Planning and Managing the Digitization of Library and Archives MaterialsA Multi-model ApproachFacilitators:Kim AbramsPat GrahamJohn Weaver

ObjectivesThis workshop will enable you toIdentify different models and methods for digitizing library and archival materialsIdentify the relative advantages and disadvantages of these modelsDefine and evaluate a potential digitization project at your library• Identify key considerations in planning and funding a digitization projectIdentify and develop management and production processes for different types of digitization projects.Discover additional, relevant resources for planning and managing digitization projects

TopicsI. Overview of Projects at PittsII. Strategic Decision MakingIII. Guidelines and Applications

Part 1: Overview of Digital Projects at Pitts Theology Library

1.1. The Digital Image ArchiveOverview:

http://www.pitts.emory.edu/dia/woodcuts.htm

1.2. DigiBooks: Scans of Embrittled, pre-1923 Circulating CollectionOverview:

1.3. SCILLA(SPECIAL Collections ILL Access)Overview:

1.4. KIRTAS Mass Digitization Project @ EmoryOverview:

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.

Volumes Scanned in FY 2008

Amazon BookSurgeBookSurge is an Amazon Group and is a leader in Print on Demand servicesBookSurge is a partner with Kirtas to make rare books available through different venues

Reflections for Discussion:These examples are illustrative of digital collections at Pitts, see also:Thomas Merton Red Diary http://beck.library.emory.edu/merton/indexThanksgiving Day Sermonshttp://www.library.emory.edu/uhtbin/KW/Joint%20CDRI%20projectThese projects illustrate both good practices, and not-so-good practices. These examples invite comparison to past/current digitization projects at your library.

Part 2: Strategic Decision Making

2.1. Selecting Materials for DigitizationDecision 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.

NISO/IMLS Framework of Guidance for Building Good Digital Collections 9 Collection Principles

What should we digitize? And why?http://www.flickr.com/photos/87581328@N00/115858002/

Criteria for Selection Rebecca L. Mugridge, Managing Digitization Activities. ARL Spec Kit 294. (Washington D.C.: ARL, 2006), 48.

Rebecca L. Mugridge, Managing Digitization Activities. ARL Spec Kit 294. (Washington D.C.: ARL, 2006), 48.

Library of Congress Selection Criteria http://www.loc.gov/preserv/prd/presdig/presselection.htmlHarvard Decision Making Matrixhttp://www.clir.org/pubs/reports/hazen/matrix.html

Workshop Exercise:Describe at least one potential digitization project in your library and score it/them (see handout: “Scorecard for ranking”)

NISO/IMLS Framework of Guidance for Building Good Digital Collections 9 Collection Principles

2.2. Example: Selecting Materials for Kirtas

Content RequirementsDirectly supports faculty and student teaching and researchProvides materials for funded library or faculty digital projects and programsAdds to Emory collections through acquisition of digital copies of materials held by other repositoriesCreates preservation copies of significant works that would be damaged through continued research use

Copyright RequirementsAll works must be in the public domain which includes:Works published in the U.S. before 1923Works published in countries other than the U.S. before 1909U.S. government documents not containing materials otherwise under copyrightThe proposal will also be reviewed if Emory owns the copyright, or has obtained the appropriate licenses.

Size QualificationsFor the Kirtas machine all items must pass the following physical qualificationsPage Dimension: 4.5” x 7”-11”-14”Paper Thickness: 13 lbs.-80 lbs. Binding Thickness: Up to 4”

Condition AssessmentItems may be deselected for the following condition reasons:BrittleMore than a few pages are falling-outPages are uncutCover is detached from the text blockBinding is mutilatedBinding is oversewn

Part 3: Digitizing Collections

3.1. Project Planning and FundingDigitizing Collections

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.

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.

Recent Grants for Digitization at PittsATLA/Luce Foundationhttp://www.atla.com/cdri_ob/The E. Rhodes and Leona B. Carpenter Foundationhttp://erlbcarpenterfoundation.org/Thrivent Financial for Lutheranshttps://www.thrivent.com/

Resources for Funding DigitizationOCLC, Grants Writing and Funding Resources. http://www.oclc.org/digitalpreservation/resources/default.htmCalifornia Digital Library, Sources for Funding Digitization Projects http://www.cdlib.org/inside/diglib/resources/onres_dig_funding.html

3.2. Managing a Digitization ProjectDigitizing Collections

Managing A Digitization ProjectProject PlanningManaging the Digitization ProcessEquipmentImages: Technical DetailsFormats and Technology StandardsQuality Assurance and Quality ControlMetadataPreservation of Digital Assets

NISO/IMLS Framework of Guidance for Building Good Digital Collections 9 Collection Principles

3.3. The Digital Image ArchivePractices:

Project Planning

Managing the Digitization ProcessStaffing and human resourcesProject managementSelection, evaluation, preparation of originalsDigitization activitiesTechnical supportPost-digitization activities (e.g., evaluation, delivery, and marketing)Long term management of digital resources

Organizational Chart for Pitts Theology LibraryDean of Candler School of TheologyDirector of Pitts Theology LibraryHead of Public Services & Reference LibrarianCurator of Archives & ManuscriptsHead of CatalogingSenior Desktop ConsultantReference LibrarianCatalog LibrarianPeriodicals & Reference LibrarianFinancial ManagerCirculation SpecialistWeb Development SpecialistSpecial Collections Reference AssistantCatalog LibrarianInterlibrary Loan SpecialistDepartment Computing SpecialistAcquisitions AssistantCataloging AssistantPubic Services AssistantScanning TechnicianReserves & Circulation SpecialistLibrary VolunteersCirculation StudentsArchives Student AssistantCataloging Students MLIS Interns Director’s Student

Monitoring

Monitoring

Reporting

EquipmentEpson Perfection V700 Photo Scanner($500-700)6400 x 9600 dpi PowerMac G51.8 GhZ; Dual Core2 GB RAM250 GB Hardrive$2400Epson Expression 1640XL1600 x 3200 dpi hardware resolution Large-format scanning capabilityColorTrue II Imaging System and 42-bit color depth ; ~$2,500

6400 x 9600 dpi

1.8 GhZ; Dual Core

2 GB RAM

250 GB Hardrive

$2400

1600 x 3200 dpi hardware resolution

Large-format scanning capability

ColorTrue II Imaging System and 42-bit color depth ; ~$2,500

IBM ThinkCentre S50, 1 Gig RAMEpson Perfection V700 Photo Scanner($500-700)6400 x 9600 dpi

6400 x 9600 dpi

Resources for Selection of EquipmentHardware and Software Reviews, Canadian Heritage Information Network (CHIN) <http://www.chin.gc.ca/English/Digital_Content/Hardware_Software/index.html>Available 2009-06-10.JISC Digital Media, Still Image Capture: Hardware and Software <http://www.jiscdigitalmedia.ac.uk/stillimages/advice/still-image-capture-hardware-and-software/)> Available 2009-06-10

Images: Technical DetailsEspecially helpful resources for recommended file formats and image specifications. MinervaEC, Technical Guidelines for Digital Content Creation Programmes. Version 2.0 (2008) http://www.minervaeurope.org/publications/MINERVA%20TG%202.0.pdfTechnical Guidelines for Digitizing Archival Materials for Electronic: Creation of Production Master Files--Raster Images. Washington, D.C: Digital Library Federation, 2005. Standards for DIA:TIFF images scanned at 1200 dots per inch (dpi) for 8-bit greyscale images and 600 dpi for 24-bit color.

Metadata“In order to facilitate potential exchange and interoperability between services, projects should be able to provide item level descriptions in the form of simple, unqualified Dublin Core metadata records.”Source: MinervaEC, Technical Guidelines for Digital Content Creation Programmes. Version 2.0 (2008) http://www.minervaeurope.org/publications/MINERVA%20TG%202.0.pdf

15 Elements of the Dublin CoreContributorCoverageCreatorDateDescriptionFormatIdentifierLanguagePublisherRelationRightsSourceSubjectTitleTypeSource: http://dublincore.org/documents/dces/Cf: http://dublincore.org/documents/usageguide/

Metadata Input Fields for DIA

DIA Microsoft SQL Database

DIA Storage on ServersImages are scanned into .TIFF format then compressed to .ZIP and store on the server, 3.9 terabytes of storage. We used .ZIP because it is a loss-less data compression data algorithm that allows the exact original data to be reconstructed from the compressed data.Our data are stored on a hot-swappable RAID-5 disk array (Redundant Array of Inexpensive Disks). We also back the compressed files/folders to an off-site storage. We purchased the network storage through Emory’s Network Attached Storage team. Server: Apple X-server 10.5 Runs on two 80 GB hard drive and set up as RAID-1Disk Array: Apple X-RAIDController-1 has 7 hard drives (1.8 terabytes)--RAID-5Controller-2 has 3 hard drives (2.1 terabytes) --RAID-5

Marketing the Digital Image ArchiveDetermine the primary audienceProduction departments for publishers of religious and theological publications, especially LutheranEditors of Lutheran serialsAcademics with a focus on the reformation and/or the art of the periodCreate a press kit to inform the primary audience about the collection

3.4. KirtasPractices

Pre-Digitization Technical Services WorkflowGenerate a pull list based on selection criteriaStacks Team pulls circa 50-100 titles/weekTechnical Services staff compares books pulled against bibliographic records and updates, if necessary, the date, place of publication, language and language.Technical Services staff verifies that a book falls under public domain, putting aside questions for IP Rights staffTechnical Services enters the appropriate bibliographic fields

Creating a Pull List From an ILSTechnical Services generates a pull list based on selection criteriaRun an Excel compatible report through your library’s integrated library system

Updating MetadataTechnical Services staff compares books pulled against bibliographic records and updates, if necessary, the date, place of publication, and language.If upon examination the work does not meet IP regulations then it is deselected at this stage.The fixed fields are important because post-digitization they are elements necessary for automated public domain validation.

MARC Record UpdatesThe following fields will be updated in the MARC record, if appropriate:Fixed field for date of publicationFixed field for place of publicationFixed field for language041 for language code260 for place and date of publication590 for public note: The online edition of this book in the public domain, i.e., not protected by copyright, has been produced by the Emory University Digital Library Publications Program.

583 FieldIf book is digitized:583 1# $a digitized $c 2007 $2 pda $5 GEU $x public domainIf book is not digitized:583 1# $a will not digitize $c 2007 $l in copyright $2 pda$5 GEU 583 1# $a will not digitize $c 2007 $l mutilated $2 pda$5 GEU583 1# $a will not digitize $c 2007 $l brittle $2 pda$5 GEU 583 1# $a will not digitize $c 2007 $l oversize for APT BookScan $2 pda$5 GEU 583 1# $a will not digitize $c 2007 $l lacking data for pd decision $2 pda$5 GEU

Item TrackingPlanning ProcessDetermine what are the most important elements to track progress and keep data organizedChoose the appropriate program to track information such as ExcelAdopt ideas from other tracking systems, such as the Kirtas tracking software

Tracking Procedure

Individual Book Tracking Page

Rights ValidationValidation check of public domain status will be completed during ingest.Year of publication (from fixed field)Place of publication (from fixed field)Year scanned (from 583 $c)Copyright status (from 583 $x)The automated rights check is the reason why the bibliographic fields are updated prior to digitization.

AccessEmory decided to allow for open access for all materialsPitts has decided that images in the DIA are freely available for non-commercial purposesWhat are the advantages and disadvantages of providing open access for materials that are costly to the library?

3.5. SCILLA(SPECIAL Collections ILL Access)Practices:

Workflow

EquipmentFujitsu fi-4220C2 ScannerFast, 25-ppm600-dpi optical resolution

Fast, 25-ppm

600-dpi optical resolution

3.6. DigiBooksPractices

EquipmentCanon DR-5080C Drum Scanner

SummaryDigital initiatives at Pitts are focused on Special Collections and out-of-copyright materialsFocused on images of text and illustration (not text encoding)Maximize use of student assistants, library volunteers, and grant funded staff, distributing other responsibilities across regular staff.

Question: What other important principles and considerations should inform/reform the digitization practices at Pitts Library and/or your library?

Let’s talk now and later!Pat Graham libmpg@emory.eduKim Abramskabram@emory.eduJohn Weaverweaverjohnb@gmail.comMarcus Taylor (Web-developer)marcus.taylor@emory.edu