1. 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.

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

3. 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

4. (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)

5. 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, LibGuides Making significant changes to the portal, including prominently displaying a single search box in the portal.

6. Roles TeamPrimary 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 & AmandaOutreach and training Usability Team – Carla L.Usability Core Technical Team (Library Technology Services) - Laura System Administration & interoperability management Steering and Advisory - SuzanneSupport & Oversight Library Leadership Team – Sarah ThomasFunding & Support Phase 1 Implementation Working Group – Kathleen DonovanEnhancement prioritization Relevancy Advisory Group – David OsterburResearch into search methods Search and Discovery Education Committee Odile HarterResearch into the state of the search art

7. Timing (Draft) Task NameFinishResource Names EAD finding aidsFri 11/7/14 Basic ingest, indexing and display specification deliveryFri 9/26/14Harvard data deliveryFri 9/26/14Harvard data load (incl. normalization, indexing)Fri 10/3/14ExL UI DecisionsFri 10/17/14ExL first review period- EADFri 10/24/14Harvard updates as per first review- EADFri 11/7/14ExL VRA recordsTue 12/2/14 Basic ingest, indexing and display spec deliveryFri 9/26/14Harvard data deliveryFri 9/26/14Harvard data load (incl. normalization, indexing)Fri 10/10/14ExL UI DecisionsFri 11/7/14ExL first review period- VRAFri 11/14/14Harvard updates as per first review- VRATue 12/2/14ExL Final review & updates- EAD & VRATue 12/16/14 final reviewTue 12/9/14Harvard final updatesTue 12/16/14ExL Go LiveWed 12/17/14Harvard Will be asking team leads for “what’s new? this week” (on Thursdays)

8. Primo implementation project calendar Shared calendar for tracking out-of-office, meeting times, project events and milestones http://teamup.com/ks2584615f3201fb34/ 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.eduemily_singley@harvard.edu

9. Demo

10. Questions, discussion & next steps