Digitization Project
Management
Instructor:
Geri Bunker Ingram
geri@dimema.com
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
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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
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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
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9:00—10:30 Strategic planning
10:30—10:45 BREAK
10:45—12:00 Setting policies
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12:00—1:00
LUNCH
1:00—2:30
2:30—2:45
2:45—4:00
Project implementation
BREAK
Managing resources
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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
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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:
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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
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Current demands for electronic access
Preservation for future users
CA State LSTA
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Local History Collections for California citizens
Congratulations on your winning proposals!
August 2005
Digitization Project Management
Geri Ingram, DiMeMa, Inc.
Audience and Users
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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:
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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
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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:
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“Selection, building, management, and
preservation of the University’s shared
collections of digital resources”
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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
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Electronic journals, abstracting and
indexing databases, reference sources
The California Digital Library
http://californiadigitallibrary.org/
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The Online Archive of California
http://www.oac.cdlib.org/
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UC Digital Preservation Repository
August 2005
Digitization Project Management
Geri Ingram, DiMeMa, Inc.
The Big Picture
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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
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Institute for Museum and Library Services (IMLS) and
Library Services and Technology Act grants
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Source of “best practice” work
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California Digital Library Guidelines for Digital Objects
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Western States Best Practices Guide for Metadata.
August 2005
Digitization Project Management
Geri Ingram, DiMeMa, Inc.
Format For Exercises
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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
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How many libraries have written policies?
How many of those have included digital
formats along with traditional ones?
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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
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Not just ownership
Not just copyright
Releases for distribution
Hold-harmless for downstream use
Sensitivity issues need a place too
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E.g., Native American Graves Protection and
Repatriation Act
August 2005
Digitization Project Management
Geri Ingram, DiMeMa, Inc.
Metadata Standards and
Practices
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How many libraries do strictly MARC cataloging?
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How many have begun to use other standards?
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For the archives and manuscripts folks—
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Dublin Core?
Standards used?
Genealogy metadata standards?
August 2005
Digitization Project Management
Geri Ingram, DiMeMa, Inc.
Staff Development and
Outsourcing
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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.
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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
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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
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The surrogate (digital copy) needs
preservation too
Infrastructure choices determine useful life
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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
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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?
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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
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August 2005
Title
Creator
Subject
Description
Publisher
Contributor
Date
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Format
Identifier
Source
Language
Relation
Coverage
Rights
Digitization Project Management
Geri Ingram, DiMeMa, Inc.
Implementation
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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!
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Create a marketing plan
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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
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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
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Project management
Metadata, cataloging, description
Reference experience
Quality control
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August 2005
for metadata and
for digitization (scanning)
Digitization Project Management
Geri Ingram, DiMeMa, Inc.
Training
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Make this venture a team effort
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All staff trained in advance of the “go-live
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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
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Data collection is probably required
CDL access figures (usage stats)
Access from library website
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keep track of who is using
keep track of access from CONTENTdm server,
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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
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Usability studies may be required
Test metadata level
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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
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Vendor or partner can supply services
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scanning will be outsourced for this project
other tasks may also be suitable
Individual projects should be analyzed
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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
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2.
Consider your library’s mission and your
staff development policies first
If in doubt…
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buy when you can, build when you
must
August 2005
Digitization Project Management
Geri Ingram, DiMeMa, Inc.
Advantages To Keeping The
Task In-house
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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
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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
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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
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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
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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
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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
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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:
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Staff
Training
Equipment
Software
Vendor costs
August 2005
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Marketing
Workspace
Material
Preparation
Preservation
Management
Digitization Project Management
Geri Ingram, DiMeMa, Inc.
Time and Money
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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
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Digital reproduction for cost recovery
Budget allocations
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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!
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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
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CDL is absorbing the maintenance cost of
your preservation masters
Steve Puglia, NARA says,
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“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
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How will you sustain this effort?
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CDL is offering digital preservation
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CDL building a metadata archive--American West
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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
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Operational budget lines
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broaden staff requirements and
competencies
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Compete for grant funding
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Continue to write excellent proposals!
August 2005
Digitization Project Management
Geri Ingram, DiMeMa, Inc.
Potential Funders
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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
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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
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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.