Board, Committee, Partner, Node and Project Manager Responsibilities

National Editorial Board Responsibilities

The National Editorial Board was formed in order to ensure the application of sound academic principles to Nos Racines. The Editorial Board is comprised of scholars, librarians, and other appropriate professionals from across Canada. Because the project falls under the UC Press imprint, the Nos Racines Editorial Board has been ratified by the UC Press Editorial Board. Appointments to the board occur yearly, and members serve up to four-year terms. See http://ahdptest.lib.ucalgary.ca/CDLHS/ for Board member CVs. Board responsibilities include:

  • Establishing editorial policies and standards;
  • Addressing all intellectual and content-related issues including copyright, collections, presentation, search features;
  • Ensuring that scholarly standards are applied to site content and functionality;
  • Approving technical and metadata standards;
  • Approving nodes’ and partners’ priorities and timelines for years two and three;
  • Advising Chief Project Manager and Associate Project Manager.

Technology Committee Responsibilities

The technology committee's standards match CCOP standards and guidelines. See http://ahdptest.lib.ucalgary.ca/CDLHS/ for Technology Standards. The Technology Committee reports to the Editorial Board. Committee responsibilities include:

  • Recommending and implementing technology and metadata standards;
  • Creating training documentation and identifying partners who may need hands-on training;
  • Recommending hardware and software upgrades;
  • Working with technology partners to customize software systems;
  • Testing and reviewing infrastructure systems;
  • Helping to recommend and create adequate digitization environments for nodes in consultation with the Editorial Board and the Financial Management Committee.

Regional Editorial Boards’ Responsibilities

Two Regional Editorial Boards have been formed to guide the content and priorities of English- and French-language local histories. Comprised of local history specialists, these boards provide expert advice to the National Editorial Board.

Coordination and Accountability Committee Responsibilities

  • Reviewing the overall financial status of the project on a quarterly basis;
  • Ensuring all partnership contracts are signed;
  • Approving all monetary and procedural contracts with partners, nodes, and CCOP;
  • Overseeing overall project and financial management, including monetary and in-kind agreements.

Project Management Committee Responsibilities

  • Trouble shooting
  • Directing issues to proper board, committee, or experts
  • Making non-editorial decisions regarding the project
  • Overseeing project

CIDL Steering Committee Responsibilities

  • Encouraging member libraries to identify and submit materials for consideration of inclusion in the site;
  • Promoting site widely, working with Project Managers on national promotional packages, including providing organizational support for the site’s public launch;
  • Serving as a central source of information, contacts, and coordination for national aspects of this project;
  • Providing some recommendations for membership to the Editorial Board;
  • Coordinating Editorial Board meetings for in-person meetings, tele- or video-conferencing (CIDL Secretariat);
  • Subsidizing travel for board and committee members and trainers;
  • Communicating and promoting standards to all Nodes and Partners.

Project Managers, Partners, and Nodes

Eligibility criteria for Partners and Nodes

To be eligible for partnership or node funding, an institution must be willing to provide long-term commitment to the accessibility of the content created. Partners or nodes will:

  • Gather together the most comprehensive local history collection possible from their locale (community, city, province, territory), ensuring the material is unique to the national collection;
  • Seek copyright clearance for each document in their collection in accordance with established standards;
  • Submit a substantial body of local histories;
  • Digitize material in accordance with established standards or contract to another official digitization node;
  • Agree to make their digital collection accessible to all communities free-of-charge for an agreed upon timespan;
  • Provide commitment to the collection’s long-term accessibility and support;
  • Provide metadata to adequately describe collection items for their retrieval according to established standards;
  • Agree to place their local history collection on a national website, which uses a common search or browse facility;
  • Agree to provide a set of the collection items’ metadata records to a central metadata repository.
  • Agree to record copyright data in the national copyright database.

Contractual Agreements with Partners and Nodes

Based on the contracts provided by the CCOP to the University of Calgary, we are creating financial and service contracts to be signed by all partners and nodes. Contracts will be reviewed by a legal professional and signed by nodes and partners pending CCOP funding.

Phase I Nodes (December 2001 — March 2002)

The first two digitization nodes (centres) of this project were established in year one (2001-2002) at the Universities of Calgary and Laval. Together they will digitize and post 300,000 Francophone and English, searchable, local history images by March 31, 2002. Because we received notice of funding in late November, 2001, both institutions went into high, or perhaps, emergency production mode. Existing infrastructure from the Alberta Heritage Digitization Project was used for Nos Racines, but we are simultaneously developing an even more robust system for use in year two.

The local history titles that are either in the public domain or that have been copyright-cleared are posted on the following project management web site: http://ahdptest.lib.ucalgary.ca/CDLHS and on our Laval web site: http://www3.bibl.ulaval.ca/racine/. These are the titles that will be digitized in year two. Copyright cleared titles will also be posted on the site in preparation for year three.

The overall project is being coordinated by a chief national project manager housed at the U of C, assisted by an associate project manager at Laval. The project managers coordinate the establishment of digitization nodes, partners, and training. The University of Calgary has created a web site, server, and search engine. Université Laval is collaborating on the French version of the web site. Metadata tags are being added to all local histories so that they can be searched in both official languages. The web site and search engines will be tested by French and English focus groups.

Phase II Nodes and Partners (April 2002 - March 2003)

In year two, three additional nodes will become operational. Nodes were appointed by the Project Management Committee based on each organization’s resources for large-volume digitization.

Seventeen partners will begin or have started work for phase two. Some partners will deliver approximately 225 copyright-cleared and public domain local history titles and locations each in preparation for year three. Some partners will provide specialized service, expertise, software, or hardware. Nodes will also provide at least 500 copyright-cleared or public domain titles each for year three.

Project Coordinator and Associate Project Coordinator responsibilities:

  • Assign regions of responsibility to all nodes and partners ensuring comprehensive coverage of Canada. Assignments are based on location, and Editorial Board and regional committee recommendations;
  • Provide partners and nodes with the Board’s established standards for metadata, scanning, storage, copyright, and quality assurance; ensure standards are achieved by all nodes and partners;
  • Coordinate creation and compilation of comprehensive Canadian local history bibliography and copyright database;
  • Ensure metadata and scanning training as well as electronic publishing expertise is available to all nodes;
  • Working with the technology committee, ensure nodes are equipped with appropriate equipment and staffing;
  • Working with an accountant, provide financial data to the Coordination and Accountability Committee;
  • Coordinate academic review of local history site;
  • Provide copyright expertise;
  • Report progress, expenditures, and revenues to Heritage Canada on a regular basis;
  • Coordinate national training and quality assurance checks;
  • Coordinate web site development and search engine in both French and English;
  • Liaise with and aid educational experts in the creation of online, educational tools;
  • Coordinate focus groups in both official languages;
  • Ensure partner and funding recognition on site and in all media and public relations materials;
  • In conjunction with the CIDL Secretariat, coordinate promotional and marketing activities, including project launch.

Node Responsibilities:

  • Provide training to partners, including research, bibliographical data, copyright, and database standards;
  • Locate and/or compile local history bibliographies of their assigned areas of responsibility;
  • Complete copyright clearance of all local histories to be placed on the web site according to established standards;
  • Digitize local histories of their region and those titles provided by partners;
  • If necessary, outsource to other nodes;
  • If outsourcing to outside companies, ensure formal RFP process is performed according to government standards;
  • Attach appropriate metadata tags to all material;
  • Archive preservation copies of digitized local histories according to standards;
  • Participate in national workflow process to ensure highly efficient work process and communication;
  • Provide metadata to the University of Calgary Press.
  • Implement a distributed architecture;
  • Contribute at least 25% of the total funding they require for their assigned sections of this project in cash;
  • Seek further funding to enhance the national local history initiative.

Partner Responsibilities:

  • Compile local history bibliographies of their assigned areas
  • Complete year three copyright clearance of local histories according to established standards;
  • Locate histories for digitization and provide local histories to digitization nodes;
  • Follow all guidelines and meet all project standards;
  • Participate in national workflow process to ensure highly efficient work process and communication;
  • Contribute 25% of the total funding they require for their assigned sections of this project in cash;
  • Seek further funding to enhance the national, digital, local history initiative.

2002-3 Nos Racines Partners:

Assemblée National Québec

Netera Alliance

British Columbia Archives

Parcs Canada

Campus Alberta Repository of Educational Objects

Richmond Hill Public Library

Canadian Institute for Historical Microreproductions

Saskatchewan Provincial Library

Le centre d'études acadiennes

University of Calgary Learning Commons

Manitoba Historical Society

University of Saskatchewan Library

Institut canadien de Québec

University of Winnipeg Library

Memorial University of Newfoundland

Vancouver Public Library

The National Library of Canada

 

4.8 2002 Digitization Nodes:

University of Calgary Press

Université Laval

University of Toronto

Simon Fraser University*

University of Victoria*

 

*Note: Simon Fraser and U. Victoria are co-nodes and will split the duties and funding of one node. For further details regarding the expertise and contributions of partners and nodes in year two, please see Appendix B.