Meeting Minutes for 10/17/2023

Digital Archive Committee 
October 17, 2023

Agenda: 

• New Business & Updates
  • News from the Good Marmot Folk 

• Dark Matter
  • Islandora Upgrade and Migration News
    • Subject Terms clean up continued
      • Successful attempt in local machine at migrating compound parents with cleaned up subject terms
        • The Islandora workbench (the migration tool) checks that terms to be migrated are in the taxonomy, reports an error for ones that aren’t
        • Have to manually correct the terms not found.
      • Document of subject terms to clean up programmatically
      • Transformation script contains the terms added so far
      • Updated subject terms in migration shared drive
    • I7 Physical Location field will migrate to “Physical Location” (field_physical_location)
      • Allows for multiple entries
      • In I7/current archive, within the solr index, there are four different fields that may contain this information.
        • Not all versions in the edit marmot master form
        • All versions look like valid; and do get displayed in Pika
    • I7 Shelf Location fields
      • Also within the solr index, there are four different fields that may contain this information. Not all display in the edit form; but they all do display in Pika
      • Which Label is preferred for this field?
        • I7 form says “Shelf Location”
        • Pika displays “Shelf Locator”; The mods data also labels this “Shelf Locator”
    • I7 Physical Description fields
      • Extent will migrate to Extent (field_extent)
        • Allows for multiple entries
        • Fixed display of multiple extents in Pika (It will go into production with the regular Dec 5 release)
    • Note will migrate to Physical Description Note (field_physical_description_note)
      • Allows for multiple entries
    • Form will migrate to Form (field_physical_form)
      • Uses a taxonomy/controlled vocabulary “Physical Form”
      • Allows for multiple entries of terms
    • Clean up of existing I7 MLN1 description terms
      • Raw Physical Description Form terms
      • There are some entries that clearly should be in an additional physical description note field, but the form doesn’t present the option for that.
        • mesa:387  (Interview with Joe and Mike Peep, and Ida (Bourg) Peep)   /  Transcript only for Tape 2
        • mesa:404 (Interview with Lawrence Ryan)  /  Note: Audiocassette 2 not digitized.
      • What capitalization scheme should we use?
        • All lower case: postcard, black and white
        • Sentence case:  Postcard, black and white
        • Title case:     Postcard, Black and White
        • Other option?
      • Should these terms be combined?
        • Postal card => Postcard
        • News Clippings vs Newspaper clippings
        • color postcard => Postcard, Color
        • colored postcard => Postcard, Color
        • sepia-toned postcard => Postcard, Sepia
        • sepia vs. sepia-toned (Combine? Which term)
      • Initial proposed physical form terms
    • Type - Retain field?
      • MLN1 I7 has a physical description “Type” option, which is unrequired, and has two possible options:  technique or material.  The vast majority of MLN1 objects are assigned the type “material”
        • Material: 12714
        • Technique: 17
        • Using three terms
          • Watercolor painting
          • digital
          • Poetry
        • None: 124
    • The type field isn’t displayed anywhere within Pika. Otherwise only seen in I7 form or MODS data eg.

<mods:physicalDescription xmlns:mods="http://www.loc.gov/mods/v3">
<mods:extent/> 
<mods:note/>​
<mods:form type="material">oil paint</mods:form>
</mods:physicalDescription>

• Reports & Open Discussion 
  • Fire Lookout Towers: Reed Library, Fort Lewis College
  • More Fire Lookout Towers:  Eagle County Image:155!

Notes: 

• Pascal has successfully migrated subject terms--and corrected the ​common issues/subjects (trailing periods, for example). 
• Future taxonomy will regulate subject terms, but it will require, possibly, manual adjustment upon migration. 
• Physical Location field will migrate to "Field_Physical_Location"--it will remain a plain text field with the option for multiple entries. Apart from some mysteries, this should be straightforward. 
• Shelf Location will remain the same. 
• Physical Descriptions--Objects with multiple "extent" inputs will display. 
  • "Notes" and "Forms" will be integrated as the latter has been used for additional "Notes". Future "Notes" fields will allow for additional "Notes" fields. 
  • Physical form will have a controlled vocabulary--which is decent--but it still requires cleanup. 

Action Items: 

• Look at the "Potential New Subject Terms document and let Pascal know if anything is amiss. 
• Look at Case Sensitive Duplicate Subject Terms doc and let Pascal know which ONE to use. 
• Pascal will attempt a library-specific list of subject terms. 
• John will send out a request for volunteers to cleanup the lists if the above is not possible/practical
• Object to the elimination of "Type" now, or forever hold your peace. 
• Object to the combining of Physical Description terms as a controlled vocabulary. Or forever hold your peace.