BC Digitization Coalition – Meeting Minutes
Monday, December 14, 2009
Attendance: Alissa, Anita, Gordon (minutes), Kate, Janine, Moira, Simon (chair)
1. Welcome
2. Final Terms of Reference
Simon discussed some suggestions received and changes to draft. It seems difficult to finalize the document at present in these “early days”. It was agreed we’ll revisit the Terms of Reference in June 2010 after other developments. In the meantime the current document will be mounted on the new website and marked DRAFT.
3. Report on FSJ visit/Engaging Library Federations
Simon and Gordon reported on their visit to Fort St. John to participate in the Northern Dialogue on Digitization hosted by the North East Library Federation (NELF). It was the Coalition’s first official activity out in the community. There was a great initial presentation by two paleontologists on the role of digitization in their work to capture and preserve dinosaur traces and make them accessible online. Gordon and Simon then provided an overview of national and provincial digitization “scene” and the story of the Symposium. The goal was to get participants excited about how a local digitization initiative might look in that region, and that certainly took place during the dialogue portion of the afternoon. NELF committed to continuing the conversation and coordinating a local group.
It was agreed that the Coalition would inform other groups about this event and offer to support similar local dialogue sessions. As in the case of NELF it could be the local public library federation which organizes it, but it could also be a group from another sector, e.g. a museum, archives, etc. As well, different members of the Coalition could take turns leading the event. This message will likely be sent out as part of the Coalition’s first communication (see below).
Janine pointed out that the AABC has a two-day “managing a digitization program” workshop which was just cancelled due to poor registration. It’s essential that we coordinate and collaborate better between sectors to make best use of available resources.
4. ‘Components’ document and the four libraries: next steps
Simon reported on his conversation with UBC University Librarian, Ingrid Parent, about a Coalition representative talking to UBC Library, SFU Library, UVic Library and VPL’s digitization group. However their next meeting date is uncertain. We will go forward with planning for a joint meeting between the Coalition and the four libraries to discuss collaboration. Planning that meeting/retreat will occur at the next Coalition meeting.
In the meantime Gordon will revise the Components document and send to all Coalition members. Then Simon will forward the document to the four libraries and confirm the joint meeting. (Deadline for these actions: before the next meeting.)
At this point several questions were asked about the role of Canadian.org and the national portal. Lynn Copeland, University Librarian of SFU and President of Canadiana will present at the joint meeting.
5. Update for Symposium attendees
All agreed that we should begin communicating to Symposium attendees and the broader community of BC stakeholders about the Coalition and its plans. Gordon will adapt the current Symposium website into a Coalition website. Once the website is ready, Anita/Gordon will draft a communication to the Symposium attendees and send it to all Coalition members for feedback. (Deadline for these actions: likely February.)
Initial brainstorm of topics/content for the website and the communication:
- Coalition name
- Terms of Reference
- Components document
- Fort St. John session
- coordinator position
- who to contact
6. Offer of funding from IKBLC
Simon announced that the Irving K. Barber Learning Centre is making an offer to fund a resource position for the Coalition. It would likely be a contract position (one or two year initial term) hosted administratively at IKB. The person will have some IKB responsibilities such as coordinating the digitization grants program but otherwise will work at the direction of the Coalition. This fits the goals of IKB and also UBC’s direction toward digitization.
Coalition members were understandably very pleased at the news. The exact timeline is uncertain, but hiring can proceed fairly quickly. The coordinator may not meet all the needs of the Components document (e.g. technical), but will go a long way toward building a BC digitization initiative.
All Coalition members are asked to send Simon feedback and suggestions on the skill sets required for the position. Simon will then draft a job description and coordinate the hiring process. (Deadline for feedback: before the next meeting. Hiring timeline: likely February-March.)
7. Ontario Community Digitization Program (CDP)
Gordon briefly described the Ontario Community Digitization Program, a new initiative which he learned about from the Our Ontario staff. The program has hired three digitization coordinators who spend three months or more in participating institutions developing sustainable programs. The goal is to build capacity within the province to create new digital collections. There are over 50 participating institutions including libraries, museums, and archives. It is an exciting initiative and one from which we can borrow ideas for our BC initiative.
Janine described the existing AABC education coordinator education trainer, a 3/4 time position funded through CCA. Again it seems essential that we better communicate between sectors to make best use of available resources.
8. Other business
The next meeting will likely take place in the week of Jan. 25 or Feb. 1. Gordon will send out a Doodle with dates in both weeks. (Deadline: early January.)
End.