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?)

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.