Minutes November 21, 2011 Virginia Commonwealth University Richmond, Virginia

Chaired by: Brian Daugherity

Region 2: Southside: Francine Archer and Wesley Hogan, Virginia State University;
Region 3 – Hampton Roads: Charles Ford, Norfolk State University; Sonia Yaco, Old Dominion University; Thomas Brown, Virginia Wesleyan College;
Region 4 – Greater Tidewater: Bea Hardy, College of William and Mary
Region 5 – Central Piedmont: John Metz and Sarah Nerney, Library of Virginia; Carolyn Parsons, University of Mary Washington; Wesley Chenault and Brian Daugherity Virginia Commonwealth University;
Region 6 – Northern Virginia: Jackie Chohan, City of Alexandria Archives and Records Center; Ann Jimerson; Bob Vay, George Mason University;

Sonia Yaco discussed the recent conversion of the DOVE catalog to Library of Congress’ ReCollection. The Mapping, Timeline and extensive search capability of the new catalog will be particularly useful to researchers. http://www.lib.odu.edu/specialcollections/dove/catalog.htm. Library of Congress highlights the DOVE catalog in their http://viewshare.org/user-stories/ and will be providing more publicity in the future. Bob Vay suggested that a bibliography be added to the DOVE website. Members were asked to add a link to DOVE, http://www.lib.odu.edu/specialcollections/dove/, on their institutional websites.

Sonia also provided a brief demo of online and iTunes U versions of the DOVE training surveying materials.

Brian Daugherity proposed the re-formation of a DOVE grants committee. John Metz and Wesley Chenault volunteered. Possible granting agencies mentioned were:
• Virginia Foundation for the Humanities
• National Endowment for Humanities
• Council on Library and Information Resources (CLIR): Cataloging Hidden Special Collections and Archives: Building a New Research Environment
• Dominion Power Foundation
• National Historical Publications and Records Commission (NHPRC)

DOVE individual and institutional commitment letters was discussed. Sonia will post a sample letter of support on the DOVE blog. The levels of participation are:
• Volunteers
• Institutional members (Letter of support required)
• Partners (Letter of commitment required)
• Repositories (Must be an institutional partner; must meet preservation standards; must partner with its regional task force)

Organization and recruitment for regional task forces chairs was discussed. A sample press release is needed – “DOVE is coming to your community. Can you help us find school desegregation documents are?”

Bea Hardy reported that the Greater Tidewater has a volunteer who utilized the interactive DOVE survey training material and is now inventorying W&M records.

Charles Ford reported on a recent meeting of the Hampton Roads task force, that he chaired. Attending were Thomas Brown, Sonia Yaco, Warren Stewart, Member of the Norfolk Board of Education and Dr. Tommy Bogger, Interim Library Director of Norfolk State University. Thomas Brown hopes to use DOVE surveying in his curriculum next semester.

Bob Vay discussed the training that was done by the Northern Virginia task force. Jackie Chohan attended the training and will be surveying her the records of the City of Alexandria Archives and Records Center. Ann Jimerson plans to work on oral histories.

Brian Daugherity reported on Central Virginia (Region 5) activities. VCU recently announced a partnership with the MLK Commission of the General Assembly to begin an oral history project related to civil rights in Virginia. Brian is also participating in a panel discussion at the Virginia Forum in March on the Byrd Organization and school desegregation in Virginia.

The next DOVE meeting is tentatively scheduled for early March in Charlottesville. An informal lunch meeting will be held at the Virginia Forum, in Harrisonburg, Virginia in late March.

DOVE catalog’s new look with Viewshare from the Library of Congress

Thanks to Greta Kuriger of George Mason University Library, the DOVE catalog made the leap from a flat file to a multifaceted graphic display. Last May, Greta participated in DOVE’s survey training in Northern Virginia and also went to a Library of Congress workshop about Viewshare, “a free platform for generating and customizing views, (interactive maps, timelines, facets, tag clouds) that allow users to experience your digital collections.” Greta saw that Viewshare had great potential for DOVE.  She experimented with some of  DOVE data and showed it to Sonia Yaco at ODU.  Sonia began working with the Library of Congress to import all of the DOVE catalog data. The folks at LoC were impressed DOVE and asked for Sonia to write about the project’s use of Viewshare.  The article is published it on Viewshare’s “User Stories” page.

A full roll out of Viewshare and more publicity for DOVE is expected early next year.

Can’t come to an on-site training session? Use our web training tutorial instead.

If you are unable to attend any of the three on-site training session being held around the Virginia this week, you can instead utilize our  on line DOVE Records Survey Training.  It includes a background of DOVE, brief history of school desegregation in Virginia, a survey tutorial  and practice exercises.  http://www.lib.odu.edu/specialcollections/dove/training/player.html

Training Session: How to Conduct a Records Survey, Virginia State University, May 25, 2011

Survey training

Virginia State University
Johnston Memorial Library, Room 232
May 25, 2011
10 a.m. – 4 p.m.

There is free parking behind the library.  Individuals are responsible for own lunch.  For those who want to, lunch orders will be taken for Ettrick Deli before the session begins.
All are welcome. Please RSVP to Francine Archer no later than Wednesday, May 18, 2011 at 804-524-1023 or farcher@vsu.edu .

Pass It On: Personal Archiving Day at the Library of Congress on April 30

Personal treasures should be safeguarded so that future generations can share in the collective memories of loved ones. Advice on how to preserve and protect precious digital and traditional photos, documents, recordings and more will be presented on Personal Archiving Day at the Library of Congress.

Pass it On: Personal Archiving Day at the Library of Congress will be held on Saturday, April 30, from 11 a.m. to 2 p.m. in LJ 119, first floor of the Thomas Jefferson Building, 10 First St. S.E., Washington D.C. The event is free and open to the public; no tickets or reservations are needed.

Training session, Friday, May 27, 10 AM–4 PM, Arlington Central Library Auditorium

How to Conduct a Records Survey

This is to invite you to participate in a project to document Virginia history. The Desegregation of Virginia Education (DOVE) project seeks to preserve the records and memories of the participants in the integration of schools in Virginia from the 1940s to the 1980s. The children affected by the decisions made by the various authorities are now in their 50s, 60s and 70s. It is imperative to interview these people before their memories have faded completely. The physical records of these events, both public and private, may also be endangered and need to be cataloged and protected for current and future researchers.

The DOVE project team includes faculty and staff from many Virginia universities and colleges, as well as from the National Archives and Records Administration. We are inviting history, education, sociology and other humanities professors from all corners of the state to participate in this project by actively serving on a regional team; surveying records from local repositories and individuals, including but not limited to those found in school boards, local archives and historical societies; and/or overseeing oral history projects. We feel as though the DOVE project would fit many college and university programs by offering the chance of students to conduct interviews and undertake original research into the racial inequalities of Virginia public education prior to 1986, as well as understand the importance of the preservation of historical documentary records.

A training session will be held in Arlington, Friday, May 27, 10 am – 4 pm in the Arlington Central Library Auditorium at 1015 North Quincy Street, Arlington (703-228-5990). Lunch will be on your own, but there are a number of restaurant options in the area. There is free parking on site, and the library is a short walk from the Ballston and Virginia Square Metro stations.
The workshop is sponsored by the Desegregation of Virginia Education (DOVE) Project and the Martin Luther King Jr. Memorial Commission.

Please RSVP to:
DOVE Northern Virginia Chair:
Robert Vay, George Mason University