Minutes – March 26, 2010

Joint Meeting of the BC Digitization Coalition and UBC, SFU, UVic and VPL

Irving K. Barber Learning Centre, Chilcotin Boardroom (256)
Friday, March 26, 2010
12noon – 3pm

 In Attendance:  Simon Neame (IKBLC) – Chair, Alissa Cherry (BC UIC), Anita Cocchia (BC ELN), Brian Owen (SFU), Chris Hives (UBC Archives), Chris Mathieson (BCMA), Gordon Coleman (BC ELN), Ingrid Parent (UBC), Janine Johnston (AABC) – Recorder, Kate Russell (VPL), Les Mobbs (City of Vancouver Archives), Lynn Copeland (SFU), Marnie Swanson (UVIC), Moira Ekdahl (BCTLA), Paul Whitney (VPL), Sheila Flaherty (VPL).

Meeting called to order at 12:35 pm.

1.      Welcome and Introductions

Simon Neame welcomed the attendees and outlined the goal of the joint meeting: to look for opportunities to cooperate in our respective digitization efforts. Attendees then introduced themselves.

2.      Update on the activities of the BC Digitization Coalition

1. Alissa Cherry provided a background on the 2008 BC Digitization Symposium, its Final Report, and the six recommendations for moving the initiative forward.  She emphasized the multi-sector representation at the event, and also that the current BC Digitization Coalition is a continuation of the Symposium Organizing Committee with a mandate to implement those recommendations.
2. Simon Neame outlined the Coalition’s draft Terms of Reference document. The Terms of Reference is very much a “living document”, and the function and membership of the group may change as the initiative evolves.Several questions were asked about the composition of the Coalition. The aim has been representation at the sector level, but this could change in the future. It was noted that the membership focuses mostly on creator groups rather than user groups. User engagement will be a key piece, in particular around successful advocacy for funding.
3. Gordon Coleman presented the Coalition’s Components document.  This document outlines the three major challenges of creating a digitization initiative: encouraging more digitization work; developing the provincial search portal to improve access; and improving the coordination of digitization work across BC.In response to questions it was clarified that preservation was not a focus of the current components, and that the emphasis was on digitizing historical collections, not “born digital” items.
4. Simon Neame provided information on the Irving K. Barber Learning Centre funded Digitization Coordinator position. The Coordinator will work on many of the tasks identified in the Components document. Their services will be available to all sectors and may include grant-writing support.

3. Update on the activities of the University/VPL ‘Digitization Group’

1. Lynn Copeland outlined the history of the digitization group consisting of the three large research libraries and VPL. Initially they were working on a digitization initiative in cooperation with the Internet Archive, but funding was lost. Interest in this kind of initiative continues, and they feel it dovetails nicely with the vision of the Symposium and the work of the Coalition.

Marnie Swanson indicated there is a possible project working with BC’s Legislative Library on digitizing government documents. This would be an important and unique BC contribution to national digitization efforts.

2. Lynn Copeland provided an overview of Canadiana.org’s history, membership development, and evolving governance structure.  Specific projects on the drawing board include expanding the Digital Collection Builder (DCB) tool, developing the national search portal, a “digi-mobile”, and building Trusted Digital Repositories (TDR) for preservation. Canadiana will rely on regional groups like the Coalition to support the national initiative. There will be a Canadiana presentation in Vancouver on June 15 and the Coalition is serving in the local organizer role for that event.
3. Paul Whitney reported on a project of the Association of Book Publishers of BC as well as school, public, and post-secondary libraries to make available online approximately 650 non-fiction books about BC by BC publishers. The BC Books Online project is now in a one-year beta at 12 libraries and library systems across the province.
4. It was asked if representatives of other sectors could provide updates on digitization initiatives among the institutions and groups in their sector.Chris Mathieson reported the BC museum community is engaging in many types of digitization work. One high profile project is the Museum of Anthropology’s Reciprocal Research Network (RRN), which gives online access to the collection and allows the community to provide input and feedback with close control on accessJanine Johnston reported on how the AABC is successfully using ICA-AtoM software to make archival descriptions across BC available on the newly launched MemoryBC portal.Les Mobbs reported on the City of Vancouver Archives initiative in developing an open-source digital archive with a Creative Commons license.  ‘Hackathons’ have been an interesting way to test the system, maintain collaboration, and bring new users groups to the archives.Simon Neame mentioned that one of the goals of the Digitization Coordinator position would be to develop a clearinghouse of digital projects.  This will help build cross-sectoral awareness of new initiatives.

4.      Roundtable discussion moderated by Anita Cocchia

1. What are our common interests?
2. Where are the opportunities for collaboration?
3. What does collaboration look like?

Several participants pointed out the obvious benefits of collaborating on digitization initiatives. Each institution may have unique documents to contribute, or a partial set of documents that can be brought together virtually to form a complete collection. As well, if collections overlap, the best quality version can be identified for digitization. Many institutions are already participating in a number of cross-sectoral digitization projects and welcome further opportunities to collaborate.

Regarding specific opportunities for collaboration, hosting of digitization software is one need identified in the Components document. Lynn Copeland noted that SFU has the ability to host digital projects and provide the technical platform, which can ensure sustainability of digital assets.  They also have the technical expertise to share.

Another area for collaboration is the further development of the provincial search portal West Beyond the West. Improving access and findability is an obvious benefit for any institution doing digitization. It was agreed that a task group would be formed to expedite this process. The first step will be an evaluation of existing options including the current Knowledge Ontario-supplied technology, the Digital Collection Builder, and MemoryBC. The group will recommend a technology and a process for implementing it. The following groups volunteered to supply a staff member for the task group: UBC, UVic, VPL, SFU, and BC ELN. Representatives from the museum and archival communities will be identified. The Digitization Coordinator will sit on this group once they have been hired.

Moira Ekdahl noted that Museum of Anthropology’s Reciprocal Research Network is the closest technology to date that meets the needs of her users (teachers and students).  Involving this group will also assist in advocating for funding and driving new projects.

Regarding what collaboration looks like, several aspects of Coalition membership were discussed. Geographic representation is not planned at this point. However, the Coalition’s intention is to engage all areas of the province. So far a mini-Symposium has been held in the north-east region, and a DCB training workshop will occur on the island in the next few months.

Membership until now has been sector-based, but it’s clear that institutional representation is also appropriate, especially where there are major partnerships in operation. Paul Whitney suggested that BC Digitization Coalition should include representatives from the three research university libraries and VPL. Since UBC and VPL are already represented, it was agreed that SFU and UVic would be invited to appoint representatives on the Coalition.

Membership will be fluid, with different community members taking more or less active roles at different times depending on their interests.

5.      Next steps and wrap-up

The major action items arising from the meeting are (1) the task group to evaluate the provincial search portal and (2) the addition of representatives from SFU and UVic on the Coalition. The Coalition will follow up with the relevant institutions regarding those two tasks.

Another joint meeting between the Coalition and the three large research libraries and VPL will be scheduled for late June after the Canadiana.org meeting. It is planned that the search portal task group will provide a report and recommendations at that meeting.

Meeting adjourned at 3:03 pm.