DIGITIZATION OF PAPER DOCUMENTS OF INSTITUTE OF OCEANOGRAPHY’S LIBRARY Nguyen Thanh Van Department of Information and Library Institute of Oceanography

Introduction The Institute of Oceanography’s library founded in 1922 is the unique specialized library on oceanography in Viet Nam. It has been conserved: Most of publications and achievements on marine science of Vietnam; Many rare and precious books and collections which have high scientific and historic value on oceanography. These documents cannot be found out anywhere else in Vietnam.

Problem statement The climate causes many serious problems, so many paper documents have been damaged and decomposed; the accessibility of the old books has been limited. The easy management, accessibility and dissemination of documents are very important. The digitization is the best solution, this responds to the needs of the IOL, according to the trend of the modern library.

Problem statement (cont.) There are 2 kinds of documents need to be digitized: The rare, precious and historical documents: published in the 18th, 19th or first half of 20th centuries. These documents (57 books or collections) are out copyright. The publications of the IO from 1925 – 1975: the scientific achievements of the IO in the South East Asia waters and adjacent seas. They are owned by the IO and need to be disseminated to oceanographic communities in the world.

Problem statement (cont.) Depending on the funding, the priority will be given to the documents which are endangered or low quality paper; the value (rare, precious) of documents; the most consulted documents.

Goals of the project To digitize the paper documents above mentioned aiming to promote and disseminate the achievement of oceanographic research through the open access digitized publications; To better preserve and limit handling to the paper documents including old books, collections which are the knowledge heritage of not only our country but also the world; To respond to increasing demand for global access to IOL collections.

Project description Project partners: Library of the Institute of Oceanography (IOL) National Archive Centre IV of Vietnam (NAC IV) Institute of Scientific Information (ISI),

Project description (cont.) Working team Nguyen Thanh Van, Head of Department of Information and Library Dang Thi Hai Yen, Librarian (IOL) Vo Thi Mai, Publication expert (IOL) Participant (NAC IV) Participant (ISI) Contract employee, Informatics expert

Project description (cont.) Digitization quality Media type Conversion method Resolution Archive file format Screen presentation format Print presentation format Black and white text document, Manuscripts Flatbed scanner or digital camera I bit 600 dpi TIFF w/CCITT fax 4 compression GIF, 4 bit, 120 to 200 dpi Acrobat (PDF), 1 bit, 300 or 600 dpi Illustrations, Maps, Manuscripts 8-bit grayscale or 24-bit color, 200-300 dpi TIFF Multiple JPEG, 24-bit, 512x768, 1024x1536, 2048x3072, Quality level 50 JPEG, 24-bit, 2048x3072, Quality level 50 to 100

Project description (cont.) Work plan Activities Start End Time (months) Person/partner in charge Preparing documents 2012 2 Nguyen Thanh Van, IOL Acquisition of equipments IOL Digitization of documents and converting the image files into PDF files 2013 10 Create database for digital collections and digital asset management system ISI, IOL Setting up the metadata ISI,IOL Evaluation of products and preparation of project's final report IOL, ISI, NAV IV

Project description (cont.) Budget Items Expenses (USD) Staff (Selection and preparation of source material for digitization, Digital conversion, Metadata capture, Data management) Full-time (12 months x 1 per x 300 USD/month) Part-time (12 months x 1 per x 150 USD/month) 12,100 Equipment purchases Book Scan station (A3, 600 dpi or higher) Computer Color laser printer Movable hard disks DVD 6,500 Miscellaneous 2,000 Total 20,600

Project description (cont.) Evaluation The respected outputs will be evaluated by quantity and quality of products/works basing on the objectives, activities and work plan/timelines every three months during going-on of project and the final report. The results will be evaluated by Funders: interim reports, final report Stakeholders: interim reports, final report, the matching of the results to their specific requirements. Users: questionnaires, feedback on the IO’ s website Project is expected to be complete in one year.

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