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.
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Transcript 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.