the logo of the contributor at the bottom of the left side navigation bar. FIU mentioned their collaborative Everglades work with UF digital library and noted that it is very nimble using the service mark for conveying that a variety of institutions are working together to develop collections across platforms.

Action item for next call is for FCLA to provide several options with regards to branding.

Mapping DC / MARC for DigiTool. Several items to note:

  • Labeling is system wide – not collection by collection.
  • Need to use broad descriptors
  • Several descriptors/fields are problematic – for example the summary and description data originating from the 520 MARC field is mapping with a label of abstract
  • Gail has noted several fields and mentioned that it is easier to identify issues when looking at your own data. This is a hard issue to look at abstractly. Suggestion was made to keep an eye on it over the next couple of months as more items/collections migrate. Issue will probably need to be brought up with the Metadata Subcommittee.

Action Items:

  • Review print collections for candidates for digitization for Children’s Lit collection and determine level of interest.
  • FCLA will provide several options with regards to branding.
  • Add individual digital library initiatives at member institutions to the DISC wiki.

Next call. Wednesday, May 14, 2008 at 1:00 pm.

Call adjourned at 2:07 pm

May 14, 2008 Minutes

Present: Lu Ai (FCLA), Anjana Bhatt (FGCU), Eileen Brady (UNF), Priscilla Caplan (FCLA), Gail Clement (FIU), Dean DeBolt (UWF), Lee Dotson (UCF) notetaker, Salwa Ismail Patel (FAU), Plato Smith (FSU), Laurie Taylor (UF), George Gonzalez (UF), Mark Froelich (FSU)

Introduction of new members

  • Welcomed two new members to the DISC call. Mark Froelich (FSU) is a collection development librarian for the music library. They are considering digitization projects in the future, possibly for some of their 2300 reel to reel tapes that are up to 50 years old and 1800 digital audio tapes. No LP conversion is being considered at this time. George Gonzalez is a science and social sciences cataloger at UF. He is acting as a liaison between digital and cataloging.

 

Review of Action item from last call to review print collections for candidates for digitization for Children’s Lit collection and determine level of interest.

  • UF expressed willingness to open Children’s Literature digital collection to all SULs. UF wanted to know whether other institutions were amenable to opening/expanding the current PALMM collection, if other institutions had an interest in digitizing children’s books for inclusion, and if members were interested in investigating methods for digitizing beyond flat pages (i.e. book arts, pop-up books). DISC members contacted Special Collections/Collection Development folks at individual institutions. UCF is interested but has limited content, some copyright concerns. FAU is interested and has some prospective titles from their Jaffe collection of limited run/special artists’ books. This is a book arts type collection and may move beyond flat images to involve video or other file types. Laurie (UF) mentioned that the Baldwin collection is currently working on digitizing pop-up books and methods for presenting more multi-dimensionally. Dean brought up checking Google and other sources to determine if an item is already scanned and available online before digitizing. UWF has a large collection of English and American books with publication dates from the 1820s onward that have yet to be cataloged. Gail (FIU) has children’s lit in Everglades collection. Would be willing to contribute to a children’s lit collection but would not want to remove them from Everglades collection to do so. Could we double-dip by tagging materials with more than one project code? Expressed the need to make our practices align to meet the needs of multiple projects. Priscilla suggested that it would be good for those with pop-up and 3 dimensional books to work together to come up with a methodology for digitization and verified that if an item is in DigiTool, then it is possible to tag for multiple collections.  If digitizing children’s literature for another collection, you may contribute to Literature for Children as well by tagging with the JUV code. The page will need to be updated to reflect that not all of the contents will be from Baldwin. Anjana (FGCU) reported that they have some very good children’s books and questioned who would do the work and where the money would come from. FSU has the Goldstein Library at the College of Information with a strong children’s literature collection.
  • UF currently contributes Baldwin to the International Children’s Digital Library to increase access to collections worldwide. Possible future contributions by other SULs discussed.
  • Action item: Digital folks are willing to investigate technologies to support 3D children’s lit materials such as book arts and pop-ups. Send information to Special Collections Subcommittee for review and discussion.

Discuss digital project collaboration as stated in our charge.

  • Salwa attached DISC’s charge as a reference. Concern raised regarding overlapping charge with the Special Collections Subcommittee (answers to CPC). Creates an opportunity for collaboration. Dean reported that Spec Col Sub is working to get an idea of what exists and what collaborative projects could/should be undertaken. They have been looking at thematic digital collections based on holdings and discussing issues of “hidden” collections. Priscilla suggested that if, during the course of our discussions, we hit upon something that sounds good as a collections idea that we should forward the information to the Spec Col Sub. However, we should bear in mind that not everything we seek to digitize will fall under Special Collections. Discussion regarding the need to examine how we approach decisions regarding common collections and the creation of formal and informal communication structures with other subcommittees. DISC minutes will be forwarded to chairs of other overlapping charge groups. Liaison roles will be communicated to subcommittees – Gail for Metadata Sub and Eileen and Dean for Spec Col Sub.
  • With regards to the charge itself, Gail iterated that digital project development does not always equate with digitization but can include digital reformatting, interface design/display, social software integration, METS maker for FDA, etc. One item from DISC for TAG action plan should be most urgent, most productive as decided on by the group.
  • Action item: Forward DISC minutes to chairs of other subcommittees Establish formal (chair to chair) and informal (liaison to subcommittee) communication structures with Special Collections and Metadata Subcommittees.

Quarterly Report for TAG due May 19.

  • Salwa and Lee will work on the Quarterly Report to outline our activities thus far. Agreed upon priorities include METS maker for FDA, DigiTool issues, and creating communication channels with other subcommittees.
  • Action item: Write Quarterly Report and distribute to DISC members for review and editing prior to submitting to TAG.

 

FCLA and options with regards to branding.

  • Priscilla, Lu, and Astrid have been investigating branding in DigiTool. FCLA recently received documentation from ExLibris. Priscilla explained an entity group control field that can be used to determine the type of branding that the full image view receives. This can be combined with other fields using logic to determine type of branding displayed. Questions raised regarding type of banner/branding to be displayed at item level such as single institution or composite institution and collection branding (i.e. UWF and PALMM or just UWF).
  • Action item: FCLA will create examples and distribute so we can start playing with ideas for the next call. Put branding discussion on agenda for next call.

Categories on PALMM DigiTool (from Priscilla's email on 5/13)

  • Discussion regarding whether/how digital objects should be organized/categorized on PALMM. Goal is to make it easy to navigate and assist users in finding what they are looking for – whether it is a map or a report on the environment. Should we look at organizing by subject, format, etc.? DigiTool will allow items to be found in multiple categories. Need more input so as not to make a unilateral decision.
  • Action item: Topic was tabled until next call so that DISCers can talk to public services and other staff for usage input. Put on agenda for June call.

Guest blogging on Open Students

  • From Laurie’s email: (slightly abridged): Gavin Baker (SPARC-ACRL Student Liaison) emailed me (Laurie-UF) asking about guest blogging for Open Students (http://www.openstudents.org/) and I thought it could be really interesting to have each of the members of DISC answer a few questions for a guest blog. Basically, it would be interesting to see what we're all doing and how it all supports Open Access, what our major hurdles are, how working together has helped, and what we see as the next challenges (funding, digital preservation, greater infrastructure.). I do think this could help find new student interns for each school, and it could help promote the projects we'd like to do.
  • Some interest was expressed. Suggestion was made to share this information with all who might be interested and to post it on the SUS-DIGIT listserv as an invitation to all.
  • Action item: If you would like to be a guest blogger, go to openstudents.org and click on Write for Open Students link in the left hand navigation section.

Next call. Wednesday, June 11, 2008 at 1:00 pm.

Call adjourned at 2:05 pm

 

June 11, 2008 Minutes

Present: Lu Ai (FCLA), Anjana Bhatt (FGCU), Dean DeBolt (UWF),Lee Dotson (UCF) notetaker, Salwa Ismail Patel (FAU),Plato Smith (FSU), Laurie Taylor (UF),George Gonzalez (UF),Mark Froelich (FSU), Astrid Terman (FCLA),Tennille Herron (FCLA)

 

Branding. Check example from Astrid's email on 6/10

  • Limited capability - can see branding in a viewer ONLY. Branding not visible on results set page or metadata.  Question of branding with more than one logo was raised. One graphic - but limit on space. Multiple logos are possible but are restricted to the limited space.  FCLA will test out with multiple logos if we want. At least two examples can be put. Why don't we try that- one with two or three for the next meeting? FCLA added a new field for branding in DigiTool when submitting -  a drop down menu to choose institutes name.  FCLA will check into further about max space for logo in browser. Will test it out and check with Ex-Libris. Dean suggested using text in logo. If no logo attached PALMM logo moves up by default. Can the logo be clickable? Was suggested that it would be more confusing to the viewer if clickable. Let's keep it un-clickable then.  Like commercial websites it's clickable.
  • The logo currently displayed in the example is the maximum size allowed. If there is a need for multiple logos, they would need to fit in the same space. Tennille will investigate further into maximum space for branding. The PALMM branding will be default. Could allow for PALMM and institution branding together. Dean wanted to know if logos could be clickable like most people are accustomed to on commercial websites. George (UF) had a question about how to get out of the viewer and back to the main collection. Image opens in new window that has to be closed. Can’t go back from new window.
  • Action item: FCLA will provide more examples and test multiple logos in one branding instance.

 

Collections/Categories in DigiTool

  • This item was originally an agenda topic for the May conference call. Priscilla sent the following email on 5/13 requesting input:
  • We have a question for the DISC, if time allows on the agenda.   On the PALMM Digitool home page (http://digitool.fcla.edu) you can see there are categories set up, under which collections are listed.  Right now the categories are a bit of a hodgepodge:
    • Collection (Archives Florida)
    • Genre (Oral History, Photography, Visual Material)
    • Subject (Florida)

This is very flexible.  Collections can appear under one or more categories, e.g. Coral Gables Memory could be (and is) under both Florida and Visual Material. They can also appear under subcategories, e.g. if we wanted to we could put subcategories under a main category, like we could put "Books" "Maps" "Oral Histories" under the larger category "Florida".

  • Can DISC offer advice on what types of categories to offer?  E.g.:
    • Is there a difference between Photography and Visual Material?   Should these be combined?
    • Should there just be subject and genre categories?  Should the collection (Archives Florida) be changed to a Genre ("Archival Finding Aids")?
    • Should there be media type categories, e.g. "Audio"?  Where should we put spoken audio that isn't oral history, like recordings of a radio show?
    • The Center for Jewish History (http://digital.cjh.org) has a category "Collections by Type" under which they subgroup "Albums & Scrapbooks", "Archival Finding Aids" "Books" ... Do we want to do something like that? 
  • Salwa has spoken with the assessment coordinator at FAU regarding the use of subjects/categories to narrow down their large collection of Oral Histories. She still wants to talk to her reference department. Astrid pointed out that logical nodes are possible. Please keep in mind that we should be looking at the production server <digitool.fcla.edu/main> rather than the test server.
  • Action item: Further discussion has been tabled for the next call to give DISCers more time to consult with colleagues.

Update on Report to TAG

  • Salwa submitted the report on Monday, May 18 and received a positive response back from Selma Jaskowski. Thanked all for help in pulling together the report and quick response. Salwa also sent info to Mark Greenberg (Special Collections Subcommittee) and Emmett Denny (Metadata Subcommittee) about committee liaisons and sharing information. From Salwa’s email:
  1. We have liaisons from our subcommittee to other subcommittees where our charge overlaps. Liaison roles will be to communicate our overlapping concerns to the other SC. Currently we have Gail Clement for Metadata SC and Eileen Brady and Dean Debolt for Special Collections SC.
  2. After every DISC call, I will email the minutes of our conference call  to the chairs of Metadata subcommittee and Special Collections subcommittee.
  3. Our conference call and email listserv is open to anyone who is interested, so you can join us for our calls or email us anytime if you would like.

Survey from Janus RECON TF (Lee)

  • Lee has started a new page on the swiki: Digital Centers Survey for Janus RECON. The survey is located there for everyone to get to and I have uploaded mine (UCF’s) in progress and started a section where people can upload their completed documents. This is a great opportunity for us to learn what and how others are using available resources for digital project production. Plato mentioned that he met with Lucy Patrick (at FSU) last Friday to work on the survey and Salwa met with Rita (at FAU)

Ideas/ways/practices on how to digitize pop-up and other kind of 3D books

  • Laurie (UF) has been reviewing an old RLG manual for scanning scrapbooks, foldouts, etc and has started some basic documentation on their website but it is pretty brief so far. Not really for pop-ups. Salwa (FAU) suggested that we start a discussion group with those interested in pursuing options and standards. Laurie, Salwa, and Lee all expressed interest. Anyone else who is interested is welcome to join at any time. They will keep the group posted on progress so everyone is aware of status.
  • Action item: Start grassroots effort via email and see what we can get going for a discussion group. Salwa will send email in the next couple of days or so.

Open discussion / New topics

  • How do we share info about materials being digitized now that there is no more LTQF? We have no way of knowing if the records are only in QC (Dublin Core based). DLU01 is MARC catalog in Aleph for DigiTool (like QF). Best option would be to pull a brief record into the DLU01 shared database.
  • Action item: Put on agenda for next call discussion: What happens now that we have no more LTQF? How do we know what others are doing so we don’t duplicate digitization efforts?

Call adjourned at 2:00 pm

Next call. Wednesday, July 9, 2008 at 1:00 pm.

 

July 9, 2008 Minutes

Present: Dean DeBolt (UWF), Lee Dotson (UCF) notetaker, Salwa Ismail Patel (FAU), Plato Smith (FSU), Laurie Taylor (UF), Gail Clement (FIU), Priscilla Caplan (FCLA), Eileen Brady (UNF)

Housekeeping

  • For future conference calls, it was agreed that Salwa will send out a call reminder a week in advance and a second friendly reminder the day before or morning of.

More on Branding. Example of logo from FCLA.

  • Review of last month’s discussion (see minutes from June 11 call for details). Priscilla confirmed that the logo currently displayed in the example is the maximum size allowed. If there is a need for multiple logos, they would need to fit in the same space. An example of two logos used for branding is in Milemarkers using FIU and Monroe County branding. To locate the example, search in DigiTool test (resource discovery at digitoolt.fcla.edu:8881 ) for 47199.
  • In order for the branding to appear, you with have to add the group id to the record. FCLA will need to work with each institution to create graphics. Gail asked if institutions could be given the specifications to create their own graphic and Priscilla agreed. FCLA will put instructions on the DigiTool wiki detailing the process to follow. A prb request should be sent when you are ready to start the branding process. Lee and Salwa mentioned that they cannot send prb requests. Priscilla will check into getting DISCers added to the prb list.
  • Dean agreed that the branding decision is fine for now and we can see how it goes. Gail asked about default branding for collections. Priscilla explained that if an item is in FCL01, it will receive PALMM branding. If an institution is running its own instance and no group id is selected, then no branding will be applied.
  • Action item: Priscilla will put instructions on DigiTool wiki and get DISC on PRB.

Collections/Categories in DigiTool

  • Several institutions had spoken with appropriate colleagues regarding how collections should be organized in DigiTool. Lee mentioned that UCF had looked at several examples and liked the overarching headings used by the LOUISiana Digital Library: topic, institution, media format, geographic focus, time period, and collection name. There is also an alpha “list by subjects” that allows users to select from a subject listing. Salwa said that FAU  likes the idea of keeping things relatively the same as they are so as to have a more seamless transition and reduce confusion for the user. Priscilla suggested we look at the Center for Jewish History. It was agreed that the “Collections by type” (to include major genres with subsets of minor genres) was a good start. FCLA will expand to include other categories such as “Collections by topic”, “Collections by institution”, “Collections by…etc.”. Priscilla will also investigate the possibility of the alpha list by subjects feature. FCLA will create a mock up to make sure we are on the right track.
  • Action item: FCLA create a mock up of ideas discussed to share with DISC.

What happens now that we have no more LTQF? How do we minimize duplication of digitization efforts in Florida?

  • It was discussed that in the absence of LTQF, records can go in DLU01. However, everyone is not contributing to DLU01. The only place to find all records is in the public view of Endeca records by searching MANGO. All MARC and DC records should be in MANGO. Mango should pick up DC records created for DigiTool/PALMM. Talked about Google books showing up in catalog. Decision to digitize is local depending on a different edition scanned or representing the digital copy differently.
  • How do we manage coordination in the state? Priscilla suggested performing a known item search in MANGO. Could a running title list be placed on the DISC wiki? QF was sufficient for providing a simple title provisional record. It was suggested that we maintain open communication at the project level like UCF and FAU are doing by sharing title lists for their Socialist Party Papers project. For individual titles, we could keep a single title list on the swiki. Creating a note of intent in the Meditor would require deleting that record when uploading the digital object to reduce multiple records. This topic will be revisited for discussion and clarification. Gail will share this topic with the Metadata Subcommittee.
  • Action item: Encourage communication among DISC members and using a single title list on the swiki. Ongoing discussion.

Open discussion

  • Lee reminded everyone about the survey for the Janus RECON task force to learn what and how others are doing and currently available resources for digital project production. The survey is located on a page on the swiki: Digital Centers Survey for Janus RECON. I have uploaded mine (UCF’s) in progress and started a section where people can upload their completed documents. Plato mentioned that Lucy Patrick (at FSU) has his and Salwa gave hers to Dee (at FAU).

Call adjourned at 2:10 pm

Next call. Wednesday, August 13, 2008

August 13, 2008 Minutes

Present:  Salwa Ismail Patel (FAU), Lee Dotson (UCF) notetaker, Dean DeBolt (UWF), Plato Smith (FSU), Laurie Taylor (UF), Gail Clement (FIU), Priscilla Caplan (FCLA), Eileen Brady (UNF), Astrid Terman (FCLA), Lu Ai (FCLA), Mark Froehlich (FSU), Lydia Motyka (FCLA),

Emmett’s email:

  • Metadata Subcommittee wants to collaborate with DISC. Important to make sure we are both working towards the same goal. Several possibilities for collaboration were mentioned:
    • Life Events
    • Updating CAGER guidelines
    • MARC to DC mapping - A mapping outline is posted on the DigiTool swiki describing how items map/display.
    • Digital Collections metadata – How to display in MANGO?
  • All agree that CAGER guidelines (last revised July 2003) need updating. They were originally written for MARC only and the possibility now exists for creating non-MARC metadata. Updated guidelines would help determine how to apply non-MARC metadata.
  • Discussion ensued regarding which project to select and how to collaborate. Should it be full contingent of both subcommittees or a subset of each that report back?
  • Salwa will create an email to send to Emmett on behalf on DISC stating that we are pleased that they want to collaborate and that our most pressing concerns are with the CAGER guidelines and mapping and display of metadata. For life events, it would be helpful to revive the subgroup on interested parties for the task force. Lee and Laurie will represent DISC. We may also want to ask SCTF if they have anyone interested in being involved.
  • It was decided that we should do some homework and lay some groundwork before DISC meets with metadata sub. DISCers should read through the CAGER guidelines and note concerns and suggestions. We will create a common list during our next call and then plan to meet with Metadata Sub. For CAGER guidelines please see Salwa’s email from 8/11/08.
  • Action item: Read CAGER guidelines. Create a list of items for clarification.

Categories in DigiTool

  • Review of last month’s discussion. “It was agreed that the “Collections by type” (to include major genres with subsets of minor genres) was a good start. FCLA will expand to include other categories such as “Collections by topic”, “Collections by institution”, “Collections by…etc.”. Priscilla will also investigate the possibility of the alpha list by subjects feature.” FCLA will create a mock up to make sure we are on the right track.
  • Action item: FCLA creates mock up based on previous discussions.

Open discussion

  • What are the guidelines for proposing a new PALMM collection?
    • Old guidelines are available but need to be updated with new info. Contact Priscilla if you have any questions. Put on agenda for future call.
  • How do we know what collection codes have been taken?
    • Astrid adds them to a dynamically generated webpage. Where do we go to look them up?

Call adjourned at 2:00 pm

Next call. Wednesday, September 10, 2008 at 1:00 pm.

September 10, 2008 Minutes

Present: Salwa Ismail Patel (FAU), Lee Dotson (UCF) notetaker, Dean DeBolt (UWF), Laurie Taylor (UF), Priscilla Caplan (FCLA), Eileen Brady (UNF), Lu Ai (FCLA), George (UF), Jean Adams (FAMU), Anjana Bhatt (FGCU)

 

CAGER Guidelines

  • Salwa emailed Emmett on behalf of DISC stating that we are pleased that they want to collaborate and that our most pressing concerns are with the CAGER guidelines and mapping and display of metadata. Salwa received a call from Emmett on 9/9 to make sure that the CAGER guidelines are a priority for DISC. Metasub will be reviewing the guidelines on their call today as well.
  • DISCers read through the CAGER guidelines prior to this call. The current guidelines are MARC focused for LTQF. Now that we are using DigiTool, additional metadata options and fields need to be addressed. Discussion ensued regarding locally created Dublin Core metadata instruction sheets and handbooks. Salwa mentioned that FAU has instruction sheets for specific projects explaining how to apply DC. Lee mentioned a DC handbook that was created for use with Central Florida Memory. FAMU has also been working on such a document. Priscilla suggested looking also at documents created for other projects/programs. PC recommends the Western States guidelines from the Collaborative Digitization Program. She also emailed the link for Best practices for OAI data providers since it is good for OAI, interoperability, and shareable metadata. Those who have documentation of some sort have agreed to upload them to the wiki.
  • Priscilla agreed to create a wiki specifically for the revision of the CAGER guidelines where DISC and Metasub can share documents and information. Discussion regarding how to collaborate and what DISC has to offer for revising the guidelines. It was agreed that Metasub owns the overall document and has the market cornered on MARC information. It was suggested that DISC could offer assistance with issues regarding Dublin Core and DigiTool mapping. Salwa will email Emmett about the overall approach and suggest an organizational call between DISC and Metasub to work out the plan, timeline, wiki, and overall framework. Several members of DISC have agreed to work together to begin researching and gathering info regarding DC. Salwa, Lu, Lee, and any others interested (Gail???) will begin by working off of existing guidelines. We will ask Metasub if they have any members interested in working on DC. Jean Adams asked to be copied on the emails for the DC subcommittee.
  • Action item: DC subcommittee begins research. Schedule organizational call with Metasub.

 

Categories in DigiTool

  • No DigiTool mock up as of yet. FCLA has had a busy month. They will have it prepared for next month’s call.
  • Action item: FCLA creates mock up based on previous discussions.

 

Open discussion

  • New PALMM collection creation – Astrid creates the collection code and work with Tennille to create the webpage.
  • Does a DigiTool collection have to adhere to one set of metadata? No – a collection can consist of items with MARC and/or DC records.
  • Priscilla mentioned that FLNC is interested in more sponsorship for the creation of digital collections. The next round of grants is due next Spring. A couple of our libraries working with outside libraries may have a good chance of getting money.

 

Call adjourned at 2:00 pm

Next call. Wednesday, October 8, 2008 at 1:00 pm.

October 8, 2008 Minutes

Present: Salwa Ismail Patel (FAU) notetaker, Victoria Thur (FAU), Dean DeBolt (UWF), Priscilla Caplan (FCLA), Lu Ai (FCLA), Astrid Terman (FCLA), Anjana Bhatt (FGCU), Eileen Brady (UNF)

 

DigiTool Collections Mock-up

  • Priscilla emailed the mock-up page for the collection to the subcommittee a week before the call. FAU liked the way the mock-up page was grouped the collections. Dean mentioned that from a user perspective the “more” at the end of each group was not explanatory. The grouping was good otherwise. He suggested that maybe a sidebar on the side of the page that people can click on to go to a page that lists all the collections. Priscilla said that by clicking on the main collection title we can get to a new page that lists all the collections. She mentioned that collections in DigiTool are fluid, easy to belong anywhere, so she thinks the collections will proliferate.  The number listed next to the title of each main grouping is the total number of items under that main grouping. The main title (grouping name) will be bold and underlined, so people can know that it’s clickable. There was suggestion to replace “more” with “click here for more...” But that is difficult to do in DigiTool or not possible, FCLA currently has it disabled. Some collections have hierarchy under them, like when you click “Book’, you want to be able to see all the books underneath it. So FCLA suggested that having a mouse-over or a more actionable item might be helpful. They will ask Tennille Herron to see if the mouse-over is doable.
  • There was some other discussion of moving the scholarly journals from DigiTool. FCLA is currently experimenting with Open Journals. Open journals is good for search, retrieval and can also create journals online. So it can offer additional services. Dean asked about the grouping titled “collections by contributor”, how would that be resolved if there were multiple contributors, like Florida Heritage, which contributor would the item be under?  There was a suggestion that it would take the Partition B value. However, this would be fairly error-prone. DO we even want this grouping then?  Because only a small subset of the subcommittee was present, this item was deferred to the next call and idea exchange via emails before the next call.
  • This entire item#1, was asked to be deferred to the next call and discussion via email prior to the next call, so people can weigh in their ideas and suggestions regarding the mock-up.
  • Action item: DC subcommittee begins exchanging ideas, comments and suggestions regarding the mock-up for the next call and via email on the listserv.

 

Working with Metadata SC to revise CAGER guidelines

  • DISC had proposed to Metadata SC after the last DISC call, if some members from DISC could sit in the Metadata SC’s call and discuss with them about forming a joint working group that could work on revising the CAGER guidelines to include more Dublin Core metadata and not keep it system (DigiTool or NOTIS) specific but the language schema specific (Dublin Core, MARC etc.). Lu, Lee, Gail and Salwa from DISC volunteered to be in the sub-group from the last call. The discussion was related to the issues that DISC wanted to discuss with Metadata SC? There was discussion about how do we use format and type in Dublin Core. It would be helpful if we could come up with a controlled vocabulary and rules for the different fields. Also do we want or need to use qualified or simple general Dublin Core. Should we be more specific? For example, like date issues, date published, date created etc? We need very specific instructions on how to comply with those Dublin Core fields, especially the ones we use in DigiTool. Also the new service pack that was installed added a date range search. However, it only works if date is entered in a very specific format. So FCLA backed off the date search update.
  • Action ItemsDiscuss with Metadata subcommittee about forming the new working group and start working on these issues. For the next call make a list of issues that the new working group should be focusing on for inclusion in the revision of the guidelines.

Other updates

  • UWF mentioned that they have had budget cuts which have led to job freezes. FSU emailed some of their updates which included FSU’s having shipped migrated FSU DigiTool digital collections to FCLA - Priscilla received and could provide current status. FSU also performed a test demonstration of FDA digital preservation strategy with a FSU Biological Science faculty member collection which will be highlighted at both SPARC 2008 and 4th IDCC meetings. And FSU is in talks with FCLA about [Plato Smith] establishing a FDA account (senior management).     

Call adjourned at 2:00 pm

Next call. Wednesday, November 12, 2008 at 1:00 pm.

November 12, 2008 Minutes

Present: Salwa Ismail Patel (FAU), Lee Dotson (UCF) notetaker, Dean DeBolt (UWF), Laurie Taylor (UF), Priscilla Caplan (FCLA), Eileen Brady (UNF), Lu Ai (FCLA), George (UF), Gail Clement (FIU), Mark Sullivan (UF), Mark Froehlich (FSU), Astrid Terman (FCLA)

 

CAGER Guidelines

  • A small working group with volunteers from both DISC and Metadata Subcommittee has been established. Priscilla set up a swiki (http://swiki.fcla.edu:8000/cagerrev Userid=cager; PW=revision) for the working group and members of both subcommittees are encouraged to post information regarding metadata and the revised guidelines. The working group will work from the postings on the swiki and emails to working group members. So far Gail and Emmett have posted. Lee and Salwa will sit in on MetaSub call along with Lu and Gail. Lu previously suggested that the new guidelines not be software based. Gail suggested taking a look at the existing guidelines and decide what to leave, review, delete, or add anything new. Any metadata not MARC based will be a new addition. Mapping issues such as what is displaying now in DigiTool and what we would like to have displayed are important to these revisions. Several main issues to tackle are:
    1. How do we want the display of fields represented?
    2. What would we want it mapped to in DigiTool?Look with fresh eyes at what exists and what we need to build. The working group will discuss with subcommittees monthly.
    3. Use qualified DC or unqualified/simple DC?
  • We already have qualified DC in DigiTool. Mark suggested that we also look at MODS. FCLA pointed out that DT doesn’t have good MODS support right now (no editor, display doesn’t do hierarchy very well), but they are working on it. MODS is closer to MARC so would be worth looking at as well as VRA core. Maybe look at all formats. Who has expertise on various schemas? Please post to swiki.
  • It was suggested that the working group break down the overall guidelines into multiple deliverables. The guidelines should explain what metadata to use when and provide thinking points for how to decide.
  • Action item: Post metadata wish list, ideas, information to swiki. For MODS and VRA core, put info and reasoning on the swiki.

 

Collections in DigiTool

  • Under the collections by contributor, items are organized by who owns the material, not by who scanned it. Discussion ensued about the limitation of the number of collections listed under each heading and use of “More…” FCLA reported that DigiTool only allows 3 lines of text under each heading.
  • Action item: All agreed that we like the collections mock up that FCLA created.

 

Quarterly Report/CSUL meeting

  • For the upcoming CSUL/committee chairs meeting, action items have been pulled together from all of the committees/subcommittees. Item 33 refers to DISC. TAG is planning to review the last quarterly report. No new information was requested.
  • Salwa will put quarterly reports on the swiki so they will be handy for review.
  • Lee and Salwa will begin working on the next quarterly report.

 

Future calls

  • The current conference call system has not been reliable. Need to investigate other alternatives. Suggestions included online chat instead of a call or Skype so we could chat and call. Gail mentioned that TAG has been evaluating other call environments such as WebEx and Illuminate.

 

Call adjourned at 1:55 pm

 

Next call. Wednesday, December 10, 2008 at 1:00 pm.

December 10, 2008 Minutes

Present: Salwa Ismail Patel (FAU), Lee Dotson (UCF) notetaker, Dean DeBolt (UWF), Laurie Taylor (UF), Eileen Brady (UNF), Lu Ai (FCLA), George (UF), Gail Clement (FIU), Mark Froehlich (FSU), Astrid Terman (FCLA), Jean Adams (FAMU)

 

CAGER Revision Guidelines and wiki

  • Working group communicating by email and wiki swiki (http://swiki.fcla.edu:8000/cagerrev Userid=cager; PW=revision). Please post ideas and suggestions. Salwa met with the Technical Services folks at FAU to poll them about their metadata needs.
  • Action item: Post metadata wish list, ideas, information to swiki.

 

FDA

  • Discussion regarding DISC members needs and concerns about FDA. It was suggested that we invite Lydia to sit in on DISC calls for monthly discussions and updates. The last FDA call covered file format issues. There was a recommendation that we discuss needs as a group so that we don’t bombard FCLA with the same questions from all of us. Most agreed that we should discuss and invite her to a specific call – possibly February. Suggested topics include ingest reports, dissemination reports, withdrawal reports, space issues, retrospective, backlog, what FCLA can accommodate on a day to day basis, tools needed, tools currently using, current documentation, interaction of FDA with PALMM projects. General consensus is that more up to date documentation and understanding of how the FDA works would be beneficial for making decisions. One example is that ETD PDFs no longer seem to be migrated to tiff or PDF/A or any other format than the PDFs submitted. Some institutions are questioning whether they should require PDF/A. Discussion regarding limitations of PDF/A ensued.
  • Action item: Create FDA page on DISC wiki and populate with each institution’s needs and wishes. Discuss during January call.

 

Possible internet conferencing solutions for future calls

  • Gail reported that TAG has been evaluating products for internet conferencing environments such as WebEx, Illuminate, Adobe, OPAL, etc. WebEx and Illuminate are strong contenders. The video portion would be optional and most support 6-8 frames as well as white board and recording features. The chosen system would be available for use by any committee.

 

DigiTool

  • Discussion regarding documentation of ingest workflows in DigiTool. Suggestion was made to share information and workflows with other SUL DigiTool users. Gail has been working on documenting ingest workflows and standard operating procedures – using CSV technique and is interested in additional ingest methods. Salwa mentioned a possible alternative to CSV files. USF is using METS files for compound objects. Should we ask USF to participate in a DigiTool call? Astrid reported that Ex Libris has released a new staff users guide outlining different types of ingest. She will look into linking it from the DISC wiki. You will still need the password to access it. Contact Astrid by email or phone (ext 325) for login info.
  • Action item: Post additional DigiTool information, issues, concerns on DISC wiki for collaboration and further discussion.

 

January call

  • Salwa will be out of the country for the January 14th call. Lee will chair. Laurie will take minutes. Until a decision is reached by TAG, we will stick with our current conference call method. Please wait until 1:05 to dial in.

 

Call adjourned at 1:55 pm

 

Next call. Wednesday, January 14, 2009 at 1:05 pm.

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