Biodiversity Heritage Library Update Smithsonian Institution Libraries January September 2007

A Mass Scanning
Workflow
Discussion

Sociological aspects of a global mass scanning project

Biodiversity Heritage LibrarySuzanne C. Pilsk- Smithsonian Institution LibrariesMatthew Person MBLWHOI Library, Woods HoleJune 28, 2010

First slide, take a deep breath

Biodiversity Heritage Library

In any well-appointed Natural History Library there should be found every book and every edition of every book dealing in the remotest way with the subjects concerned. One never knows wherein one edition differs from or supplements the other and unless these are on the same table at the same time it is not possible to collate them properly. Moreover for accurate work it is necessary for the student to verify every reference he may find; it is not enough to copy from a previous author; he must verify each reference itself from the original.

Charles Davies Sherborn, Epilogue to Index Animalium, March 1922Charles Davies Sherborn (1861-1942)

Vision

Application

Interaction

Results

All of these words apply to this project. Todays talks have touched upon how these words are reflected in this project. It happens to be a fact that these words exist in a rather well balanced state in this project. Perhaps time will tell as to why that is.

E.O. Wilson: A single webpage for every living organismVision

How do you convert THIS into 0s and 1s ?

2003. Telluride. Encyclopedia of Life meeting

February 2005. London. Library and Laboratory: the Marriage of Research, Data and Taxonomic Literature

May 2005. Washington. Ground work for the Biodiversity Heritage Library

June 2006. Washington. Organizational and Technical meeting

August 2006. New York Botanical Garden. BHL Directors Meeting.

October 2006. St. Louis/San Francisco. Technical meetings

February 2007. Museum of Comparative Zoology. Organizational meeting

May 2007. Encyclopedia of Life and BHL Portal Launch. Washington DC.

You Meet and discuss and meet and discussand you follow through..What it takes; intensive interactive planning, cooperation and vision

American Museum of Natural History (New York)

Botany Libraries, Harvard University

Ernst Mayr Library of the Museum of Comparative Zoology, Harvard University

Field Museum (Chicago)

Marine Biological Laboratory / Woods Hole Oceanographic Institution Library

Missouri Botanical Garden (St. Louis)

Natural History Museum (London)

New York Botanical Garden (New York)

Royal Botanic Gardens, Kew

Smithsonian Institution Libraries (Washington)

Academy of Natural Science (Philadelphia)

California Academy of Science (San Francisco)

MembersWho the original team were

Internet Archive

California Digital Libraries

University Library of the University of Illinois at Urbana-Champaign

Contributing Members and Partners

Institutions
formed agreements ; quickly
mass scanning work flow began

Stop here, perhaps ask question, how often do institutions like these form agreements to merge their collections?

People Do The Work

*Who has what?

*What should we scan and when?

*Monographs vs Serials

*Series treated as separates

*Can it be found and used once scanned?

Initial Metadata Analysis:We have 1.3 million catalogue records

73% are monographs (remainder are serials at title-level)

63% is English language material. The next most popular language (9%) is German.

About 30% of material was published before 1923.

The
Worker Bees

Telephone conversations

Email strings

Working documents

bhl.wikispaces.com

Face to face meetings

Presentations

Articles

Going beyond self expectations was the norm

worker bees inside the beehive

Mass Scanning Workflow

Local data flow

Vendor data flowWonderFetch tm

Return of data

Return of material

Quality Assurance

Billing

Diane mentioned the huge amount of time processing takes as a central theme of workflow issues.

EOL species needCuratorRequestgap-fillfor other BHL libraryPull from stacks Circ in ILS Preliminary metadata checkAnd physical checkGoin down the rowsserial?

Bidon title, select in picklist

The StacksMeta-datacheck Preser-vation review

Other librarybid ?

Circ to cataloging for MARC editing

Update picklist if item record has been changedDuring cataloging touch-upCirc to scannerPut on shipping cart, generatepackinglist invoice

Evaluate title.Need ispassyespassfailfailno

Carts delivered to scanner

Picklist databasestoresselect/reject/shipstate & suppliesitem metadatato IA

Select title in picklist,upload to monograph de-duperDuplicate?

yesBibliographicData from SIRIS

no

Reject in picklist,Circ in HorizonReturn to stacksno

Reject in picklist,return to stacks

IA scanning processUnique IA id is assignedMetadata is gathered fromSIRIS and the picklist dbAnd associated with the scanJP2000s generated& transformedServed on archive.orgQA is done by IA on 10%Books are returned, cart contents areverified against invoiceSIL does 20% QAChecking for metadata matchingWith item, scan quality etcUpdated in picklist as scannedCirc in HorizonPlace BHL sticker near barcodeReturn to StacksPass QA?

BHL PortalPeriodically harvestsMarc.xml (bib) and itemRecords, along with JP2000 fromArchive.orgTo index and displayIn the portal

yesnoUpdate picklist to indicate rescanPut on shipping cart, generate packinglist Invoice, alert scanning center

Carts delivered to scanner

Download .csv from portal with SIL barcodes, Portal URLs

Send URLs to SIRISOffice for batch updates

The work-Flow Process

Select Book ~Pull from Shelf

Review Physically,

and check MetadataEstablish viability and create pick/pack list / Wonderfetch tm

Send to IA scanning center

Monographic DeDuper

Picklist / Packing Lists

Serials Deduping, merging, biddingan ordering process. General search reveals searhc results

institutionsholdingsOCLC matching

Potential merge-dedupe alert ahead...New search, bulletin, zoological : looks like single title has 2 records, first record 4 institutions attached to, second record single institution attached

Dont press the wrong button

Indicate which records you intend to consider as a single record

Choose the more complete record

2 records merged into single record for this title.Holdings remain distinct for each institution

Potential second bid brewing

Im not sure what this is although I could speculate

Last step in the workflow?

another view of the beehive

calling worker bees to the beehive

the bee-skyve

24 April 2009
The following came from a public librarian in Falmouth, Massachusetts:

"We recently were asked the question: who discovered the zebra fish? In searching the Encyclopedia of Life I kept seeing the phrase Hamilton, 1822 next to the danio rerio. Wondering who Hamilton was, I searched WorldCat and discovered that Hamilton was Francis Hamilton who had published in 1822 An account of the fishes found in the river Ganges and its branches. I looked at the EOL record and clicked on the Biodiversity Heritage Library link. One of the links was to a Hamilton book! In 1878 the book The Fishes of India was published which included a description and a image of the danio rerio. Links were provided to the exact place in the text where the fish was mentioned, as well as to the plate with the fish itself illustrated. Not only that, but I could send the patron the exact link to both pages which described her fish. How remarkable it was to find this Harvard University book available so easily through the Biodiversity Heritage Library. A great success for our patron, and we looked like magicians bringing the book to her."

Gary Anderson, Professor Emeritus at the University of Southern Mississippi. He used to make an annual trip to our stacks to xerox hundreds of articles at a time.

The Biodiversity Heritage Library is a valuable resource for
acquiring crustacean literature. At present, a search there (http:// www.biodiversitylibrary.org/Search.aspx?searchTerm=pycnogonid&searchCat=) will turn up 5 publications (one of
which was not contributed by the Smithsonian). Also note that the BHL
has scanned these and additional literature at the site for taxonomic
terms, and provides links to those documents. There are 1592 "hits"
for Pycnogonida. It is likely that you could turn up a lot of
additional articles within larger works that way. Alternatively, you
could perform searches for volumes of interest (if you know of
specific references), to home in on the papers you want. There will
be A LOT of additional material becoming available at that site.

Yesterday whilst reading the latest edition of The Entomologist's Record I was pleased to find that early editions of this invaluable publication, edited by the seminal entomologist James Tutt (no relation to Elvis's drummer as far as I am aware) are available digitised []

So I went there, and was amazed at what I found.

They even have a blog. What a fantastic project!!!

From the blog: http://forteanzoology.blogspot.com/2009/03/fantastic-resource.html

[]Michael, an colleague researching wasps was excited that he had discovered in the Biodiversity Heritage Library a copy of an obscure 1860s book:
Saussure, H. de & Sichel, J. (1864). Catalogue des espces de l'ancien genre Scolia, contenant les diagnoses, les descriptions et la synonymie des espces, avec des remarques explicatives er critiques. Genve & Paris : Henri Georg & V. Masson et Fils pp. 1350

This book was not in our library, probably not in Australia, and almost impossible to get hold of without travelling to the northern hemisphere.
Thanks to the BHL for their work in providing access to works of importance. Michael is now able to use detailed content of this book in his work.

John Tann Australian Museum

The Biodiversity Heritage Library : Advancing Metadata Practices in a Collaborative Digital Library

Suzanne C. Pilsk, Smithsonian Institution Libraries; Matthew Person, MBLWHOI Library; Joseph deVeer, Ernst Mayr Library, Museum of Comparative Zoology; John F. Furfey, MBLWHOI Library; Martin R. Kalfatovic, Smithsonian Institution Libraries

Abstract: The Biodiversity Heritage Library is an open access digital library of taxonomic literature, forming a single point of access to this collection for use by a worldwide audience of professional taxonomists, as well as citizen scientists. A successful mass scanning digitization program, one that creates functional and findable digital objects, requires thoughtful metadata workflow that parallels the workflow of the physical items from shelf to scanner. This article examines the needs of users of taxonomic literature, specifically in relation to the transformation of traditional library material to digital form. It details the issues that arise in determining scanning priorities, avoiding duplication of scanning across the founding twelve natural history and botanical garden library collections, and the problems related to the complexity of serials, monographs, and series. Highlighted are the tools, procedures, and methodology for addressing the details of a mass scanning operation.

A Mass Scanning
Workflow
Discussion

Pilsks@si.edumperson@mbl.edu

Thanks to All Staff of the BHL Members

Matthew Person MBLWHO Library, Woods Hole, MA ~ Suzanne C. Pilsk SIL, Washington, D.C.Biodiversity Heritage Library @ ALA 28 June 2010

Matthew Person - MBLWHOI Library, Woods Hole ~ Suzanne Pilsk - SIL, Washington, D.C.Biodiversity Heritage Library @ ALA 28 June 2010