ENSURING DEMOCRACY THROUGH DIGITAL ACCESSSLNC Staff Kick-Off MeetingOctober 26, 2009

Agenda Introductions Description of grant project Institutional roles Timeline Progress report How does this affect you? How do you want to stay informed?

*New Staff Member: Marcellaus Joiner

Introductions

Ensuring Democracy through Digital Access

Grant Project Description

EDTDA: Description Historical view of the development of the

state's government and infrastructure in the 19th and early 20th centuries

Will be made available through the SLNC’s Government Documents Collection & Internet Archive

775,000 pages; roughly 2,300 volumes Primary audience for the collection will be

historians, researchers, and students (both university level and K-12) of North Carolina

SLNC, ECU, UNC-CH’s CDLA, Legislative & Supreme Court Libraries

Institutional Roles

EDTDA: Institutional Roles State Library of NC

Selected content Will host content Metadata creation / updates Website

History Salons African American History in NC Public Health in NC

Brief descriptions of each (not obvious) title Subject terms Coordinating with other government libraries to

locate materials Update WorldCat / Voyager

EDTDA: Institutional Roles ECU

PI Extract metadata & PDFs from Internet Archive Educational component

In 2nd year, will lead workshop for master teachers to develop educational activities that will incorporate materials into classroom learning based on North Carolina Standard Course of Study. Materials will be added to collection website in special educator portal.

Website Coordinate design General oversight Brief descriptions of each (not obvious) title History Salon

Transportation

EDTDA: Institutional Roles UNC-CH’s Carolina Digital Library &

Archives Scanning Most of content coming from their

collections; managing tracking database Website

History Salon American Indian History in NC

Timeline

Deadline - YEAR ONE Activity Responsible Party(ies)August 1, 2009 MEETING ECU & SLNCSeptember 1, 2009 STAFFING ECU, SLNC, UNC-CHSeptember 1, 2009 WEBSITE ECUSEPTEMBER 30, 2009 Quarterly report due ECUOctober 1, 2009 HARVEST: Testing completed. ECU & SLNCOctober 1, 2009 CONTENT: Review, select, prepare, and deliver UNC-CH content for digtization to CDLA; Prepare and deliver

list of UNC-CH holdings that cannot be scanned to SLNC by email.UNC-CH

October 15, 2090 YEAR TWO LOI DUE ECU, SLNC, UNC-CHOctober 15, 2090 WEBSITE: Review designer proposals complete; design selected. ECU, SLNC, UNC-CH

November 1, 2009 DIGITIZATION: Begins UNC-CHDecember 1, 2009 WEBSITE: Design delivered. ECUDecember 1, 2009 MEETING ECU, SLNC, UNC-CHDECEMBER 31, 2009 Quarterly report due; remit funds to SLNC & UNC-CH ECU

January 1, 2010 HARVEST: First harvest is completed ECUJanuary 1, 2010 CONTENT: Review, select, prepare, and deliver SLNC content for digtization to CDLA; Prepare and deliver list

of SLNC holdings that cannot be scanned to ECU by email.SLNC

February 1, 2010 INGEST: First ingest completed SLNCFeburary 15, 2010 YEAR TWO GRANT APPLICATION DUE ECU, SLNC, UNC-CHMarch 1, 2010 WEBSITE: Initial site completed. User testing begins. Site made available to selected Agency Librarians for

review.ECU & UNC-CH

March 1, 2010 METADATA & QUALITY ASSURANCE: First set of records are completed. SLNC

MARCH 31, 2010 Quarterly report due ECUApril 1, 2010 WEBSITE: Usert testing completed, appropriate changes to site made. ECU & UNC-CH

April 1, 2010 HARVEST: Second harvest is completed ECUApril 1, 2010 CONTENT: Review, select, deliver ECU content for digtization to CDLA; Prepare and deliver list of ECU holdings

that cannot be scanned to SLNC/UNC-CH by email. Second delivery of SLNC content by this date, if necessary. Return first set of SLNC content.

ECU & SLNC

April 1, 2010 MEETING: In person meeting at UNC-CH; enables delivery and pick up of SLNC & ECU content. ECU, SLNC, UNC-CH

May 1, 2010 INGEST: Second ingest completed SLNCMay 1, 2010 Remit funds to SLNC, UNC-CH ECUJune 1, 2010 METADATA & QUALITY ASSURANCE: Second set of records are completed SLNC

June 1, 2010 CATALOGING: All WorldCat MARC records from year one are updated to include CONTENTdm URL and IA URL; List of records made available to Depository Libraries

SLNC

June 1, 2010 WEBSITE: Goes Live! ECUJune 15, 2010 CONTENT: Return of ECU content; second set of SLNC content. ECU, SLNC, UNC-CH

JUNE 31, 2010 Final report due ECU

Progress Report

EDTDA: Progress Report Staff hired at all three institutions (hooray) ECU website RFP written; purchased website URL UNC has scanned 10,350 pages / 143 volumes ECU has “extracted” first test batch of data SLNC has provided first batch of “missing” volumes

to UNC; pulled and checked out several more SLNC has reviewed several content-related

issues/requests General website layout, history salons, and URL

agreed to: http://www.ncgovdocs.org SLNC beginning to evaluate estimated vs. actual

page counts

For some of you, this question may have been answered already.

How does this affect you?

EDTDA: How does this effect you? Metadata creation: MJ Cataloging updates (WorldCat / Voyager):

MJ, KK, EN, JD Serials check-out: MJ, KK, SC, ?? Website content creation/review: MJ, ISB

staff?? Subject term creation: MJ, AR, JD, ?? Selection / Content review: JD, MJ

MJ: current issues Blogging: MJ, AR, JD?, others as needed?

EDTDA: Website content History Salon

African American History in NC Public Health History in NC

Title Descriptions Brief, one or two sentence descriptions of serial

titles (there are about 100, although not all will require description) E.g., Adjutant General’s Reports will need explanation;

Biennial Report of the Department of Labor may not Subject Terms

Selection Application

Sample webpage: EDTDA Titles

Title of DocumentOne to two page description of the document and its contents. This may go one for a line or two. Description continues. . . Title changes: Title change one, Title change two, Title change threeSubject terms: Subject term one, Subject term two, Subject term three, Subject term four

Title of DocumentOne to two page description of the document and its contents. This may go one for a line or two. Description continues. . . Title changes: Title change one, Title change two, Title change threeSubject terms: Subject term one, Subject term two, Subject term three, Subject term four

Title of DocumentSubject terms: Subject term one, Subject term two, Subject term three, Subject term four

Sample webpage: EDTDA Subjects

All of the titles in this collection have been tagged with keywords that will help you find more information on particular topics. Please select a topic from the list below to retrieve a list of related titles. Blah Blah Blah.

AirplanesCherokee IndiansCivil WarEmancipationRailroadsTuscarora WarWorld War I

NOTE: To begin with, we will create a list of terms extracted from the catalog records for all of theselected titles. Then, we will need to assess this list and possibly generalize the terms, addingterms that may be necessary / missing. All metadata records will be tagged with some # of terms.

How do you want to stay informed?

EDTDA: Staying informed Monthly email updates Quarterly meetings WIKI page Other (suggestions)?

SLNC EDTDA To-dos

EDTDA: Short-term SLNC to-dos Import metadata into CONTENTdm from

test batch Subject Term analysis Identify writer of “Public Health” history

salon Identify writers of title descriptions (to

work in partnership with Maury and John at ECU)

Begin editing metadata