Minutes Friday, May 30, 2008
Boston Photo Imaging (BPI) has been selected to scan the text documents, photos, and oversized maps. Now the group must decide which items should be scanned first and when they will be ready for BPI to scan. Factors known prior to start of meeting: the photos are ready to go out of the door today, BPI will be in house
How long will this prep take?Liz - Text prep would take several weeks
Jolene - Student workers hired to work part-time on the transcription. Can they work on the prep?
Liz - the students can not work on prep process. The training process would take too long. Also, where would the student's work? No one can be in the collections' pit unless a staff member is present.
Mikki will put each content into it's own folder (because there is no information on the item), generate numbers and spreadsheet.
Sean - Is there anything for the vendor to reference if they are confused as to which box the item belongs to?
Liz - The finding aids are not item level. Photocopy the front page of the document/object and keep it in the box that Archives will hold and in the Mylar folder.
Beverly - Could we send the photos first to gain a few more days to prep the text?
The photos will only take a couple of days and would use different cameras than the text documents so sending them ahead of time would not help with our time schedule.
Text prep process:Jennifer can help Mikki prep the text because she has an open week the first week of June; Jennifer and Mikki need to get together and discuss prep and Stephanie (newly hired student) can sit in on that meeting to orient herself on the project.
The accession numbers will come from the folders
I should organize the transcription guidelines
Work with Jennifer/Mikki on getting text ready for BPI
I will handle the coordination of getting items to BPI
Collection - KL MC208
Item - Archives Box 1/Fldr 6
Minutes from 5.23.08
Revisited the naming convention discussion to make sure that we were confident in our decision.
Record item # - automatically generated
File name = digital file
These are the same #
Keep the same naming convention that was created in last week's meeting on 5/12/08
Naming convention for files:
Use: KL_000001_001_sv.TIFF
KL_000001_001_tr.pdf
KL_000001_001_org.pdf
<Project Prefix><six digit item unique ID number><item image #><version/derivative type>.<file extension>_
METADATA
Walked through:
Photos-administrative
- Rights mgt. (copyright)
- Who owns copyright
- What are the usage right
- Provenance
- Location (Rotch, Archives)
- Photos-descriptive
- Title
- Creator
- Dates
- Location of the physical location - site
- Location - content
- Location - item
- Geospatial coordinates? (level 2)
- Physical size of photo
- Subjects
- Description
- Work type
- Physical description
- Collection Name
- Relation
- Text-descriptive
- Work type: Street interviews, directional, project documentation
- Text-administrative
- Folder/box names
- "maps"-descriptive*
- "maps"-administrative
- Folder/box names
*The map (hand drawing) with the overlay is a new object. The overlay is what is important and it becomes a new map.
Summary of the group's metadata choices:
Administrative:
- Rights mgt/ usage/copyright
- Provenance
- Collection Location (Rotch, Archives)
- Folder/Box Names
Descriptive:
- Title
- Creator
- Dates
- Location (content, item, geospatial coordinates)
- Subject/keywords
- Descriptions
- Type (worktype)
- Physical Description
- Collection Name
- Relation
Discussed cost estimates for capturing metadata.
A rule of thumb for estimating cost is the average time it takes to capture image information: average 6 minutes/image = 10 images an hour/ times the salary
Sean says: What should we spend on cataloguing?
RVC thought that their staff was suppose to do the cataloguing as part of their workflow already. Jolene and Ann should not have cost recovery since the photographs out of the Kepes-Lynch are from RVC and therefore there should not be any cost recovery for capturing metadata.
Upcoming....
May 30thAgenda:
1. Recap of last week's discussion
2. Sending content out to BPI - prep. work to be done, timeline
3. Look at how IRIS handles content other than images
4. Agreement on system to use for cataloging Kepes-Lynch content
Kepes- Lynch Meeting
Minutes from February 7, 2008
Present:Tom, Liz, Mikki, AW, Jolene, Jennifer
Re-cap of review of documents:
Maps - very valuable; ca. 30 maps; some have numbers that are codes. They are the maps that the assistants used to survey the city.
Box 1 - some good content; some not so valuable for the project; primarily docs. related to proposal for the book; interviews, Rockefeller Foundation; people from whom Lynch received input.
Liz noticed about the papers that the folder titles are those that Lynch used. Also saw proposal to foundation; also a summary report; Kepes' comments on the draft summary report.
Liz says do enough from the documents that talk about the photographs which ties the project together.
Tom says we should digitize the book "Image of the City". It's an MIT Press book. Talk with the Press? Tom will contact Ellen Ferrin at MIT Press. DEADLINE: February 15th
How to do document selection?
All the RVC photographs
Create a spreadsheet with box #, file folder, an id for the document, keep track of number of pages; which ones need to be copied for discussion with others (metadata, digitizing, etc.)?
Need to take the time to go through the boxes - 3. DEADLINE: March 10th
Do: proposal, summary, Kepes' comments on the summary.
Make photo copies? Liz wants to digitize from originals. Some have different color backgrounds; notes in margins.
Some of the legibility of the docs is not good. Copying might give you more legibility?
Scanning might be able to do this, too.
Pull sample documents for vendors to look at as part of RFP process.
Maps - do only Boston related maps.
Talk with Conservation about the maps. Tom will talk with Nancy about the maps. DEADLINE: February 14th. Will figure out the time frame. She'll look within the month (February).
Vendors: quotes for scanning
BPI
NEDCC
Document Services
AW will look up information about digitizing text. DEADLINE: February 14th
Contact vendors: Jennifer/Jolene; set up meeting with Liz and Mikki
DEADLINE: February 21st
Next topics for discussion
Output:
Ask Sean Thomas about pdfs or what is best?
Exhibit page for the content as a collection
Cataloging: Jolene and Rebecca + Rob