Digitization 101: The Workshop Jill Hurst-Wahl Hurst Associates, Ltd. April 19, 2007 Copyright © 2007, Hurst Associates, Ltd. All rights reserved.

Hurst Associates, Ltd. Agenda Introductions Background Trends Who What Why How Where When Resources Wrap up

Hurst Associates, Ltd. Goals Understand the aspects of a digitization program Recognize the management concerns Identify areas for further study Generate ideas for your organization

Hurst Associates, Ltd. Introductions Who are you? Where are your from? What do you need to learn? What type of digitization program do you have in mind?

Tip: Keep track of ideas, words, programs and people that interest you today, so you can follow-up on them later.

Background

Hurst Associates, Ltd. What is digitization? Creating digital versions of analog/hardcopy materials so that sharing information is easier. …integrated, trustworthy and available for the long-term.

Hurst Associates, Ltd. Why do we digitize? To increase access –Fragile materials –Access via Internet (24/7/365) –Eliminate geographic constraints To increase/broaden your audience To support research & education Not for preservation

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Trends

Hurst Associates, Ltd. Faster / better equipment Better DAM/CMS software Institutional repositories More audio Collaboration – A flat world Crowdsourcing (e.g., PictureAustralia)PictureAustralia Mass digitization Google, Microsoft, OCA Orphaned Works

Plan Your Work & Work Your Plan

Hurst Associates, Ltd. Program/Project Plan 5W + H Start with the end in mind Project components What resources are needed? How will the project (program) be funded?

Hurst Associates, Ltd. Funding Self-funding vs. external funding Operating budget –Reallocate funds –Normalized activity –Valued & supported –Budget justification

Hurst Associates, Ltd. Grant funds –Government agencies –Private foundations –Application requirements

Hurst Associates, Ltd. Creating a Formal Plan Demos forethought & commitment Relationship to mission Needs assessment Measurable goals Outline of tasks & responsibilities Staffing & support Budget Timeline

Who What Why How Where When

Hurst Associates, Ltd. Who  Organizations CHOs Corporations Government entities Single institution projects Multi-institution collaborative programs

Hurst Associates, Ltd. Who  Staff Project Manager –Decision maker –Supervisor  Manager  Leader –Advocate –Understands the entire process/project But can’t do it all

Hurst Associates, Ltd. Staff/vendor support for every task –Someone must be responsible! –Do they need training? Generic vs. specific On-the-job (OTJ) vs. formal –Quality control?

Hurst Associates, Ltd. What? (Project Selection) Organization –Mission, vision, goals Needs assessment Issues –Funding –Staffing

Hurst Associates, Ltd. What? (Material Selection) What warrants increased access? What is difficult to access? Which items are popular? What materials are of value? Has the collection been described? Which materials can easily be cleared of IP concerns? (next slide)

Hurst Associates, Ltd. Copyright Section Definitions Section 106 – Exclusive Rights Section 107 – Fair Use Section 108 – Reproductions by Libraries and Archives Section Exemption of certain performances and displays (Educational Use)

Hurst Associates, Ltd. Privacy & Publicity In the U.S., governed by state law. Generally end at death. Privacy – The right to be left alone. –Invasion includes intrusion, appropriation of name or likeness, unreasonable publicity and false light.

Hurst Associates, Ltd. Publicity –Prevents the unauthorized commercial use of an individual's name, likeness, or other recognizable aspects of one's persona.

Hurst Associates, Ltd. Copyright Analysis Process Is the work copyrightable? Is the work copyrighted? Who owns or controls the copyright? What rights does the owner control? What rights are involved in the project? What limitations apply? What is your exposure?

Hurst Associates, Ltd. Copyright clearance can take time, and time is money.  What do you want to digitize?  How old are they?  How did you acquire them?  Do you own the rights to them?  What issues may you need to solve?

Hurst Associates, Ltd. Why? Access to: –Fragile materials –Materials that are locked away Access for: –People who cannot come on-site –Those who want to visit off-hours And: –To broaden your audience –To support research & education –To be able to repurpose

Hurst Associates, Ltd. Not Preservation Yes - preserving content Not automatically preserving the original item –Handled less? –Conservation & preservation

Hurst Associates, Ltd. How? (Conversion) Easiest and least expensive part Materials  training Materials  equipment Materials  files formats

Hurst Associates, Ltd. Where? On-site vs. off-site –Your staff vs. a vendor Decisions concerning: –Capabilities –Resources –Costs Out of pocket vs. assumed

Hurst Associates, Ltd. Bad Assumptions All equipment is the same Your equipment will suffice Using a local vendor is best All quality is the same Your staff doesn’t need more training

Hurst Associates, Ltd. Have you thought about how you will do the conversion?  If yes, what are your plans?  If no, what questions or concerns do you have?  Do you have born digital materials that you will want to include?

Hurst Associates, Ltd. How? (Access/Display) Find, search & display Info storage  retrieval Metadata

Hurst Associates, Ltd. Metadata MARC Dublin Core –Simple/Unqualified – 15 elements –Qualified – 18 elements & element refinements Encoded Archival Description (EAD)

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Hurst Associates, Ltd. Software Integrated Library System (ILS) Content Management System (CMS) Digital Asset Management (DAM) Proprietary vs. open source

Hurst Associates, Ltd. Features May Include Ingest Metadata management Customizable interface/display options Administration tools Scalable Z39.50 compatible OAI harvesting

Hurst Associates, Ltd. Terms of Use Also called: –Terms & Conditions –Conditions of Use How you expect people to use the materials. –Don’t make it a secret.

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Hurst Associates, Ltd.  What are your users’ expectations for how they can access your materials?  What will be their expectations for how they can use the materials? How might this expectation alter what you will digitize or how the material is placed online?

Hurst Associates, Ltd. Additional Text? Content overview Project background Explanations of… Links Resources Terms of Use

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Hurst Associates, Ltd. When? Often funded for defined length of time (Beginning  End) Learning curve  slow start –May not end on time Ongoing concerns: –Maintenance –Digital preservation

Hurst Associates, Ltd. Maintenance In order to be fresh, up-to-date, viable Includes: –Hardware/software updates –Modifying/correcting text –Updating links –Adding digital assets –Updating metadata

Hurst Associates, Ltd. Digital Preservation Methods of keeping digital materials alive into the future. Active process, not passive Several initiatives including: –LOCKSS –Open Archival Information System (OAIS) –Trusted repositories

Being Successful

Hurst Associates, Ltd. Key Factors for Success Mentioned by Completed Projects Understanding the process Copyright clearance Funding Staff, training, tech savviness Collaborators Time

Hurst Associates, Ltd. Equipment / space Clear organizational priorities Good communication Eliminate territorial barriers Realize that you are never finished What is standing in your way?

Hurst Associates, Ltd. In Other Words… Plan Have the right resources Create documentation and update it –Decisions and processes Get user input early and often Test Implement Market! Do the maintenance

Hurst Associates, Ltd.  What will your organization need to do in order to be successful?  What elements of a digitization program will you discuss next week with “the office”?

Wrap-Up

Hurst Associates, Ltd. Broad View of the Digitization Process** 1.Does digitization fit the org’s mission? 2.Is there a known potential audience? 3.Will digitization increase access, functionality or intellectual control?

Hurst Associates, Ltd. 4.Will digitizing these materials fill a need that is currently unmet? 5.Are the materials in the public domain or can proper rights be secured? 6.Is funding in place?

Hurst Associates, Ltd. 7.Does the staff have the correct knowledge and skills? 8.Does the organization have access to the proper equipment (h/w & s/w)? 9.Will a digital asset management system or library management system be put in place so that users can locate and access the digital assets quickly and easily?

Hurst Associates, Ltd. 10.Has the collection been adequately processed and described? 11.Will metadata be created for the digital assets? 12.Is staff or funding available to maintain and preserve the digital assets once they are created?

Hurst Associates, Ltd. Workshop Resource List Available in the Digitization 101 blog ( Look for: CIL2007: Digitization workshop resources

Hurst Associates, Ltd. Jill Hurst-Wahl AIM: jillNYS