BC Digitization Coalition
Meeting Minutes – Wednesday, October 7, 2009
In attendance: Simon Neame (Chair), Kate Russell, Leonora Crema, Alissa Cherry, Anita Cocchia, Janine Johnston, Lisa Codd, Moira Ekdahl, Gordon Coleman (Recorder).
Regrets: Heather Daly, Chris Hives, Jacqueline Gresko.
1. Welcome and introductions
There was a round of introductions. Janine Johnston of the AABC has replaced Lara Wilson.
2. Draft Terms of Reference
Simon discussed the draft Terms of Reference document distributed before the meeting. The background section goes into some detail about the path taken to reach this point, in particular the Symposium planning. This is in order to emphasize that it is not an elected body but rather made up of representatives chosen from a variety of sectors with a connection to digitization. Membership can certainly be reconsidered at a future point. The current group brings a wealth of interests, experience, and stakeholder perspectives on digitization. The name of the group will be the BC Digitization Coalition. All members are asked to send further feedback to Simon; Simon will produce a second draft of the Terms of Reference.
3. Committee membership update
Janine has joined the group in place of Lara for the Archives Association of BC. Moira will ask the BC Teachers Federation to endorse her status here. Gordon will send a test message to the listserv to confirm everyone is receiving the messages.
4. Dialogue on Digitization in Fort St. John
Simon reported that a request for the DCB workshop was received from the North East Library Federation (NELF). After some discussion, it emerged that their needs were probably better met by a sort of “mini-symposium” which outlined the discussions at the 2008 Digitization Symposium and gave local heritage community an opportunity to engage with each other on this topic. Therefore NELF has invited Simon and Gordon to travel to Fort St. John on Nov. 7 and speak at their half-day Dialogue on Digitization on behalf of the Coalition. Attendees will come from an array of sectors including libraries, museums, archives, First Nations, etc. The Irving K. Barber Learning Centre has generously agreed to provide funding to cover travel costs and refreshments at the event.
5. Proposal on Components of Digitization Initiative
Simon introduced the draft document as the response to the action item at the last meeting about identifying specific needs of a provincial digitization initiative and what resources and staff support are necessary to meet them. Anita added that the goal was to create a broad document which brought all the components of a digitization strategy together in one place. Gordon then walked through the document. The components cluster around four key areas:
- Support for the DCB software and digitization projects in general
- Metadata export to a national search portal
- Further development of the provincial search portal (West Beyond The West)
- Development of an infrastructure for the Coalition itself, including website, communications, coordination, etc.
These needs would be met primarily by hiring a Digitization Coordinator
Simon asked the group to discuss the draft with the intention that the Coalition can officially endorse it. Several speakers emphasized that one of the strengths of the Symposium (and the Coalition) was its multi-sector nature. Therefore this document needs as much as possible to speak to established patterns in each sector and echo their terminology. The fourth section could be strengthened by adding language around “fostering collaboration and partnerships”. Support will be tailored for the needs of each sector.
Simon asked all group members to send additional feedback to Gordon by next Friday. A second draft will be produced in the next two weeks.
6. BC Digitization Strategy Discussion Document
Simon provided background on a parallel digitization initiative by UBC Library, SFU Library, UVic Library, and VPL. They’re aware of the Coalition and are interested in seeing where we could cooperate. To that end the group sent a “Towards a BC Digitization Strategy” document proposing cooperation and outlining the achievements of these four libraries in these areas. The four institutions have expertise and capacity for digitization which could be leveraged for other partners. This kind of collaboration would be very valuable for both groups. It was suggested that some kind of half- or three-quarter -day retreat might be the best context for the discussion. Simon will draft a brief response on behalf of the Coalition welcoming the opportunity to work together, and attach the finalized Components document. The timeline for this event is likely to be January.
7. DCB Workshops update
Gordon indicated that several groups, in particular on Vancouver Island, continue to express interest in hosting a DCB workshop. The question is whether to hire the software developer’s trainer or to wait until the proposed Digitization Coordinator is in place. Gordon will check with them regarding their proposed timeline.
Moira spoke about the need to harness field needs and bring the voice of users, not just creators, into the conversation. The group agreed this is a key element but will probably require a different sort of engagement process.
8. Survey of existing web resources on digitization
Alissa reported on the document she sent to the listserv which compiles a huge collection of web resources on different aspects of digitization. This is an excellent resource and is the beginnings of valuable content for the Coalition website. At the same time we don’t want to duplicate the work of others, and it will be valuable to point to existing collections of links such as the AABC portal.
9. Other business
Simon reported that the BC History Digitization Program has just announced its latest round of grants. The application form is available on their website. The deadline is Dec. 18. All members are asked to forward their announcement to their sector list servs.
Moira reported on two interesting cross-sector digitization initiatives, the Reciprocal Research Network (RRN) and a Paduan project to digitize medieval health-related materials. It’s very exciting to see the impact of “unlocking” these resources and making them accessible to users.
Timing for the next meeting was discussed. Likely we will meet in November to discuss IKB funding for the Coordinator position plus consider how to structure the January “retreat” with UBC Library, SFU Library, UVic Library and VPL. Gordon will send out a meeting Doodle shortly. Lisa will investigate facilitators for the January meeting.
End.