Large Scale Digitization Working Group

December 13, 2006

10:00-11:00am, Room 230B

AGENDA

• RFP Update (Betsy) 5 minutes
• Workflow for getting UIUC related digitized content into IDEALS (Sarah)

Minutes of meeting - david vess

Mass Digi Meeting

March 7 2007

Attended by:

Betsy Kruger, Candace Bulkley, Michael Norman, Kurt Groetsch, Mary Sullivan, Sarah Shreeves, Tim Donohue, David Vess

Betsy gave an RFP update.

Will be touching base with Northern Micrographics this week about RFP issues.

Have everything done except Engineering reports and items from Illinois Historical Survey.

Will have some revisions for the page counts – they were off on some items. Some items where tagged as needing bi-tonal but some should have been tagged as needing grayscale scanning and not bi-tonal scanning.

Will be scanning Library Office Notes though Mark Laskowski in UGL, Reserves. All will be bi-tonal.

Material from OCA and IDEALS

Sarah wanted to discuss how IDEALS fits into the workflows coming back from both OCA and the RFP materials (in-house and out-of-house.)

OCA

IDEALS needs to know when the material is done and how to get access to the files they need.

OCA gets material done in 70+ hours. Sign up for the IA Library Card. Use Meta Manager – the IA’s metadata manager.

How Kurt gets file – uses FTP client to get data from IA and places it on our servers. Questions came up about which files he is downloading. He got all files for Lincoln books – which includes the large archival files that are about 500MB. He is not getting the archival files in the rest of the items. They are too big. What he’s doing/placing on our servers:

• Making a folder with the IA identifier (root identifier)

• Déjà vu file

• ASCII file

• Metadata

• PDF

• Meta record

• MARC xml file

The root identifier is used to generate the links

Betsy, Michael and Tim Cole are meeting after CAPT meeting this week. One thing they will be discussing is how to handle the large archival files.

Sarah mentions the importance of certain materials in a set, like the Allerton materials to all have one identifier and not multiples in the different systems.

Kurt will pull down IDEALs material

Sarah needs to map MARC to DC

Then identifier needs to be pushed back to be added to the catalog

What files will ideals want?

• PDF

• Metadata in some XML format

How to get the handle back to Michael? It will be a batch ingest. Will have to have some level of manual handling. Could match bib ID to handle.

GSLIS wants copies of their materials. Betsy will verify what the want. Will likely be all of it.

Material from RFPs and IDEALS

About 85% of RFP material is going into IDEALS as well as materials that are being scanned in-house.

IDEALS will take the HD. The hard drives will be organized per the specs of the RFP. DVDs will go though a QA check and then to Oak St.

The returned files should include such things as:

• XML files in TEI

• JPEG2000 images

• JPEG images

• Metadata

• Checksum

• PDF’s

There are some non-UIUC materials such as the Illinois Legislature collection. Also UIC material that IDEALS will not be ingesting but we can inform the UIC institutional repository staff at UIC about material they may want to take copies of.

IDEALS also takes non-scholarship materials – these items relate to the campus, such as annual reports, campus strategic planning, etc. Not taking things like Library Office Notes.

Tim D suggested IDEALS may want to document what they are and are not taking into IDEALS for this project.

Mary Sullivan brought in the set of books – “Faculty publications and doctoral dissertations” call number - C.IL6UMB. These volumes run from 1908-1979 except no issue was published in for 1950/1951.