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/