COMMONWEALTH VIRTUAL LIBRARY
CVL Kentuckiana Collections Subcommittee Meeting
September 10, 1999
Present:
Glen Taul, Georgetown College; Mary Margaret Bell, University of Louisville; Mary Winter, Kentucky Historical Society; Terry Tucker, KET; Jeff Suchanek, University of Kentucky; Bill Richardson, KDLA; Pierce Hellams, SECC; Betsy Morelock, Kentucky State University; Susan Brown, KCVL; Eric Weig, Project Manager.
Guest: Charles Robb, KDLA.
1. Eric suggested the EAD part of our infrastructure be called the "Online Archive of Kentucky," to be consistent with other state projects, such as California and New Mexico. We also needed to discuss at some point whether we want to continue calling the overall project Kentuckiana Digital Library. There was some concern, particularly related to the "Online Archive of Kentucky" that too many names would be too confusing. It is a topic we will take up later, as database development continues.
2. Consultants
2.1 Stephen Miller's presentation on EAD will take place October 4, 1999, in Meeting Room A at the Council on Post-secondary Education, beginning at 9 a.m. Miko is asking others, in addition to Kentuckiana committee members, to attend. Members were also encouraged to invite persons from their institutions to the presentation. Eric will preside over the presentation. RSVPs should be sent to Tammie for box lunches.
2.2 David Seaman's contract is being finalized. He wanted to meet with us before October 20. The group selected October 11 or October 12 as possible dates. Eric will get in touch with him.
3. Outsourcing
3.1 Eric suggested we begin collecting print based finding aids to convert to EAD through a vendor. There was quite a bit of discussion about widely varying finding aids and what we really want from the institutions. Mary Margaret and Eric will continue the discussion through e-mail, involving Stephen Miller where appropriate.
3.2 It was noted that there has been no decision on the committee's
part about whether to outsource imaging work, or to create a centralized
digitization center within the state. The question of process for the
creation of analog surrogates used for outsourcing and future scanning
of images will be something to dicuss with the imaging consultant.
There was a question of whether money for creating the surrogates
would come from the KCVL-Kentuckiana budget prompted a request that a
line-item budget be developed, to see just what we are talking about in
terms of available funds.
3.3 The question of what archivists in the state are willing to send to an outsourcing unit has never been directly asked, but it is generally believed they would be unwilling to have originals of high reference value out of their institutions for a long period of time, never mind the security and preservation issues. One suggestion was to find a vendor who does microfilm, then scan the microfilm.
4.0 We discussed our role in bringing additional institutions into the project. The overall feeling was that our project is not at a level where we can really expand into broader areas, without further diluting the work needed on the Kentuckiana project. It was noted, though, that in all likelihood, what will happen is that an access mechanism will be available on the Kentuckiana site, with the digital object residing on any other groups' own servers.
4.1 Jim Nelson's Group: Mary and Eric will represent the Kentuckiana committee at Monday's meeting. Because the group is so new, they have not yet formed a conception of what kind of digital collection they want to create. Our group can work with them on technical issues, however.
4.2 Linking sites: there is no reason why we would not want to link to useful sites, but we need to set criteria for linked sites. Members were referred to the California Digital Library, under their collection and preservation policy, to see what they have determined constitutes a "linked" collection level. It was also suggested that sites needed PURLs, not URLs, to reduce maintenance on the Kentuckiana site.
5. Our next steps
5.1 Selection: Mary Margaret is working with community colleges and public libraries with significant collections. We are still waiting for responses to collection surveys from two of the institutions (NKU and UK)
5.2 Budget: Because the project is funded from a special source, it is possible that the money may not have to be spent by June 30, 1999. Susan will check on the status of the funding, and any options we have for extending it. Again, an itemized budget was requested. Susan and Eric will work with Miko to provide the committee with that information.
5.3 Collection policy: We are still working on a collection policy document.
5.4 Next meeting: November 12, 1999 at 1 p.m. in Meeting Room B, CPE
Thanks to Glen Taul for taking notes and providing minutes.
This page was last updated on September 21, 1999.
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