The document discusses digitization projects for libraries, including planning, developing, and managing such projects. It defines digitization and explains why libraries digitize materials. The document outlines the key phases of a digitization project - initiation, definition, design/development, implementation, and maintenance. It provides examples of specific digitization projects carried out by libraries and discusses important considerations like selecting materials, activities, timelines, budgets, and seeking grants.

1. Digitization Projects for Libraries: Development and ManagementCarina C. SamaniegoAteneo University Archives
Planning, Developing and Managing Digitization & Research Projects for Libraries and Information Centers (Coron, Palawan ; April 18-20, 2012)

2. What is Digitization?
“Conversionofanaloginformationinanyform
(text,photographs,voice,etc.)todigitalform
withsuitableelectronicdevices(suchasa
scannerorspecializedcomputerchips)so
thattheinformationcanbeprocessed,
stored,andtransmittedthroughdigitalcircuits,
equipment,andnetworks”
Source: http://www.businessdictionary.com/definition/digitization.html

3. Why Digitize?
To help preserve the original materials
To provide/increase access
To improve service
To build/develop new resources

4. Understanding Digitization
Digitization is not entirely Preservation
Not everything can be digitized
Costly
Access rights, authenticity and physical integrity

5. What is a Project?
“asetofactivitiescarriedoutbypeoplefromdiversebackgroundswhotaketheinitiativetoaddressvarioustaskswithinacertainperiodoftime,inaccordancewithaspecifiedbudgetandbasedonrealisticobjectivesthatarepursuedusingpracticalmethods.”
Source: http://www.toyotafound.or.jp/english/02program/upload/yk_ajp_rinjin_2011_e.pdf

6. Project Development
Source: http://www.projectmanagement-training.net/book/chapter1.html

7. Initiation Phase: Idea
Goal setting
Short-term or Long-term benefits
Beneficial both for the institution and its users
Needs assessment
Is there a need to digitize? Should/Can the materials be digitized?

8. Initiation Phase: Idea
Benchmarking Tour/Consultation
Best practices in digitization
Copyright issues-Who owns it?
Uniqueness of the project

9. Definition Phase: What
Selection of materials and resources
Physical condition
Content
Availability of resources (budget, personnel, equipment)
Demand or use

10. Design/Development Phase: How
Identification of all requirements of the project:
Time frame
Project activities
Staff and/or other technical services/requirments
Budget
Results/Outcome

11. Design/Development Phase: How
Project Activities
Well-defined
Realistic
Determines the needed budget timeframe and resources
Shows progression
Equipment, Space, etc.

12. Design/Development Phase: How
Timeframe
Aligned with the project activities
Flexible
Staff and/or other technical services
Shows progression
Equipment, Space, etc.

13. Design/Development Phase: How
Budget
Identify all needed budget items: staff, space, supplies, admin and misc costs
Get price costs, sample works and trusted vendors/suppliers
Budget per activity

14. Design/Development Phase: How
Staff
Project team
Composition and skills depends on the project activities
One of the biggest budgetary consideration

15. Design/Development Phase: How
Results/Outcome
Contribute to the long term sustainability of the library and its services
Realistic and measurable
Each project activity = result/outcome

16. Project Proposal
Written document that includes the following elements:
Proposed Title
Project Summary and Objectives
Project Activities, Timeframe and Budget
Expected results

17. Implementation Phase
Actual implementation of project activities to achieve desired outcome
Monitoring and reporting
Contingency planning
Quality control of outputs

18. Maintenance Phase
Completion and evaluation of the project
Technical and economic valuation/reports
Culminating activity
Use and access policies
Sustainability plans

19. SAMPLE PROJECTS

20. Digitization Project
Preserving nature’s worst: historical accounts on natural disasters in the Philippines (2007)
Ford Motor Company Conservation & Environmental Grants
Qualified under the Heritage Category

21. Digitization Project
Preserving nature’s worst: historical accounts on natural disasters in the Philippines (2007)
1 year project
Financial support on technical aspects of the project

22. Digitization Project
Project activities
√Selectionandclassificationofmaterialstobeincludedinthecompilation
√Acquisitionhardwareandsoftware
√Digitization(scanning)ofdocuments
√Translationandtranscriptionofdocuments
√DesignanddevelopmentofaDVDcompilation
√Editing,reviewing,productionofthecompilation
√Launchingofthefinalproduct
√Distributionofcopiestoselectedlibraries

23. Digitization Project

24. Digitization Project
Preservation of the Manila Observatory Archival Collections Project (2008-2010)
Spanish Agency for International Development Cooperation (AECID)
NGDO Cives Mundi

25. Digitization Project
Preservation of the Manila Observatory Archival Collections Project (2008-2010)
Presentation of project brief to Cives Mundi and submission of full technical and financial proposal to AECID-Madrid
Respect to Cultural Heritage and Environmental Sustainability

26. Digitization Project
Preservation of the Manila Observatory Archival Collections Project (2008-2010)
Full project grant: personnel, administrative and technical costs
Phase I –14 months (Jan. 2008- Feb. 2009) Phase II –12 months (April-March 2010)

27. Digitization Project
Project Objectives
Preserve the archival collection of the Manila Observatory through proper arrangement and digitization of documents
Establish an archive facility for storage and long-term preservation and access to the collection

28. Digitization Project
Project activities
√Inventory, selection, and classification of archival materials
√Preservation treatment of archival materials
√Digitization of documents
√Creation of finding aids and promotional materials such as the website, inventory and posters
√Construction of an archive facility
√Translation of Spanish documents to English

29. Digitization Project
Digitization of documents
Microfilming (preservation) and digitization (access)
Selected documents were microfilmed and digitized
Total of 3,352 documents (titles) at the end of the project

30. Digitization ProjectWebsite: http://archives.observatory.ph

31. Digitization ProjectPreserving History and Science: a Compendium of Records from the Manila Observatory Archives

32. Grants for Projects
Know potential funding sources for libraries and related fields
Send Letters of Inquiries (LOI) to funding agencies to determine availabilities of grants
Follow all instructions and requirements of the funding agency and recognize their support
Acquire some training on proposal writing

33. Grants for Projects
Know potential funding sources for libraries and related fields
Send Letters of Inquiries (LOI) to funding agencies to determine availabilities of grants
Follow all instructions and requirements of the funding agency and recognize their support
Acquire some training on proposal writing

34. Planning for Digitization
“Thesuccessofdigitalprojectshingesnotonexpensivetechnology,butratheronsoundprojectplanning.Perhapsbecausedigitizationisrelativelynew,institutionstoooftenconcentrateontechnologicalaspectsbeforedecidingonaproject’sgoals.Technologyshouldneverdrivedigitalprojects.Goalsshouldbedeterminedfirst,andonlythenshouldtheappropriatetechnologybeselectedinordertomeetaproject’sobjectives.”
-TrevorJones,ProjectCoordinator,IllinoisDigitizationInstitute

35. References
IFLA. (2002) Guidelines for digitization projects for collections and holdings in the public domain, particularly those held by libraries and archives
Postage, Jessica. (2008). Grey Highlands Public Library Digitization Project Manual http://www.greyhighlandspubliclibrary.com/AgnesMacphail/GHPL_Digitization_Project_Manual.pdf

36. Useful Links--Grants
IFLA Fellowships, Funds, Grants and Awards
http://ifla.queenslibrary.org/III/members/grants.htm
IFLA-Actions for Development through Libraries Programme (ALP)
http://www.ifla.org/en/alp/about-alp
PAARL Conference Scholarships, Fellowships and Grantshttp://paarl.wikispaces.com/Grants
Spanish Agency for International Development Cooperation
http://www.aecid.es
Toyota Foundationhttp://www.toyotafound.or.jp/english/02program/