Managing risk in collections for digitisation · • Risk management workflow created for future digitisation and placing content online or in other repositories • Due diligence

Managing risk in collections for digitisation

(adopting the orphans)

Jodie DoubleDigital Content and Copyright ManagerUniversity of Leeds

background• 3,000 collections in Special Collection • 3.5 linear km and growing• 2.5 million digitised images• 3 repositories (EPrints)• Small percentage of collection material is out of copyright• Vast majority of collections are Orphans

“Aren’t you done yet?”

NO

User - “Can you digitise this and put it online?”Library - NOUser - “Why?”Library – “Copyright…”

The road to risk management

https://explore.library.leeds.ac.uk/special-collections-explore/Liddle%20Collection

-collections/collection/723

Liddle facts

• Personal papers of well over 6,000 people who lived through the First World War, and over 500 who experienced the Second World War

• photographs and drawings• official and unofficial papers• diaries and correspondence• over 1500 artefacts

rights clearance project 2014Main objectives:• Establish the last known address and date of correspondence with

the donor• Link donor information to the catalogue record in the Collections

Management System• Establish contact with donor to gain copyright clearance (anyone

corresponded with in the last 20 years)• Assess longer term work requirements to have a comprehensive set

of reliable data

results of project• Over 1700 names identified• 500 letters sent• 123 authorized• We had a spreadsheet!!!!• Planning for the next steps

More Data

= spreadsheets

One of the many spreadsheets…..

next steps• Spreadsheets became parties and rights records in EMu• Risk management workflow created for future digitisation and placing

content online or in other repositories• Due diligence and rights clearance recorded in EMu

2015

risk management workflow

• Risk assess material• Request permission when possible• Record findings• Make content available in the Open Repository or place in the Dark

Archive (manual choice)• Take advantage of Library exemptions – dedicated terminal (2019)• Takedown policy

old ingestion

• No rights checks• Manual process• Command line• No user feedback

architecture

REPOSITORIES CONTENT SPOT

mediasiteEMu

DL(OPEN)

SC Website

DUAL(DARK)

RADiAL(Controlled Access)

DIGITAL CONTENTStudio

external

METADATA SPOT

ARCHIVAL MASTER

COPIES

ACCESS COPIES

Library Catalogue

Ingestion

Manual choice for repository

digitisation requests

access + reproduction condition statements

risk + due diligence

risk management logic

architecture + new ingestion

REPOSITORIES CONTENT SPOT

mediasiteEMu

DL(OPEN)

SC Website

DUAL(DARK)

RADiAL(Controlled Access)

DIGITAL CONTENTStudio

external

METADATA SPOT

ARCHIVAL MASTER

COPIES

ACCESS COPIES

Library Catalogue

Ingestion

NEW INGESTION! Using rights information in EMu

new workflow

• Uses rights data held in EMu • Verifies choices made in ingestion• Records digitisation requests• Eliminates spreadsheets• EMu is Single Point of Truth (SPOT)

By Michael Gäbler, CC BY 3.0, https://commons.wikimedia.org/w/index.php?curid=21299216

conclusions• The investment is worth it• Creating a framework includes change management• Think long-term• Be bold

Thank you

Jodie Doublej.l.double@leeds.ac.uk

#jodiedouble01133 437783