Mass Digitization Group Meeting

Wednesday, October 4, 2006

10:00-11:00am

Room 230B

AGENDA

1. Budget clarification re: $125K allocation for IH staffing (5 minutes)
2. Review of specifications, quotation request template, sampling accuracy (25 minutes)
3. Page Turning /Navigation Software and Metadata standards (30 minutes)

FYI ITEMS

• Betsy, Mary, Tom working on collection description document to share with OCA folks
• Betsy, Beth, Chris met 10/3/06 with Alumni Association re: digitization of UI Alum Magazine (cost-sharing)
• Will be receiving proposal from Tracie Wilson (CLIR fellow in ESSL) on traditional cultures of Illinois
• Betsy meeting this week with Rod Allen re: contract questions/issues

MINUTES

1. Budget clarification -- In addition to the IH salary lines, we will also leave $25K in this budget line for a web designer. The balance will be moved into the collections line, except for $2K which will be allocated for the Illinois Harvest brochure we discussed creating at last week's meeting.
2. We reviewed the specification sheet put together by Nuala and approved her recommendations. We will include the relevant specifications in our requests for quotations from vendors
3. We reviewed and approved the "Request for Quotation" template form that Betsy put together. Betsy will tweak a bit to include the metadata boiler plate that Chris Prom will supply and flush out #16 to include information about itemization of costs that we might be interested in receiving from a particular vendor. She'll also add an option for thumbnails, embedded identifiers, and type of OCR software used by the vendor.
4. We discussed issue raised by Tom Teper on sampling accuracy as it pertains to obtaining quotations from vendors. Sampling strategies should be developed in consultation with selector, who should be able to provide information about transitions in format and other information useful to deciding on a sampling strategy. Tom will put together sampling guidelines for us to use.
5. Began discussion of pageturner software issue raised on email by Chris Prom, which also included a discussion of the various access systems we are using (IDEALS, ContentDM, DLSX, Olive, and what system is used for what type of content. Sarah will convene a group (Sarah, Tim, Nuala, Chris) to discuss and bring proposal back to the group.
6. Betsy, Nuala, and Michael met afterwards to discuss workflow issues for the UI Built Environment project, which begins next week, as well as generic workflow issues for all the non-OCA projects we'll be funding. Betsy will write up something about this and bring it to the group.