Project Team Meeting Agenda for March 4, 2013
Pioneer Days ( Related URL )
Full Citation
Permanent Link: http://ufdc.ufl.edu/IR00001005/00001
 Material Information
Title: Project Team Meeting Agenda for March 4, 2013
Series Title: Pioneer Days in Florida: Diaries and Letters from Settling the Sunshine State, 1800-1900 ( NHPRC Grant )
Physical Description: Grant Proposal
Language: English
Creator: Cusick, James G.
Publisher: George A. Smathers Libraries, University of Florida
Place of Publication: Gainesville, Fla.
Publication Date: 2013
Abstract: The George A. Smathers Libraries, University of Florida, propose a two-year project titled “Pioneer Days in Florida” that will digitize 36,530 pages of diaries and letters describing frontier life in Florida from the end of the colonial period to the beginnings of the modern state. These first-hand accounts, comprising some of the rarest and most fragile materials in the UF Special Collections, document the experiences and conflicts of native peoples, settlers, soldiers, and travelers during the turbulent 1800s. Proposal submitted in 2012.
Funding: Grant awarded by NHPRC, start date April 2013.
 Record Information
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: Applicable rights reserved.
System ID: IR00001005:00002


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Agenda, Pioneer Days in Florida, Orientation Meeting, March 4, 2013 Documents: Revised Schedule of Work reflecting April 2, 2013 start date PDF listing of project items Summary of Goals Stated in Grant Proposal: Web presence for the P.K. Yonge Library of Florida History (comparable to existing presence for Baldwin Collection Make this website either the website for the P.K. Yonge Library of Florida History or subsume it under a P.K. Yonge website Multiple methods for viewing items, including zoom and flip book Re use of existing metadata Incorporation of e xisting typescripts of text; provision for allowing addition of typescripts in future from student/intern work Highlighting of selected materials as part of lesson plans Additional Goal if Possible: Embed a short orientation video into main website Disc ussion: Input about project hire Adjustments to personnel/cost share Review schedule/plan of work Preparation of materials: inventory and metadata First stage of project: scanning of diaries Monitoring benchmarks/performance goals Tagging of potentially offensive material


PIONEER DAYS IN FLORIDA DIGITAL PROJECT Time Schedule of Activities, Two Years (April 1, 2013 March 31, 2015 ) Activity April July 2013 Aug. Nov. 2013 Dec. 2013 Mar. 2014 April July 2014 Aug. Dec. 2014 Jan. March 2015 Selection & Folder Review Ongoing but primarily at start of imaging for diaries and then of imaging for family papers and letters Conservation Review Digitization Actions Hiring and Training of Imaging Technicians Record Ingest to Tracking Diaries Family Papers & Letters Imaging Diaries Family Papers & Letters Quality Control Diaries Family Papers & Letters Package Markup/ Deployment/ Archiving Diaries Family Papers & Letters Conservation Assessment Ongoing as need arises and as materials are processed Re shelving of Materials Ongoing as materials are processed Creation of webpage and educational module and project documentation Runs throughout project Testing of website / promotion of resources Target summer teacher workshops, college classes in Florida history, October Gulf South History Conferences (2013,2014) and May Florida Historical Society Annual Meetings (2014,2015) EAD finding aids and UF Catalog records updated To be done as after initial testing of websi te for functionality


SUMMARY PLAN OF WORK : Upon receipt of the grant award, the Libraries will circulate information about the project through press releases, list servs and other media. The project team, consisting of archivists and digital experts, will meet to discuss scheduling and the hiring of the Project Technician. The time schedule of the project is two years. Project Director James Cusick and Co Director John N emmers will review all materials and update existing spread sheets to create the master list of project materials. Pre imaging review of items will be carried out in consultation with the Conservator. At the start of the grant period in April 2013 the pro ject will hire and train a Project Technician at an annual cost in salary and benefits of $39,975. The target goal is for the Project Technician to conduct imaging and attachment of metadata on 18,265 pages of material per year, at an average cost per imag e of $2.19, with other project tasks covered by UF cost share. Total average cost for digitization per page is estimated at $4.38. Initial training for the Project Technician will include familiarization with equipment and procedures by the Digital Product ion Supervisor and Imaging Supervisor, along with an orientation to the project, the handling of materials, and associated descriptive data with the Project Director. In May 2013 diary material will be transferred to the DLC for imaging and the production schedule will be coordinated between the Project Director and Co Director Lois Widmer, Chair of Digital Services. The Project Technician will work from a master spread sheet giving the physical description of each item, its date range, and descriptive dat a. In cases where an electronic transcription of the item exists, the content or location of content will be provided, to be imported. The normal sequence of digital project activities at the DLC include: registering materials into the DLC tracking databas e, imaging, image processing and quality control, mark up, data transfer, and archiving (see the supplementary attachment Plan of Work and Digital Materials Preservation Plan ). From May 2013 through March 2014 the project will focus on digitization of bou nd diaries, which are the easiest material s to handle and organize. From April 2014 to October 2014 the focus will be on the family papers. The Project Director and Co Director Nemmers will orient the Project Technician to the arrangement of the family co llections, emphasizing the importance of original order, and will consult regularly to ensure that digital versions maintain the structu re of the originals. From November 2014 to February 2015 work will focus on the letters. This material will be moved in stages to the DLC from with each item in its own folder along with identifying MS number and metadata. Materials will be reviewed for conservation issues and returned to Special Collections at the completion of each stage (Diaries, Family Papers, Letters) Websit e development will begin in July 2013 and will be ongoing, with testing of functionality in late 2013/early 2014. Development of the educational module will take place in the Summer and Fall of 2013. Initial presentations of both the website and module to teacher audiences will take place in Fall 2013, with further input and testing from presentations in the Spring and Summer of 2014. Imaging will be completed by February 2015 The w ebsite will go public at the end of the project, and Co Director Nemmers, the descriptive and technical archivist, will complete updates to EAD finding aids and UF Library Catalog records. The Project Director and Co Director Widmer, Digital Services, will monitor all DLC activity during the project, generate quarterly output and cost share calculations, and prepare reports on production. Close out and final project reports will be completed within three months of the end of the grant period


DETAILED PLAN OF WORK Pre Imaging: Selection, Preparation, and Conservation Review April 1, 2013: James Cusick (Curator of Florida History) and John Nemmers (Archivist), co directors, will examine ea ch archival container, identify potential s pecial needs materials, daguerreotypes, photo graphic images, sketches, etc., and complete a pre imaging spreadsheet. The spreadshe et will record collection, i.d. number, number of volumes/folders/items, page counts, l ocation of existing descriptive data, w ith notes for the DLC. The Conservator wi ll undertake review of items as necessary and in consultation with the Project Director. March April 2013. Initial meeting of project team followed by hiring and training of the Project Technician. Project Technician will assist in pre imaging preparation to become familiar with condition issues and handling of mat erials while receiving training in the DLC. Minor preparation work (flattening, un folding of folded page) will be carried out. The Conservator will handle issues requiring expertise, such as disbounding, stabilization of extremely fragile pages, or relaxa tion of creases. Materials that are fragmentary or torn will be protected in clear mylar envelopes for imaging. No tes on handling will be recorded in the project spreadsheet and forwar ded with material. All conservation supplies will be s upplied by Special Collections. Digitization Actions April May 2013: Project Director and Co Director Lois Widmer (Digital Servi ces) establish es the imaging schedule and tools for monitoring output. Di aries move forward to the DLC. All items will be tracked. If a patron requests use of material while it is in the DLC, it will be temporarily retrieved for use in the Sp ecial Collecti ons reading room. The DLC will have a copy of the master spread sheet for all items, including the hyperlinks, catalog records, or other locational informa tion for existing descriptions. Once a collection is received by the DLC, the descriptive data will b e imported into the UF Digital Collections Tracking Database to be convert ed to metadata. Descriptive metadata elements in the existing forms include: C ollection Name/Name of Creator, Collection Dates, Physical Description, Synopsis of Cont ents, and Keywor d or Library of Congress Subject Heading tags from which national Metadata Encoding and Transmission Standard (METS) metadata will be cr eated. The basic METS files are created and enhanced automatically as materials move through the digitization chain from this point on. The UFDC Tracking databa se assigns a unique eight digit Bibliographic Identifier (BibID) to each digital object, and that BibID will be used to track the item throughout the digitization process. May June 2013 and continuing: The Project Technici an will commence imaging of the diaries under supervision of Traveler Wendell, Imaging Supervisor, and Randall Renner, Digital Production Supervisor. All imaging will meet the requirements of the physical format. Individual archival pages will be scanned on CopiBook or flatbed scanners at minimum of 300 dpi, 24 bit color. Diaries and journals will be scanned on CopiBooks at 300 dpi, 24 bit color. Processing includes ini tial image review of all pages, adjusting the image quality as necessary including adjustment of levels, skew, and contrast. Images will be captured as uncompressed TIF F files (ITU6.0) at 100% scale. Both flatbed and CopiBook scanners will be calibrated regularly in order to maintain color fidelity and optimum image results. July 2013 and continuing: Meeting of project directors and digital team to review


progress. Initial meeting of team for educational module to discuss design and content. Scanned images move to Quality Control and Text Processing. After initial scannin g and image enhancement, all aspects of image control a nd digital package creation are controlled by the UFDC Toolkit, also known as the SobekCM Toolkit or SobekCM production tools, an integrated software package that controls derivative image formation, qua lity control review at the package le vel, and deployment to the UFDC server. This stage of processing is handled through Jane P en, head of the Quality Control Unit, using a derivative creation tool to create JPG, JP2 (or JPEG2000), and JPG thumbnail images A second program, the Quality Contr ol tool, displays thumbnails of each image in sequential order. These images are reviewed. Errors are noted and returned to the imaging unit for scan/rescan of the pages. Qual ity Control also reviews the structural and bibliographic metadata for correctness a nd completeness. At this point, the initial METS file contains basic structural and administ rative metadata, as well as the descriptive metadata re purposed from the EAD files, catalog records, and MS Access database Once quality control has been completed, the digital package moves to the Text Processing, Digital Validation, Archive, & Preservation Unit. For this project, Matt Mariner, the Text Processing unit head, will ensure all package level metadata conforms to the national METS, our local extension schemas, and to requirements for serving in UFDC, preservation in the Florida Digital Archive, and optimization for interope rability with other systems. Users can view the METS file and MARCXML for any item loaded in subtab for every item (e.g.; http://ufdc.ufl.edu/UF00094622/00001/metadata ). With final package appro val, this unit verifies the online files and sends the packa ge to the local archive and the F lorida Digital Archive for preservation archiving. The above procedures have been used successfully to process more than 7.7 million pages into the UFDC collection s, available at http://ufdc.ufl.edu/ July November 2013 : Continuation of above work on di aries, with monthly meetings of project directors and digital team to review prog ress. Continuing development of educational module and initial development of webpage with trial population of items. December 2 013 February 2014 : Continuation of above work on di aries, with monthly meetings of project directors and digital team to review progress. Wrap up of imaging for diaries (22,095 images). Preparation of family collections for imaging. A test webpage and draft lesson plans for educational module will be ready fo r review by faculty and student feedback of Fall Semester classes, with a presentat ion (October) at the Gulf South conference and input from two Alachua county scho ols. Laurie Taylor (DLC), James Cusick, Project Director, and John Nemmers, Co Dire ctor w ill be responsible for creating the project home page. James Cusick, Laurie Taylo r, and Marilyn Ochoa (Education Library) will create the educational module. March April 2014: Family collections move forward, steps above repeated. Curator and conse rvator assess diaries for condition, stabilize them, and re shelve. April August 2014 : Continuation with family collections. May 2014: Presentation at Florida Historical Society Annual Meeting September October 2014 : Wrap up of family papers imagin g (10,370 images). Conservation review of processed materials. Preparation of letter s for imaging. Presentation and workshops. November 2014 January 2015: Imaging of the letters (4,065 images). Final testing and presentations of website and educational module. Launch of radio spot ( Florida


Frontiers ) and article to educators ( Forum Magazine). Presentations to Fall classes and Gulf South conference. February March 2015: Finish imaging. Final co nserv ation review. John Nemmers, Co Director, completes updates of EAD finding aids an d UF catalog entries to include appropriate hyperlinks. Team/project assessment and preparation of project reports. Conclusion of project.