Meeting 11: November 24, 2013

IS 565 Group 3

Meeting 11

MEETING MINUTES

November 24, 2013

OPENING

The meeting began at 8:00pm  11/24/2013

ATTENDING

Sharon Routh, Tricia Smith, Robert Waltz. andBrendon Gilliams

AGENDA

 

 I Review of Group Members

 II Review of Blog

 III Review of Omeka Site

I The PDF for peer review is a PDF form. We can fill it out and save it for each member. We should turn in our PDFs via Blackboard. We believe we should be able to upload all the PDFs of each member to the Assignments area, click on 'Group Member Evaluation Form' , and submit our forms by clicking 'Attach File' multiple times.  But we do not see how that is possible currently. 

II The Blog pages look good.  We are all finishing out our individual Pages for our areas of responsibility. Each page will include a References Section and any appendices as needed.  We may create a blog entry for each of our reflections.  Any additional specialized topics that we wish to address should be added as a blog page.

III Address issues regarding complex objects, DC

Presentation to Class

The Group presented the project to the class on November 20th, 2013; the last day the class met. We were also the last presentation on the last day of class. As you might imagine, we were all nervous.

Final Presentation Slide Show

Meeting 10: November 17, 2013

IS 565 Group 3

Meeting 10

MEETING MINUTES

November 17, 2013

OPENING

The meeting began at 8:00pm  11/17/2013

ATTENDING

Sharon Routh, Tricia Smith and Robert Waltz. Brendon Gilliams

AGENDA

 I Presentation

 II Imaging Specifications  

 III Review of metadata standards

 IV Evaluation of Technologies

 V Collection Policy

 VI Meeting for Presentation

I. Presentation has been started. We need to determine what to name it. We should meet later in the week to finalize presentation

II. The quality of the scans using 24bit color is substandard. The original documents were professionally printed on 20 pound paper. The ink has bled through the page and, when scanned, creates significant distortion of the original.  Using 600ppi Black/White tiff scanning, we were able to generate a clean copy of the original that will be sufficient for Optical Character Recognition software.  We will write up recommendations for the future, but for this assignment, due to technological and time constraints, we will only be displaying Black/White images of the newsletters

III. The standards have been added to and are in progress.

IV. The work is in progress. Document has been shared and several sections are looking very good.

a. It would be really cool to have certain plugins enabled.

b. Coins tags

c. Item Order

d. http://omeka.org/codex/Plugins/TeiDisplay

e. Library of Congress Subject Headings

f. OAI-PMH Repository

g. Collection Tree

h. Dublin Core Extended

V. Review Collection Policy so that Tricia can publish it to the blog

VI. We will meet on Thursday Night at 9:20PM

Meeting 9: November 10, 2013

IS 565 Group 3

Meeting 9

MEETING MINUTES

November 10, 2013

OPENING

The meeting began at 8:00pm  11/10/2013

ATTENDING

Sharon Routh, Tricia Smith and Robert Waltz. Brendon Gilliams

AGENDA

 I Review of metadata standards, led by Robert

 II Report on Collection Policy

 III Evaluation of Technologies

 IV Distribution of materials to group members

 V Imaging Specifications

I.  Looking at various standards as to how they would be used.  matrix is complete. Working on an evaluation and recommendations document. I plan to create a separate implementation details document with examples.

II. In Google Docs, adding some more details and finalize the details.  

III.  Will have a presentation next Sunday.

IV. Materials have arrived. Tricia has been provided 2 years of newletters. Each member will receive two years of materials to digitize however, due to time constraints, we asking that each member only digitize one newsletter from each year received. Robert can meet with Brendon 6pm until 9pm or before 1pm.  Circle Park, Deweys Den at 11am. Sharon will receive Materials via Brendon’s Mother.

V. 300dpi minimum resolution TIFF format. 24 bit color. This format provides high quality copy for preservation.  However due to the large size of the file, the images will be compressed using JPG for dissemination and for thumbnails.  Optical Character Recognition software will be used to extract the text from the TIFF images. OCR of images will be performed with either the opensource  OCRopus and/or tesseract OCR projects found in google code, or the proprietary  ABBYY FineReader software.  With the OCR’ed images, we will be able to produce TEI from which we then can distribute the newsletters in various display formats such as HTML, EPUB or PDF.  We have a decision point as to whether the PDF reproduction via TEI will be of sufficient quality for general distribution, or if we should create PDFs from the compressed JPGs versions.

Meeting 8 : November 3, 2013

IS 565 Group 3

Meeting 8

MEETING MINUTES

November 3, 2013

OPENING

The meeting began at 8:00pm  11/03/2013

ATTENDING

Sharon Routh, Tricia Smith and Robert Waltz.

AGENDA

 I Detailed discussion of metadata standards, led by Robert

 II Progress on Collection Policy

 III Distribution of materials to group members

I. Working on a Matrix evaluation. Looking at various standards as to how they

II. In Google Docs, adding some more details and finalize the details.  

III. “The materials have not arrived yet, but have been shipped will update as soon as I can.”

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.