Mass Digitization Meeting

2/21/2007

Attended: Betsy, Candice, Chris, David, Mary, Michael, Sarah, Tim, Tom.

Responses to RFP have been received. We received 8 responses.

The review process is in two parts. First the committee will evaluate the proposals based on technical information; second the committee will be given the dollar amounts for each RFP and evaluate based on that information; Thirdly references also have weight in evaluating the RFPs.

The group is not clear how much weight each of the three components (references, technical information) carry. Betsy will verify this with Tom Nation. She will also verify if some questions on the evaluation form carry more weight than others and if a point scale should be used.

All samples are on the GDrive as well as RFPs.

There are also problems with differences between the RFPs as some vendors bid on all projects and others on selected projects in the group.

Each member has been assigned a vendor’s RFP to evaluate by this Friday, 23 Feb ’07. Evaluation form must be submitted to Betsy on this day.

Betsy will take all info and place it on one spreadsheet.

See Meeting will be held next Wednesday, 28 Feb from 10-12 – see Betsy’s emails.

When the evaluation is over, all documents must be shredded. There is a shredder in UL office suite.

Candice reports that students have pulled all materials except for one item for the RFP.

MJ is progressing with developing the stylesheet.

RDF DC will be used.

Michael wants to map records to MARC.

Betsy brings up the serials issue. Records are being created differently by OCA and IL Harvest. In OCA, the bound serial is treated somewhat like a book for one setup. Setup for different issues in one bound serial take 3 minutes each. Serials for IL Harvest are being analyzed at an issue level and possibly on and article level.

Could use TEI later. Tim points out that each pdf and alter metadata for each item in the OCA set.

Sarah points out there are full-text searching capabilities that might help mitigate the need for deep descriptions of each serial issue. The IL Harvest serials are being treated differently because they are part of a special IL focus/project.

Mary gives an Olive update

IMLS grant slowed down progress but now everything is ready to go out except for the Illios. They will go next week. Illios estimate was higher than anticipated. Got a new estimate for them to not be disbound per a request from Chris Prom and Bill Maher of University Archives.

Tom mentions software purchased for converting brittle books (making searchable pfds from OCR.

We also have 1600 cd cases to use. Discs will be stored at Oak St.

Tim mentions having about 500 discs at Grainger and desire to get them into Oak St.

Chris will be doing a finding aid for each master disc we receive. 856 field will be used for URL, 852 field will be used for link to finding aid.

Why use finding aid?

We work by project and grouping

The hierarchy of a finding aid makes that visible.

Provides higher level of access.

Idea is similar to Joanne Kaczmarek's work in archives. A box of material goes to Oak St with a barcode. The finding aid is attached to the MARC record.

Bronze tablet photography is complete and we will get the files next week from the photographer. How the files will get uploaded to the server are yet to be decided

Sanburg photos are all in Content DM but none are live. Tom asks if we can at least make them viewable with a bluestem password. Only a few photos have copyright issues that need to be clarified.

Tours will be given the first week of April of the Scanning Facility. Field Museum representatives will also be here that week to see the facility.

Betsy mentioned the idea that Karen and Paula support – possibly having an OCA microfilm scanning center here for the US or just our region.

Problems with scanning microfilm are:

UIUC’s film is all stored in PA and can be scanned there already.

We don’t have rights to scan commercially produced film.

Mary suggests involving CRL as they are interested in having film scanned as well.

Mary also mentioned that June 30 is the OCLC deadline for reduced cost of preservation microfilm scanning. She suggested the railroad materials as a likely group of material to get scanned. Tom needs to verify information from the CIC about this.

The group will meet again on Friday, 23 Feb from 12-2 in 428.