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