The HeirLoom Project Model

Andrea Ellis WeddleHead of Special Collections and ArchivesTexas A&M University-Commerce

TAMU-C Special Collections

Housed in the James G. Gee Academic Library

Employees two full-time archivists, a digital collections librarian, and a full-time receptionist

TAMU-C Digital CollectionsCONTENTdm Software

35 total collections◦5 contain materials from the Special

Collections Department◦2 special projects (World War II,

Korean War)◦1 student organization collection◦26 partner collections◦1 hybrid collection

HeirLoom Project Overview

Began as an effort to promote, preserve, and make local history accessible

Employees a full-time archivist and cataloging assistant who work with public libraries and other rural repositories to digitize collections

Staff members share expertise and technology with the surrounding communities

Project Overview (cont.)Made possible through an LSTA

grant

Project Staff offer training/workshops in:◦Basic preservation principles◦Digitization (scanning/copy

photography/photo editing)◦CONTENTdm software◦Oral history basics

Project Overview - Budget

Total: $74,000

Salary/benefits: $60,000◦One archivist◦One cataloging assistant

Supplies/Equipment: $6000

Travel: $8000

Project Overview – Geography

Project Overview - Regional Data

Avg public libraries/county = 1.3

Avg annual local funds/library= $177,241

Avg number of ALA-MLS librarians/library = .46

Total number of archivists = 0

Getting Started: Forming Partnerships

Started with 3 partners, expanded to 13 in first year

Require an on-site interview with staff members

Include a survey of the collections, staff knowledge, and resources

Agreement finalized with a signed memo of understanding

Project staff train non-archivists and non-librarians to:◦Think like archivists when selecting

items◦Respect copyright◦Recognize the limitations of

digitizationStress that the digital collections

are for unique, primary source items

Getting Started:Identification and Selection

Getting Started:Identification and Selection

Digitization: TrainingEach partner’s level of expertise

determined beforehand

Some require basic “this is a scanner” training

Equipment and software varies from location to location

Digitization: Beyond ScanningDigitization extends beyond operating

a scanner and digital camera

Partners must allot time for:◦Prep work (organization, set-up, etc.)◦Handling◦Editing/renaming files◦Preparing files for CONTENTdm◦Compiling Dublin Core metadata◦Organizing/maintaining digital files

Digitization: Adhering to Standards

TAMU-C Digital Collections Librarian compiled a standards document for our collections◦http://www.tamu-commerce.edu/library/c

ollections/digital/guidelines/◦Based on best practices established by

the Bibliographical Center for Research Collaborative Digitization Program (BCR CDP) http://www.bcr.org/dps/cdp/best/digital-imaging-bp.pdf

Required Minimum StandardsScanning (Access files): 600 dpi; 300 dpi

for black and white text

Copy photography: Largest resolution/ finest quality available on digital camera

All images must be cleanly cropped and rotated

Files saved as JPEG/PDF/TIFF for CONTENTdm

Required Minimum StandardsDublin Core metadata

Our partners must provide the following fields:◦ Title◦ Creator◦ Publisher◦ Subjects (keyword)◦ Description◦ Date ◦ Format◦ Type◦ Rights (statement provided by TAMUC)◦ Contributor

Project Outcomes2.5 years, 34 partners

165 librarians, staff members, volunteers, community members trained

Partner collections average 50,000 hits per month

Partner Institution

Total Scans/Photograp

hs

Total Items in Digital Library

Atlanta Public 1027 19

Honey Grove Public*

564 39

Bonham Public* 2187 61

Commerce Public 2497 174

Cooke County Public*

3600 198

Delta County Public 3417 16

Franklin County Public*

652 54

Jefferson Carnegie 426 74

Greenville Public 7704 99

Lindale Public 366 10

Mineola Museum 497 74

Mt. Pleasant Public 273 96

Paris Public 1447 14

Pittsburg-Camp County Public*

4785 213

Quitman Public* 572 19

Project Outcomes

Partner Institution

Total Scans/Photograp

hs

Total Items in Digital Library

Rains County Public*

998 12

Red River Public* 1153 87

Sulphur Springs Public

1051 146

Terrell Public 2554 63

Van Alstyne Public 662 24

Whitesboro Public 1515 40

Winnsboro Public* 405 47

Totals 38352 1579

Project Outcomes

A New FocusAfrican-Americans represent

approximately 40% of the population of northeast Texas

There are few archives or museums dedicated to collecting/preserving African American History

African American artifacts are missing from public library collections