CHO / IMLS

All Staff Meeting

August 21, 2000

Mystic Seaport

Present:

Jim Blackaby, Jeannette Blohm, Dylan Fairfield, Nancy Finlay, Kathy Foulke, Richard Frieder, Coonie Hightower, Tara Hurt, David Kahn, Mary Ann Stets, Tom Wilsted, Rodi York, Paul, Allison Zhang.

1. Overview – Allison

• Catalogers met to discuss and finalize the following; Marc-Dublin Crosswalk, Server Instruction, Geographic Components, Category Headings, Image Server templates and a Cataloging Manual.
• The Cataloging group decided that a file conversion of the images would need to take place once Boston Imaging finished the 300 images. The conversion will consist of cropping images and including copyright information.

1. Current ‘Forecast’ – Allison

• Cataloging and Digitization [May – August 2000]
• Web Design [September – December 2000]
• Educational Component [ January – June 2001]
• Publicity [ ??]
• Geographic Component [? See Patrick’s Notes]

1. Overview of Three Groups

1. CHS – Scanning Boston Imaging went well, Cataloging time was determined to be close to 20 minutes per image.
2. Dodd – Scanning Boston Imaging went well, Image Server has been set up, Voyager software was set up and a separate Voyager Database was set up for the project and cataloging was determined to take about 20 minutes per image.
3. Mystic – Finishing selection [4,400], Boston Imaging will shoot soon [Sept. 11^th or 18^th] , Jim has been working to complete the record dump from Mim to Voyager, Kathy has been augmenting some records and cataloging was determined to take 20 minutes per image. Some of the tables Jim has been working on are available as tools so please contact him with questions about these "working tools."

1. Education Overview – Connie

• Three lessons plans were created by Patrick Flynn [Patrick recently became Curriculum Director at his school; a plus for us].
• Todd Vogel [Dept Head of American Studies would like to see a college component to our curriculum section. The Educational Committee will cultivate this possibility.
• Director of AAM Conference spoke highly of leadership grants like the one we are all a part of [another plus for us and the project].
• Dodd Center will look into two education students to do summer interns for the Summer 2001 session that could help with curriculum development.

1. Funding Overview – David

• David spoke with Nancy Ames [Director External Affairs] and she will be reviewing the grant and making suggestions on how we can create a less costly, break down for potential funders.
• Tom will work with three groups to procure the funding [$8,000/3 groups] for the geographic component student intern.

VI DEMONSTRATION of Pilot Project

• A lengthy discussion followed.
• The highlights are listed below;

• It was established that the current level of cataloging was what the group wanted so each group will proceed with the current level of cataloging and will complete as many records within the project time line.
• It was determined that a ‘copyright’ statement should be on the bottom of each image as currently displayed in the pilot project. All groups felt it was necessary to have a standard statement so the following was agreed upon; Copyright Information : [Name of Institution]
• Jim showed an alternative way to present the software. The demo made a statement for capturing the data and presenting the data separately. Jim will meet with the Managenment Committee to discuss practicle application of his sample.
• It was determined that every one was satisfied with the quality of the image. On limit of Voyager that is a concern for many on the staff is that Voyager does not allow a quick link to the actual image [one must first go through the cataloging record and click on a photo link, which is not real intuitive].
• It was determined that the Management Group needed to meet to discuss funding for the upcoming year / needs of the project [Web master, Server Needs] Jim and Fritzi will meet with the group after this next meeting to discuss different presentation options.
• Allison discussed the need to create two teams over the next month; Web Content Design Committee and the Interface Design Committee. The Web would focus on the presentation of the web page and the Interface would focus on the look and use ability of the search section of the site (Voyager interface).

7. Next Group Meeting is October 2, 2000 at CHS.
8. Catalogers Meeting – Week of August 21, 2000.
9. Management Meeting – September 12, 2000 or September 13, 2000 in the afternoon.