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Planning a Successful Digital Project


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Slides from the "Planning a Successful Digital Project" start-to-finish session presented at the Wisconsin Library Association annual conference, Green Bay, October 25, 2013. Presenters: Sarah Grimm, Electronic Records Archivist, Wisconsin Historical Society and Emily Pfotenhauer, Recollection Wisconsin Program Manager, WiLS.

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Planning a Successful Digital Project

  1. 1. Supported by WHRAB DESIGNING A SUCCESSFUL DIGITAL PROJECT W I S C O N S I N L I B R A R Y A S S O C I AT I O N C O N F E R E N C E OCTOBER 25, 2013 Sarah Grimm, Electronic Records Archivist, Wisconsin Historical Society Emily Pfotenhauer, Recollection Wisconsin Program Manager, WiLS
  2. 2. TODAY’S AGENDA • Planning • Selecting materials • Copyright considerations • Cost considerations • Creating • Scanning • Metadata • Maintaining • File naming and organization • Storage • Providing Access • Access options • Marketing • Roles and timelines
  3. 3. WHAT DO YOU MEAN, DIGITIZE? • Selecting materials • Reformatting materials (scanning or photographing) • Adding metadata (descriptive information) • Making available online • Storing and maintaining digital files and data (digital preservation) Wisconsin Historical Society
  4. 4. DIGITAL PRESERVATION The Library of Congress started the Digital Preservation Outreach and Education (DPOE) program in order to foster national outreach and education to encourage individuals and organizations to actively preserve their digital content. http://www.digitalpreservation. gov/education/ Waterford Public Library/University of Wisconsin Digital Collections
  5. 5. DIGITAL PRESERVATION Digital preservation combines policies, strategies and actions to ensure access to reformatted and born digital content regardless of the challenges of media failure and technological change. The goal of digital preservation is the accurate rendering of authenticated content over time. Working group on Defining Digital Preservation, ALA Annual Conference, 6/24/2007
  6. 6. WHAT IS DIGITAL CONTENT? • Digital content is any content that is published or distributed in a digital form, including text, data, sound recordings, photographs and images, motion pictures, and software. • Digital materials created from analogue sources • Born-digital content • Digital materials you currently have or create – or expect to have – that you want to preserve.
  7. 7. DEFINING A DIGITAL COLLECTION • A good digital collection… • Is publicly accessible • Is searchable - Includes keywords and other descriptive information (metadata) so users can find what they’re looking for • Uses software that is sustainable (will be around for a long time) and interoperable (can be migrated or shared) • Remains true to the original materials • Respects intellectual property rights • A digital collection is not… • An inventory • An online exhibit/gallery/slideshow
  8. 8. WELL-MANAGED COLLECTIONS • Characteristics of well-managed digital content: • • • • • Basic information about each collection Minimal metadata for objects Common file formats Controlled and known storage of content Multiple copies in at least 2 locations
  9. 9. BEFORE YOU EVEN START….. • Don’t scan a mess! Take the time to assess and organize your originals first. • A digital project can be an ideal time to evaluate collection conditions and rehouse materials as needed. • Resources for collections care and organization: • Wisconsin Historical Society Field Services staff • Wisconsin Archives Mentoring Service • National Park Service Conserve-O-Grams Richland County History Room
  10. 10. PROJECT PLANNING WORKSHEET Philharmonic Chorus Members Image ID: WHi-92113
  11. 11. PLANNING Postal workers sorting mail, 1955 Wisconsin Historical Society WHi-36392
  12. 12. DEFINING GOALS • Connect to your community • Reach new audiences • Improve access to “invisible” materials • Protect fragile or heavily used materials • Learn more about your collections • Contribute to our collective knowledge South Wood County Historical Museum
  13. 13. POTENTIAL AUDIENCES • Local residents • Students and teachers • Genealogists • Specialists (e.g. Civil War re-enactors, railroad buffs) • Academic researchers • Curious Wisconsinites • Everyone! College of Menominee Nation
  14. 14. SELECTING MATERIALS • • • • • • • • • • • • • • • • • Photographs Postcards Letters Diaries Scrapbooks Yearbooks Newspaper clippings City directories Local histories Magazines Pamphlets Maps Artifacts/3-D objects Oral histories Sound recordings Moving images (video, film) Other? Appleton Public Library
  15. 15. DEVELOPING SELECTION CRITERIA When developing a selection policy, consider… • Your organization’s mission statement and collecting policies • Appeal and interest (is this of value to researchers? To other audiences?) • Uniqueness of materials (is this the only source or does it also exist elsewhere? Avoid duplication) • Focusing on a specific subject, theme or creator • Manageability – tackle a project of appropriate size and scope
  16. 16. SETTING PRIORITIES Ask yourself which materials are… • most significant to your organization? • most extensive? • most requested/used? • easiest? • oldest? • newest? • at risk? Neville Public Museum of Brown County
  17. 17. SELECTION – YES OR NO? • • • • This item is rare or unique to our collection. This item is frequently requested by our patrons/visitors. This item or very similar items are not found anywhere else on the Internet. There is enough accurate information available about the item to add useful context for our audience (for example, we know or can find out names of people, locations, dates). • We have the appropriate equipment to create an accurate, high-quality digital copy of this item (for example, item is not too large to fit on scanner), or funding to outsource if needed. • This item is in stable condition and will not be damaged by scanning or other handling. • This item is in the public domain or we have secured permission from the rights holder to make it available online.
  18. 18. DOCUMENT YOUR DECISIONS…. Sinclair Lewis Typing Image ID: WHi-51874
  19. 19. CONSIDERING COPYRIGHT • Disclaimer: We are not lawyers. • Owning a physical item does not necessarily mean you hold the copyright to that item. • Public domain = no longer under copyright. In the US in 2013 that means the item was: • Published before 1923 –OR– • Unpublished; creator died before 1943 –OR– • Unpublished; unknown creator; made before 1893 UW-Milwaukee Libraries
  20. 20. CONSIDERING COPYRIGHT • Works under copyright, copyright holder is known: • Contact copyright holder IN WRITING to request permission to make available online. • Works presumed to be under copyright; copyright holder is unknown or cannot be located: • Due diligence has been made to identify and locate copyright holder. • Be prepared to remove item from digital collection if challenged. Three Lakes Historical Society
  21. 21. SAMPLE COPYRIGHT STATEMENTS • For an item presumed to be in the public domain: 
This item is in the public domain. There are no known restrictions on the use of this digital resource. Contact [your institution] to purchase a highresolution version of this image. • For an item under copyright; copyright holder has granted permission to put online:
This image has been made available with permission of the copyright holder and has been provided here for educational purposes only. Commercial use is prohibited without permission. Contact [your institution] for information regarding permissions and reproductions. • For an item in which copyright status is undetermined:
This material may be protected by copyright law. The user is responsible for all issues of copyright. Contact [your institution] for information regarding permissions and reproductions.
  22. 22. COPYRIGHT TOOLS • Public Domain Sherpa: Public Domain Calculator • • Copyright Advisory Network • Copyright Slider: • Copyright Genie:
  23. 23. POTENTIAL PROJECT COSTS • Scanner • Outsourcing imaging to a commercial vendor • Digital camera and related equipment • Internet access • Storage for digital files • Software for online access • Archival storage supplies • Be sure to budget for TIME and SPACE Merrill Historical Society
  24. 24. FUNDING • Grants • LSTA Digitization of Local Resources grants (Dep’t of Public Instruction) • Local corporations or foundations • Wisconsin Humanities Council • In-kind contributions • Tech support • Equipment use • Biggest expense is TIME • Paid staff time • “Free” volunteer time • Students/interns Ripon College
  25. 25. DISCUSSION • What’s one digitization project you’re currently working on or thinking about? • What are your goals and audience for this project? • How did you/will you determine selection criteria? • How will you fund the project? Eager Free Public Library/University of Wisconsin Digital Collections
  26. 26. CREATING DIGITAL IMAGES Computer center, 1972 St. Norbert College
  27. 27. DIGITAL IMAGING • Goals of imaging: • Create a digital representation that’s faithful to the original item • Create the highest quality image you can with available resources • Anticipate multiple uses (online, print publication, exhibit, etc.) • Scan once—don’t expect to return to re-digitize UW-Madison Archives
  28. 28. CHOOSING A SCANNER • Some features to look for: • Transparency unit --for scanning slides and negatives • Size of scanning bed • Image editing software --many new scanners come with Photoshop Elements • Compatible with your computer’s operating system • Is your computer fast enough to process large image files?
  29. 29. SCANNING PHOTOGRAPHS • Scan all photographs in 24-bit color, even if image is black and white • Scanning resolution (ppi) depends on size of original item • Longest side of item longer than 7” = 300ppi • Shorter than 7” = 600ppi • 35mm sides or other small items = 1200ppi • Save two copies of each scan: • Master file: TIFF (20-40MB) for archiving and printing • Access copy: JPEG (1-5MB) for editing, online viewing, email, social media UW-La Crosse
  30. 30. SCANNING DOCUMENTS • Handwritten texts • Scan in 24-bit color to retain character of original • 300-400ppi is generally sufficient • If feasible, create a transcription • Use care when unfolding papers or handling tightly bound volumes Wisconsin Historical Society
  31. 31. SCANNING DOCUMENTS • Printed texts • Scan in 8-bit grayscale or 1bit black and white • 300ppi is generally sufficient • Use OCR (Optical Character Recognition) software to make the text computersearchable • May be provided with your scanner software • ABBYY Fine Reader • Adobe Acrobat • OCR is never 100% accurate, but that’s ok L. E. Phillips Memorial Library, Eau Claire
  32. 32. WORKING WITH PRINTED TEXT? OCR! • OCR = Optical Character Recognition • Software that makes printed text computer-readable and fully searchable • Very valuable when scanning books, yearbooks, city directories, newspaper clippings, etc. • A couple of options… • ABBYY Finereader ($100-$170) • Adobe Acrobat ($45 through
  33. 33. WHEN NOT TO SCAN IT YOURSELF • Look to a vendor for scanning… • Oversized materials --maps, blueprints, etc. • Fragile books or scrapbooks --bindings can be damaged by laying flat to scan • Anything with flaking, cracked or otherwise fragile surface • Microfilm --newspapers • Potential vendors • Northern Micrographics, La Crosse • A/E Graphics, Milwaukee • Wisconsin Historical Society (for microfilm)
  34. 34. CREATING METADATA Syl carving his name in tree, 1902 Wisconsin Historical Society WHi-69022
  35. 35. METADATA: WHAT IS IT? • Information about stuff • Technical metadata = information about the digital file (size, type, etc.) • Descriptive metadata = information about the content of the item (what are we looking at?) • Helps users find what they’re looking for • Organized, standardized, consistent, searchable Grant County Historical Society
  36. 36. SAMPLE METADATA Field Name Sample Data Title DiVall barber shop, Middleton, 1925 Subjects Barbers; Barbershops Type Still image Format image/tiff Rights statement This material may be protected by copyright law. The user is responsible for all issues of copyright. File name 2006_01_12.tif Submitter Middleton Area Historical Society Date digitized 2013-04-05 Middleton Area Historical Society
  37. 37. SAMPLE METADATA Field Name Sample Data Creator Bartle, F. C. Date Created 1925-09-12 OR 1920-1930 Materials Photographs Description Ralph DiVall (left) and Edwin T. Baltes (right) shave two men seated in barber chairs. According to a family history on file at the Society, DiVall operated this barber shop from the 1920s until his retirement on July 1, 1966. Location Middleton, Dane County, Wisconsin Collection DiVall Family Collection Identifier 2006.01.12 Middleton Area Historical Society
  38. 38. TITLES FOR HISTORIC PHOTOGRAPHS The photograph may already have a title.
  39. 39. EXISTING TITLES If the photograph contains a title or caption, transcribe it exactly. Birds-eye-view, No. 4, 1908, Barneveld, Wis.
  40. 40. WHAT MAKES A GOOD TITLE? If the photo does not already have a title, you’ll need to create one. A useful title is… • Descriptive and specific • Brief • Follows specific formatting rules • Capitalize first word and proper names (people, places, institutions) • Don’t start with “A” or “The” • Period not needed at the end
  41. 41. BASIC FORMULA FOR CREATING TITLES SUBJECT, LOCATION, DATE Person, object, building, etc. City OR township OR county Year or date range Only include an element IF KNOWN
  42. 42. PEOPLE & PORTRAITS • Identify…Who? Where? When? • • • • • • • • Women Children Babies Carriages/strollers Stores/shops Boardwalk Marathon County 1890-1899
  43. 43. Women and children with babies in carriages, Manitowoc County, 1890-1899 (SUBJECT, LOCATION, DATE)
  44. 44. BUILDINGS AND CITYSCAPES • Identify the name of the street or view • Identify the location (City OR Township OR County) • Identify the date (Year? Date range?)
  45. 45. 100 block of South Main Street, Fort Atkinson, 1940-1949 (SUBJECT, LOCATION, DATE)
  46. 46. EXPANDED FORMULA FOR CREATING TITLES SUBJECT, ACTIVITY, LOCATION, DATE Person, object, building, etc. Action or event City OR township OR county Year or date range Only include an element IF KNOWN
  47. 47. ACTIVITIES AND EVENTS Identify…Who? What are they doing? Where and when? • Circus elephant • Trainer • Woman on swing • Evansville • 1940-1949
  48. 48. Trainer with circus elephant holding woman on swing, Evansville, 1940-1949 (SUBJECT, ACTIVITY, LOCATION, DATE)
  49. 49. ASSIGNING SUBJECT HEADINGS • Subject headings are terms or phrases assigned to an item to facilitate searching and browsing a collection. • Consistent use of subject headings helps link related content in your collection and across disparate collections.
  50. 50. CONTROLLED VOCABULARIES • A controlled vocabulary is a standardized, pre-determined list of subject headings. • Some examples of controlled vocabularies: • Library of Congress Thesaurus for Graphic Materials • Library of Congress Subject Headings • Getty Art and Architecture Thesaurus • Nomenclature 3.0 New Berlin Historical Society
  51. 51. TIPS FOR ASSIGNING SUBJECT HEADINGS • Consider the following elements to help select terms: • WHO? People - age, gender, occupation, ethnicity • WHERE? Building or other setting • WHAT? Activities or events • Always copy terms exactly from the controlled vocabulary. • Think of your own “tags,” then search the controlled vocabulary list for correct terms. • How did others do it? Look at similar photos for examples/ideas. • Aim for 1-5 terms. • There is no one right answer!
  53. 53. SAMPLE SUBJECT HEADINGS Railroads; Railroad stations; Carts & wagons
  55. 55. SAMPLE SUBJECT HEADINGS Students; Music education; Youth orchestras
  56. 56. EXERCISE - ASSIGNING TITLES AND SUBJECTS Work in small groups to assign a title and subjects to a historic photograph. Remember the basic title formulas: • SUBJECT, LOCATION, DATE • SUBJECT, ACTIVITY, LOCATION, DATE Select terms from the short list extracted from the Library of Congress Thesaurus for Graphic Materials. The full version of this controlled vocabulary is available online: • choose a maximum of 5 terms
  57. 57. FILE NAMING AND ORGANIZATION Sixty Years of Quality Canning by the Lakeside Packing Company, ca. 1947. Manitowoc Public Library/ University of Wisconsin Digital Collections
  58. 58. WHY IS THIS IMPORTANT? • To create organizational standards • To help you find it again • To prevent accidental overwriting • To eliminate (minimize) duplication of files Train Wreck Image ID: WHi-2011
  59. 59. FILE NAMING • Keep folder / document titles short and descriptive • Use only lower case letters, numbers, and dashes or underscores • Don’t use spaces or punctuation • Don’t use special characters in your file/folder titles (^”<>|? / : @’* &.) (Just because you CAN doesn’t mean you SHOULD…..) Typing at Dickinson Secretarial School Image ID: WHi-19562
  60. 60. FILE NAMING • Date your documents consistently • • Use leading zeroes for consecutive numbering. For example, a multi-page letter could have file names mac001.tif, mac002.tif, mac003.tif, etc. • Tie your file names to existing catalog numbers if possible
  61. 61. EXAMPLES • Photograph with accession # 2011.32.1 = 201132001.tif –OR– 2011_32_001.tif • Series of images by photographer John Smith = smith001.tif, smith002.tif, smith003.tif • Not so good: Glassplate16039 Auto repair in basement 025.tif
  62. 62. RESOURCES • State Library of North Carolina – • Web • YouTube
  63. 63. FILE ORGANIZATION AND MANAGEMENT • Centralize your files • Minimize your layers • Leave breadcrumbs (AKA “READ ME”) • Determine what you don’t know IH General Office Mail Room Image ID: WHi-12016
  64. 64. WHAT NOT TO KEEP? • Backups/copies/drafts • Supplementary files that provide no additional long-term value • Corrupted files • Same item – different file formats • Items that don’t fit your organization’s purpose Boy on Curb near Trash Pile Image ID: WHi-57208
  65. 65. DOCUMENT YOUR DECISIONS…. Sinclair Lewis Typing Image ID: WHi-51874
  66. 66. TOOLS Guitar Maker's Shop Image ID: WHi-27234
  67. 67. REMOVE DUPLICATE FILES • Auslogics Duplicate File Finder • Similar Images • VisiPics
  68. 68. IMAGE VIEWER IrfanView • Tool with many different capabilities for image manipulation/editing • For photos, we can easily view an entire folder’s worth of images at one time
  69. 69. CHECKSUMS • Checksums (AKA “Hash Sums”) are created by programs running an algorithm against the contents of a file. (there are many free utilities that will perform this function for you) • The resulting checksum is a short sequence of letters and/or numbers that uniquely identifies that file. (think “electronic fingerprint”) Unix cksum utility
  70. 70. WHY IS THIS A GOOD THING? • Checksums help maintain the INTEGRITY of your collections because they will tell you when things change over time. • If two files are exactly the same, the checksums of those files will also be exactly the same (generally speaking ) • If a file becomes corrupted, degraded or is changed in some way, the next time you run the utility on it, the checksum will change
  71. 71. MD5SUMMER • MD5summer • This tool will give you a couple of options for the hashing algorithm MD5 SHA-1 • Other tools will give you other options……
  72. 72. HOW DOES IT WORK? • Open MD5summer • Select your root folder • Select “Create Sums”
  73. 73. CREATE LIST OF FILES TO SUM • Select the files to be added • Click “Add” or “Add recursively” • Click “OK”
  75. 75. SAVE THE FILE
  76. 76. VERIFY HASH VALUES • Copy files to another directory (think “backup”) • Open MD5Summer • Select the files in the new location • Click “Verify Sums”
  77. 77. OPEN THE MD5SUM FILE • Find your MD5 file • Click “Open”
  80. 80. THINGS TO REMEMBER Things that will NOT affect checksums • Moving items from one place to another • Changing the file name Run on the master files when a collection is completed Set up a schedule to run “verify checks” periodically St. Mary of the Lake Parish School First Day Image ID: WHi-98433
  81. 81. STORAGE
  82. 82. KEY DECISION POINTS • • • • How are you going to organize it? What are you going to store it on? Where are you going to store it? How many copies do you need? Post Office Image ID: WHi-9135
  83. 83. FACTORS TO CONSIDER • Immediate Costs • Quantity (size and number of files) • Number of copies • Media (life span, availability, $$) • Other resources • Expertise (skills required to manage) • Services (local vs. hosted) • Partners (achieving geographic distribution) • Institutional constraints
  84. 84. HOW MANY AND WHERE? • Multiple • Minimum: two (2) copies in two locations • Optimum: six (6) copies • Geographically distributed • Don’t keep your copies onsite if possible
  85. 85. LOCAL STORAGE OPTIONS • • • • Local network RAID device External hard drive Archival quality (gold) CDs or DVDs Take into account potential future storage needs. Villa Terrace Decorative Arts Museum
  86. 86. CLOUD STORAGE OPTIONS Commercial options: • Google Drive • Up to 5GB free (approx. 140 high-resolution TIFF files) • 25GB = $2.50/month • Amazon Simple Storage Service (S3) • $.095 per GB/month Institutional options: • DuraCloud
  87. 87. THE (MOSTLY) GOOD….. Responsibilities and costs are transferred to the cloud provider • Installation / replacement / upgrades of hardware and software • Backup and recovery of data are part of the package • No local physical presence (valuable space) • No local environmental requirements (power or cooling costs)
  88. 88. THE (POTENTIALLY) BAD There are potential disadvantages however….. • Can records be managed correctly throughout their entire lifecycle? • Can it support Open Records requests? • Security concerns • Do you know where your data is? • Accessibility – more “points of failure” when the data is remote • Costs for accessing data can be high
  89. 89. RESOURCES State of Wisconsin Public Records Board has created two documents which can be found at: • Public Records Board Guidance on the Use of Contractors for Records Management Services • Use of Contractors for Records Management Services (Both docs are in the Reference Materials section)
  90. 90. DOCUMENT YOUR DECISIONS…. Sinclair Lewis Typing Image ID: WHi-51874
  91. 91. ACCESS CONSIDERATIONS Historical Society library stacks, 1896 Wisconsin Historical Society WHi-23281
  92. 92. WHY ARE YOU PROVIDING ACCESS TO CONTENT? • User demand • Institutional visibility • Legal mandates or grant requirements • Generate revenue • Contribute to our collective knowledge South Wood County Historical Museum
  93. 93. WHAT MAKES A GOOD ONLINE COLLECTION? • Publicly accessible. • Searchable - Includes keywords and other descriptive information (metadata) so users can find what they’re looking for. • Organized and consistent. • Based on existing international/national/statewide standards and best practices. • Uses software that is sustainable (will be around for a long time) and interoperable (can be migrated or shared). • Respects intellectual property rights. • OAI-PMH compliant (to share content on statewide level)
  94. 94. SOME OAI-COMPLIANT ACCESS PLATFORMS • CONTENTdm • Your own instance • Hosted by Milwaukee Public Library through Recollection Wisconsin • ResCarta Web • Free and open source • Host it yourself or through vendor • Omeka • Free and open source • Host it yourself or through • Other? Beloit College
  95. 95. CONTENTDM • Hosted by Milwaukee Public Library through Recollection Wisconsin • Produced and distributed by OCLC • Costs (through Recollection Wisconsin): • $200 one-time setup fee • Annual hosting fees starting at $75
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  100. 100. RESCARTA WEB • Free and open source • Host it yourself; or hosting available through Northern Micrographics (fee-based) • ResCarta Foundation – based in La Crosse
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  104. 104. OMEKA • Free and open source • Host it yourself; or subscribe to hosted version, • Developed by the Center for History and New Media, George Mason University
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  108. 108. PROMOTION Wisconsin Tourism Sign, Rhinelander, 1930-1942 Wisconsin Historical Society WHi-37927
  109. 109. POTENTIAL AUDIENCES • Local residents • Students and teachers • Genealogists • Specialists (e.g. Civil War re-enactors, railroad buffs) • Academic researchers • Curious Wisconsinites • Everyone! College of Menominee Nation
  110. 110. STAKEHOLDERS AND PARTNERS • • • • • • • • Board Staff and/or volunteers Local experts Community members Chamber of Commerce Local government Students Other organizations in your community/ county/region • Who else? McMillan Memorial Library, Wisconsin Rapids
  111. 111. ENCOURAGING USE OF YOUR COLLECTIONS • Organizations are moving away from “if you build it, they will come” approach – Google is not enough • Participatory archives concept—shared authority, community engagement • Bring your content to your audience—find them where they already are Milwaukee Public Library
  112. 112. MARKETING IDEAS • Add introduction/background information on your own website • • Highlight an item of the day/week/month • e.history • Host an opening event • Whitefish Bay Public Library • College of Menominee Nation • Host a slide show or exhibition • South Wood County Historical Museum • Mineral Point Historical Society Rock County Historical Society
  113. 113. MARKETING IDEAS • Send someone with a laptop to popular local spots/events to demonstrate digital collections: • Ask, “Where do people go first to look for this kind of information?” and then, market there • Upload a few digitized images to Flickr with descriptions that point back to your related digital and physical collections. • Contribute to relevant pages on Wikipedia and include references pointing to specific digital materials. • Request that the Chamber of Commerce and other relevant local organizations link to the new digital collections from their websites. • Send a press release to local media
  114. 114. EVALUATING IMPACT Understanding current users…     Online survey instrument Web analytics Email subscriber lists Visitor forms Understanding future users…  Special interest groups (AASLH, SAA, etc.)  Listservs  Workshops and conference sessions
  115. 115. WRAPPING UP – FINAL THOUGHTS Commencement, 1978 UW-Madison Archives
  116. 116. ROLES • Project Manager • Scanner • Cataloger • File Manager • IT Specialist • Outreach Specialist • Other? "Deering Ideal" Stripper Harvester Catalog Cover Image ID: WHi-27577
  117. 117. TIMELINE • Set final date for project completion • Establish goalposts – break project into smaller steps/phases/goals • Set timeframe for meeting each goal • Regularly revisit project progress and modify schedule as needed • Always budget extra time IH General Office Mail Room Image ID: WHi-12016
  118. 118. TIMELINE • Timeline will vary greatly depending on… • • • • Project scope Types of materials Staff experience Available resources • One model: • 1/3 reformatting • 1/3 metadata • 1/3 management, quality control, etc. • Source: Steven Puglia, ”The Costs of Digital Imaging Projects,” RLG DigiNews v. 3, no. 5 (1999) WHi-4352
  119. 119. TIPS FROM OTHER DIGITIZERS • If I could do it all over again, I would: • Tackle a smaller group of materials at first • Make sure two people started the project at the same time so we could help each other • Start with a clearer plan • Take the time to sort and research the physical collection before digitizing • Have firm deadlines to help me stay on track Langlade County Historical Society
  120. 120. NEXT STEPS/TO DO LIST • Review collections and set priorities for digitization. • Consider developing a written selection policy. • Determine the copyright status of any materials you plan to share online and secure permissions from copyright holders if materials are not in public domain. • Acquire scanning equipment or make other plans for conversion. • Familiarize yourself with good, useful metadata by looking at other online collections.
  121. 121. NEXT STEPS/TO DO LIST • Develop a file naming convention document. • Develop a storage management policy • E.g., number of copies, locations • Monitor copies of content for errors/changes • Evaluate technology to determine your preferred access platform • Develop a marketing plan • Determine how you will evaluate the success of your marketing plan
  122. 122. THANK YOU! • Sarah Grimm, Wisconsin Historical Society 608-261-1008 • Emily Pfotenhauer, WiLS 608-616-9756 • Slides and handouts available at http://recollectionwisconsin .org/wla2013 South Wood County Historical Museum