Digital Collection Development Policy Linda Pikula National Oceanic and Atmospheric Administration (NOAA) linda.pikula@noaa.gov OceanTeacher Global Academy Pilot Course Digital Asset Management 30 September/4 October, 2013 Kenya Marine and Fisheries Research Institute (KMFRI) OceanTeacher Regional Training Centre Mombasa, Kenya

Digital Collection Development How many of you have a written digital collection development policy?? - A written collection development policy?

Collections Development Policy Philosophy Scope Context Selection Factors Copyright Status Significance of Materials Organization and Metadata Funding Sources Limitations Digitization Categories -ongoing -special funded -user requested Maintenance/removal (includes preservation)

Example-Philosophy To gather, produce, organize, maintain, disseminate, promote and preserve digital content useful to: class? _ In need of preservation _ Unique _ Of use to the larger marine science community To Make them freely available on the web when possible (copyright issues)

Examples-Scope Focus of the digital collections will be on unique or rare content from the “institutes” “laboratories” collection The content may be created through digitization of selected analogue materials, or born-digital content

Categories of Digital library materials collected Purchased or licensed materials e-journals, e-databases (these materials are not owned, but licensed generally) Material that has been digitized Links and pointers to Internet resources of significant value to your institutes mission and goals

Context Digital collection development has now evolved and matured to a third stage, where simply serving useful digital collections effectively to a known constituency is not sufficient. Issues of cost/value, sustainability, and trust have emerged as critical success criteria for good digital collections. Objects, metadata, and collections must now be viewed not only within the context of the projects that created them, but as building blocks that others can reuse, repackage, repurpose, and build services upon. “Goodness ” now demands interoperability, reusability, persistence, verification, documentation, and support for intellectual property rights From NISO A Framework of Guidance for Building Good Digital Collections

Context continued To select, create, deliver and preserve using standards and best practices within the specific subject areas studied and collected at your institute, to support its stated mission

Selection Factors To be used for selecting content for digitization and for selecting “born-digital” materials Copyright Status Significance of the Materials Current and Potential Users Organization and Metadata The materials relationship to other held collections-perhaps held localy, regionally

Copyright Status Types: Works in the public domain Works where copyright is held locally Works where permission has been received (Thesis, contracted work? Other?) Orphan works—Class what are these?

Significance of Materials This is something for your judgement— Are the materials in demand at your institute? Would local scientists deem the works important? Cruises, expeditions, printed data? Do these materials make a good addition to existing digital collections? Eg historical weather records held in other places? Will digitization enhance their value?

Factors to Consider Is content intellectually relevant, unique, timely, in demand, in demand beyond your locale? Is language an issue? Is format an issue? Photos, maps, scripted diaries, old data sheets?

Use and Users Are these materials in fragile physical condition and current access is limited because of this? Would electronic access assist more people in using these materials? Would electronic access aggregate these materials from dispersed locations and make them easier to use?

Organization and Metadata Digital material must be organized and cataloged with proper metadata to ease access

Relationship to other material held locally, regionally or other

Funding Sources When searching for funds to digitize: Look for donors criteria which matches your digital collection priorities Look for collaborative libraries/projects with an eye toward partnering eg. ASFA, specific publishers, specific Science projects “Corals” “Coastal environments””Marine Atlases” “Historical Weather Records” “Historical or local expeditions”

Limitations Copyright or other rights not obtained Material already digitized by other international programs eg. French library programs, Hathi Trust, Google , NOAA, Biodiversity Heritage, Internet Archive, NTIS, Government Agencies, etc. Incomplete collections….

Digitization Categories Ongoing Special Funding User Requested

Maintenance (Preservation Plan) and Removal Should have a policy for removal et copyright dispute Format renewal for preservation (Anthony Smith will cover this is detail)

Credits University of California CDL, California Digital Library Amherst College, Amherst, Massachusetts U. Of Oregon U. Of Texas U. Of Chicago

Class Exercise View some of the websites for the Universities given in the Credits Or view some other digital collections of which you are aware Take Notes: What is the content? How is it organized? How is it made accessible?

Class Exercise Continued 4. Can you tell how it is funded? Is it an ongoing project, special funding 5. Can you tell if this library is cooperating/partnering with others? 6. Briefly: Outline a Digital Collection Development Policy for your organization to discuss with the class

Student Examples

Student Examples

Student Examples

Students Examples