“Can you digitise this for me please?” The University of Auckland's approach to managing digitisation proposals John Garraway Digital Services & Information Commons Manager ITSIG Webinar Series II 11 th October 2011

It starts like this... “We have a COLLECTION...” “We’re holding an EVENT...” “We want a DATABASE...”

...and ends like this “...AND IT WOULD BE REALLY GOOD IF YOU COULD HELP US. CAN YOU DIGITISE THIS FOR ME PLEASE?”

This raises lots of questions about... RIGHTS USE & REUSE AUDIENCE ACCESS & DISCOVERY COLLECTION SELECTION & PRIORITIES FORMAT MANAGEMENT & STORAGE ASSET CREATION & DESCRIPTION ASSET PRESERVATION & RECOVERY

People are very interested in... USE & REUSE AUDIENCE ACCESS & DISCOVERY

People NOT so interested in... RIGHTS COLLECTION SELECTION & PRIORITIES FORMAT MANAGEMENT & STORAGE ASSET CREATION & DESCRIPTION ASSET PRESERVATION & RECOVERY

So we made a questionnaire DEFINE REQUIREMENTS UNDERSTAND EXPECTATIONS EVALUATE POTENTIAL AVOID SCOPE CREEP MANAGE RESOURCES CHECKLIST FOR COMPLETION

Our approach to managing proposals Digital Collection Development Framework RIGHTS USE & REUSE AUDIENCE ACCESS & DISCOVERY COLLECTION SELECTION & PRIORITIES FORMAT MANAGEMENT & STORAGE ASSET CREATION & DESCRIPTION ASSET PRESERVATION & RECOVERY

RIGHTS USE & REUSE 1 Is the material out of copyright? YES NO If no, who owns the copyright? Do we have clearance from the copyright holder? YESNO If yes, are there any terms and conditions imposed on its use or reuse? YESNO If yes, what are the terms and conditions?

RIGHTS USE & REUSE 2 –Based on above terms and conditions, is this material suitable for an open or closed digital collection? OPEN CLOSED –If suitable for an Open collection what Creative Commons NZ Aotearoa licence would be applied? (BY-NC-ND) Attribution, Non Commercial, No Derivatives (BY-NC-SA) Attribution, Non Commercial, Share Alike

AUDIENCE ACCESS & DISCOVERY 1 –Who is the audience for this material? (select one) Authorised University of Auckland users only University of Auckland users + public

AUDIENCE ACCESS & DISCOVERY 2 –Based on audience, where can this material be accessed and discovered? (select those which apply) Data source UOA aggregator National aggregator /s (specify which) Web scale aggregator /s (specify which)

COLLECTION SELECTION & PRIORITIES 1 –Does the material fit the selection criteria of an existing digital collection? YESNO If yes, specify which one Is this material a new sub-collection or series? YESNO Has this material been identified as a priority for developing this collection? YESNO

COLLECTION SELECTION & PRIORITIES 2 If a new collection, which of the following best describes the material’s content? (select one) Archive or Special Collection Teaching & Learning material Research output

COLLECTION SELECTION & PRIORITIES 3 –What criteria would be used to select and prioritise material to add to this new collection? (Rank from highest to lowest) Demand At risk Rarity Replacement Reuse Clearance Value as Evidence Value as Resource

FORMAT, MANAGEMENT & STORAGE 1 –What format best describes the scope of the material? (Select those which apply) Text Image Multimedia Index

FORMAT, MANAGEMENT & STORAGE 2 –What system is best suited to manage and deliver this material? (considering format and decisions made regarding sections 1, 2, and 3) B-engine DSpace DigiTool Other

FORMAT, MANAGEMENT & STORAGE 3 –How many objects are anticipated to be in the collection? –Which server will they be stored on?

ASSET CREATION & DESCRIPTION –What are the minimum standards for asset creation? –What are the minimum standards of metadata required? –Who is involved in the workflow? –Who is responsible for Quality Control? –Can Users contribute to metadata?

ASSET PRESERVATION & RECOVERY –Is a preservation copy of each asset required? –Is a DR version of the delivery system required?

Example 1 Early NZ Statutes No Crown Copyright Open Access BY-NC-SA All Users Own site Google New Collection / Early Theme Archival Special Collection Demand / Reuse/ At Risk / Value as a resource Text B-engine Library Server PDF Title Year Keyword in context Law & Digital Services Back Up Copy

Example 2 Art History Images Copyright Educational License Closed Access Authenticated Users only Own collection Discovery layer Existing collection Teaching & Learning Demand / Value as a resource Image DigiTool Migrated from InMagic Fine Arts Digital Services DR Version of Digitool

Supporting Goals Strategy Commitment to open access Commitment to exposing content through different discovery platforms to appropriate audience Integration with Collection Development Format driven asset management and storage Digitising for access Post – DIGITISATION enrichment or enhancement Preservation an opportunity for partnership

SEE MORE DIGITAL COLLECTIONS

QUESTIONS OR DISCUSSION