John Oxley Library Digitisation Policy
CONTENTS
1. Introduction
2. Goals
3. Principles
4. Selection of material
5. Access to digitised collections
6. Approaches to digitisation
7. Management of digitised collections.
8. Standards
9. Preservation of original materials.
10. Provisions for public consultation
11. Marketing and promotion
12. Policy review
1. INTRODUCTION
An important goal of the Library Board of Queensland, in terms of the Libraries and Archives
Act 1988 and subsequent amendments, is to collect, arrange, preserve and provide access to a
comprehensive collection of library, archival and other resources relating to Queensland or
produced by Queensland authors. Within the State Library of Queensland, this responsibility is
predominantly undertaken by the John Oxley Library. In the past, this has meant collecting and
preserving print-based and similar material. While the Library will continue to collect material
in these formats, an important goal is to provide additional access to holdings via electronic
means, including through digitisation of selected material.
The Library recognises that Queenslanders, as well as those living outside Queensland,
increasingly expect direct access to information resources at locations and times of their
choosing for instance via the Internet. Enhancing access through additional means, such as
digitisation, will assist the Library to meet this increasing expectation.
(The assistance of the National Library of Australia in the development of this policy is
acknowledged)
2. THE LIBRARY’S DIGITISATION GOALS
By digitising its collections, the Library will:

Enable users, regardless of location, to directly access and use a range of digitised
materials relating to Queensland and Queenslanders.
1
John Oxley Library Digitisation Policy 31/10/00

Promote an understanding of Queensland and the Queensland experience to those who
may access the collections from interstate and overseas.

Increase access to and help to preserve rare and fragile collections by providing digital
surrogates.
Additionally, and subject to resources being available, the Library will also undertake to meet the
following associated goals:

Undertake to collect, preserve and provide access to electronic material in physical
format deposited as a result of the Library’s legal deposit role.

Undertake to collect, preserve and provide access to a range of Queensland material
published via the Internet.

Undertake to collect, preserve and provide access to a range of material produced by
Queensland authors, including material published in electronic format.
3. PRINCIPLES
The following principles will provide a foundation for the Library’s digitisation activities:
Purpose:
a. The prime purpose of digitisation activities will be to enhance access to the Library’s
collections. A secondary aim will be to preserve rare and fragile collection items by
developing and providing digital surrogates.
Selection of materials/collections for digitisation:
b. The highest priority for digitisation will be materials relating to Queensland and
Queenslanders.
c. Subject to resource constraints, digitisation activities will be undertaken as an important
part of routine Library activities, as well as through special projects.
d. Materials to be digitised as part of special projects will be chosen by applying agreed
selection criteria (refer Section 4).
e. Digitisation will be undertaken in accordance with the Copyright Act, the Libraries and
Archives Act and other relevant legislation.
f. The Library will not aim to digitise its entire collection, and the focus will be on unique
material. However, subject to available resources, the Library will endeavour to provide a
critical mass of digital information from parts of its collections, that will enhance
2
John Oxley Library Digitisation Policy 31/10/00
community knowledge and awareness of Queensland’s history and development.
g. Digitisation and the management of digital objects will be undertaken in the most
efficient and effective manner possible. Once materials selected have been digitised, the
master copy will be held in a central location. It is planned that different renderings will be
made available via a range of access paths, with the library’s catalogue as the primary path.
h. Digital projects will also cover the consideration of management of storage space for
digital on-line products. Technological advances will be used to centrally enhance
access.
Access to digitised materials/collections:
i. In addition to converting materials to digital format for access, the Library will also
present digital material to users by means of online exhibitions and publications, which
are readily accessible with standard PC configurations. These online products will also
enable users to discover other Library materials and services. These online versions may
involve interpretation of the content of these collections
j. The use and reproduction of items in the digitised collections will be in accordance with
Library policies on access and user charging and as detailed in the Library’s scale of fees.
This will involve attribution of the work, acknowledgment of the Library as the source,
and identification of any copyright restrictions.
k. The Library’s digitisation activities will be responsive to the needs of users.
Preservation of materials/collections:
l. The digitisation of items in the collection will not diminish the Library’s commitment to
the preservation and care of these items. The digitisation process will not endanger these
items, while the resulting digital surrogates will reduce the need for future handling of the
items. Collections that would be damaged by the digitisation process will not be scanned.
If it is essential to digitise an item that is unsuitable due to its chemical or physical
structure, a photographic copy should be created and used for the scanning phase.
Digital versions of materials will represent originals as closely as possible. Images will
not be manipulated, except to compensate for defects in equipment.
Collaboration with other institutions:
The Library will seek opportunities to work collaboratively (on its own behalf and in
conjunction with the State Library of Queensland Foundation) with other institutions on
digitisation projects, and the Library will minimise any duplication of the digitisation activities
of other institutions.
3
John Oxley Library Digitisation Policy 31/10/00
4. SELECTION OF MATERIALS FOR DIGITISATION
Material will be chosen for digitisation based on a number of considerations.
The Library will aim to digitise a range of material in its collection, including microfilm, sound
and images, as this will encourage use of the Library’s collection by a wide range of users.
However, pragmatic considerations of the cost and level of expertise required to complete
projects may initially limit the range of activities undertaken.
The Library’s digitisation activities will be undertaken in accordance with the Copyright Act and
other relevant legislation, in particular the Libraries and Archives Act and taking account of a
number of new or emerging areas of responsibility, as follows:

Queensland electronic material produced in physical format and deposited pursuant to the
Library’s role as the legal deposit library.

Material produced by Queensland authors, including material produced in electronic format.

Queensland material produced/published via the Internet.
When possible, permission to digitise material will be negotiated when material is acquired. The
Library will aim to digitise materials for which copyright restrictions have expired, and those for
which copyright restrictions still apply, where these copyright materials constitute an essential
part of the collection. Given the cost of negotiating copyright permission after acquisition, the
Library’s digitisation activities will initially focus on material free of copyright restrictions.
The Library may undertake projects that are thematic or format based. Format based projects
would involve the digitisation of collections of similar materials (such as photographs or
ephemera), although the subject matter could be diverse. Thematic projects will involve the
digitisation of different parts of collections on the same subject or agent. It is recognised,
however, that thematic projects — which involve a substantial amount of searching for relevant
materials in collections — will require a greater resource commitment than format based
projects, and will result in incomplete digital collections.
The following criteria will apply:
(a) Projects that will increase access to the materials. This will include projects to digitise:

Items of key historical or intellectual content, ‘state treasures’

Collections in medium/high demand.

Material not readily accessible due to conservation or security considerations.

Items that are relatively unknown, for which digital access could be expected to increase
demand for and interest in the items; and,
4
John Oxley Library Digitisation Policy 31/10/00

Projects to digitise new acquisitions in certain formats.
(b) Projects that will contribute to the preservation of Library material. While recognising that
digitisation will not cancel the need to preserve original items, digitisation will assist
preservation goals by reducing the need for originals to be physically handled.
(c) Projects that will increase the utility of the items. This will include projects to digitise:



Items that are easier to navigate and handle in digital form.
Collections for which digitisation would add to the ways in which the material can be
used; and,
Collections which will complement other digital collections by allowing materials to be
compared and contrasted.
(d) Projects for which there is an institutional imperative, including:



Projects which will result in efficiency gains for the Library by reducing the cost of
maintaining and providing physical access to heavily used items;
Projects that have the potential to attract funding or to generate income through
marketing; and,
Projects that have the potential to attract or promote additional digitisation activities.
(e) Projects that will provide context to other collections, including projects that will supplement
or complement existing digital collections, for example the digitisation of ephemera or other
material.
(f) Projects or ad hoc requests where the full cost of digitisation is born by another agency or
individual.
5. ACCESS TO DIGITISED COLLECTIONS.
The Library will use established and new approaches to ensure that the widest possible levels of
access to its digitised collections are provided.
Digitised collections will be arranged in ways that are easy for users to access and navigate.
Items within collections will be linked to catalogue records, appropriate and relevant Web Sites
and/or other finding aids, as appropriate. Facilities to allow cross-collection searching, browsing
and searching according to material type will be provided.
Simple and advanced search interfaces will be provided to cater for both infrequent users with
straightforward information needs and more advanced researchers who may require sophisticated
search facilities.
5
John Oxley Library Digitisation Policy 31/10/00
In order to obtain the highest cost-benefit from digitisation initiatives, the Library will address
indexing, medatada and digital object delivery issues at the beginning of the process of planning
for the digitisation of collections or the production of multimedia publications.
6. APPROACHES TO DIGITISATION
The following strategies will be used to support the Library’s digitisation activities:




Where possible, digitisation activities will be integrated with routine, mainstream
activities, and will be ongoing;
Special projects involving the digitisation of specific materials will be undertaken;
Scanning will be undertaken in-house by Library staff or out-sourced, depending upon
the nature of the project; and
Expertise to support digitisation activities will be drawn from different parts of the
Library as required, and staff will be supported to further develop this expertise.
7. MANAGEMENT OF DIGITISED COLLECTIONS.
Digital collections will be managed in the most effective and efficient manner possible. The
priorities guiding the development and/or enhancement of systems to manage digital collections
will be consistent with those outlined in the Library’s Digital Strategic Plan.
8. STANDARDS.
The Library is committed to maintaining appropriate standards for managing information
materials. Access, use and long-term preservation of digital items depend on the use of suitable
standards. Accordingly, the Library will adhere to established, internationally accepted
standards. Where such standards do not exist, the Library will liaise with the National Library of
Australia and other relevant institutions to identify and adopt international best practice. In cases
where business priorities demand it, the Library will also set best practice and contribute to the
development of standards.
Materials will be digitised to a resolution deemed appropriate to the material and the type of use
it is likely to attract. Access technologies will be used that allow both the greatest levels of
current access, and flexibility in the future to exploit new technologies as they emerge.
9. PRESERVATION OF ORIGINAL MATERIALS.
Practices and procedures for digitisation will be developed that are consistent with the
conservation requirements of the original materials. For example, staff and contractors will be
trained in the appropriate handling of materials and monitored. Additionally, digitisation
practices and procedures will be examined in order to identify opportunities to work
collaboratively with Preservation Services in order to increase the physical preservation of
objects. This would be expected to include activities such as preservation treatment prior to
scanning and rehousing which will extend the life of the original materials.
6
John Oxley Library Digitisation Policy 31/10/00
10. PROVISIONS FOR PUBLIC CONSULTATION.
The Library recognises that its users—both current and potential—should be involved in
decisions concerning the materials to be digitised and the most useful presentation and access
mechanisms. Accordingly, the Library will consult, as appropriate, with a range of representative
groups in relation to its digitisation activities.
11. MARKETING AND PROMOTION.
The Library recognises that digital collections, like other Library services, need to be marketed
in order to ensure that the largest possible range of user groups are aware of the collections, and
the greatest possible return for the cost of digitising is achieved. Accordingly, a range of
strategies will be developed to raise awareness and use of the Library’s digitised collections.
13. POLICY REVIEW
A review of this Digitisation Policy will be undertaken every three years.
7
John Oxley Library Digitisation Policy 31/10/00