Meeting 1: September 5, 2013

IS 565 Group 3
MEETING MINUTES
SEPTEMBER 5, 2013

OPENING
The regular meeting of the IS 565 Group: Guilliam, Routh, Smith, & Waltz was initiated at 9:15 Eastern Standard Time on September 5, 2013.

PRESENT
Brendon Guilliam, Sharon Routh, Tricia Smith and Robert Waltz.

AGENDA
Discuss Final Project Option Assignment (Archival/Preservation Digital Library Domain)
Discuss Modes of Communication, Collaboration, Interfacing and Project Log
Create a Division of Labor for the project
Establish Formal Meeting Times

DISCUSSION

• Discuss Final Project Option:  We identified three areas of focus and the group all decided to pursue the third option of creating a Digital Library/Archive for the Center for Rural Advocacy (http://www.cfra.org/) in an area most prevalent to their current needs.  The collection is housed in two sets at Lyons, Nebraska and Illinois State University.
•  The Final Project Option can be found in the appendix to this meeting's minutes.
• Modes of Communication, Collaboration, Interfacing and Project Log:  Google will be utilized according to group consensus for documents, emails, and blogger with UTK email also  utilized.  The project log will be entered on Google Blogger weekly by any member and updated/corrected by all members.  Different options for open-source content management software were discussed with a decision postponed until the next meeting.  The group decided that Brendon would be the interface with CFRA and that Tricia would set up the Google Blogger account.
• Division of Labor:  We identified categories for division of labor and will assign these at the next meeting on September 15, 2013 at 8:00 Eastern Standard Time. One team member will be assigned as coordinator for the task and will organize meetings for the team to complete the task.  The tasks are: 
  (1) identifying the target community and designing a community analysis
  (2) developing collection guidelines
  (3) creating recommendations for metadata
  (4) making decisions about technological infrastructure including digitization options
              (5) implementing a prototype DL that includes a small selection of sample records
• Establish formal meeting times: A Doodle Poll was utilized to select a convenient time for meetings.  Meetings will be on Sundays at 8:00 PM Eastern Time.  Our goal is to meet at least weekly and communicate through email.

AGENDA FOR NEXT MEETING
Assign components (books, pamphlets, materials) to be digitized if available
Assign coordinators for Division of Labor
Discuss Software to be utilized for the project
Final Project Proposal Due Oct. 4

APPENDIX
Final Project Option
Brendon Guilliams, Sharon Routh, Tricia Smith, Robert Waltz

Our group will work with the Center for Rural Affairs (http://www.cfra.org/). We plan to digitize publications that are most prevalent to their current needs. The Library we create will feature some older and newer publications that are highly sought after. The CFRA has been working to digitize their materials to make them available to a larger audience. Our participation in the project will expand the digital collection, organize the materials to be easily accessible and provide the CFRA with a collection that they can expand after our class is over.

The CFRA is going to send materials to our group to be digitized and returned. The collection will consist of books, pamphlets and other materials that they currently hold copyright to.