Ellen Cordes, the Head of Technical Services at the Lewis Walpole Library, has joined the committee.

Matthew Beacom announced the formation of the Digital Production and Integration Program (DPIP). Jennifer Weintraub gave a brief summary of its activities. The committee will investigate common needs and concerns related to digitization across units at Yale University Library. These findings will be reported at the end of its first phase (January 2006). Projects (consulting services, production) will be initiated in the second phase. Beacom announced that he and Rebekah Irwin will prepare a report on metadata for DPIP. Irwin reported on common metadata related concerns voiced at a DPIP meeting:

• Will there be a metadata production unit?
• Is there a common tool that different units across campus can use?
• How do we encourage adherence to standards and best practices?

Beacom reported a high degree of interest in metadata among the members of DPIP.

Beacom presented an analysis of YES based upon information gathered from managers of digital collections across campus who responded to a questionnaire, intended to test local metadata sets against YES and vice versa. The completeness of responses varied.

Youn Noh mapped the responses, which included sample records, to YES and created a local crosswalk. Beacom identified a number of common elements used across collections. Beacom desribed the unmapped elements as administrative metadata.

Edward Kairiss asked about the importance of unmapped elements. Beacom suggested creating extensions to YES as a next step. Beacom pointed out that administrative metadata may need to be tailored to the specific projects for which they are created. Joan Swanekamp pointed out that the purpose of YES is to support cross-collection searching. She also pointed out that creating templates for administrative metadata could encourage collection managers to record administrative metadata and that using common tools might lead to greater consistency. Irwin recommended extensions to YES by format or function (e.g., preservation).

Swanekamp asked about next steps. Beacom recommended the following:

• Develop extensions to YES, e.g., to support preservation.
• Consult with collection managers on the accuracy and usefulness of the mappings.
• Develop content standards and guidelines by consulting with collection managers.

Swanekamp asked if it would be better to issue content standards. Beacom replied that consulting with collection managers would enable the committee to make informed recommendations. A high level of agreement would encourage collection managers to adhere to standards.

Kairiss asked about the Notes element in the Art of the Book collection. YES does not include a Notes element. Beacom suggested that Notes could be mapped to Description or Source.

Beacom also presented a standards crosswalk from YES to DC, MODS, and MARC. He pointed out that mapping YES to EAD was not straightforward and various mappings from EAD to DC are inconsistent.

Irwin presented information she has gathered on audio-visual metadata standards, as the Beinecke moves to a new vendor for digitization services. She has consulted with Jenn Riley, the Metadata Librarian at Indiana University Libraries, Bloomington, which has received an IMLS grant for the third phase of its digital music project Variations, and with a technical consultant with the vendor. A group from the Beinecke, including Irwin, Kathleen Burns, and Kevin Glick, has identified a subset of elements from the Audio Source Extension Schema Data Dictionary, created by the Library of Congress. The group had also considered a metadata standard under preparation by the Audio Engineering Society, which is being used in Variations, but decided against it because a final document has not yet been released and because the data dictionary appears to be sufficient for the Beinecke's needs.

Irwin reported that the technical consultant with the vendor has informed her that metadata on provenance are more useful for preservation than technical metadata on migration. She will meet with the consultant to discuss this further.

Irwin reviewed the elements from the data dictionary that the Beinecke will use. They decided to include elements that describe the original object or the digital object, but not elements that relate to the digitization process.

Beacom asked if the data dictionary should be considered a formal extension to YES. Irwin replied that she thought it would be sufficient for the committee to recommend the document. Beacom recommended collaboration on preservation work with units across campus. Swanekamp recommended Richard Warren from the Music Library and David Walls and Roberta Pilette from Preservation.