Digitization Projects for Libraries: Development and Management

Digitization Projects for Libraries: Development and Management

Carina C. SamaniegoAteneo University Archives

Planning, Developing and Managing Digitization & Research Projects for Libraries and Information Centers

(Coron, Palawan ; April 18-20, 2012)

What is Digitization?

“Conversion of analog information in any form

(text, photographs, voice, etc.) to digital formwith suitable electronic devices (such as ascanner or specialized computer chips) sothat the information can be processed,stored, and transmitted through digital circuits,

equipment, and networks”

Source: http://www.businessdictionary.com/definition/digitization.html

Why Digitize?

To help preserve the original

materials

To provide/increase access

To improve service

To build/develop new resources

Understanding Digitization

Digitization is not entirely

Preservation

Not everything can be digitized

Costly

Access rights, authenticity and physical integrity

What is a Project?

“a set of activities carried out by people

from diverse backgrounds who take

the initiative to address various tasks

within a certain period of time, in

accordance with a specified budget

and based on realistic objectives that

are pursued using practical methods.”

Source: http://www.toyotafound.or.jp/english/02program/upload/yk_ajp_rinjin_2011_e.pdf

Project Development

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

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?

Initiation Phase: Idea

Benchmarking Tour/Consultation

Best practices in digitization

Copyright issues-Who owns it?

Uniqueness of the project

Definition Phase: What

Selection of materials and resources

Physical condition

Content

Availability of resources (budget,

personnel, equipment)

Demand or use

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

Design/Development Phase: How

Project Activities

Well-defined

Realistic

Determines the needed budget timeframe and resources

Shows progression

Equipment, Space, etc.

Design/Development Phase: How

Timeframe

Aligned with the project

activities

Flexible

Staff and/or other technical services

Shows progression

Equipment, Space, etc.

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

Design/Development Phase: How

Staff

Project team

Composition and skills depends

on the project activities

One of the biggest budgetary

consideration

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

Project Proposal

Written document that includes the

following elements:

Proposed Title

Project Summary and Objectives

Project Activities, Timeframe

and Budget

Expected results

Implementation Phase

Actual implementation of project

activities to achieve desired outcome

Monitoring and reporting

Contingency planning

Quality control of outputs

Maintenance Phase

Completion and evaluation of the

project

Technical and economic valuation/reports

Culminating activity

Use and access policies

Sustainability plans

SAMPLE PROJECTS

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

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

Digitization Project

Project activities

√ Selection and classification of materials to

be included in the compilation

√ Acquisition hardware and software

√ Digitization (scanning) of documents

√ Translation and transcription of documents

√ Design and development of a DVD

compilation

√ Editing, reviewing, production of the

compilation

√ Launching of the final product

√ Distribution of copies to selected libraries

Digitization Project

Digitization Project

Preservation of the Manila

Observatory Archival Collections

Project (2008-2010)

Spanish Agency for

International Development

Cooperation (AECID)

NGDO Cives Mundi

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

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)

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

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

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

Digitization Project

Website: http://archives.observatory.ph

Digitization Project

Preserving History and Science: a Compendium of Records from the

Manila Observatory Archives

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

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

Planning for Digitization

“The success of digital projects hinges not on

expensive technology, but rather on sound projectplanning. Perhaps because digitization is relativelynew, institutions too often concentrate ontechnological aspects before deciding on aproject’s goals. Technology should never drive digitalprojects. Goals should be determined first, and onlythen should the appropriate technology be selectedin order to meet a project’s objectives.”

- Trevor Jones, Project Coordinator, Illinois Digitization Institute

ReferencesIFLA. (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/G

HPL_Digitization_Project_Manual.pdf

Useful Links--GrantsIFLA 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

Cooperationhttp://www.aecid.es

Toyota Foundationhttp://www.toyotafound.or.jp/english/02program/