Community Support and Staff Development: 2018/06-2018/07 (June/July)

(Nina Davis-Millis)

This is the final report for this manifestation of community support and staff development. Although staff development will be assigned elsewhere in the organization before long, a few important aspects will keep going during this interim period.  The Staff Sharing program will continue; if you want to present something to your colleagues, just email Nina to set it up.  Cherry Ibrahim is now compiling the weekly update on trainings, conferences, workshops, and the like; if you want her to include something just forward her an announcement.  The final report on the mentoring program is in progress and will be presented to Library Council when it’s complete.

Marketing & Communications: 2018/06-2018/07 (June/July)

(Brigham Fay)

  • In the media
  • New Library maps have gone to press and will deliver in early August
  • Recently completed: Spring Bibliotech, Director’s message to donors, lanyards for NE36 residents, Learn with the Libraries promotion
  • Current and upcoming projects: Fall issue of Bibliotech, signage rebranding, orientation event marketing and SWAG, MIT Reads fall selection, planning for GIS and Data Lab promotion and signage, Overleaf promotion

Scholarly Communications & Collections Strategy: 2018/06-2018/07 (June/July)

SCCS successfully negotiated the first ‘offsetting’ contract in North America when establishing a “read and publish” contract with the Royal Society of Chemistry for 2018-19. The new agreement combines traditional subscription-based access to Royal Society of Chemistry articles for the MIT community with immediate open access to MIT-authored articles, making them freely available to all audiences at the time of publication.

An important aspect of negotiating the agreement was working with RSC to include language establishing that over the long term, RSC plans to use this “hybrid” approach (mixing paywalled and open articles) to enable a transition to full OA.  The agreement  represents an important experiment with a nonprofit scholarly society, in which we use library collection funds to accomplish open access to MIT research through a business model that aims to transition journal publishing more broadly to open access.

Information for MIT authors about how to select and take advantage of the open access option is available at the scholarly publishing website, and SCCS staff are working with liaisons regarding messaging for existing or potential RSC authors so they are aware of this new opportunity to publish open access without paying fees.

Information Delivery & Library Access: 2018/06-2018/07 (June/July)


  • MIT Community workstations have been migrated to the Windows domain (a standing community suggestion) and remain accessible via Kerberos log-in (there are still Athena machines in the Libraries for users who prefer them).
  • Visitor computer policies have been revised and no longer prohibit recreational internet use. Use is first come, first served.   This change was made to improve user’s ability to expect reasonable privacy and to enable user work and research which increasingly involve social media and other less traditional sources.  What has not changed: any person observed viewing material that violates MIT’s Harassment Policy, e.g. pornography, hate speech, or materials that another user feels creates a hostile or threatening environment, will be addressed through our incident procedures.
  • Thanks to our collaboration with ITS, SMS software has been implemented to manage user time limits on visitor computers in Barker, Dewey, Hayden and Rotch.  This change should bring down the number of incident reports filed because staff will no longer have to proactively monitor computer usage time and hopefully will improve the tone of interactions around visitor computing as staff move from an enforcement role to an explanatory one.
  • In coordination with the Scanning Lab, Resource Sharing will be begin planning and implementation of moving scanning of Reserves and Interlibrary Loan materials into Resource Sharing’s workflows.  Expected go live for this change is January of 2019.

Events and Space:

  • Delivery service has now begun to incorporate workflows for NE36.
  • Work continues by various staff to work on the ILS and Integrations group, as well as Priorities E and G.
  • Thanks to Keith Glavash and Facilities, ID&LA’s Barker staff have been relocated to Rotch and Hayden for the duration of the work on the 4th floor in record setting time.  Thanks also to Jeremiah, Sam as well as ITS, LIRS and DSS colleagues for helping us to make this 3D jigsaw puzzle come together as well as it did!
  • The Libraries are working with the Media Lab and the Cambridge Public Library on collaborative affective machines display entitled the Laughing Room in Novemeber.  More details as promotional materials are generated, thanks to Mark Szarko for helping to coordinate this project.
  • Because of construction on the 4th floor of Barker and on the facade, the Barker Dome will be closed for events through November of 208.  We’re working with all potential event hosts to help find other appropriate venues, such as the second floor of Hayden.

Technology Planning, Integration, & Experience: 2018/06-2018/07 (June/July)

June/July 2018

  • Visit the Library Technology Portfolio to see a “dashboard” view of progress on projects which is updated monthly in the last/first week of each month; for further details about individual projects, see the TPIE Project Management Repository
  • TPIE, along with all of DLS moved to NE36!
  • Milestones/Project Completions:
    • Service Design Phase 1- Personas – Project team shared out the Proto-Personas, Universal User Needs Checklist, and User Guide with DLS Planning Teams, the Active RDM planning team, and LIRS.  Official project close and celebration is scheduled for early August.
    • Discovery UI – Bento: Full Record View is now live in production.
    • Forms – Work on moving pubic web forms to a new system has restarted, the first new form has launched and others will follow as testing with stakeholders is completed.
    • Communication and collaboration – The project is officially done. The transition and support plan which defines the roles and responsibilities for the completed deliverables going forward has been completed.
    • Digitization workflow tool – The project is officially done. Findings and recommendations have been presented and approved by the project sponsor.  Goobi tool has been approved for implementation during the next phase of the project.
    • DSpace Migration – Phase 2 Analysis – The Atmire contract has gone forward to procurement management for approval which we are hoping to receive in the next week.  Atmire has started work at their own risk.  The official kickoff of Phase 3 – Implementation will occur once the purchase order has been approved.
    • Dissemination Object Store for Archives Collections: Project has been kicked off and the team is currently documenting the as-is state of the network and servers.
    • Discovery Index: Project has been kicked off and the team is currently executing their first sprint.
    • ILS Migration Planning: Project has been kicked off and team is focusing on information gathering for this initial stage.
    • Comprehensive Digital Preservation Storage – Storage recommendations and cost estimates were presented to project sponsors.  The recommendations and year one costs have been approved.  Sponsors are now working to get approval for the year over year costs before we kickoff the next phase of implementing the approved recommendations.
    • Research Data Management Project Workflow Technology Planning – The project team has completed the requirements analysis and identified specific gap areas in the RDM project workflow to narrow down the project focus and is now identifying potential tools and services to implement which will meet the needs of researchers in those areas.
  • New projects started:
    • Web site redesign – early prep work was begun, including some high-level stakeholder interviews, and planning for a content audit and CMS/platform review.

Lewis Music Library: 2018/06-2018/07 (June/July)

  • The Lewis Music Library is now officially part of ACE; we will continue to collaborate with our friends and neighbors in IASC no matter where we are on the organizational chart.
  • We hosted a gala farewell party in honor of departing Music Librarian Peter Munstedt.
  • Nina Davis-Millis, Interim Music Librarian, will be based in Lewis until a permanent appointment is made.
  • In June, we hosted donor Lionel Kinney and gave him Lewis Music Library updates and demos.

Liaison, Instruction, & Reference Services: 2018/06-2018/07 (June/July)


Digital Humanities

Mark Szarko and Ece Turnator ran a 5-hour workshop introducing the A&H CoP members to text mining, Hathi Trust’s analytics tools and API, and the connections between these and the concept of “collections as data.”

Library Teaching and Learning

Library teaching for Summer UROP students has been expanded through a collaboration between Anne Graham, Chris Sherratt and Rachel Shulman, the MIT Energy Initiative Academic Coordinator. The team is shaping content by analyzing student work. Teaching includes active learning opportunities.

Elizabeth Soergel and Sofia Leung are developing modules for NEET (a project-intense curricular initiative in the School of Engineering) that aims at metacognitive “learning to learn” and addresses social consequences of design choices.

Data and Specialized Services: 2018/06-2018/07 (June/July)

Featured Question (AKDC)

The Arab World Institute in Paris is implementing a major exhibition about the cultural heritage endangered in the Arab world. … Within this frame, we are in collaboration with AKTC to present within our show the reconstructions that are currently lead in Aleppo.  AKTC is also providing some images from their archives for the show and the catalogue. …. has told us that some of the pictures we were seeking belong to Aga Khan documentation center at MIT.

Data Management Services

  • Approval for an institutional instance for the Open Science Framework has been granted. We are gearing up for an implementation and roll-out plan. Please let us know of any questions and keep watch for training and new developments!
  • DMS has developed and implemented a new Researcher Contact Log using the QuickBase platform. We expect this to allow easier logging and better analytics for this area.

Citation Management and Writing Tools

  • Overleaf Pro+ is now available for the MIT community. Overleaf is an online LaTeX and Rich Text collaborative writing and publishing tool that makes the process of writing, editing, and publishing scientific documents much quicker and easier.
  • Jennie Murack has taken over convener responsibilities for CMWT.  Thanks to Christine Malinowski for her efforts and accomplishments in her tenure as team convener.

Liaison, Instruction, & Reference Services: 2018/05 (May)

Community Outreach:

Jen Greenleaf will serve on the Women and Gender Studies Steering Committee for a second term, providing access and input to the departmental planning  and participation as a judge for the undergraduate Kampf Writing Prize.

Karrie and Stacey met with researchers in the Lifelong Kindergarten Lab in the Media Lab to see where we have overlap in both pedagogical issues or other joint interests.

Organizational Learning:

Mark, Ece and Georgiana are exploring Omeka (an online exhibit tool), and plan to train others.  Part of a larger project (working title: Playscape) to explore teaching and learning digital technologies.

CoP (Community of Practice) Activity

Ece led a discussion of SHASS’s plans for digital humanities to see where A&H liaisons might engage with the new program.

Members of the SSM CoP discussed using values of diversity, inclusion, and social justice in collection decisions, and agreed to pursue the following strategies: SSM DISJ collections strategies.

Science and Engineering CoP will pursue several goals for FY19, including: Develop and implement DISJ strategies in S&E collections work; support the NEET (New Engineering Education Transformation) initiative in the School of Engineering; explore the meaning and landscape for a “collection of record” in science and engineering in today’s environment and the MIT context.

Scholarly Communications & Collections Strategy: 2018/05 (May)

CopyrightX: Libraries concluded this month. CopyrightX: Libraries is a variant of Harvard Law School’s official CopyrightX course (the same course content as is taken by students at HLS), customized for library, archives, and museum professionals by Katie Zimmerman.  Katie taught the course, and MIT participants – Joe Carrano (IASC), Katharine Dunn (SCCS), Hannah Gotwals (MIT Press), Laura Hanscom (SCCS), Kim Kennedy (MDCS), Julia Lanigan (SCCS), Georgina Lewis (IDLA), Mikki Simon Macdonald (SCCS), and Mark Szarko (LIRS) – were joined by 20 library professionals from around the world in this 12-week online course. 

Human Resources: 2018/05 (May)

Human Resources (Robin Deadrick)

  • The Libraries achieved 100% compliance with the Title IX training by our May 17 deadline.
  • The ADs and JLT recently discussed revisions to the Librarian/Archivist promotion process.  The revised process is intended to be more streamlined and a bit less cumbersome and will be used temporarily until next year when a formal, broader review of promotion processes across the Libraries will be undertaken. Details of the revised librarian/archivist process will be out shortly.
  • The Libraries “New Employee Checklist” has been updated and is available on the Administrative Services website, along with links to more detailed checklists specific to departments and functions within the Libraries.  And an “offboarding” checklist is in the works and should be available shortly.

Marketing & Communications: 2018/05 (May)

Marketing and Communications (Brigham Fay)

  • New video about Herng Yi Cheng
  • The first issue of the newly redesigned Bibliotech newsletter is on press and should mail the first week in June
  • Current and upcoming projects: spring Director’s Message (to donors); 2017-18 Map & Guide; continued rebranding rollout; updating IDLA signage

Data and Specialized Services: 2018/05 (May)

Featured Question (GIS & DMS)

I currently manage the a registry which is a database of 1,747 randomized controlled trials in 119 countries (and growing). All of the project information can be downloaded into a CSV file from the advanced search page. I am wondering what’s the best way to automatically sort this information?

Aga Khan Documentation Center

  • Our first contributions to the website, TimeLine Travel, has been added to their online tool.  The tool content has been created by an international team in order to make architectural history courses easier to understand and more enjoyable.
  • Sharon Smith presented a version of her MELA presentation at the May Staff Sharing event
  • AKDC@MIT sponsored Gazing Through a Lens: Ali Khan Documents Nineteenth Century Iran (film screening) followed by a discussion with the filmmaker, Ms. Azadeh Tajpour
  • Sharon Smith was an invited guest at discussion a conversation with Anneka Lenssen, Sarah Rogers and Nada Shabout, celebrating the launch of their new edited volume Modern Art in the Arab World: Primary Documents (2018).

Data Management Services

GIS Services

  • MIT GeoWeb is now based on GeoBlacklight.  The new platform increases access to geodata both MIT-owned and available at other institutions.

Technology Planning, Integration, & Experience: 2018/05 (May)

June 1, 2018

  • Visit the  Library Technology Portfolio (next update: early May) to see a “dashboard” view of progress on projects which is updated monthly in the last/first week of each month; for further details about individual projects, see the TPIE Project Management Repository
  • TPIE UXWS staff moved locations from Barker to E25, due to construction on Building 10’s facade. Darcy Duke, Frances Botsford and Stephanie Hartman can now be found in Cubespace, until the DLS team moves to NE 36 later this summer.
  • Milestones/Project Completions:
    • Digitization workflow project-completed its recommendations, shared with JLT and identified next steps to TLT for implementation.
    • Service Design Phase 1- Personasproject team completed major deliverables, sharing the Proto-Personas, Universal User Needs Checklist, User Guide, Maintenance Plan with DLS during the DLS API retreat on May 31st. The team is completing tasks and plans to share with DLS Planning Teams and all-lib within the next few weeks.
    • Discovery UI– Bento: Full Record View has been tested, will go live the first week of June; search hints are completed, project closing documentation is nearly complete.
    • MIT GeoBlacklight deployment – went live this month, in collaboration with the GIS lab team
  • New projects started:
    • Dissemination Object Store for Archives Collections – Major project- Archives Collection Management Service Area (Habibe Artemiev as Project Manager)
    • Discovery Index– Minor Project- Discovery + Engagement Service Area (Li Cheung as Project Manager)
    • PREMIS Event Monitoring – Sustainability Service Area  (Andromed Yelton as Project Lead)
    • ILS Migration project- in startup phase, project execution plan under development, and forming team (Li Cheung as Project Manager)
  • DLS Planning Teams continue to identify gaps in products/services and scope new projects.
    • Technology Leadership Team will assess progress to date by the teams in June and July. TS3 continues work to sunset items in the DLS product inventory, in consultation with stakeholders.

Institute Archives & Special Collections: 2018/04 (Apr)2018/05 (May)

Notable collections activities

  • Notable processing work: Arranging and describing work completed for Herb Pomeroy and Bruce Mazlish collections, Ongoing survey of CSAIL materials
  • Reference experienced busier than normal time in reading room at beginning of April – “We clocked 34 hours of research time today (12 researchers) – not including someone working on the nano project who wanted to chat about names, 2 HASTS graduate students who came to visit, a faculty member & TA who came to talk about a class, & scanning lab pickups and requests… 11 of the researchers overlapped for most of the day, and 3 of the visitors came in the midst of it all”
  • Ongoing quality assurance of ArchivesSpace data migration
  • Continuing to prepare materials for MIT Directories scanning project
  • Shifted over 200 cubic feet of materials from processing areas to offsite storage
  • Stephen Erdely site visit to assess collection at Lewis Music Library

Instruction and presentations

  • Music Production Collaborative meeting, instruction and Audio Lab tour
  • Two Intro to World Music (21M.030) classes taught
  • Greta presented at, and Chris participated in, the workshop: The (Speculative) Futures of Libraries and Archives
  • Greta presented on Wikipedia and collaboration at the Boston Rhetoric and Writing Network (BRAWN) at Boston College

External relationships and meetings

  • Chris participated in New England Archivists spring meeting
  • Joe completed work on programming committee and participated in ArchivesSpace Boston Regional Forum

Outreach and Community building

  • 7 blog posts published to IASC blog
  • Jana and Ayako gave a tour of Conservation to MS&PC (MIT spouses and partners connect)
  • Spouses and Partners Library Tour at Lewis Music Library
  • Install/deinstall Collier Collection Exhibit at Maihaughen
  • Greta and Cate participated in MIT Reads discussions on A Casual Vacancy by JK Rowling
  • MTA awards ceremony
  • Graduating Student Worker Celebration
  • Composer Forum: Reynold Tharp
  • Prokopoff Concert
  • Bulgarian Music concert
  • Composer Forum:  Richard Carrick


  • Chris completed course on Web Development and Information Architecture at Simmons College
  • Project Archivist Dana Hamlin left
  • Reference Services Assistant Katherine Crowe left
  • Administrative Assistant Jonathan Burke left