DOVE Meeting Minutes – Nov. 18, 2008

Virginia Historical Society

Present at the meeting: Co-Chair: Sonia Yaco, Old Dominion University; Derek Gray, DC Public Library, MLK Memorial; Bob Vay, George Mason University; Alfred Willis, Hampton University; Jennifer Davis McDaid, LVA; Jefferson Moak, NARA – Mid Atlantic; George Schaefer, Norfolk Circuit Court Clerk; Tonia Graves, Old Dominion University; Ann Southwell, Ellen Welch, UVA; M. Alison White, UVA Law School; Bea Hardy, Peter Jones, William and Mary; Brian Daugherity, Alex Lorch, VCU; Jodi Koste, VCU (Medical College of Virginia); Lee Shepard, Eileen Parris, Va Historical Society; Lucious Edwards, Va. State University

1. Subcommittee reports:

Alfred Willis gave a report from the grants subcommittee. The minutes are available here :

Eileen Parris presented suggestions from the data dictionary subcommittee. Alison White will supply a list of US Census tracts and school districts for a pull down menu in the database. In describing collections, we will use the school district and geographic corporate name that existed when the school desegregation records were created.
2. The differences between Virginia Heritage (VH) and DOVE were discussed. The range of record types and repositories is much broader in DOVE than VH and has a narrower subject focus.

School Desegregation Record Types Example Included in VH? Keyword discoverable in VH? Included in DOVE?
Records held in non-archival repositories – non-profit agencies, public and private schools, pubic libraries etc. Hampton Public Library – Records of Hampton Public Schools

y

Records held in repositories outside of Virginia NARA Mid-Atlantic Region  – USDC, Western District of Virginia, Roanoke, Civil Action Case # 341: P. C. Corbin vs. the County School Board of Pulaski County, Virginia

y

Non-manuscript primary sources such as newspapers LVA/Longwood/Virginia Tech – Farmville Herald

y

Collections without EAD encoded finding aids ODU – The Massive Resistance Printed Materials, 1958-1960

y

Collections with EAD encoded finding aids without desegregation related keywords ODU – Papers of W. Fred Duckworth

y

n

y

Collections with EAD encoded finding aids with desegregation related keywords Virginia State University – Prince Edward County Free School

y

y

y

3. Phase 3 – project maintenance. Old Dominion University Libraries has made a commitment to permanently house and maintain the database.

4. A brochure for DOVE publicity and collection solicitation will be created after discussions about its content at the next meeting.

5. Alex Lorch suggested that DOVE should have a user focus group to survey the needs of school desegregation researchers.

6. The next meeting will be January 27 at University of Virginia Law School from 11:00 – 3:00 PM. The location and lunch details will be sent out with the agenda. The meeting will be a work session with two sections:
1. Data dictionary – further definition of the database, possible modification, creation of sample records and on-line help feature
2. Regional task forces – New records identification process including criteria for selecting collections to include in DOVE, deadlines creation and content of DOVE brochure.

Revised: 12/2/08

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