Digitization Projects: Internal Development vs. Outsourcing Production or D.I.Y. vs. The Pros

Project Motivations Do It Yourself - F&M In 2001/02, the F&M Library was interested in creating its first digital collection. The 2002 LSTA grant application provided the catalyst to conceptualize (and potentially fund) the library’s first digital project! The Pros - Olive In 2003/4, the College Archives was interested in digitizing the F&M student newspaper to increase access and ensure ongoing preservation. Olive software provided the means to achieve these goals, and create a keyword searchable index for the first time.

Project Scope Do It Yourself - F&M Digitize 325 pieces (644 pages) of military and family correspondence from the Reynolds Family Papers. Digital content managed with Cumulus software and hosted on the F&M library web server. The Pros - Olive Digitize and OCR 14 years ( ) of the F&M student newspaper, The College Reporter. Scan 6 reels of 35mm microfilm and perform Olive distillation and processing (5,510 pages) OCLC to host Olive data and web interface for three years.

Project Funding Do It Yourself - F&M Initial project funded through 2002 Library Services and Technology Act (LSTA) grant award of $15,000. F&M contributed $4,000 in indirect costs for professional conservation of letters, and participation in the Digital Training Workshop, Cornell Univ. The Pros - Olive Initial project fees funded through the Friends of the Library and the office of former F&M president Richard Kneedler. Ongoing storage fees absorbed into Electronic Resources annual budget cycle.

Project Staffing Do It Yourself - F&M F&M Archives and Special Collections: 1 administrator, 3 technicians LSTA granting agency: 1 administrator Total 5 (F&M 4, Other 1) The Pros - Olive F&M Archives and Special Collections: 1 administrator OCLC Preservation Service Centers: 1 administrator, 3 technicians OCLC Digital and Preservation Solutions: 2 administrators, 2 technicians Total 9 (F&M 1, Other 8)

Project Technology Do It Yourself - F&M Epson 1660 Scanner with Epson Smart Panel driver software. Powerbook G4 Laptop Cumulus 5.5 Single User Edition image management software. Microsoft Word (MS Office 2000) Microsoft Windows 2000 Server The Pros - Olive Scanning and PipeX  distillation of all newspaper images. ActivePaperArchive  created and sent to OCLC Olive Hosting, Dublin, Ohio. Olive web interface customized for F&M. All image files and metadata recorded on to DVD and shipped to F&M.

Project Initial Costs Do It Yourself - F&M Grant Equipment and Supplies $7, Grant Staff (part-time) $3, Total - $10, The Pros - Olive Scanning and Distillation of 5,510 pages $7, Olive Hosting for 3 years ($.10 per page) $1, $1,000 set up fee. Other Charges (DVDs, shipping, etc.) $55.00 Total - $9,760.80

Project Maintenance Do It Yourself - F&M Windows 2000 Server maintenance, security, and upgrades. Web interface maintenance and statistics. The Pros - Olive Virtually no maintenance Olive Hosting contracts, invoices, etc.

Project Ongoing Costs Do It Yourself - F&M Virtually no short-term ongoing costs, standard server and software upgrades. Note: potential long-term costs in migrating content and images to another system. The Pros - Olive Olive Hosting fee of $.10 per page. For the F&M newspaper, a cost of $551 per year for current content ( ). Hosting fees will increase as new content is added.

Project Timelines Do It Yourself - F&M LSTA grant monies received September Quarterly grant progress reports due Sept 2002, Dec 2002, and March Project finished May 31, Final grant report submitted June Total - 9 months The Pros - Olive OCLC quote sent to F&M in January F&M microfilm scanned in February ActivePaperArchive  produ ced and sent to Dublin, Ohio in April Olive Hosting of F&M content and web interface established in May Total - 5 months

Project Conclusions - D.I.Y. Benefits to D.I.Y. More control of project staff, procedures, timeline, final web interface. Little to no ongoing costs, contracts, or invoicing. Once completed, technical infrastructure in place for future D.I.Y. projects. Driver vs. Passenger Challenges to D.I.Y. Greater technical proficiency needed. Hiring and training of project staff. Available space and technical infrastructure to support “scanning shop.” Ongoing web server maintenance and security.

Project Conclusions - The Pros Benefits to Outsourcing Very quick from start to finished product. Very little institutional staff needed. Only cursory technical knowledge needed. Standardization of scanning technologies, file types, web interfaces, etc. Passenger vs. Driver Challenges to Outsourcing Potential vendor instability, price increases. Less control of project details, timeline, final web interface. Can cost more than D.I.Y., especially storage and licensing costs over time.

Future Projects Do It Yourself - F&M F&M will serve as a pilot institution for the new OCLC Content Cooperative Project. The project will explore a new method of uploading digital content directly into WorldCat using the Connexion cataloging tool. The Pros - Olive F&M has digitized the next 22 years ( ) of The College Reporter, and will make the expanded collection available to the public in December 2005.

Christopher M. Raab Archives and Special Collections Librarian Franklin and Marshall College PO Box 3003 Lancaster, PA Tel F&M Archives & Special Collections