HOLLIS for Special Collections October 9 2014 Lamont

HOLLIS+ for Special Collections October 9, 2014 Lamont Forum Room; 12: 00 – 1: 00 pm Enabling effective access to the world of knowledge and data through intuitive discovery, networks of expertise, and global collaborations.

Agenda 1. 2. 3. 4. 5. 6. 7. 8. 9. Introductions (Suzanne) – 5 min Where we are and how we got here (Suzanne) - 2 min Draft goals for this phase (Jim) – 5 min Related activities (Jim) – 2 min Groups and their roles(group leaders) - 5 min Timeline (Jim) – 5 min Project Wiki(Emily) – 5 min Demo (Laura) – 10 min Questions, Discussion & next step (All) - 15 min

Where we are and how we got here • HOLLIS+ deployed to the library community in August and launched Harvard wide in September, • Generally well received • The initial implementation teams continue to work on adding improvements • When the project was initially approved in February 2014, the Library Leadership Team committed to ensuring Harvard’s Special Collections received additional treatment in the new system. • HOLLIS is running on obsolete technology that is becoming increasingly unreliable. • The overall program of web scale discovery work is expected to run at least through September 2015. • This next phase of the project will run for 4 months – to January 2015 - and focus on images and archival materials

(Draft) Goals & Objectives By January 2015, this project will 1. Integrate or Ingest and display image records and finding aids currently available through VIA and OASIS into the HOLLIS+ discovery system. • • This will reduce reliance on aquabrowser HOLLIS so it can be retired. This will likely not provide a full replacement for OASIS or VIA 2. Specify the required discovery features necessary to retire OASIS and VIA. 3. Explore a more formal assessment process for understanding the use of special collections data in HOLLIS+. 4. Provide a recommendation for placement of HOLLIS+ in the special collections sections of the portal search widget (Images/Archives/Manuscripts)

Related activities • Installations of new service packs and addition of new features • Primo Index content management – additions and removals • Understanding the concept of relevance in the HOLLIS+ environment and how it can be tuned • Measuring the usage impact of HOLLIS+ • Changes to fulfillment options in HOLLIS+ and supporting systems (ILLiad, HOLLIS Classic, SFX) Questions still under consideration by the steering group include: • Requests for additional sources to be incorporated into the HOLLIS+ system e. g. HGL, DASH, Lib. Guides • Making significant changes to the portal, including prominently displaying a single search box in the portal.

Roles Team Primary Role Special Collections Implementation Team - Corinna Baksik (LTS), Joanne Bloom (Fine Arts), Joanne Donovan (Schlesinger), Luke Gaudreau (LTS), Tim Mahoney (HBS), Barbara Meloni (HUA), Laura Morse (LTS), Margaret Peachy (HLS), Susan Pyzynski (Houghton), Alix Reiskind (GSD), Amanda Strauss (Schlesinger), Robin Wendler (LTS) Requirements, solution review, testing & communications Outreach & Training – Luke & Amanda Outreach and training Usability Team – Carla L. Usability Core Technical Team (Library Technology Services) - Laura System Administration & interoperability management Steering and Advisory - Suzanne Support & Oversight Library Leadership Team – Sarah Thomas Funding & Support Phase 1 Implementation Working Group – Kathleen Donovan Enhancement prioritization Relevancy Advisory Group – David Osterbur Research into search methods Search and Discovery Education Committee Odile Harter Research into the state of the search art

Timing (Draft) Task Name EAD finding aids Basic ingest, indexing and display specification delivery data load (incl. normalization, indexing) UI Decisions first review period- EAD updates as per first review- EAD VRA records Basic ingest, indexing and display spec delivery data load (incl. normalization, indexing) UI Decisions first review period- VRA updates as per first review- VRA Final review & updates- EAD & VRA final review final updates Go Live Finish Resource Names Fri 11/7/14 Fri 9/26/14 Harvard Fri 10/3/14 Ex. L Fri 10/17/14 Ex. L Fri 10/24/14 Harvard Fri 11/7/14 Ex. L Tue 12/2/14 Fri 9/26/14 Harvard Fri 10/10/14 Ex. L Fri 11/7/14 Ex. L Fri 11/14/14 Harvard Tue 12/2/14 Ex. L Tue 12/16/14 Tue 12/9/14 Harvard Tue 12/16/14 Ex. L Wed 12/17/14 Harvard Will be asking team leads for “what’s new? this week” (on Thursdays)

Primo implementation project calendar Shared calendar for tracking out-of-office, meeting times, project events and milestones http: //teamup. com/ks 2584615 f 3201 fb 34/ On wiki under “cross team documents” https: //wiki. harvard. edu/confluence/display/IWSDD/Cross+T eam+Documents Documentation on how to use & what to put there: https: //wiki. harvard. edu/confluence/display/IWSDD/Cross+T eam+Documents Contact Emily for help: emily_singley@harvard. edu

Demo

Questions, discussion & next steps