Present: Elsie Weatherington, Edward Gaynor, Lucious Edwards, Gail McMillan, Susan Riggs, Bradley Daigle, Jennifer Gunter and Jodi Koste (recorder)
Bradley gave an update on the project including page production numbers. We are running ahead of schedule at this point. There have been no technical problems recently. Bradley is updating the administrative web pages to include the blue banner on all pages.
Students have updated links for 800 UVA guides. There are 1608 links in the catalog to point users to guides.
The web statistics package recently purchased at UVA will be installed on the server hosting the VHP and then we will be able to have statistics on use of the database.
Jodi will ask John Duke about having a link to the VHP database from the VIVA Collections page. All participants should look into having the VHP entered in their online catalogs and having a link to the VHP from their Special Collections home pages.
Elsie reported on the VIVA retreat held in July. Now is the time to be planning for the future. VIVA will support travel, consultants and training for the last year of the grant.
The committee discussed future plans to support the VHP database. Discussion will continue at the August 17th meeting.
We reviewed the training suggestions for second year as recorded in the May 23rd minutes:
Edward will give a 15 minute overview of EAD and include about 5 minutes on the history of the VHP grant; A short section on the philosophy of this project and how we have adopted EAD lite as a baseline for the VHP project; Bradley will summarize for the group was has been accomplished on the grant to date; Jodi will talk briefly about the Retrospective Conversion Guidelines and show where they may be found on the Internet; Susan will talk about William and Mary's experience of setting up the project at Swem Library and how they have developed procedures to ensure consistency in mark-up; There will be a section on trouble-shooting problems in mark-up and parsing. On the second day there will be a section on 1st year participants' experiences with student workers including a discussion of useful/effective training tips for student workers, what pitfalls others have had setting up this project at their institutions (Executive Committee will all participate in this section); Jodi will talk about the practical aspects of retrospective conversion (i.e. paper finding aids are linear, EAD aids are hierarchical, all elements of the paper finding aids don't correspond to just one element in EAD etc.)
We anticipate the following representation at the workshop:
LVA—4, VHS—2, WWC—1, JUM—2, VMI—1, W&L—2, Va Tech—1, VSU—2
The agenda for the two day workshop will be prepared on August 17th. We will run training from 9 am-4 pm.
Bradley will see if NEH will allow the redistribution of some of the funds for student workers.
Bradley will ask if the EAD header can be eliminated from the searching parameters.
Discussed sending notices to various publications about the VHP database. Jodi will contact the Virginia Magazine, Elsie will ask about having the VHP press release (VIVA) sent to the Chronicle, Gail will see if her Virginia Libraries article can be mounted on the VHP web site, Edward will ask Barbara Paulson about placing links to the database from the NEH page.
The will be a general meeting of all VHP participants and Special Collections VIVA representatives on August 17th at the Library of Virginia. The VHP Executive Committee will met after the general meeting.
http://spec.lib.vt.edu/viva/VHP/minutes/20010803exec.html
Created 12/23/03 by Mark B. Gerus