Minutes

Initial Meeting

National Library of Canada, Ottawa
November 27-28, 1997

Summary

Introduction

The initial meeting of the Steering Committee of the Canadian Initiative on Digital Libraries (CIDL) was held November 27-28, 1997 at the National Library of Canada. The Steering Committee was formed in October following a ballot distributed to full CIDL members.

Committee members are:

Pam Bjornson - Canadian Institute for Historical Microreproductions (CIHM)
Claude Bonnelly - Université Laval
Aldyth Holmes - CISTI
Ernie Ingles - University of Alberta
Carole Moore - University of Toronto, Robarts Library
Marianne Scott - National Library of Canada
John Teskey - University of New Brunswick, Harriet Irving Library

The focus of the meeting was to review the issues that CIDL needs to address, determine priority activities and establish the next steps for the Initiative. The first item on the agenda was to elect a chairperson. Ernie Ingles of the University of Alberta was chosen and assumed the role of meeting chair.

Issues and Priorities for CIDL

Discussion related to the issues that CIDL needs to address was based on the results of the CIDL membership survey distributed in October 1997. It was agreed that a coordinated approach to digitization efforts is needed and that CIDL could act as the "coordinating" body. This coordinated approach is essential to ensure that long-term access and preservation requirements are addressed. As well, it was agreed that the focus should be to develop Canadian digital content and that a standards-based approach to the development of digital resources is also essential. While Canadian content was interpreted broadly, the survey also indicated that a number of libraries were interested in pursuing digitization projects based on their local history collections.
From the discussions, three priority areas of activity were identified:

1. Production/methodology for creating digital resources
   
   
2. Organizational/Access issues (metadata)
   
   
3. Promotion/communications strategy

A summary of the responses to the questionnaire is available on the CIDL Web site

Federal Task Force on Digitization

As co-chair of the Federal Task Force on Digitization, Marianne Scott provided a brief overview of the work of the task force. She pointed out that although the Federal Task Force includes strong representation from national cultural agencies, it is focused on digitization of government information that includes electronic publishing. The objective of the task force is to develop a framework for federal digitization based on the consideration of five key areas: accessibility to digitized content, selection of materials for digitization, common issues on intellectual property, identification of standards and best practices and funding strategies for digital conversion

The Task Force's final report is expected in December 1997 and will recommend further coordinated work within government and the development of a central fund for selected digitization initiatives. There may be a call for consultation on the report beyond the federal government.

Schoolnet Digital Collections Program

Nora Hockin of Industry Canada presented an overview of the Schoolnet Digital Collections program with a focus on the success of the program both in creating employment opportunities for Canadian youth and in creating Canadian content on the Information Highway. Industry Canada is looking for alliances and partnerships so further discussions with the CIDL group would be most welcome.

Definition of a Working Group Structure

Based on the above mentioned priorities, three Working Groups were established and a leader designated for each:

1. Working Group on Creation and Production Issues
   Leader: Claude Bonnelly, Université Laval
   
   
2. Working Group on Organizational and Access Issues (metadata)
   Leader: John Teskey, University of New Brunswick
   
   
3. Working Group on Advocacy and Promotional Issues
   Leader: Ernie Ingles, University of Alberta
   Membership: Members of CIDL Steering Committee

The group leaders will be selecting members to work on each Working Group. Work will begin early in 1998.

Financial Agreement with Members

In order for the CIDL Secretariat to collect membership fees, members will be asked to sign a Joint Projects Agreement with the National Library of Canada that sets out the terms of membership for the period from December 1997 until December 1998, with an option to continue until December 1999. The proposed agreement was reviewed and suggestions made for revision. The document has been sent to CIDL members in December.

Next Steps

The next meeting of the Steering Committee will be held in February 1998. The agenda will include a half-day session on advocacy and communications issues to allow the Steering Committee to develop a Communications and Advocacy Plan. As well, the other working groups will begin their work in the new year. Development of the CIDL web site continues and article on CIDL activities is scheduled to appear in the January issue of D-Lib Magazine (www.dlib.org).

The membership survey indicated that a number of member institutions have experience in developing and managing digital resources that they are willing to share with the membership. As well, there are opportunities to form alliances with other groups and initiatives, as appropriate.

CIDL Secretariat
cidl-icbn@lac-bac.gc.ca