Present: Edward Gaynor, Lucious Edwards, Susan Riggs, Gerri Schaad, Elsie Weatherington, and Jodi Koste (recorder)
Web site will include all documentation on the Virginia Heritage project.
Need to build tracking database to control who sends what and when. Edward will develop in Filemaker Pro a database for this purpose. It will be accessible over the web so that participants can log what they have done and can check on progress of the guides sent to UVA. We might be able to use it to do broad classification (by subjects). We will assume that everything has some kind of Virginia content.
What elements will be useful in this database? Institution numbers, Accession/Collection number, title, format of the guide, how many pages is it in its physical or word process form, when delivered to UVA and how, when received at UVA, when it was marked up at UVA, when published, home institution notified, home institution responded; does it have African-American Content, and other subject; Is it in Plunkett?
Directories will be established for each institution. Guides will be indexed at UVA for the Union database.
Schedule: forms for data entry will be completed first and then technical staff will work on the union database in July.
In June: data entry forms ready to test by UVA Law Library and UVA Health Sciences Library and then testing with W&M and VCU remotely to test the working of the form entry.
Posting LA job by the end of May.
In June: Edward will investigate the sub-contracts for each institution and how UVA has to pay out the money. Tracking database will be developed.
Have to establish how UVA and participants will select guides for first work. Goal to start LA on July 5th. Tentatively, the week of July 24th we will begin accepting guides.
Each member of the steering committee will have his/her institution pair up with other VHP participants. VPI will work with both libraries at Washington and Lee and with VMI; William and Mary will work with ODU and the Virginia Historical Society; VCU will work with George Mason and Virginia State will work with the Library of Virginia.
July 24th--first delivery of finding aids from participants. Institutions should start by sending guides in electronic format.
Goal for project is 12,500 pages from processing center and another 5,000 from remote processing centers for a total of 17,500 pages of marked up finding aids.
Jodi handle sub-contract coordination; Susan will coordinate style sheet/presentation group. VA Tech will maintain administrative web site for the Virginia Heritage Project; and Lucious will coordinate subject content of the Union Database.
June Meeting agenda for the Virginia Heritage Project participants:
- Training schedule for first year training
- Page count from first year participants
- Test result from remote use of form
- Demonstration of the tracking database
- Time table for grant project
- Using other SGML software for this project
http://spec.lib.vt.edu/viva/VHP/minutes/20000514.html
added June 6, 2000 (JK/GMc); updated December 29, 2003 (MBG)