IR-IG Minutes September 2nd

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APPROVED

Meeting Minutes: IR Implementation Group kick off meeting

Friday, September 2nd, 2005, 11 am to noon, LE Conference Room

Attendees: Vernon Kisling, Carl Van Ness, Priscilla Williams, Cathy Mook, Stephanie Haas, Erich Kesse, Suzy Covey and Winston Harris (NOTE: A list serv called 'IR Implementation Group' has been created in Outlook for the use of group members.)

1. Carl Van Ness kicked off the meeting with a summary of a talk he had heard at SAA on the Georgia Tech IR, named SMARTech. (See SMARTech web page at http://smartech.gatech.edu:8282/dspace/) . Their IR contains the same kinds of materials targeted by the UF IR plus their Electronic theses and dissertations. The number of self submittals (materials submitted by an individual professor) is low. They do however have an active acquisition process directed by the Library where they are concentrating on administrative documents. There are two FTE committed to the project, one moved over from their version of the DLC and one hired new as the Digital Archivist.

2. Review of the Charge

Goal #1 (Identify and Prioritize University and IFAS documents): Carl Van Ness and Vernon Kisling will be the point persons for this goal. Each of them will need to identify one title from their area which would be appropriate for inclusion in the project. Criteria for inclusion at this early stage include static pages, supported formats, etc. PDF and HTML are OK. Newsletters might be good. Cathy asked that Carl and Vernon provide one title to the list serv the week of the 5th. A next step would be to test the submittal form. [Erich suggested that Cathy tell Tom Minton to forward all test submittal information to Cathy and not Stephanie, as Stephanie is on sabbatical and will not be involved in daily project operations this Fall.]
Goal #2 (Identify and test technical procedures for ingest): The draft procedure posted in the charge was examined. There were many questions, comments and concerns about the document. It will need to reviewed again. This goal is wide and all encompassing and each member of the group will be involved here.
Goal #3 (Test and refine Reposotory Agreement): There was some discussion on the draft agreement and Erich suggested that UF Legal Counsel be approached for their feedback. Cathy agreed to be point person for this goal.
Goal #4 (Test and refine metadata schema) Version 3 of the schema was quickly reviewed. A cross walk between it and MARC is in process. A small error was noted by Winston and was subsequently corrected by Cathy. Priscilla will be the point person for this goal.
Goal #5 (Test and implement plan for digital archivning of IR documents) . Limited discussion here as steps in previous goals, particularly Goal #2, need to be addressed first. No point person assigned.
Goal #6 (Test and implement interface with Aleph) Limited discussion here as steps in previous goals, particularly Goal #2 and Goal #4, need to be addressed first. No point person assigned.

3. Cathy suggested that a regularly scheduled meeting would be of benefit to the group. Calendars were consulted and the second Friday of each month, from 10am to 11:30/12 was selected as a good time. She confirmed the availability of the room (except for December) for the Fall at that time.

4. Cathy asked that everyone affiliated with the group record the number of hours spent on the project for statistical purposes. How those hours will be gathered and tracked will be discussed more next time.

NEXT MEETING: Friday, October 14th, 10am in the Library East Conference Room

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Send suggestions and comments to: cathy@uflib.ufl.edu
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