1.Planning andManaging the Digitization of Library and Archives Materials
A Multi-model
Approach
Facilitators:
Kim Abrams
Pat Graham
John Weaver

2. Objectives
This workshop will enable you to
Identify different models and methods for digitizing library and archival materials
Identify the relative advantages and disadvantages of these models
Define and evaluate a potential digitization project at your library
Identify key considerations in planning and funding a digitization project
Identify and develop management and production processes for different types of digitization projects.
Discover additional, relevant resources for planning and managing digitization projects
3. Topics
I. Overview of Projects at Pitts
II. Strategic Decision Making
III. Guidelines and Applications
4. Part 1: Overview of Digital Projects at Pitts Theology Library
5. 1.1. The Digital Image Archive
Overview:
6. http://www.pitts.emory.edu/dia/woodcuts.htm
7. 8. 9. 1.2. DigiBooks: Scans of Embrittled, pre-1923 Circulating Collection
Overview:
10. 11. 12. 1.3. SCILLA(SPECIAL Collections ILL Access)
Overview:
13. 14. 1.4. KIRTAS Mass Digitization Project @ Emory
Overview:
15. Kirtas Technologies Inc.
To increase accessibility to aging materials, and ensure their preservation, Emory purchased a Kirtas robotic book scanner, which can digitize as many as 50 books per day, transforming the pages from each volume into an Adobe Portable Document Format (PDF) file.
16. 17. Volumes Scanned in FY 2008
18. 19. Amazon BookSurge
BookSurge is an Amazon Group and is a leader in Print on Demand services
BookSurge is a partner with Kirtas to make rare books available through different venues
20. 21. Reflections for Discussion:
These examples are illustrative of digital collections at Pitts, see also:
Thomas Merton Red Diary http://beck.library.emory.edu/merton/index
Thanksgiving Day Sermons
http://www.library.emory.edu/uhtbin/KW/Joint%20CDRI%20project
These projects illustrate both good practices, and not-so-good practices.
These examples invite comparison to past/current digitization projects at your library.
22. Part 2: Strategic Decision Making
23. 2.1. Selecting Materials for Digitization
Decision Making:
Collections Principle 1: A good digital collection is created according to an explicit collection development policy that has been agreed upon and documented before building the collection begins.
-- NISO, A Framework of Guidance for Building Good Digital Collections, (2007). http://framework.niso.org/node/9.
24. NISO/IMLS Framework of Guidance for Building Good Digital Collections
9 Collection Principles
25. What should we digitize? And why?
http://www.flickr.com/photos/87581328@N00/115858002/
26. Criteria for Selection
Rebecca L. Mugridge, Managing Digitization Activities. ARL Spec Kit 294. (Washington D.C.: ARL, 2006), 48.
27. Rebecca L. Mugridge, Managing Digitization Activities. ARL Spec Kit 294. (Washington D.C.: ARL, 2006), 48.
28. Library of Congress Selection Criteria http://www.loc.gov/preserv/prd/presdig/presselection.html
Harvard Decision Making Matrix
http://www.clir.org/pubs/reports/hazen/matrix.html
29. Workshop Exercise:
Describe at least one potential digitization project in your library and score it/them (see handout: Scorecard for ranking)
30. NISO/IMLS Framework of Guidance for Building Good Digital Collections
9 Collection Principles
31. 2.2. Example: Selecting Materials for Kirtas
32. Content Requirements
Directly supports faculty and student teaching and research
Provides materials for funded library or faculty digital projects and programs
Adds to Emory collections through acquisition of digital copies of materials held by other repositories
Creates preservation copies of significant works that would be damaged through continued research use
33. Copyright Requirements
All works must be in the public domain which includes:
Works published in the U.S. before 1923
Works published in countries other than the U.S. before 1909
U.S. government documents not containing materials otherwise under copyright
Theproposal will also be reviewed if Emory owns the copyright, or has obtained the appropriate licenses.
34. Size Qualifications
For the Kirtas machine all items must pass the following physical qualifications
Page Dimension: 4.5 x 7-11-14
Paper Thickness: 13 lbs.-80 lbs.
Binding Thickness: Up to 4
35. Condition Assessment
Items may be deselected for the following condition reasons:
Brittle
More than a few pages are falling-out
Pages are uncut
Cover is detached from the text block
Binding is mutilated
Binding is oversewn
36. Part 3: Digitizing Collections
37. 3.1. Project Planning and Funding
Digitizing Collections
38. What was the source of the funds for digitization activities?
Source: Rebecca L. Mugridge, Managing Digitization Activities. ARL Spec Kit 294. (Washington D.C.: ARL, 2006), 40.Cf. Primary Research Group. International Survey of Library & Museum Digitization Projects. New York: Primary Research Group, 2008.
39. If there is a dedicated budget, please estimate the % allocated to each:
Rebecca L. Mugridge, Managing Digitization Activities. ARL Spec Kit 294. (Washington D.C.: ARL, 2006), 41-42.
40. Recent Grants for Digitization at Pitts
ATLA/Luce Foundation
http://www.atla.com/cdri_ob/
The E. Rhodes and Leona B.Carpenter Foundation
http://erlbcarpenterfoundation.org/
Thrivent Financial for Lutherans
https://www.thrivent.com/
41. Resources for Funding Digitization
OCLC, Grants Writing and Funding Resources. http://www.oclc.org/digitalpreservation/resources/default.htm
California Digital Library, Sources for Funding Digitization Projects http://www.cdlib.org/inside/diglib/resources/onres_dig_funding.html
42. 3.2. Managing a Digitization Project
Digitizing Collections
43. ManagingA Digitization Project
Project Planning
Managing the Digitization Process
Equipment
Images: Technical Details
Formats and Technology Standards
Quality Assurance and Quality Control
Metadata
Preservation of Digital Assets
44. NISO/IMLS Framework of Guidance for Building Good Digital Collections
9 Collection Principles
45. 3.3. The Digital Image Archive
Practices:
46. Project Planning
47. Managing the Digitization Process
Staffing and human resources
Project management
Selection, evaluation, preparation of originals
Digitization activities
Technical support
Post-digitization activities (e.g., evaluation, delivery, and marketing)
Long term management of digital resources
48. Organizational Chart for Pitts Theology Library
Dean of Candler School of Theology
Director of Pitts Theology Library
Head of Public Services& Reference Librarian
Curator of Archives & Manuscripts
Head of Cataloging
Senior Desktop Consultant
Reference Librarian
Catalog Librarian
Periodicals & Reference Librarian
Financial Manager
Circulation Specialist
Web Development Specialist
Special Collections
Reference Assistant
Catalog Librarian
Interlibrary Loan Specialist
Department Computing Specialist
Acquisitions Assistant
Cataloging Assistant
Pubic Services Assistant
Scanning Technician
Reserves & Circulation Specialist
Library Volunteers
Circulation Students
Archives Student Assistant
Cataloging Students
MLIS Interns
Directors Student
49. 50. Monitoring
51. Monitoring
52. Reporting
53. Equipment
Epson Perfection V700 Photo Scanner
($500-700)

6400 x 9600 dpi

PowerMac G5

1.8 GhZ; Dual Core

54. 2 GB RAM 55. 250 GBHardrive 56. $2400Epson Expression 1640XL

1600 x 3200 dpi hardware resolution

57. Large-format scanning capability 58. ColorTrue II Imaging System and 42-bit color depth ; ~$2,500