Pitts Library Digitization Initiatives

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Powerpoint presentation from a preconference workshop given at the 2009 ATLA Annual Conference in St Louis, June 17, 2009.

Powerpoint presentation from a preconference workshop given at the 2009 ATLA Annual Conference in St Louis, June 17, 2009.

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  • In preparing for digitization, projects must develop a good knowledge of the collections to be digitized and the uses to be made of the digital resources created. Projects should be aware of large-scale digitization initiatives and methods for cost reduction such as outsourcing, automating digitization and metadata creation, streamlining workflow, continuous improvement and quality assurance. Projects should be aware of the NISO/IMLS Framework of Guidance for Building Good Digital Collections <http://www.niso.org/publications/rp/framework3.pdf> Available 2008-09-01.(http://www.minervaeurope.org/publications/MINERVA%20TG%202.0.pdf), page 23

Transcript

  • 1. Planning and Managing 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
    The proposal 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. Managing A 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
    Director’s Student
  • 49.
  • 50. Monitoring
  • 51. Monitoring
  • 52. Reporting
  • 53. Equipment
    Epson Perfection V700 Photo Scanner
    ($500-700)
    • 6400 x 9600 dpi
    PowerMac G5
    Epson 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
  • IBM ThinkCentre S50,
    1 Gig RAM
    Epson Perfection V700 Photo Scanner
    ($500-700)
    • 6400 x 9600 dpi
  • Resources for Selection of Equipment
    Hardware and Software Reviews, Canadian Heritage Information Network (CHIN)
    &lt;http://www.chin.gc.ca/English/Digital_Content/Hardware_Software/index.html&gt;
    Available 2009-06-10.
    JISC Digital Media, Still Image Capture: Hardware and Software &lt;http://www.jiscdigitalmedia.ac.uk/stillimages/advice/still-image-capture-hardware-and-software/)&gt;
    Available 2009-06-10
  • 59. Images: Technical Details
    Especially 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.pdf
    Technical 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.
  • 60. 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
  • 61. 15 Elements of the Dublin Core
    Contributor
    Coverage
    Creator
    Date
    Description
    Format
    Identifier
    Language
    Publisher
    Relation
    Rights
    Source
    Subject
    Title
    Type
    Source: http://dublincore.org/documents/dces/
    Cf: http://dublincore.org/documents/usageguide/
  • 62. Metadata Input Fields for DIA
  • 63. DIA Microsoft SQL Database
  • 64. DIA Storage on Servers
    Images 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-1
    Disk Array:
    Apple X-RAID
    Controller-1 has 7 hard drives (1.8 terabytes)--RAID-5
    Controller-2 has 3 hard drives (2.1 terabytes) --RAID-5
  • 65. Marketing the Digital Image Archive
    Determine the primary audience
    Production departments for publishers of religious and theological publications, especially Lutheran
    Editors of Lutheran serials
    Academics with a focus on the reformation and/or the art of the period
    Create a press kit to inform the primary audience about the collection
  • 66.
  • 67.
  • 68.
  • 69.
  • 70. 3.4. Kirtas
    Practices
  • 71. Pre-Digitization Technical Services Workflow
    Generate a pull list based on selection criteria
    Stacks Team pulls circa 50-100 titles/week
    Technical 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 staff
    Technical Services enters the appropriate bibliographic fields
  • 72. Creating a Pull List From an ILS
    Technical Services generates a pull list based on selection criteria
    Run an Excel compatible report through your library’s integrated library system
  • 73.
  • 74.
  • 75. Updating Metadata
    Technical 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.
  • 76. MARC Record Updates
    The following fields will be updated in the MARC record, if appropriate:
    Fixed field for date of publication
    Fixed field for place of publication
    Fixed field for language
    041 for language code
    260 for place and date of publication
    590 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.
  • 77. 583 Field
    If book is digitized:
    583 1# $a digitized $c 2007 $2 pda $5 GEU $x public domain
    If 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 GEU
    583 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
  • 78.
  • 79. Item Tracking
    Planning Process
    Determine what are the most important elements to track progress and keep data organized
    Choose the appropriate program to track information such as Excel
    Adopt ideas from other tracking systems, such as the Kirtas tracking software
  • 80. Tracking Procedure
  • 81. Individual Book Tracking Page
  • 82. Rights Validation
    Validation 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.
  • 83. Access
    Emory decided to allow for open access for all materials
    Pitts has decided that images in the DIA are freely available for non-commercial purposes
    What are the advantages and disadvantages of providing open access for materials that are costly to the library?
  • 84. 3.5. SCILLA(SPECIAL Collections ILL Access)
    Practices:
  • 85.
  • 86. Workflow
  • 87.
  • 88. Equipment
    Fujitsu fi-4220C2 Scanner
    • Fast, 25-ppm
    • 89. 600-dpi optical resolution
  • 90.
  • 91.
  • 92.
  • 93. 3.6. DigiBooks
    Practices
  • 94. Equipment
    Canon
    DR-5080C
    Drum Scanner
  • 95. Summary
    Digital initiatives at Pitts are focused on Special Collections and out-of-copyright materials
    Focused 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.
  • 96. Question: What other important principles and considerations should inform/reform the digitization practices at Pitts Library and/or your library?
  • 97. Let’s talk now and later!
    Pat Graham
    libmpg@emory.edu
    Kim Abrams
    kabram@emory.edu
    John Weaver
    weaverjohnb@gmail.com
    Marcus Taylor (Web-developer)
    marcus.taylor@emory.edu