Digitization: MSU Project Digitization: MSU Project Example and Funding Example and Funding Information Information

Paul MartinezCataloging Librarian/Archivist Montclair State University

MSU Buildings ProjectMSU Buildings Project

73 Color and B&W photographs and slides

Canon Scanner and Photoshop 1 intern and 1 Librarian MSU purchased Content dm software, licensing, and hosting from OCLC.

MSU Buildings ProjectMSU Buildings Project

FYI: OCLC offers Content dm “quick start” to OCLC FirstSearch Base Package subscribers:◦ CONTENTdm software hosted by OCLC◦ Three Project Clients for building digital collections◦ 10GB of storage for up to 3,000 digital items◦ http://www.oclc.org/contentdm/firstsearchbasepackage/

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FYI: Alternatives to Photoshop◦ Paint.NET is free image and photo editing software for computers

that run MS Windows. http://www.getpaint.net/◦ GIMP is the GNU Image Manipulation Program. It is a freely

distributed piece of image retouching and editing software. http://www.gimp.org/

ScanningScanningThe MSU Buildings Project followed the

New Jersey Digital Highway Minimal Required Standards for Digitizing:

Color photos and documents: Scanned at minimum 600 dpi for archival purposes

DPI: Dots Per Inch – (Standard Color Printer – 300)

Color space should be sRGB, at least 24 bit truecolor. 8 bits per channel is preferred

RGB: True-Color Format for storing Red, Green, Blue amounts for any color

ScanningScanningNew Jersey Digital Highway Minimal

Required Standards for Digitizing:Archival files should be in TIFF format,

encoded with no compression or (where available) a lossless compression algorithm

TIFF: Tagged Image File Format – Format for storing images - Best quality for master and archive files. TIFF saves detailed image information with each pixel, resulting in a relatively large data file.

ScanningScanningOther File Formats: JPEG: (For access images)Commonly used on

the Web. Works best with photographs and other continuous-tone images. Smaller file size. A lossy image compression format, it basically gets rid of information that is not really distinguishable to the eye.

GIF: (For access images)Also a small file, but better for text, or buttons.

PDF: PDF documents maintain the look of the original document. PDFs are often used for multi-page documents. A zooming feature is included. They require the use of a free program called Adobe Acrobat Reader.

Costs: Estimating Project Costs: Estimating Project CostsCostsCreate a representative sample of

the materials selected for conversion (5-6 items)

Put the sample through the entire workflow (scanning, processing, metadata creation, and quality control)

Some vendors may provide this service as part of their response to the RFI or RFP

Costs: BreakdownCosts: Breakdown

On Average:• 1/3 the cost is digital conversion • Slightly less than 1/3 is

cataloging/description/indexing• Slightly more than 1/3 the cost is

administrative /QC/ etc.

Source: “Revisiting Costs” by Stephen Puglia – preservation specialist – U.S. National Archives

Costs: OngoingCosts: OngoingCost for minimal maintenance of

one set of the master image files (off-line) and access files (on-line) during the first 10 years is likely to be 50% to 100% of initial investment

Digital data system obsolescence: 5 – 10 years

Source: “Revisiting Costs” by Stephen Puglia – preservation specialist – U.S. National Archives

Grant SourcesGrant Sources• The New Jersey Historical

Commission– Projects: Funding for expenses of

specific projects relating to New Jersey history. Eligible categories include conservation of historical materials (manuscripts, books, costumes, historical visuals); editorial and publication projects; educational initiatives; exhibitions; media (films, radio, videotape, digital media); public programs; and research (including archaeological projects, fellowships, oral history, and National and New Jersey registers of historic places nominations).

Grant SourcesGrant Sources

The New Jersey Historical Commission – Projects

FY 2011

Intent to Apply

September 1, 2010

Submit electronically by 4:00 p.m.

Deadline September 15, 2010 (proposal must be received in the NJHC office by that date)

Funding Level

$3,000-$20,000

Notification December 2010

Grant SourcesGrant Sources• New Jersey Historical Commission–Minigrants: Support for smaller projects of the

type of activities listed under Projects. Applicants may request support for planning (long-term, strategic, interpretive) but they may not use minigrant funds for other types of operating support. Up to $3,000

–Deadline: Reviewed four times per year . Submit proposals by July 15, October 15, January 15, and April 15

– Funding level: Up to $3,000–Notification: Within six weeks of review– For more information:

http://www.state.nj.us/state/divisions/historical/grants/

Funding Still Available for FY Funding Still Available for FY 2011?2011?

Won’t know for sure until June 30However, according to a the

grants office, 2.7 million dollars in grant funding has been allocated

Grant SourcesGrant Sources

New Jersey Council for the Humanities◦Grants and Mini-Grants (Humanities Focus) ◦“Applicants should clearly state their

central theme and explain what makes this a humanities project. They should note which humanities disciplines are invoked, and describe what discussion, analysis, and/or interpretation will take place.”

◦A humanities scholar should be involved in the project

Grant SourcesGrant SourcesNew Jersey Council for the Humanities

Grant Types Maximum Request

Application Deadline

Notification of Decision

For Programs Taking Place

Major $20,000 May 1October 1

JuneNovember

August 1 or later January 1 or later

Mini $3,000 February 1May 1August 1November 1

MarchJuneSeptemberDecember

April 1 or later July 1 or later October 1 or later January 1 or later

Grant SourcesGrant Sources

New Jersey Council for the Humanities◦ Grant recipients must provide at least a 1:1

cost-share match for the funds awarded◦ Proposals should include a clear plan for how

the project will be made available to the public

NJCH is an Independent Non-Profit ◦ Most of their funding comes from the federal

governmentFor more information:

http://www.njch.org/