Meeting Minutes for 06/26/2018

Digital Archive Committee Minutes
June 26, 2018
1:00 PM

1. Minutes – Tammy Poquette
2. Round Robin Project Discussion (all)

• Adam State
  • Mary has Theses to add to the repository after she receives training
• AspenCat
  • Amy from the Colorado State Library is working on the project with AspenCat
  • There are 4 interested libraries who would like to participate, but they are not digital ready
  • Go live date for these libraries is being pushed to January 
  • Going forward, DPLA will ingest metadata through the PPC (Plains to Peaks Collective) on a quarterly schedule for October, January, April and July 
  • Contact Amy, If you find that metadata is not mapped correctly 
  • DPLA will be increasing their thumbnail display size to 350 pixels at its longest point in their search interface
  • This means that the state library will need to work with Marmot to see if there is a way to adjust the thumbnail size so that it is optimized in the DPLA search screen
• Bud Werner
  • The Three Wire Winter project is almost finished
• CMC
• Englewood
• Fort Lewis 
  • Working on their Southwest Center picture collection
• Gunnison 
  • Working on their Cemeteries project
  • Records are in the test server to show them during a community meeting
• Mesa County
• Pitkin County
• Salida
  • Scanning for the Salida Museums negative collections
  • Joy will need a folder to start entering objects into the archives
  • Does anyone know of a cheap scanner that can scan negatives that are 8 ½ x 11?
• Telluride
• Vail
• Western State
  • No archive projects at this time

3. DPLA Display Issues

• A number of the titles were coming in under subjects
• This made it look like Fort Lewis not only had LC Subject Headings, but they were also making things up for subject headings
  • Amy from the Colorado State Library shared that PPC is aware of the issue
  • This is a problem across all Marmot libraries
  • It was in the original feed that Marmot gave PPC
  • This will be fixed on the next ingest happening in October
• Pascal  explained that Pika internally uses the object title as a subject
  • That behavior was added to the last DPLA feed
  • It has been turned off, so the next feed will not have titles as subjects
• Brandon noticed collection level right statement may not have been included in the initial load, or the data may not  be showing in DPLA
  • Amy shared that DPLA wants all the right statements to be from rightstatements.org in the standardized right statements area
  • DPLA is working on getting some of their legacy partners on that system
  • If someone clicks in to see the full object in your Islandora instance, they will see whatever right statements you have attached to it
• Alysa pointed out that the search for her collection (Three Wire Winter) does not coming up, because the collection name is not in any of the metadata fields
  • Amy shared that this issue came up with the DPLA folks
  • The DPLA folks have not figured out a good way to map collections into their search interface
  • All the collection level metadata as well as other fields that do not get mapped to the public side goes through the API
• Alysa suggested that in order to have collections be searchable in DPLA that Marmot would have to list those collections as subjects
  • Pascal responded that it would be straightforward to add a subject field that would be the collection name, and asked for group approval to make this change to the DPLA feed
  • The meeting attendees were in agreement with this change
• Alysa also suggested that entities be added as subjects
  • Eric was not sure about that suggestion, because the DPLA entry is a snapshot of a collection
    • With the link in the DPLA entry that takes people to the item, and anyone interested could click on the item to see the collection, and entity level information 
    • If we start getting entities and collection level in the subjects, we are going to start having a massive list of subjects for each entry
    • This massive list of subjects may not be the best for anyone viewing it, and understanding what it is about
  • Bud Werner has made a great effort to put good LC Subjects into their records, but does everyone else do the same thing, or just use the controlled vocabulary 
  • Entities are not repeated in the subject
  • Do people feel the same way about adding entities as subjects?
    • Fort Lewis used LC Subject Headings for the subjects
  • Amy from Colorado State Library wanted to let everyone know that Marmot has 2 to 3 months to make a decision, before do the re-ingest again 
    • They will not send a test to DPLA until mid-September
• Alysa asked about adding a secondary contribute to a record in DPLA
  • Amy mentioned that there is a way to add a secondary contributing institution for DPLA
  • This data is captured in Islandora, so it maybe just a matter of extracting it for the next feed that Marmot sends

4. Pika Side of the DPLA Ingest Process Demo – Pascal
   Minute 22:32;23 on the recording

• Plains to Peak Collective looks to Pika to get the feed
• There is an archive API
• Here is the address: https://opac.marmot.org/API/ArchiveAPI?method=getDPLAFeed 
  • (Use the latest version of Firefox, and the URL will convert to JSON for better viewing) 
• The first few headings show the number of objects, number of pages, records by library, and included collections.  
• At the bottom of the page there is a list of the specific documents
• The feed comes with different parameters like a limit per page and page numbers
• Most useful parameter is a namespace to look at your specific collection
  •  use &namespace=your library namespace
• https://opac.marmot.org/API/ArchiveAPI?method=getDPLAFeed&namespace=steamboatlibrary
• You can view the general data for your collection, and see what is being provided to the Plains and Peak Collective

• Amy reported that for Marmot’s original ingest there was no date created, and would be great to have this field for the next ingest
  • This information does exist in Marmot’s metadata
• Pascal reported that the date created field is not often populated in Islandora for our objects
  • The next feed will supply the date created even if the is no real value set in Islandora
  • Part of our collection refinement is adding more date created data
• Alysa wanted to know how to make changes to ingest data on the Marmot level
  • Asking ourselves as a group how do we go about the next phase of adjusting metadata
  • Pascal showed the DPLA Marmot Master Metadata Map document that was created to showed the development of the feed (minute 29:59;16 on the recording)
  • Alysa suggested creating a subcommittee for mapping fields  
  • Brandon suggested sharing the DPLA Mamot Master Metadata Map document with the group, plus the document on how Pika sends the feed to DPLA (once created)
  • Amy mentioned that not everything needs to be completely fixed by the next round, that there will be another round in 3 months

5. MUG Presentation Discussion

• Topic suggested was “so you want to start a collection, what are your steps?”
  • This would be a how-to session to start your first collection or add a collection
  • This would include everything from gathering copyright, a metadata plan, scanning objects
  • Liz Vontauffkirchen, Jill McKinney and John Mayer all volunteered to be presenters.  Jill had to withdrawal as a presenter due to a scheduling conflict.
• Action Item: Brandon will send out an email to the group with the presenter’s names, and ask for other volunteers

Next Meeting is July 17, 2018 at 1 p.m.