Digitization Project Management Instructor: Geri Bunker Ingram [email protected] An Infopeople Workshop August 2005 This Workshop Is Brought to You By the Infopeople Project Infopeople is a federally-funded grant.
Download ReportTranscript Digitization Project Management Instructor: Geri Bunker Ingram [email protected] An Infopeople Workshop August 2005 This Workshop Is Brought to You By the Infopeople Project Infopeople is a federally-funded grant.
Digitization Project Management Instructor: Geri Bunker Ingram [email protected] An Infopeople Workshop August 2005 This Workshop Is Brought to You By the Infopeople Project Infopeople is a federally-funded grant project supported by the California State Library. It provides a wide variety of training to California libraries. Infopeople workshops are offered around the state and are open registration on a first-come, first-served basis. For a complete list of workshops, and for other information about the Project, go to the Infopeople website at infopeople.org. Introductions Welcome! Please share with us your Name Library Position and role within the Local History Project Also, tell us one thing we can do to make your learning successful today. August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Learning Objectives Understanding the role of planning Identifying your library’s policy issues Describing your user groups, especially those you share Understanding selection issues Learning how to organize a prototype Balancing pros and cons of outsourcing August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Agenda review 9:00—10:30 Strategic planning 10:30—10:45 BREAK 10:45—12:00 Setting policies 12:00—1:00 LUNCH 1:00—2:30 2:30—2:45 2:45—4:00 Project implementation BREAK Managing resources August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Strategic Planning Strategic Planning You Can See! The Vision shows us what to reach for... Objectives result in tangibles –designed to exemplify and further our goals. E.g., Objective = provide digital access to photography collection documenting the local citrus industry E.g., Goal = increase access to local history materials Goals move us in a direction. Mission defines our purpose, Gives shape to our efforts. Values are our roots, our foundation August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Strategic Planning Goals are furthered by concrete actions or objectives. For example, a goal of increasing access to local history materials may be supported by these objectives: by scanning and mounting a collection of citrus industry b/w photos by creating a digital exhibit on a “History day” theme August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Your Users’ Needs Are Key Current demands for electronic access Preservation for future users CA State LSTA Local History Collections for California citizens Congratulations on your winning proposals! August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Audience and Users Projects display a “fit” between users’ needs for digitized materials and unique collections Some categories of user groups that all of you share might be: General user or visitor K-16 and Life Long Learning Practitioners Researchers & Scholars Business Community Today we will explore how the digital materials may be used across the state August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. California Digital Library 10 University of California campuses Also, State Library of CA, CA Historical Society, Stanford, public libraries and more August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. CDL’s Original Charge: “Selection, building, management, and preservation of the University’s shared collections of digital resources” Online Archive of California: Manuscript, photographs, works of art held in institutions across California, both images and finding aids Counting California: Government data and statistics from state and federal agencies August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Resources Electronic journals, abstracting and indexing databases, reference sources The California Digital Library http://californiadigitallibrary.org/ The Online Archive of California http://www.oac.cdlib.org/ UC Digital Preservation Repository August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. The Big Picture At least 33 states doing statewide digitization projects Some have the benefit of partnership with leading academic centers Michigan, New Jersey, and California offer long-term preservation August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. The National Digital Library Program at Library of Congress August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Regional example: Western Waters Digital Library August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Regional example: Mountain West Digital Library August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Collaborative and Grant Funded Institute for Museum and Library Services (IMLS) and Library Services and Technology Act grants Source of “best practice” work California Digital Library Guidelines for Digital Objects Western States Best Practices Guide for Metadata. August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Format For Exercises We will start each one with independent thinking and writing. Then group discussion will follow. If several are from same library, please sit together today to discuss your local project. Everyone take 10 minutes to list reflections on these following issues, then take 20 minutes discussing in group. Please select a recorder to report out afterward. August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Exercise #1 Exploring your local environment August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Setting Policies Local library policies need to be articulated updated able to live in harmony with those of partnering libraries and the Local History Project August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Collection Development How many libraries have written policies? How many of those have included digital formats along with traditional ones? Reformatted materials only? Or also “born digital”? Time to review and refresh if written, WRITE if not! August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Intellectual Property Not just ownership Not just copyright Releases for distribution Hold-harmless for downstream use Sensitivity issues need a place too E.g., Native American Graves Protection and Repatriation Act August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Metadata Standards and Practices How many libraries do strictly MARC cataloging? How many have begun to use other standards? For the archives and manuscripts folks— Dublin Core? Standards used? Genealogy metadata standards? August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Staff Development and Outsourcing These two are related in many ways Professional development, personal goals Cost efficiencies and sustainability Mission of the organization All must try to find harmony August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Information Technology Standards IT standards include rules for network security, data, disaster recovery, etc. How many libraries here supply their own IT services? How many depend upon a parent group— e.g., a college, the city or county? August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Traditional Preservation How are your originals currently stored? How are you preparing the space for after they have been scanned? Ideally, when you handle the materials, you’ll be able to clean (and tag) them at the same time. August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Digital Preservation The surrogate (digital copy) needs preservation too Infrastructure choices determine useful life file formats technology metadata standards August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Exercise #2 Setting policies that work August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Project Implementation Workflow for Digitization Projects System architecture and integration Staffing, outsourcing Selection and preparation of materials Metadata research and authority control considerations Digitization, sampling Prototype Assess and regroup! August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. What is Metadata? Metadata is information about the digital object Good metadata helps in finding and preserving a digital object or aggregation of digital objects August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Dublin Core Metadata Element Set August 2005 Title Creator Subject Description Publisher Contributor Date Format Identifier Source Language Relation Coverage Rights Digitization Project Management Geri Ingram, DiMeMa, Inc. Implementation CDL’s guidelines Western States Best Practices Metadata classes scheduled for you this month August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Marketing Start marketing as soon as possible! Create a marketing plan identify all your stakeholders build a good communication plan Target a test collection Ask for feedback Apply it! August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Staffing Short-staffed Capable staff strained to capacity Yet new opportunities to learn and realize synergies from their efforts August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Skills Needed On Staff Project management Metadata, cataloging, description Reference experience Quality control August 2005 for metadata and for digitization (scanning) Digitization Project Management Geri Ingram, DiMeMa, Inc. Training Make this venture a team effort All staff trained in advance of the “go-live everyone is responsible for marketing! Keep up with changes with continuing education for all August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Evaluation and Data Collection Data collection is probably required CDL access figures (usage stats) Access from library website keep track of who is using keep track of access from CONTENTdm server, the software can provide usage reports to you on demand. Data from your collection-building activities August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Formal Assessment Activities Usability studies may be required Test metadata level appropriate to your target audiences can you quantify learning outcomes for students and researchers? August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Exercise #3 Workflow and Teamwork August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Managing Resources Managing Resources Vendor or partner can supply services scanning will be outsourced for this project other tasks may also be suitable Individual projects should be analyzed can any tasks be effectively shared or services bought? August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Outsourcing Rules Of Thumb 1. Respect your mission 2. Consider your library’s mission and your staff development policies first If in doubt… buy when you can, build when you must August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Advantages To Keeping The Task In-house Develop experience and knowledge More control Scanning can be adjusted as you go August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Disadvantages To Keeping It In-house Large initial and ongoing investments Limited production capability Expertise not always available Knowledge and implementation of standards Hidden costs Opportunity costs August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Possible Areas For Outsourcing Cataloging—metadata creation OCRing—Optical character recognition Segmenting—tagging for text structure Training Project management Scanning Web site design, maintenance Database (collection) Hosting (ASP) August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Service Level Agreements When receiving products and services from vendors or project partners get written agreement up front ensures smooth processing and fluid communication If you love me, put it in writing! August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. For Data Or Software And Hardware Explicit terms of delivery and installation. Guarantees of uptime and preventive maintenance scheduling. How will your software and network provider maintain (patch installation)? August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Scanning Contracts Cover much more than merely technical detail (discussed in the next workshop). Understand the mode and schedule for delivery of data (your scanned images) August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Items to Include in Contract With Online Service Providers Explicit, formal agreements on: web display retention preservation August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Budget “Digital conversion accounts for approximately one-third of the initial costs. Other costs, primarily those connected to indexing and cataloging, administration and quality control, account for the remaining two-thirds." Steven Puglia, “The Costs of Digital Imaging" RLG DigiNews Oct. 1999 August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. All Of These Have A Budgetary Component: Staff Training Equipment Software Vendor costs August 2005 Marketing Workspace Material Preparation Preservation Management Digitization Project Management Geri Ingram, DiMeMa, Inc. Time and Money Monetary value Opportunity cost of not getting something else done! Account for time given “in kind” Be vigilant in recording time spent doing tasks such as… August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Managing People Decide who will.. select, locate, identify, clean materials manage scanning contract do quality control for outsourced scanning and manage digital files create controlled vocabularies create metadata co local back ups manage the grant allocation conduct usability studies, running focus groups, writing reports August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Revenue Source Potential Digital reproduction for cost recovery Budget allocations increased use of collections higher gate-counts exhibits Gift shops, etc. August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Remember That Collaboration Yields Synergies! Optimize each partner’s contribution Optimize your year’s license to build CONTENTdm collections. Build the foundation of an ongoing digitization program August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Maintaining The Master Images CDL is absorbing the maintenance cost of your preservation masters Steve Puglia, NARA says, “Minimal maintenance of one set of master image files and access files will be 50-100% of the initial investment for the first ten years.” August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Sustainability How will you sustain this effort? CDL is offering digital preservation CDL building a metadata archive--American West In order to participate, your materials need to be harvested in standard fashion Tools have been prepared for you to make this easy August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Funding Operational budget lines broaden staff requirements and competencies Compete for grant funding Continue to write excellent proposals! August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Potential Funders Market projects that are of obvious benefit to them Example from academia: alumni associations donate to special collections to have yearbooks scanned and made accessible from the web August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Justify All Your Costs, And Take Time To Document The Successes Work with educators to design ways of measuring learning outcomes for your users Example: museums and school-teachers, state learning requirements August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Exercise #4 Project Planning August 2005 Digitization Project Management Geri Ingram, DiMeMa, Inc. Conclusion August 2005 Fill out and leave your evaluations Bring all notes and handouts materials for tomorrow Don’t forget your calculators Digitization Project Management Geri Ingram, DiMeMa, Inc.