The Signing of the Memorandum of Understanding

In order to gain access to the materials for digitization, the group created and signed a Memorandum of Understanding with the CFRA.

Memorandum of Understanding Oct 20th, 2013

This memorandum served as the basis of understanding between the CFRA and the our digitization team. The memorandum ensured that the CFRA and our team understood the rights of ownership for all material to remain in the possession of the CFRA. The memorandum was requested by the CFRA Director to ensure that the labor of our team would be considered volunteer time and that the CFRA would have a document to use if any legal action against the team or the CFRA were to occur over work performed on this project.  

Meeting 7: October 27, 2013

IS 565 Group 3

Meeting Minutes

October 27, 2013

OPENING

The meeting began at 8:10pm, 10/27/13

ATTENDING

Brendon Guilliams, Sharon Routh, Tricia Smith and Robert Waltz.

AGENDA

I.               Status of materials – Brendon

II.             Collection Policy – Tricia

III.           Metadata standards -- Robert

DISCUSSION

I.               Materials have been boxed and are ready to ship (as of Friday, October 25). Brendon will notify the group to arrange pickup when he receives them.

II.             Collection Policy: in progress. We discussed specifics for the inclusion/exclusion of materials, language and maintenance. Decided on a max. file size for text, images, audio and video files for the collection.

Text – 10 MB

Images – 60 MB

Audio/Video – 1GB (files larger than this can be split and then pieced together

III.           Metadata: discussed pros/cons to Dublin Core, MARC/MARC XML, METS.  We compared main metadata standards and discussed options for people at the CFRA with little knowledge of metadata who may not be tech savvy. The group agreed that standards selected should be easy to understand for the people who will be maintaining the site but may not have experience in these areas. Robert shared an article on open source software with the group. Before next week’s meeting, more research will done on metadata standards in order to make a decision next week.

AGENDA FOR NEXT WEEK-November 2 at 8PM EST

·      Detailed discussion of metadata standards, led by Robert

·      Distribution of materials to group members 

Meeting 6: October 13, 2013

IS 565 Group 3

MEETING MINUTES

OCTOBER 13, 2013

OPENING

The meeting began at 8:03pm  10/13/2013

ATTENDING

Brendon Guilliams, Sharon Routh, Tricia Smith and Robert Waltz.

AGENDA

I. Status of Materials - Brendon

II.Community Analysis Review of Blog
III. Collections Guidelines
IV. Metadata Standards
V. Scanning Recommendations/Resolution of Scanned Images

DISCUSSION

I. The person from the CFRA who will be shipping the materials will be in contact with us beginning this week. Two copies of all of  the newsletters will be sent. The Memorandum has been sent to Robert. He will sign the document and send to the next person.

II. A Page on the Blog was created for the Community Analysis, it is not published yet due to formatting concerns. Sharon will edit and perform the final Publish operation.

III. Collections Guidelines are in progress, but not yet completed.  An option may be to review the examples on the CFRA website for newsletters to help with guidelines. 

IV. Robert has not started Metadata Standards yet.  Hopefully he will have a report by next week.

V. We need to consider the # of colors available and the font size of the newsletters, once we receive physical copies.

AGENDA FOR NEXT MEETING OCTOBER 20TH at 8PM EST -Tricia Lead next week 

I. Collections Guidelines

II. Metadata Standards

III. Review of Material

VI. Scanning Recommendations/Resolution of Scanned Images

Meeting 5: October 6, 2013

IS 565 Group 3
MEETING MINUTES
OCTOBER 6, 2013

OPENING:
The fifth meeting of Group 3 for IS565 Final Project began at 8:05 PM EST.

ATTENDING:
Tricia Smith, Robert Waltz, and Sharon Routh were in attendance.

AGENDA:
I.    Community Analysis Status
II.  Collection Guidelines Status
III. Status of Materials
IV.  Scanning of Materials
V.   Resolution of Images
VI. Rights Memorandum to CFRA


DISCUSSION:
I.    The Community Analysis is mostly complete.  Tricia will continue to work on the
       SWOT (Strengths, Weaknesses, Opportunity, and Threats) Analysis and send it to
       everyone for review this week.

II.   Collection Guidelines are dependent on materials which have not yet arrived.  We
       will discuss these at the next meeting.  A document has been shared for
       the development of guidelines.

III.   Materials are still waiting on the delivery of the Memorandum concerning CFRA
        retention of ownership rights to Brian Depew, Director of the CFRA.

IV. & V.  Scanning and Resolution of Images will be dependent upon materials and again
        will be discussed once materials have arrived.

VI.   It appears Brain Depew has accessed the Memorandum on Google Drive.  Brendon
        will be emailed and will follow up on the status of the materials.

AGENDA, NEXT MEETING OCTOBER 13, 2013 at 8:00 PM EST:
I.    Post Community Analysis to Blog as a Page
II.   Collection Policy
III.  Materials Status
IV.  Metadata Options
V.   Scanning Recommendations/Resolution of Scanned Images

Meeting 4: September 29, 2013

IS 565 Group 3

MEETING MINUTES

SEPTEMBER 29, 2013

OPENING

The meeting began at 8:05pm  9/29/2013

ATTENDING

Brendon Guilliams, Sharon Routh, Tricia Smith and Robert Waltz.

AGENDA

I. Proposal -- due October 4

II. Personal goals for project

III. Community analysis

IV. Memorandum approval from CFRA

V. Scan/resolution for materials 

VI. Next meeting - October 6, 2013

DISCUSSION

I. Discuss completion of proposal, sections two and four are still unfinished. Everyone will have their sections completed by Wednesday to allow time for group to review/edit on Thursday. Turn in on Friday. 

II. Part four of proposal is personal goals for the project. Some of the group goals discussed:

• working with a digital library
• experience in a real world situation
• Learn from fellow group members, experience working as a team
• working with the organization to complete its goals

III. Sharon has completed a rough draft of the community analysis and sent to group for review. As a group we decided to add a SWOT analysis to the community analysis. Tricia will type up a draft for the SWOT and send to group members for editing. 

IV. The Memorandum has been sent to the CFRA, we are waiting on approval from Brian of the CFRA. Once he approves Brendon will fax document to the group for signatures. 

V. Once memorandum has been approved, CFRA will mail materials to Brendon. When we have the materials, we will determine scan/resolution minimums for the policy. Brendon will disperse materials to the rest of the group and each member will scan materials for the collection. 

VI. Next meeting -- Community analysis and begin work on policy development. 

Next meeting -- Sunday, October 6, 2013 at 8:00pm.

Meeting 3: September 22, 2013

IS 565 Group 3

MEETING MINUTES

SEPTEMBER 22, 2013

OPENING

The meeting began at 8:10pm  9/22/2013

ATTENDING

Brendon Guilliams, Sharon Routh, Tricia Smith, Robert Waltz, and Inga Haugen.

AGENDA

1. Update on Center of Rural Affairs point of contact/ Project name
2. Insight from contact on Center for Rural Affairs requirements/ needs before work can begin
3. Discuss Material Types present at Center and decide desired material to work with.
4. Final Proposal due Oct 4th
5. Discuss Center for Rural Affairs material distribution for digitization processing
6. Next Meeting- September 29th, Tricia leads

DISCUSSION

 I) Update from Brendon regarding the Center for Rural Affairs’s point of contact/ Group naming discussion

• Center for Rural Affairs Contact update- Inga Haugen
• Center for Rural Affairs Beyond the Walls- group name

2) Inga haugen discussed Center for Rural Affairs documentation needs

• Need a Memorandum of Understanding. Center wants to ensure that they retain copyright. Inga Haugen is our contact.  Inga and Brendon are writing up the Memorandum. We will have the Documents until January 2014.

•  We need to review the Memorandum and sign it.  We may need to Fax/scan the document around in order to get all of our signatures.Thursday evening final draft, Brendon will sign and send to Robert, who will send to Tricia who will send to Sharon.

desired material to work with.

3) Inga Introduced the Types of materials that the project can work with

• Project Reports,
• Newsletters --group decided to focus on this material type
• Correspondence,
• Grants,
• Legislation,
• Born digital material (emails),
• Annual reports,
• Workshops,
• Conferences

• Direct Service Work- business workshops with farmers
• Policy Documents - internal documents

4) Final Proposal due on October 4th

• Proposal - CFRA Beyond the Walls  is the name of the digital project
• Need to fill in our personal goals. Brendon has begun the Introduction.

5) Distribution of Materials-

• send information to Brendon.
• We will focus on the newsletters, but will receive a variety of content in order to evaluate and provide future recommendations as well as provide spacing in the structure to support.
• In the proposal we should only mention the newsletters.

Agenda- September 29, 2013 8:00 pm Est.

1. Edit Final Proposal Document
2. Discuss Deadlines for Milestones to be achieved

Meeting 2: September 15, 2013

IS 565 Group 3
MEETING MINUTES
SEPTEMBER 15, 2013


OPENING
The September 15, 2013 Meeting for IS 565 Group 3 began at 8:00 PM EST.

ATTENDING:
Brendon Guilliam, Sharon Routh, Tricia Smith and Robert Waltz.

AGENDA
I) Update from Brendon regarding the Center for Rural Affairs’s point of contact  
II) Determine assignments of group members for Responsibilities  
III) Final Proposal due on October 4th  
IV) Next Meeting - September 22nd, Brendon leads

DISCUSSION
 I) Update From Brendon.

We will have issues of ownership in the deep archives material, so we should leave a space for the center to add later but we will leave it blank.  The University of Iowa has operational control over the materials and releasing these to another organization would be problematic. In the Digital Library we create, we should add a placeholder section for archival material in future archival material needs to be added.

For the center we need to set a schedule for when we want material and when we will send it back.They will pay postage

II) Assignment of responsibilities.

(1) identifying the target community and designing a community analysis -SR
(2) developing collection guidelines -TS
(3) creating recommendations for metadata -RPW
(4) making decisions about technological infrastructure including digitization options -BG
(5) implementing a prototype DL that includes a small selection of sample records -All

Community Analysis - Sharon will take responsibility. Much of the statistical data can be found in the us.gov census site.  The Center for Rural Affairs has some small datasets but not much.  We can create an online survey and distribute it through our contact.

Developing Collection Guidelines - Tricia

Creating Recommendations for Metadata - Robert Waltz, will create a matrix of possible standards to use, write up rational for use of chosen standards.

Decide on technological infrastructure - Brendon,  create a matrix of technologies to use, evaluate their capabilities, write up reasons for choosing a technology.

Implementing Prototype- entire group will work towards the goal.

A matrix of tasks and subtasks with due dates will be maintained by the group in order to subdivide responsibilities further

Project Management Matrix

III) Final Proposal 
(See Final Proposal Draft Document) Everyone will write up their area of responsibility in the Final Project Proposal available in Google docs.

Final Project Proposal: 
 
TS -copy edit and standardize language/grammar 1st 3 parts of doc

Part 1 (1 Page) Introduce your project including its goals and any history related to it -BG

Part 2 (1-2 Pages) Outline what you propose to do -rpw

Part 3 (1-2 Pages) how you will accomplish your goals including but not limited to assigning specific tasks to group members outlining what materials will be used as references and identifying the projected timeline for key milestones TS & SR

Part 4 (1 Page) Everyone does their own page. State your personal goals regarding what you hope to learn and how it will benefit your professional or academic goals

IV) Next Meeting - September 22nd 8pm on G+, Brendon sets the agenda and coordinates the meeting


AGENDA- SEPTEMBER 22, 2013 8:00 PM EST

1)  Name of Project
2)  Distribution Method of Materials
3)  Division of Materials- Topically?, Sources?, Other?
4)  Deadlines for Milestones to be achieved
5)  Final Project Proposal Discussion- Part 4 (1 page each or 1 page total?)