1. How much does and should digitization cost? Nikki Ferraiolo (moderator) CLIR | @nkferraiolo |@CLIRHC clir.org/hiddencollections Sandra McIntyre Mountain West Digital Library @MWDigLib | mwdl.org Joyce Chapman Duke University Libraries bit.ly/1Nd0XAB Jennifer Palmentiero Southeastern New York Library Resources Council | senylrc.org #DPLAfest | Friday, April 15, 2016

2. The DLF Digitization Cost Calculator Joyce Chapman DPLAfest April 15, 2016

3. DLF Assessment Interest Group (AIG) You do not need to be a member of DLF to join/participate! DLF AIG Google Group and listserv: http://bit.ly/1G6EWQp DLF Assessment Interest Group wiki, including links to all the white papers and best practice documents and tools: http://wiki.diglib.org/Assessmenthttp://wiki.diglib.org/Assessment Founded in 2014, the AIG currently has five working groups: Cost assessment, Metadata, User studies, Web Analytics, and Cultural Assessment.

4. Cost Assessment Working Group: goal To aggregate and make freely available a large set of time/cost data on the performance of various tasks involved in the digitization process, in order to assist organizations in digitization project planning and benchmarking. We are doing this through the Digitization Cost Calculator project (see beta version of tool here http://statelibrarync.org/plstats/digitization_calculator.php). http://statelibrarync.org/plstats/digitization_calculator.php

6. What it is Currently not scoped to include AV materials Institutions contribute data they collect during digitization and prep “Data” = only time data; costs are calculated for folks using the calculator based on their own input parameters Calculator does not include vendor costs at this time, only in-house We built the tool, but it’s only as good as the data the community contributes!

7. Process and products Beta version of the Digitization Cost CalculatorBeta version of the Digitization Cost Calculator, October 2014 BibliographyBibliography, May 2015 Processes & definitions for cost assessment data collectionProcesses & definitions for cost assessment data collection, June 2015 WireframesWireframes for the Digitization Cost Calculator 2.0, August 2015 Next step: Digitization Cost Calculator 2.0 (but we need more data submissions before we can build it! http://bit.ly/1qu4i45)http://bit.ly/1qu4i45

8. Processes included in the Calculator v 2.0 Image capture (6 device types) Quality control (3 levels) Descriptive metadata (3 levels) Preparation of original materials Condition review Disbinding Fastener removal Flattening Rights review Sorting materials into items Supporting Unique identifier assignment Post-processing Alignment/rotation Background removal Clean up / dust removal Color correction & tonal adjustments Cropping images Stitching Post-preparation De-sorting Re-binding Re-fastening

10. Sign up for the Day of Data in June: Collect and contribute just one day of data to the Calculator in whichever fields you want – see more info in the call for participation http://bit.ly/1qu4i45http://bit.ly/1qu4i45

11. The regular workflow for submitting data Call for data submissionsCall for data submissions (a document that explains what we’re doing and tells you how to contribute your data) Data submission formData submission form (the actual online form for submitting data), or just copy this link http://bit.ly/1LV9oxIhttp://bit.ly/1LV9oxI NOTE: All data submitted to this project will be publicly available, both via aggregate calculations made by the calculator, and listed by institution on a separate reference page of the calculator’s website.

12. Thank you! Joyce Chapman joyce.chapman@duke.edu Day of Data registration: http://bit.ly/1qu4i45http://bit.ly/1qu4i45 DLF AIG Cost Assessment group: https://wiki.diglib.org/Assessment:Costshttps://wiki.diglib.org/Assessment:Costs

13. Digitization Pricing by a Regional Collaborative

14. Formed in 2001 as a program of the Utah Academic Library Consortium Mountain West Digital Library

15. Hosting Hubs 31 repositories at 23 hosting centers in 6 states

16. Distributed services

17. Types of resources Photographs, maps, artworks, scholarly documents, music, sounds, videos, books, vital records, finding aids, and more! Over 1,000,000 items in 825 collections

18. Distributed services

19. Three Tiers Collections Partners Tier (“Partners”) – Own and manage collections Hosting Tier (“Hubs”) - Host the digital materials Central Aggregating Server Tier (MWDL) – Harvest metadata from hubs and maintain portal, feeds

20. Advantages to common pricing New collection partners know what to expect, don’t need to shop around Simplifies project setup and billing for hosting hubs Justifies best practices for hosting hubs so they can know they are being fair in the market Simplifies the process of reviewing grant proposals for granting agencies Granting agencies like to reinforce use of existing digitization centers

21. Original Price List

22. Pricing review process Hubs meeting, March 2014 Environmental scan by MWDL staff Digital Services Price List Working Group formed (5 people) Group-run survey of all hosting hubs Hosting hubs virtual discussions Hosting hubs vote

23. Environmental Scan Respondents: 21 academic libraries 4 commercial vendors 3 government agencies 1 historical society 1 nonprofit digital library 1 nonprofit membership organization

24. Wide range of findings

30. Questions? Sandra McIntyre Director (801) 585-0969 sandra.mcintyre@utah.edu sandra.mcintyre@utah.edu

31. How Much Does and Should Digitization Cost? A Consortia View DPLA Fest 2016 Jen Palmentiero Southeastern NY Library Resources Council

32. About SENYLRC Member of the Empire State Library Network Multi-type library consortium Provide a variety of services

33. About Hudson River Valley Heritage (HRVH) Collaborative local history digitization project Planning began around 2000 First collections went live in 2004 60+ contributors

34. SENYLRC Provides Software CONTENTdm Veridian Omeka Web Hosting Hardware if needed Digital Back-up/Preservation DPLA and WorldCat Harvesting Ellenville Public Library & Museum

35. SENYLRC Provides Training Documentation Consultation Support Promotion Dutchess Community College

36. HRVH Fee Structure SENYLRC membership required HRVH membership for individual organization: $220/year HRVH membership for a collaborative: $607/year Governing membership dues vary by organization type One-time HRVH startup fee: $500

37. HRVH Fee Structure Annual Service/Hosting Fee: 1-250 files:$50/year 251-1000:$150/year 1001-5000:$250/year 5001-10000:$350/year 10001+:$450/year Historic Huguenot Street

38. Organizational Local Costs Vary widely depending on: Long term goals Scope of project(s) Formats Staffing A Few Examples…. Hudson River Maritime Museum

39. Questions? Nikki Ferraiolo (moderator) CLIR | @nkferraiolo |@CLIRHC clir.org/hiddencollections Sandra McIntyre Mountain West Digital Library @MWDigLib | mwdl.org Joyce Chapman Duke University Libraries bit.ly/1Nd0XAB Jennifer Palmentiero Southeastern New York Library Resources Council | senylrc.org #DPLAfest | Friday, April 15, 2016