Project deliverables summary:  Establish annual deposit workflow, enable integrated public facing full text searching of minutes.

Minutes of all BOV meetings are to be made available to the public.  The minutes of the Board of Visitors meetings held 1838-2007 are managed by the Library, and the minutes from 2008-present day meetings are on the BOV website.  The BOV meets 2-10 times per year, and Debbie Rinker, Clerk of the BOV, would like to create a workflow wherein she transfers minutes to the Library at the end of every calendar year.  

The Provost’s office staff routinely searches BOV minutes for a variety of purposes.  The full text searchability of the pre-2008 minutes meets their needs, as they are searching for individual names, endowed chair titles and other specific details discussed under broad agenda topics.  These minutes often serve as the official record of HR changes, such as faculty promotion.  The new HR system will only keep info dating back 3 years, thus that system will not be an adequate substitute.  The BOV office receives a large variety of inquiries such as information about individual buildings, specific decisions and approvals on any number of topics.  These often require full text searching for adequate and accurate response.  Full text searching available to the public also allows such inquiries to be answered without asking the BOV office.    Both case cite searching in Virgo as their preferred method for searching within the pre-2008 minutes.  For anything after 2008 staff must identify a time period during which they think the information can be found and read through individual minutes until stumbling upon the information.  Or not.  The minutes should be united and uniformly searchable.