Meetings

=Minutes and notes from committee meetings=

Meeting in Adobe Connect
Tuesday, December 1st, 2009 2pm CST/1pm MT

Archives work
> Sue is scanning the documents and they’ve been placed on the web site. > There are some documents that aren’t high enough quality to OCR. Could rekey the text using the PDFs. > The initial submission form should capture the metadata we need. If not, we can add fields to the form. > TO DO: Sue will ask Lynne and post the answer to the wiki. How can we extract it for metadata? May need to rescan (or at least OCR) existing PDFs. > Need to come up with structure for the communities/collections and a consistent file naming structure > Everyone can create accounts in the system then Amy can assign roles for the different tasks (submitting, reviewing metadata, etc.)
 * **System for storage**
 * **Metadata—customizable in DSpace.**
 * **OCR software/process** — Are the docs in CO being OCRd? Where is the text stored that is being read?
 * We can use KUMC DSpace and create our own community. This is okay with KUMC.

Web site work
> The original Dreamweaver template is nowhere to be found. All the pages are linked to it in order to manage the menus and other consist items across pages. Todd and Amy will hatch a plan to either recreate a template or create include files to manage the menus. > Develop list of criteria that we need the software to do, questions for potential vendors, etc. > TO DO: Todd will build a page out on the wiki. We will use this list to then rate vendors in order to find the best product for our needs. > TO DO: Everyone can start looking for companies/open source products that meet our needs. Post potential vendors to the wiki with your thoughts on the product. > TO DO: Amy will meet with Peggy to learn what they’re after. Use this feedback to structure the database so we’re capturing all we need upfront. > We need to determine how much time and money goes into the production of these sites. > TO DO: Those who have served on annual meeting committees: get rough budget numbers on what was paid for the online payment process. Also, estimation of hours spent building/maintaining the web site. Please e-mail to Amy (aritterskamp@kumc.edu) For example: Addie spent a month working out the online payment part of Breckenridge meeting. Having the same system every year will reduce cost, staff time, and frustration. > TO DO: Amy will begin compiling a budget document. Our only line item currently is web hosting. Will use the annual meeting numbers, site maintenance hours, membership directory maintenance (by Peggy) to prove a return on investment. In the 2010 budget estimate our line is $1000.
 * **Template for existing site**
 * **Content/Association Management Software**
 * The Executive Committee has requested specific data from the membership directory.
 * **Annual meeting sites**
 * **Budget**

TO DO: Amy will schedule the next meeting for the end of January.

Notes from our first meeting. Sept. 24, 2009 in Breckenridge, CO during MCMLA
> This involves using OCR software to try to capture the full text of existing PDF files. > There are copyright concerns about some of these documents. > Metatdata needs to be captured and stored about all the documents to facilitate search. > Where should the archives be hosted? There are several options. On our web server. Within whatever CMS we choose. In a repository like Open Journal or DSpace. > Lynne Fox may have student workers available to help with scanning. Karen & Addie volunteered to rekey documents, if necessary. > TO DO: Set up list of criteria for CMS evaluation: Todd > This wiki is a great way to document/communicate as well as e-mail.
 * Discussed the priorities of the Chair and how we can assist in meeting those goals. Essentially, making the site more dynamic, facilitating communication among membership, and recruitment and retention of membership.
 * Archives work: The archives need to be searchable, preferably the full text of the documents.
 * The future of the web site: Seems moving to a CMS might be the best option to allow easier contribution of content from various committees.
 * TO DO: Contact other committees to seek review and feedback on their pages: Amy
 * The process we use to determine how we move the site forward needs to be documented so we can share it with the membership and for future committee members to refer to.
 * How do we move forward? Should we have regular virtual meetings?
 * Addie and Todd were both given FTP access to the web server.