Transcript MAIN LIBRARY, THE UNIVERSITY OF THE WEST INDIES

MAIN LIBRARY
THE UNIVERSITY OF THE WEST
INDIES, ST. AUGUSTINE
TRINIDAD & TOBAGO
DIGITAL INITIATIVE PROJECT
KATHLEEN HELENESE-PAUL
INTRODUCTION
This project involves the
establishment of a digital
initiative at the University of the
West Indies, St. Augustine
Trinidad and Tobago.
INTRODUCTION
It will have as its focus the
digitization of the University
Library’s special collections in
order to provide to the people of
the Caribbean region and beyond,
access to these collections in
digital format.
OBJECTIVES
 To preserve the documents
To improve access
To increase the awareness
of the University’s special
collections
GOALS
To convert the library's special
collections (our cultural heritage)
from print format to electronic
format.
To widen access to a new
community of users so that more
active scholarship is facilitated.
GOALS
To promote collaboration in the
region with institutions which
may have similar thematic
collections and similar plans.
BACKGROUND TO THE
PROJECT
The material acquired over the periods
1983, 1988 and 1993, and which is
housed at the library, includes:
Illustrations in Indian ink, poster paint
and watercolors of the stage sets, scenes
and costumes, of the Joker of Seville
including posters and programmes.
BACKGROUND TO THE
PROJECT
A substantial collection of manuscripts
of plays, poems, sketchbooks,
photographs, correspondence, music
scores, reel to reel tapes, and paintings.
Drafts and illustrations of his extended
poem Omeros, 1992.
BACKGROUND TO THE
PROJECT
The collection is inventoried in a
seven-page typescript prepared by
Mrs. Irma Goldstraw, and is also
entered in a CDS/ISIS database
entitled DEREK.
RATIONALE
In 1999, the University of Toronto
acquired Derek Walcott material
relating to his work from the early
1980's to mid 1990's.
It is therefore timely of our institution
to begin to prepare for possible
institutional alliances.
RATIONALE
There are similar initiatives in
various stages in universities in the
region, viz.: The Virgin Islands,
Guadeloupe, and the University of
Technology, Jamaica.
RATIONALE
The project therefore advocates
that this venture, while starting at
U.W.I., St. Augustine can extend
itself in the long term to become a
cooperative regional-based
initiative, involving other libraries,
museums and archives.
METHODOLOGY
Managed and undertaken in-house
by the University Library to gain the
advantage of developing digital
imaging project experience by "active
involvement" (project management,
familiarity with technology, etc.)
METHODOLOGY
Capitalize on project experience in
order to build expertise, systems and
services best suited to the needs of
the institution.
METHODOLOGY
Recruit and train relevant personnel
for selection, document preparation
and benchmarking for quality control.
TIME FRAME
This is a four -year project:
Year 1 – Establishment Stage
Development of policy
Training
TIME FRAME
Year 2- Development stage
Scanning and indexing of materials –
undergraduates.
Technical quality control checks in-house staff.
File management – cataloguer.
TIME FRAME
Years 3 and 4 – Finishing stage
Networking
Developing of a web-based product
Development of workstations leading
to user access to the digital image, all
done by in-house staff
OUTCOME
This project aims:
 To produce a networked deliverable
electronic product of a substantial
portion of Derek Walcott’s early works,
in order to provide a new means of
scholarship.

OUTCOME
 To increase national, regional and
international audiences and further
complement the collection of his later
works held at the University of
Toronto.
PRODUCTS AND SERVICES
MARKETING
To produce CD-ROM’s, and generate
thumbnails and access images, for
example JPEG’s and /or GIF’s from
TIFF’s, and the development of
websites.
MANAGEMENT
The Campus Librarian Dr. Margaret
Rouse-Jones of the U.W.I., St.Augustine
Library has been recently named as a
member of the Regional Committee for
Latin America and the Caribbean of the
UNESCO Memory of the World, thereby
ensuring a committed Management
stake in the project.
MANAGEMENT
Collaboration between the “three
agencies mainly responsible for the
collection and oversight of” Trinidad
and Tobago’s documentary heritage:
MANAGEMENT
The National Archives
The Heritage Library of the National
Library and Information Systems
Authority (NALIS)
The University of the West Indies
Library, the West Indiana and Special
Collections Division.
MANAGEMENT
Ultimately, it is hoped that not only
would the project provide the
benchmark for similar initiatives in the
region, but also
Contribute towards collaborative
efforts with regard to the
rationalization and preservation of the
nation’s documentary heritage.
TECHNICAL REQUIREMENTS:
PERFORMANCE STANDARDS
Scanning at the highest resolution
appropriate to the informational content of
the originals
Scanning at an appropriate level of quality to
avoid rescanning and re-handling of the
originals in the future
Creating and storing a master image file that
can be used to produce derivative image files
and serve a variety of current and future user
needs
TECHNICAL REQUIREMENTS:
PERFORMANCE STANDARDS
Using system components that are
non-proprietary
Using image file formats and
compression techniques that conform
to industry standards
Creating backup copies of all files on a
stable medium
Creating meaningful metadata for
image files or collections
TECHNICAL REQUIREMENTS:
PERFORMANCE STANDARDS
Storing media in an appropriate
environment
Monitoring and recopying data as
necessary
Outlining a migration strategy for
transferring data across generations of
technology
Anticipating and planning for future
technological developments
TECHNICAL REQUIREMENTS:
HARDWARE
PC/Macintosh
Large screen monitor (preferably 21")
Planetary Scanner
Digital camera
CD-recorder
Back-up drive (DAT, zip® or jaz®)
Color/black and white printer
TECHNICAL REQUIREMENTS:
SOFTWARE
There are three types of software
needed for most digital imaging projects:
The first is the scanning software that
comes with the scanner.
The second type of software is the
image editing software, normally applied
to the image after it has been scanned.
TECHNICAL REQUIREMENTS:
SOFTWARE
Thirdly, Batch-processing software takes a
large set of files and automatically
performs the same process on them.
TECHNICAL REQUIREMENTS:
SOFTWARE
Additionally, for creating bibliographic
records for the items converted, some
kind of database management
software must also be available to the
Library. A relational database
management system is preferred here.
STORING IMAGES
Storage media:
Removable hard drives
CD-ROM
Tape
STORING IMAGES
The issue of access will be covered
using the most common "model" for
digital projects which is to store
master images offline on CD-ROM, and
to make accessible thumbnail versions
Master images may be viewed upon
request, in person, from the CD-ROM.
STAFFING
Project management
Database development and
administration
Cataloging
Computer programming
Web design
STAFFING
Subject matter specialists (curators,
archivists, scholars, librarians,
faculty, etc.)
Knowledge/experience in the
preservation of materials
Knowledge/experience in
photography
STAFFING
Artistic/graphic design
Interest in fine arts, music, art
history, humanities, sciences, and
history--any subject matter that the
digitization project may encompass.
WORK PLAN
Initial conversion starts with quality
benchmarking and assessing the
dimensions of a selected document
and its significant detail(s).
 Scanning and indexing will include the
capture, file formatting, compression,
metadata creation, quality control, and
authentication.
WORK PLAN
File management will include storage,
backup, scaling for access, error
detection, correction, and migration.
Networking will examine what is
needed for servers, protocols,
authorization, and scalable
architecture.
WORK PLAN
Display of the electronic information will
include decompression, integration with
image browser, and magnification.
Printing the electronic information will
include decompression, page language
interpretation, dithering, and scaling.
WORK PLAN
A procedure's manual developed for
managing a digital project will need to
reflect the full workflow.
IN-HOUSE RESOURCES
Digital project coordinator (Librarian)
Database development and
administration skills
CDS-ISIS database of the Derek
Walcott collection
Printed inventory of the collection
HP flat bed scanner
BUDGET: EQUIPMENT
PC/Macintosh
USD 2000
Large screen monitor (preferably 21") USD 1000
Planetary Scanner
USD 30000
Digital camera
USD 1200
CD-recorder
USD 800
Back-up drive (DAT, zip® or jaz®)
USD 300
Color/black and white printer
USD 1000
SUB TOTAL- US$36,300
BUDGET: SOFTWARE
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Image database software
Web design software
Authoring software
OCR software
Scanning software
Software for writing
and producing CD’s
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SUBTOTAL- US$ 6,400
USD
USD
USD
USD
USD
1000
200
4000
800
200
USD 200
BUDGET:
HUMAN RESOURCES
Consultant (International expert with specific
experience in a library based digital initiative.)
USD 5000
Cataloguer…(f/t)………….. USD1500x 12 mths
USD18,000
Text Keyer/Encoder (p/t) USD 450 x 12 mths
USD 5400
Imaging Technician (p/t) USD 450 x 12 mths
USD 5400
SUBTOTAL- US$33,800
BUDGET : STAFF TRAINING
Imaging, Authoring, Quality Control
USD 3000
(one full time staff member and two
undergraduates)
GRAND TOTAL
US$ 79,500
MAIN LIBRARY
THE UNIVERSITY OF THE WEST
INDIES, ST. AUGUSTINE
TRINIDAD & TOBAGO
DIGITAL INITIATIVE PROJECT
KATHLEEN HELENESE-PAUL