Reports

1. Summary of Recommendations

   Based upon task force discussions and feedback that the task force has received from staff at various BLC member institutions, the following is a prioritized list of recommended action items that would continue to build upon the work of the Digitization Task Force, Part II.

   1. Establish a process for regularly maintaining and updating the online "BLC Clearinghouse of Digital Projects & Staff." In order for the website to maintain its utility for BLC members, it should be permanently available from the BLC website and reviewed biannually to maintain data currency. The BLC may also consider streamlining maintenance of the website by using a dynamic database so that representatives from each BLC institution would be empowered to add/edit content when appropriate. This solution would create a distributed responsibility for keeping content in the "Clearinghouse" up-to-date.

   2. Develop and provide access to an online resource of digitization best practices and guidelines. These resources may include data capture standards, vendor digitization specifications, sample licensing and partnership agreements, and resources for national and/or international metadata standards. This resource should be permanently available from the BLC website and regularly maintained.

   3. Offer an annual one- or two-day digitization program for BLC members based upon the model developed by the task force, and sponsor regional, hands-on digitization workshops. The annual program would include one day of formal presentations about ongoing digitization projects and an opportunity for practitioners and other interested staff to attend discussion sessions devoted to topics of interest. A second day, either before or after the program, may consist of intensive, hands-on workshops intended to help staff stay abreast of new and emerging digital technologies, formats, and standards.

   4. Sponsor grant-consulting services for BLC member institutions. The identification of sustainable funding resources is one of the most common hurdles for organizations considering digitization projects. The BLC may consider hosting a grant writing workshop and/or serving as a resource for the identification of new grants. The BLC may also be able to serve a valuable role by assisting in the development of guidelines for establishing digitization endowments at BLC member institutions.

   5. Sponsor and coordinate a "Visioning Retreat for Digitization" with all BLC Library Directors. The meeting would allow administrators to share their institution's commitment to digital initiatives and provide a forum for brainstorming the future of BLC digitization initiatives. Administrators would come together with the primary purpose of developing a vision and strategic plan that will guide future development of BLC collaborative digitization projects.

   6. Investigate a consortial purchase and multiple site licenses of digital library/content management software to facilitate digital collections collaborations among BLC member institutions. By endorsing and promoting a digital library system, the BLC may better foster collaborative projects that would benefit our collective user communities and the broader research community. For example, as a pilot project, the BLC might endorse participation in the Networked Digital Library Of Theses And Dissertations (NDLTD), purchase appropriate software, and sponsor implementation training to enable widespread participation in this digital initiative.

2. Background Information

   The FY2002-2003 Digitization Task Force, Part II has built upon the work of the original FY2001-2002 Digitization Task Force. The original task force recommended that the BLC web page be used as a clearinghouse of information about digital projects, and that a one-day workshop about digital projects be developed. These recommendations formed the basis for the charge to the FY2002-2003 task force.

3. Programs Planned or Implemented
   
   
   

   • The Task Force implemented the "BLC Clearinghouse of Digital Projects & Staff," a web page on the BLC site that lists current digital projects underway at BLC member libraries. The Clearinghouse also identifies staff members at BLC institutions that have agreed to serve as advisors for other BLC staff in one or more areas of digitization work. The Clearinghouse is located online at www.blc.org/task_forces/FY03/digitization/di_website.html.

   • The Task Force planned and presented a one-day program on digitization topics titled "Spring into Digitization 2003." The event was held at the Rapaporte Treasure Hall in Goldfarb Library at Brandeis University on Tuesday, April 22, 2003. The morning activities highlighted three digital projects currently underway at BLC libraries, and the afternoon presentations gave attendees a chance to learn more about digitization projects, network with BLC colleagues, and brainstorm the role of the BLC in digitization projects. The program was very well attended with representatives from libraries throughout the New England region. Approximately 60 people attended the program, and 31 evaluation forms were returned. The program agenda, speaker biographies, and speaker presentations are available on the BLC website at www.blc.org/task_forces/FY03/digitization/di_program.html. (See also the Appendices for the program evaluation form and a summary of program evaluation results.)

4. Resources Used

   The Task Force benefited from many BLC resources. Due to geographic limitations, members of the task force were unable to meet face-to-face. Therefore, the conference call services provided by the BLC were essential for the task force's communication needs. The task force also regularly consulted with David Pilachowski, Director Liaison, on numerous issues. He provided clarification of the charge, always efficiently answered administrative questions, and served the task force well in moving forward with its charge. During spring 2003, BLC monies in the amount of $891.00 were allocated to the task force in support of the "Spring into Digitization 2003" program. The general BLC and COI listservs were used to advertise and promote the program as well. Melissa Petze, Administrative Assistant in the BLC Office, also expertly helped the task force with numerous program planning tasks. Her time and talents assisted the task force in managing the program and contributed immensely to its success.

5. Activities

   • During fall 2002, the task force focused on completing the first half of its charge, developing the "BLC Clearinghouse of Digital Projects & Staff." To accomplish this work, members met informally on September 17, 2002, at Boston College, and on September 26, 2002, at Northeastern University. Individual task force members contacted BLC libraries for information about digitization projects and staff, and this information was compiled and published as on the BLC website in February 2003. (See the section "Program Planned or Implemented" in this report for the website address.) The group conducted the majority of its work virtually using primarily email and telephone calls.

   • In October 2002, Heidi Abbey and Jennifer Varney volunteered to serve as task force Co-Chairs.

   • During spring 2003, the task force addressed the second half of its charge, planning and hosting the "Spring into Digitization 2003" program for BLC members. Formal meetings were held via conference calls on the following dates: January 23, February 19, and April 9, 2003. The group regularly conducted all of its business virtually.

   • Despite geographic limitations that prevented face-to-face meetings, the task force worked extremely efficiently and utilized many forms of information technology to accomplish its charge.

1. Meetings Held

   On January 16, 2003, the task force held its second official meeting via a conference call, with four of the six task force members participating. The conference call was conveniently arranged by the BLC, and all members agreed that the virtual meeting format worked extremely well. The group continues to conduct its business primarily via daily emails and telephone calls.

2. Activities/Accomplishments to Date

   Since November 2002, members of the task force have been focusing upon the following primary objectives: 1) finalizing the online clearinghouse of digitization projects and staff at BLC member institutions, and 2) developing a one-day digitization program for BLC members. Members of the task force have completed gathering information about digitization projects and staff at BLC libraries, and plans for publicizing the website are in development.

   Task force members have also developed the preliminary plans for a one-day program focused on digitization. Throughout the planning process, members have consciously considered the needs of BLC members with a wide range of digitization experiences and resources. In addition, the task force has made a concerted effort to avoid duplicating any digitization workshops or seminars currently offered by NELINET. The group has also endeavored to design the program's framework so that it may be offered by the BLC on a regular, perhaps annual, basis. A working title for the program is "Spring into Digitization 2003: A Program Sponsored by the Boston Library Consortium." The program is tentatively scheduled for Tuesday, April 22, 2003, from 9:30 am until 3:30 pm at Brandeis University in Waltham, MA, and this information has already been included in the online BLC "Calendar of Events" for April. In the morning, three speakers will present overviews of digitization projects at their respective BLC member institutions, including the University of Connecticut, Brandeis University, and Tufts University. Afternoon activities will include two, concurrent sessions on digitization, enabling participants to engage in a dialogue about either introductory level or intermediate level digital project development. A closing session will feature a panel discussion with BLC Officers and will focus on the BLC's role in digital projects and fostering digital collaborations among BLC member libraries.

3. List of COI's with which we communicate

   The task force will be communicating with several COIs to advertise both the online clearinghouse of digital projects and staff and the spring program. Announcements for both the website and the program will go out to the entire BLC listserv, but several COIs will receive targeted follow-up reminder emails about the program. These COIs include Cataloging, Collection Development and Management, Digital Library, Information Technology, and Staff Development.

4. Requests
   
   
   1. Funding: Members are currently working with David Pilachowski to prepare a budget proposal to fund a digital program in April. This proposal will be submitted to Barbara Preece by February 6, 2003, for approval at the upcoming BLC Management Council meeting scheduled for February 13, 2003.
   2. Resources: N/A
   3. Board/MC queries: Feedback about the task force's preliminary program plans would be greatly appreciated, especially with regard to the anticipated frequency that the digital program may be sponsored by the BLC. The task force would like to extend an early program invitation to all BLC board members and would welcome hearing from any board member who is interested in speaking as a member of the panel discussion during the closing session of the digital program.
      
      
5. Next Steps

   On February 1, 2003, the task force plans to submit its final clearinghouse of digitization projects and staff at BLC member institutions for posting on the BLC website. Information about it will be distributed to the general BLC listserv, and the task force will request to have it advertised in the "News" section of the BLC website during early February.

   During February and March 2003, task force members will finalize plans, registration, and logistics for the April digital program. Members will also work closely with the BLC Office on publicity to ensure that the program is successful and receives widespread interest from all BLC member libraries.

1. Meetings Held

   On September 17, 2002, four of the six members of the task force had an impromptu, informal meeting at Boston College during the BLC Annual Celebration. Those in attendance had an informal discussion about our job responsibilities, the Task Force's charge, and digital projects at our institutions.

   The task force held is first official meeting on September 26, 2002, during the task force training at Northeastern University. Since then, the group has been meeting virtually, conducting its business via email and telephone calls.

   
   
   
2. Activities/Accomplishments to Date

   At the task force training meeting on September 26, 2002, task force members decided that our four action items could be divided into two main parts: 1) the development of a list of staff members in BLC libraries who are willing to serve as resources for digitization projects, and 2) the development of a workshop on digitization projects. Task members thought it would be best to develop the list of people willing to serve as resources first, and to move on to the workshop afterwards (we can draw workshop speakers from the list of resource people).

   Task force members agreed to contact all the BLC libraries to determine if there are staff people willing to have their name on a list of digitization resource consultants, and if there are currently any publicly accessible digital projects at their library. Members agreed that a person might feel more comfortable designating a particular area that he or she feels comfortable acting as a resource in, and that it may be helpful if we make note of "specializations," since digitization encompasses many things.

   The information that we have received thus far has been compiled and posted to a beta-website, currently hosted at Wellesley College. When work on the website is complete, the files will be uploaded to the BLC server. (The current URL of the page is http://aurora.wellesley.edu/contacts.html, but please keep in mind that this is still a page in progress and not yet ready for public dissemination.) We have currently identified 12 BLC institutions with publicly accessible digital library projects, and 12 people at 9 institutions that are willing to serve as advisors to other BLC members.

   
   
   
3. List of COI's with which we communicate

   Currently task force members have been communicating only directly with BLC institutions. However, we will be utilizing BLC listservs to advertise the webpage when it is finished, and perhaps to solicit information about the type of digital library workshop members would like to see offered. COIs queried may include Cataloging, Collection Development & Management, Digital Library, and Staff Development.

   
   
   
4. Requests
   
   
   1. Funding: N/A
   2. Resources: N/A
   3. Board/MC queries: Looking ahead to the development of a workshop, the task force does have some questions about what types of workshops (and in what formats) the BLC Board had in mind, and whether or not these would duplicate work that NELINET is already doing. Any feedback or thoughts that the Board has about this would be greatly appreciated
   
   
   
5. Next Steps

   From here the task force will continue to gather information from the 4 BLC institutions that we have not yet heard from, and will finish the webpage and work with the BLC administration to upload the page to the BLC's server. We will also begin to look into a digital library workshop for BLC library staff. We will investigate what information is most needed and how best to present that information. We will draw from our list of advisors for workshop presenters.