digitization 101: the workshop jill hurst-wahl hurst associates, ltd. april 19, 2007 copyright ©...

Digitization 101: The Workshop

Jill Hurst-WahlHurst Associates, Ltd.

April 19, 2007

Copyright © 2007, Hurst Associates, Ltd. All rights reserved.

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Agenda

Introductions

Background

Trends

Who What

Why How

Where When

Resources

Wrap up

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Goals

• Understand the aspects of a digitization program

• Recognize the management concerns

• Identify areas for further study• Generate ideas for your

organization

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Introductions• Who are you?• Where are your from?• What do you need to learn?• What type of digitization program

do you have in mind?

Tip: Keep track of ideas, words, programs and people that interest you today, so you can follow-up on them later.

Background

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What is digitization?

Creating digital versions of analog/hardcopy materials so that

sharing information is easier.

…integrated, trustworthy and available for the long-term.

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Why do we digitize?• To increase access

– Fragile materials– Access via Internet (24/7/365)– Eliminate geographic constraints

• To increase/broaden your audience• To support research & education• Not for preservation

Hurst Associates, Ltd.http://www.lib.rochester.edu/index.cfm?page=2494

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http://soda.sou.edu/

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Trends

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• Faster / better equipment• Better DAM/CMS software• Institutional repositories• More audio• Collaboration – A flat world• Crowdsourcing (e.g., PictureAustralia)• Mass digitization• Google, Microsoft, OCA• Orphaned Works

Plan Your Work & Work Your Plan

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Program/Project Plan• 5W + H• Start with the end in mind• Project components• What resources are needed?• How will the project (program) be

funded?

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Funding

• Self-funding vs. external funding

• Operating budget– Reallocate funds– Normalized activity– Valued & supported – Budget justification

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• Grant funds– Government agencies– Private foundations– Application requirements

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Creating a Formal Plan

• Demos forethought & commitment• Relationship to mission• Needs assessment• Measurable goals• Outline of tasks & responsibilities• Staffing & support• Budget• Timeline

Who

What

Why

How

Where

When

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Who Organizations

• CHOs• Corporations• Government entities• Single institution projects• Multi-institution collaborative

programs

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Who Staff

• Project Manager– Decision maker– Supervisor Manager Leader– Advocate

– Understands the entire process/project•But can’t do it all

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• Staff/vendor support for every task– Someone must be responsible!– Do they need training?

•Generic vs. specific•On-the-job (OTJ) vs. formal

– Quality control?

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What? (Project Selection)

• Organization– Mission, vision, goals

• Needs assessment• Issues

– Funding– Staffing

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What? (Material Selection)

• What warrants increased access?• What is difficult to access?• Which items are popular?• What materials are of value?• Has the collection been described?• Which materials can easily be

cleared of IP concerns? (next slide)

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Copyright

• Section 101 - Definitions• Section 106 – Exclusive Rights• Section 107 – Fair Use• Section 108 – Reproductions by

Libraries and Archives• Section 110 - Exemption of certain

performances and displays (Educational Use)

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Privacy & Publicity

• In the U.S., governed by state law.• Generally end at death.• Privacy – The right to be left alone.

– Invasion includes intrusion, appropriation of name or likeness, unreasonable publicity and false light.

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• Publicity – Prevents the unauthorized

commercial use of an individual's name, likeness, or other recognizable aspects of one's persona.

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Copyright Analysis Process

• Is the work copyrightable?• Is the work copyrighted?• Who owns or controls the copyright?• What rights does the owner control?• What rights are involved in the project?• What limitations apply?• What is your exposure?

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Copyright clearance can take time, and time is money.

What do you want to digitize?

How old are they?

How did you acquire them?

Do you own the rights to them?

What issues may you need to solve?

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Why? • Access to:

– Fragile materials– Materials that are locked away

• Access for:– People who cannot come on-site– Those who want to visit off-hours

• And:– To broaden your audience– To support research & education– To be able to repurpose

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Not Preservation

• Yes - preserving content• Not automatically preserving the

original item– Handled less?– Conservation & preservation

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How? (Conversion)

• Easiest and least expensive part • Materials training• Materials equipment• Materials files formats

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Where?

• On-site vs. off-site– Your staff vs. a vendor

• Decisions concerning:– Capabilities– Resources– Costs

•Out of pocket vs. assumed

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Bad Assumptions

• All equipment is the same• Your equipment will suffice• Using a local vendor is best• All quality is the same• Your staff doesn’t need more

training

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Have you thought about how you will do the conversion?

If yes, what are your plans?

If no, what questions or concerns do you have?

Do you have born digital materials that you will want to include?

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How? (Access/Display)

• Find, search & display• Info storage retrieval • Metadata

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Metadata

• MARC• Dublin Core

– Simple/Unqualified – 15 elements– Qualified – 18 elements &

element refinements • Encoded Archival Description

(EAD)

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www.libraryweb.org

www.hrvh.org

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Software

• Integrated Library System (ILS)• Content Management System

(CMS)• Digital Asset Management (DAM)• Proprietary vs. open source

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Features May Include

• Ingest• Metadata management• Customizable interface/display options• Administration tools• Scalable• Z39.50 compatible• OAI harvesting

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Terms of Use

• Also called:– Terms & Conditions– Conditions of Use

• How you expect people to use the materials.– Don’t make it a secret.

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http://ubdigit.buffalo.edu/about/policies/conditions.php

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What are your users’ expectations for how they can access your materials?

What will be their expectations for how they can use the materials? How might this expectation alter what you will digitize or how the material is placed online?

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Additional Text?

• Content overview• Project background• Explanations of…• Links• Resources• Terms of Use

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When?

• Often funded for defined length of time (Beginning End)

• Learning curve slow start– May not end on time

• Ongoing concerns:– Maintenance– Digital preservation

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Maintenance

• In order to be fresh, up-to-date, viable• Includes:

– Hardware/software updates– Modifying/correcting text– Updating links– Adding digital assets– Updating metadata

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Digital Preservation• Methods of keeping digital materials

alive into the future.• Active process, not passive

• Several initiatives including:– LOCKSS– Open Archival Information System

(OAIS)– Trusted repositories

Being Successful

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Key Factors for Success Mentioned by Completed Projects• Understanding the process• Copyright clearance• Funding • Staff, training, tech savviness• Collaborators• Time

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• Equipment / space• Clear organizational priorities • Good communication• Eliminate territorial barriers• Realize that you are never finished

• What is standing in your way?

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In Other Words…• Plan• Have the right resources• Create documentation and update it

– Decisions and processes• Get user input early and often• Test• Implement• Market!• Do the maintenance

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What will your organization need to do in order to be successful?

What elements of a digitization program will you discuss next week with “the office”?

Wrap-Up

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Broad View of the Digitization Process

1. Does digitization fit the org’s mission?

2. Is there a known potential audience?

3. Will digitization increase access, functionality or intellectual control?

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4. Will digitizing these materials fill a need that is currently unmet?

5. Are the materials in the public domain or can proper rights be secured?

6. Is funding in place?

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7. Does the staff have the correct knowledge and skills?

8. Does the organization have access to the proper equipment (h/w & s/w)?

9. Will a digital asset management system or library management system be put in place so that users can locate and access the digital assets quickly and easily?

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10. Has the collection been adequately processed and described?

11. Will metadata be created for the digital assets?

12. Is staff or funding available to maintain and preserve the digital assets once they are created?

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Workshop Resource List

• Available in the Digitization 101 blog (www.Digitization101.com). Look for:

CIL2007: Digitization workshop resources

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Jill Hurst-Wahlhurst@HurstAssociates.com

AIM: jillNYSwww.HurstAssociates.com www.Digitization101.com