BC Digitization Coalition
March 11, 2011
3:00 – 5:00
BCLA Boardroom
| Present: Simon Neame, Chair (IKBLC), Alissa Cherry (UBCIC), Mimi Lam, Coordinator (IKBLC), Allan Bell (UBC Library), Anita Cocchia (BC ELN), Ken Cooley (UVic Library), Gordon Coleman (BC ELN), Brenda Smith (BC Historical Federation) | ||
| Guests: Mark Jordan (SFU) | ||
| Telephone: Janine Johnston (AABC), Erica Hernandez (UNBC Library), Cecily Walker (VPL) | ||
| Apologies: Moira Ekdahl (BC Teacher Librarians Assoc.), Chris Mathieson (BC Museums Assoc.), Brian Owen (SFU), Kate Russell (VPL), Lynn Copeland (SFU), Heather Daly (BC Teacher Librarians Assoc.) | ||
| Agenda Item | Summary | Action |
| 1. Welcome & introductions | ||
| 2. Software Working Group Report | Gordon gave some background information about the formation of the Software Working Group (SWG) and the report. Initially the SWG’s goal was to find options to replace the search portal; however, the group realized that the needs exceeded a new search engine. The SWG presented the following five recommendations: | |
| 1. Search portal/engine The SWG recommends replacing the current search portal with an user interface that will pass searches though Canadiana and return BC related results to the West Beyond the West Portal.This approach will increase visibility of BC content at a national level while maintaining the West Beyond the West branding. The search portal would be a core service provided by the Coalition. |
Simon and Mimi will create a one-page proposal for portal development. Make a fundraising pitch to local groups. | |
| 2. Digital collection hosting service The SWG recognizes that there are institutions with valuable material who cannot host their own software installations. The group proceeded to discuss details about (a) what software would be appropriate and (b) who would host these collections. The SWG recommends the use of a third-party host and the use of the free, open source software, Digital Collection Builder (DCB).The cost for this approach would include an annual hosting fee and the cost for adding some additional features to DCB, most likely to be done by the original software developer Artefactual. ICA-AtoM uses the same back-end so in the future, West Beyond the West and MemoryBC could become interoperable and harvestable by the national portal, Canadiana. The Coalition (or another organization) could add other features later on such as additional metadata templates depending on expressed need.Other provinces like Ontario and Saskatchewan are in the process of switching to ICA-AtoM so this is a growing community. Coalition members were in favour of this approach and will follow up with Artefactual to discuss hosting and development options. |
Coalition will contact Artefactual to confirm interest with additional development work for DCB. | |
| 3. Metadata transformation service This recommendation proposes hiring someone on an initial six-month contract to transform existing metadata for ingest into Canadiana in order to populate the WBTW portal. A natural place to start acquiring metadata are projects funded by the BC History Digitization Program. The group also discussed the need to support ‘at risk’ digitized collections that may be using out-dated technology, such as the collection of digitized materials at New Westminster Public Library that was developed in the early days of digitization.Other digitization initiatives such as Knowledge Ontario have found a need for the same service. AABC’s archival network coordinator’s position would offer valuable insights for recruitment of a metadata ‘wrangler’. The group agreed with this recommendation and noted the need to populate the WBTW portal with more usable metadata to help build broader interest in using the portal. |
Mark has developed tools to export metadata from ContentDM which he could share. Mimi will explore adding more BC content metadata to populate the WBTW search portal (content recruitment). Mimi will ask AABC to share their network coordinator JD and begin a draft for the ‘metadata wrangler’ contract position. |
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| 4. Technical Sub-Committee The SWG’s recommendations involve utilizing the Coalition’s coordinator extensively. Consequently, the coordinator will benefit from the advice and assistance of a permanent Technical Sub-Committee (TSC). Some members of SWG have expressed an interest in being on the TSC. Coalition members agree that the formation a TSC will provide structure as the scope of work grows. |
Gordon will ask/recruit members for the Technical Sub-Committee. Gordon will lay out tasks/responsibilities for prospective members. |
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| 5. Relationship with Canadiana The SWG’s final recommendation is to establish a formal arrangement such as letter of agreement with Canadiana. Canadiana has similar agreements with other groups. Coalition members are in agreement with this recommendation. |
Simon will initiate a conversation with Canadiana and the TSC can take over regarding the details. | |
| IMPLEMENTATION The Coalition and its coordinator need to establish a Core Services Implementation Plan. There are several details that are already known:
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Mimi will begin a draft of a Core Services Implementation Plan for review by the group. | |
| FUNDING The Coalition took some time to brainstorm funding options at this point:
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Talk to Ron Walker/Brian Bell at Canadiana because they have experience in this area. Form a FSC that could look at a more elaborate proposal for other funding sources. |
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| 3. The Future of the Coalition | It has been almost two years since the BC Digitization Coalition was formed out of the recommendations of the Digitization Symposium in late 2008, and the group paused to discuss where the Coalition is headed in the future. Simon provided a document that reviews the Coalition’s activities as well as looks ahead to solidify the Coalition’s structure, governance and sustainability as it plans future programs and services.Although the costs of creating and providing new services are not huge, members also need to consider ongoing issues of sustainability how the Coalition relates to other large digitization initiatives. The Coalition is not a group that engages in digitization projects but rather works to facilitate conversations between the different sectors with a particular interest in supporting smaller institutions to participate in digitization initiatives. There is potential for collaboration with larger digitization projects such as BC Bibliography Project (a multi-institutional initiative) and the group agreed that the Coalition should stay connected with some of the larger projects (the group also noted that there is usually overlap in the membership of various groups which should help information sharing).The group agreed that the current informal structure works well and will allow the Coalition to achieve its immediate goals for the next year. Members of the group suggested some changes to the current meeting format including a regular Coordinator’s report to ensure that action items are moving forward. | Talk about internal structure next meeting and the steering committee role of the Coalition and its sub-committees Promote the new website. Coordinator’s report at the next meeting. Simon will present on behalf of the Coalition at the BC Bibliography meeting on April 29th. |
| Next Meeting: TBD | ||