CALIFA DIGITAL COLLECTIONS SERVICE AGREEMENT: 2009-2010
The following agreement details Califa’s hosted CONTENTdm service to support its
members with creating, managing, and publishing digital collections.
A. DESCRIPTION OF SERVICES:
1. Digital imaging:
Califa members who wish to create digital collections may opt to use Califa’s master
agreements to scan textual documents, graphic illustrations/artwork, maps, plans, and
photographs and aerials (including film, slides, negatives, and prints) based on the
California Digital Library's (CDL) Guidelines for Digital Images (http://www.cdlib.org/inside/
diglib/guidelines/bpgimages/) through a third party contract (Califa currently has master
contracts with: Northern Micrographics and Backstage Library Works). Vendor
deliverables include image files in three different formats per object scanned, formatted on
CD-ROM: a GIF thumbnail image, a JPEG access image, and a TIFF archival/master
image (including technical metadata within the TIFF header). Imaging services are priced
on a project-by-project basis, with a Califa discount provided by the vendor.
2. Digital collection creation, management, and publication:
2.1. Creation and management
Califa maintains and manages a centralized CONTENTdm digital asset management
system (http://contentdm.califa.org/index.php) whereby multiple Califa member institutions
can create, manage, and publish their own digital collections.
Califa provides member institutions with access to its CONTENTdm server, for the
purpose of managing collections. Califa also provides a standard CONTENTdm metadata
scheme for all digital collections on its server, based on the CDL's Guidelines for Digital
Objects (http://www.cdlib.org/inside/diglib/guidelines/). Ongoing use of Califa’s
CONTENTdm service is also available to recipients of the Local History Digital Resources
• Acquisition Station:
Califa provides use of a single Acquisition Station client for member institutions to
create digital objects to maintain and add to their collections. Additional Acquisition
Stations may be installed on a month-to-month basis. All stations have TIFF, JPEG
and JPEG 2000 functionality (Note: JPEG 2000 images are presented to users in a
standard Web browser with zoom and pan toolbar features). Additional stations are
available for an added fee.
• OCR (Optical Character Recognition) Acquisition Station:
An OCR Acquisition Station software package is another enhancement available to
members on a project-by-project basis for an added fee. This software enables the
generation of file transcripts from the OCR acquisition station. This allows the full text
searching of uploaded image files (Note: this software is not effective for handwriting).
Edition: March 11, 2009
The digital collections created by a Califa member may be private or made public through
online publication, leveraging CONTENTdm's web development tools for customizing
displays of collections. Additionally, online access to collections may be expanded
through the following services:
• Exposing collection metadata for harvesting by OCLC, for publication via WorldCat
(http://www.worldcat.org). For more information, see http://www.oclc.org/worldcat/.
• Exporting collection metadata for submission to the CDL, for publication via its
Calisphere (http://www.calisphere.universityofcalifornia.edu) and OAC
(http://www.oac.cdlib.org) websites. For more information, contact the CDL at
B. TERMS OF SERVICE: CALIFA’S RESPONSIBILITIES
1. Provide a single user account for accessing Califa’s CONTENTdm server, for the
purpose of managing one or more digital collections created by a member
institution. The account will allow a user at the institution to access CONTENTdm
collection and item administration functions (server administrative functions are
handled by Califa).
2. Provide a single user account for installing a single standard Acquisition Station
client software for use on a 12 month basis.
3. Establish a single collection for use by the member institution, based on the
standard CONTENTdm metadata scheme. Additional collections may be
established (on request).
4. Provide one hour of staff orientation on use of the Acquisition Station and
management of digital collections on the CONTENTdm server. Note this
orientation is part of the $500 set-up fee. LHDRP libraries are not expected to
need training or additional orientation to start-up a Califa-based service.
5. Backup of digital collection(s) data on the CONTENTdm server on a daily basis
and data recovery services (on request).
6. Provide initial technical support service with use of the CONTENTdm server and
7. Provide primary contacts at member institutions access to a listserv for service-
8. Provide a master agreement to scan textual documents, graphic
illustrations/artwork, maps, plans, and photographs and aerials (including film,
slides, negatives, and prints) based on the CDL’s Guidelines for Digital Images.
(http://www.cdlib.org/inside/diglib/guidelines/bpgimages/) utilizing a third party
contract (current master contract: Northern Micrographics).
TERMS OF SERVICE: MEMBER LIBRARY RESPONSIBILITIES
• Will not share user account information for accessing the CONTENTdm server or
installing an Acquisition Station.
• Will add at least 50 images to at least one digital collection on the CONTENTdm
server within a 12 month period.
• Agrees to install a single Acquisition Station on a computer/workstation with the
following minimum technical requirements:
• Microsoft Windows 2000 Professional or Windows XP
• 32-bit x86 processor (Intel® Pentium® 4 class compatible processor or
• Microsoft Internet Explorer 6.0 or later
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• Minimum 256MB RAM
• 100MB of available hard-disk space for installation
• Minimum display resolution of 1024 x 768
• 128Kbps or faster connection
• Dedicated IP address
• Acrobat® Reader® 5.0 or Adobe® Reader 6.0 or later
2. Agrees to uninstall its Acquisition Station(s) when the service agreement expires
or is terminated or when the project is completed.
3. Agrees to create collections based on the standard CONTENTdm metadata
scheme provided by Califa. The metadata scheme may not be modified, but
additional metadata fields may be added by the Member, as necessary.
4. Agrees not to upload any archival/master TIFF image files from an Acquisition
Station to the CONTENTdm server.
5. Acknowledges that its collection(s) will be stored with collections from other
Member institutions on the centralized Califa CONTENTdm server. Members will
be permitted to create, manage, and publish only their own collections.
6. Acknowledges that Califa does not provide expanded CONTENTdm training
services; training may be obtained through OCLC Western Service Center (for
more information, see http://www.oclc.org/western/training/default.htm).
7. Will contact Califa for initial technical support issues with use of the CONTENTdm
server and Acquisition Stations.
8. Will provide Califa with a primary contact for use of these services.
Member Signature:_____________________ Califa Signature: ________________________
(Print name): __________________________ (Print Name): ___________________________
Date: ________________________________ Date: ________________________________
C. PROJECT SCOPE: (PRICING PROPOSAL)
Name of Library: _______________________________________________________
Primary Contact: ______________________________________________________
Email:______________________________ Phone: _________________________
1: Please provide a name for your initial digital collection:
(note: the name can be changed once you have access to the CONTENTdm server):
2: Duration of the project (if known): ______________________________________
3: Please describe/explain how many objects will be added to this collection during
the project’s duration (Note if the Project will be multi-year)
___ Number of photographs
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___ Number of pages of text
___ Other (Please detail)
___ Total items estimated to be added in fiscal year
4: Anticipated duration of project:
5: Indicate how many items (individual objects, not compound objects) will be
maintained from previous years:
Indicate interest in any public display:
___ OCLC WorldCat service
___ CDL’s Calisphere and OAC websites (note: must be approved by CDL)
Dedicated IP Address of Library’s Acquisition Workstation:
Additional Acquisition Workstations (includes JPEG and JPEG 2000
___ Dedicated IP Address: ________________
___ Dedicated IP Address ________________
OCR Acq Station ___ y/n, if yes:
_______________________ Dedicated IP address (if different from primary)
One-time Set up fee: $500.00*
(includes use of one standard Acquisition Station for 12 months)
*Note: the setup fee is waived for institutions participating in the current grant year
of the Local History Digital Resources Project.
New Items Management fee for new (based upon number of images added from
July 1-June 30th). Minimum: $50.00 (50 images/year) Note: The library will be
invoiced at the end of the year, based upon the number of items added through
Up to 8,000: $1.00 per image
8-16,000: $.75 per image
16-32,000: $.50 per image
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32,000+ $.25 per image
Maintenance fee: 50 cents per object (based upon number of objects in database
on June 30). The maintenance fee includes the provision of one standard
acquisition station to edit, update and add records during the service agreement
Additional standard Acquisition Stations: $50.00/month
Additional JPEG 2000-enabled Acquisition Station: $50.00/month
Additional OCR/Text Indexing-enabled Acquisition Station: $100.00/month
Customization of CONTENTdm:
Detail specifications of customization: __________________________
Estimate of time to effect ___ @ $75.00/hr
Number of Items Cost Sub-total
New Items Management Minimum:
fee *yr 1 $50/year
Maintenance fee *yr 2+ $.050 per item
Additional Acq Station $50.00/month
Total Estimated costs
For more information or to discuss your project, please contact Califa:
Califa Library Group; 32 W. 25th Avenue, Suite 201; San Mateo, CA 94403
Edition: March 11, 2009