“DIGIPORT” – “Digitization of three technical report series of the Cuban Institute of Oceanology" Good morning, I am presenting is in fact very interesting! Its acronym is DIGIPORT, because it deals with the digitization of three technical report series of the Institute of Oceanology of Cuba. Martha M. Rivero Fernández mrivero@oceano.inf.cu

Technical report series to digitize: Estudios (1967-1968) “DIGIPORT” – “Digitization of three technical report series of the Institute of Oceanology of Cuba" Technical report series to digitize: Estudios (1967-1968) Informe Científico-Técnico (1978-1981) Reporte de Investigación (1982-1992) These are the three series to digitize Estudios, Informe Científico-Técnico, and Reporte de Investigación. Why??? Relevance Availability Physical deterioration

“DIGIPORT” – “Digitization of three technical report series of the Institute of Oceanology of Cuba" Source: http://static.howstuffworks.com/gif/ocean-current-7b.jpg

“DIGIPORT” – “Digitization of three technical report series of the Institute of Oceanology of Cuba"

INTEGRATION WITH OTHER INSTITUTIONS MINBAS CEAS CEBIMAR CIMAB CICA CNAP ANC IGT FB. UH CIM GEOCUBA ISPJAE MNHN IGA CIP. MIA INSMET MINFAR Ofic. Nac. Hidrog IGP IES IPK FINLAY G. Riesgos AMA MININT Desarrollo local sobre bases de Sostenibilidad Salud Pública Producción de alimentos para sustituir importaciones Bienes y Servicios de Base Biotecnológica Servicios Científico – Técnicos de alto Valor Agregado Enfrentamiento al Cambio Climático Conservación y uso racional de los recursos naturales L E Y E N D A Defensa Otros organismos CITMA

“DIGIPORT” – “Digitization of three technical report series of the Institute of Oceanology of Cuba" Problem Statement The technical report series Estudios, Informe Científico-Técnico, and Reporte de Investigación require timely digitization, since they have suffered progressive physical deterioration due to unsuitable environmental storage conditions (high humidity, no air conditioning) and low paper quality. But IDO does not have the financial resources to purchase the equipment necessary to carry out this work. There are very few copies of these publications available worldwide, thus they are valuable and worth preserving, for both Cuba and the Caribbean region, as baseline information for evaluating the effects of Climate Change and pollution on coastal and marine environment, biodiversity and the sustainable use of marine resources.

“DIGIPORT” – “Digitization of three technical report series of the Institute of Oceanology of Cuba" Goal: All the physical, chemical, geological and biological information contained in the technical report series Reporte de Investigación, Estudio and Informe Científico-Técnico is in digital format, easily accessible online to the national and international scientific community, and archived at the three national depository libraries to ensure preservation, as required by Cuban legislation.

“DIGIPORT” – “Digitization of three technical report series of the Institute of Oceanology of Cuba" Objectives: Digitize all printed issues of the technical report series Estudios, Informe Científico-Técnico, and Reporte de Investigación. Store digital documents in a standard format (PDF/A) to facilitate consultation. Make available to the national and international scientific community the complete collections of these publications as Open Access information via the Digital Library at the institutional website and IODE’s OceanDocs Repository. Archive copies of digitised collections at the three national depository libraries to ensure preservation (as required by Cuban legislation). Dissemination of project results.

“DIGIPORT” – “Digitization of three technical report series of the Institute of Oceanology of Cuba" Tasks: Acquisition of the necessary equipment. Digitizing, OCR and editing documents. Storage in a standard format (PDF). Quality control to ensure project success. Organizing documents in the Digital Library at the institutional Intranet. Uploading documents to OceanDocs for visibility. Archiving copies of digitized collections at three national libraries to ensure preservation. Preparation of the Final Project Report. Presentation of project results at an international event or publication in a newsletter related to marine information.

“DIGIPORT” – “Digitization of three technical report series of the Institute of Oceanology of Cuba"

“DIGIPORT” – “Digitization of three technical report series of the Institute of Oceanology of Cuba" Evaluation Evidence of project progress will be the number of uploaded scanned documents that will be gradually placed in the Digital Library at the institutional website, including a hit counter to determine the amount of benefited users, and in OceanDocs Repository, which also provides statistical access information. Outcomes will also be evaluated through the Final Report at project completion

Total requested amount: $15,135.00 USD “DIGIPORT” – “Digitization of three technical report series of the Institute of Oceanology of Cuba" Budget Grant Total requested amount: $15,135.00 USD purchase of required equipment - $12,835 USD hiring a quality control expert - $ 300 USD travel & subsistence - $2,000 USD IDO In-kind Total amount: $ 1,080.00 USD salaries - $ 880 USD Web and Internet - $ 100 USD overhead expenses - $ 100 USD

The work team is composed of: “DIGIPORT” – “Digitization of three technical report series of the Institute of Oceanology of Cuba" The work team is composed of: - A project manager: responsible for planning and managing project resources and disseminating results through IDO’s website and the OceanDocs Repository. - A specialist in Library and Information Science for workflow design, quality control and metadata preparation. - A technician in Information Science for scanning documents. - An IT specialist to design the website search aid, hit counter and other necessary elements to support the project.

“DIGIPORT” – “Digitization of three technical report series of the Institute of Oceanology of Cuba" Sustainability Thanks to the contribution of this project, our Scientific Information Department will have the necessary equipment to continue digitising our library collections relevant to topics like Climate Change, pollution in coastal and marine environment, biodiversity, species management, and sustainable use of marine resources. Archiving To ensure preservation, as required by Cuban legislation, copies of all digitised documents will be archived at the three national depository libraries: José Martí National Library (BNCJM), Elvira Cape Provincial Library in Santiago de Cuba, and Rubén Martínez Villena Public Library.

Possible Collaboration Partners National “DIGIPORT” – “Digitization of three technical report series of the Institute of Oceanology of Cuba" Possible Collaboration Partners National Fisheries Research Centre (CIP, http://www.cubamar.cu) José Martí National Library (BNCJM, http://www.bnjm.cu/) Elvira Cape Provincial Library in Santiago de Cuba (http://www.cultstgo.cult.cu/biblioteca/index.htm) Rubén Martínez Villena Public Library (http://www.bpvillena.ohc.cu) National Public Library System National Archive of the Republic of Cuba (http://www.arnac.cu/redciencia/): Red de la Ciencia Cubana

Possible Collaboration Partners International “DIGIPORT” – “Digitization of three technical report series of the Institute of Oceanology of Cuba" Possible Collaboration Partners International IAMSLIC Latin Group (http://www.biblioteca.cicimar.ipn.mx/iamslic) ASFA (http://www.fao.org/fishery/asfa/en)

Possible Funding Agencies UNESCO: “Information for All Programme (IFAP)” ASFA