The workshop on managing digitisation programs focused on best practices for digitising collections, emphasizing the importance of increased access, preservation, and the use of digital assets for research and education. Topics covered included the selection of materials for digitisation, copyright considerations, project planning, and the technological processes involved in digitisation. Key discussions highlighted the need for collaboration, effective management strategies, and adapting to the evolving demands of digital preservation.

1. Managing DigitisationProgramsWorkshopSydney, 16 July 2009Mal Booth – DERSU

2. My background?The Australian War Memorial’s Research Centre functions as a library and an archive. It develops, manages and provides public access to Australia’s official, personal, & published records of war.

3. Global trends in digitisationFaster, better, cheaper equipment & storage

4. Better DAMS & CMS software

5. Institutional & shared repositories

6. More audio & film

7. Collaboration

8. Shared collections (eg. Picture Australia)

9. Mass digitisation programs: Google, Microsoft, Yahoo, Open Content Alliance (OCA), Internet Archive

10. Pressure for online access & pressures on real storage spaceI’m not sure what these are, but they are important!Dynamism

11. Preservation (as a benefit & obligation where necessary)

12. Playing

13. Management & planning

14. Compromise

15. AccessRecent Examples - AWMWW1, WW2, Korea & Vietnam unit war diaries260k+ images of our collectionsOfficial histories (published works)Digitisation on demand

16. Digitisation for Accessc90,000 ppper year

17. Recent Examples – UTS LibrarySupporting Teaching & LearningDigital Resource Register

18. Alternative Format Service

19. Exam PapersAccess onlySupporting Research eScholarship (UTS ePress, iResearch, eData)

20. Australian Digital Theses CollectionAccess & Preservation (data curation)

21. About one fifth of these images

22. What we will cover today1. GETTING STARTEDa. Why and what to digitise?b. How (preservation/access) & Principlesc. Copyright and IP considerations (briefly)d. Resources needed; in-house or outsource?e. Process outline: from planning to long term maintenance (life-cycle)2. METHODS, CONTENT & STORAGEa. Production: file formats & standards, scanners & cameras, softwareb. Output: indexing, access, search optimisation, delivery optionsc. Storage, ongoing maintenance & management requirementsd. Just doing it, lessons learned & key issues

23. Why and what to digitise?WHYIncrease & broaden access (remote & 24/7)Fragile, valuable &/or unique materials (loss or damage would be catastrophic)Support research & educationAnticipating future use or re-useImproved search, retrieval & storagePromoting knowledge, understanding & recognition of collectionsRelationships to other collectionsPreservation of at-risk collections by risk reduction & conservationWHAT: popular collections; fragile/unique; at-risk; significant priorities; relationships (corporate or collaborative); & what you have the right to digitise!

24. How: some Principles* - Collections(organised groups of objects)Agreed collection development policySound descriptionLifecycle curationBroad access to allRespect for IPEvaluation for use & usefulnessInteroperabilityIntegration of staff & user workflowsSustainability & continued usability* NISO Framework of Guidance for the Building of Good Digital Collections

25. How: some Principles - Objects(digital assets)Production ensures collection priorities & maintains interoperability and re-usePreservability: persistence & accessibility over time; across evolving media, software & formatsMeaningful outside its context: portable, reusable, interoperablePersistent identifiers: URLs or URIsAuthentication: veracity, accuracy & authenticityInclusion of associated metadata: descriptive, administrative & structural

26. How: some Principles - Metadata(selection and implementation of information about objects: descriptive; administrative; technical; structural; & preservation)Appropriate to materials, users and useSupport for interoperability: mappings & crosswalks between schemesUse of authority control and content standardsIncludes a clear statement on conditions of use for the objects (eg. fair use)Support for long term management, eg. PREMISMetadata records are treated as digital objectsRUBRIC overview:http://cairss.caul.edu.au/packages/RUBRIC_Toolkit/docs/Metadata_lite.htm

27. How: some Principles - Initiatives(the creation & management of collections)A substantial design and planning componentAppropriate staffing and expertiseBest practice project managementAn evaluation planA project report that documents the process & outcomesConsideration of the entire lifecycle (ongoing management)

28. Copyright & Intellectual Property (1)Concerns:What sort of items are protected by copyright? What is the duration of copyright protection? What sorts of activities infringe copyright? When is a copyright licence required?Understanding the “exceptions” to copyright infringementSee: Copyright and Cultural Institutions: Short Guidelines for Digitisation by Emily Hudson and Andrew Kenyon& ACC’s Special case exception: education, libraries, collections(deals with the new section 200AB)

29. IFLA/IPA Statement on Orphaned Works

33. Resources required (1)Hardware – scanners, cameras, computers, monitors, digital storage, memory & processing powerSoftware – scanning, OCR, office apps, image editing & management, DAM?, video/audio capture, metadata capture?, file conversion, calibrationFurnishings – for staff, computers, scanners, storageFacility space – scanning, preparation & storage, QASpecialist staff – curatorial, cataloguers, IT/DBA, web, scanning, project management, conservatorsTraining needsConservation needs – archival supplies & consultanciesBudget funds – salaries, hardware/software purchases & lease, licenses, running/ongoing costs, contingencyCorporate support – context within corporate or other priorities and strategies

34. WW1 Diaries scanning facilitiesApproximately 200,000 high res. images per year

35. Outsource or Inhouse?Contractor responsible for capital equipment, training and technology obsolescence costs costsNo need to find scanning spaceLess need for digitisation knowledgeEconomies of scale (& capability for large volumes & throughput)The bureau may be able to achieve a better quality result & have a broader range of servicesA better fix on costs and timescales (but these can vary widely)Better institutional knowledge, understanding & capacity

36. Less risk than working with external parties

37. Better ability to meet specific needs and deadlines?

38. Cheaper costs for oversized or non-standard materials?