1. DIGITIZATION OF PAPER DOCUMENTS OF INSTITUTE OF OCEANOGRAPHY’S LIBRARY
Nguyen Thanh Van
Department of Information and Library
Institute of Oceanography

2. Introduction
The Institute of Oceanography’s library founded in 1922 is the unique specialized library on oceanography in Viet Nam. It has been conserved:
Most of publications and achievements on marine science of Vietnam;
Many rare and precious books and collections which have high scientific and historic value on oceanography.
These documents cannot be found out anywhere else in Vietnam.

3. Problem statement The climate causes many serious problems, so
many paper documents have been damaged and decomposed;
the accessibility of the old books has been limited.
The easy management, accessibility and dissemination of documents are very important.
The digitization is the best solution, this responds to the needs of the IOL, according to the trend of the modern library.

4. Problem statement (cont.)
There are 2 kinds of documents need to be digitized:
The rare, precious and historical documents: published in the 18th, 19th or first half of 20th centuries. These documents (57 books or collections) are out copyright.
The publications of the IO from 1925 – 1975: the scientific achievements of the IO in the South East Asia waters and adjacent seas. They are owned by the IO and need to be disseminated to oceanographic communities in the world.

5. Problem statement (cont.)
Depending on the funding, the priority will be given to the documents which are
endangered or low quality paper;
the value (rare, precious) of documents;
the most consulted documents.

6. Goals of the project
To digitize the paper documents above mentioned aiming to promote and disseminate the achievement of oceanographic research through the open access digitized publications;
To better preserve and limit handling to the paper documents including old books, collections which are the knowledge heritage of not only our country but also the world;
To respond to increasing demand for global access to IOL collections.

7. Project description Project partners:
Library of the Institute of Oceanography (IOL)
National Archive Centre IV of Vietnam (NAC IV)
Institute of Scientific Information (ISI),

8. Project description (cont.)
Working team
Nguyen Thanh Van, Head of Department of Information and Library
Dang Thi Hai Yen, Librarian (IOL)
Vo Thi Mai, Publication expert (IOL)
Participant (NAC IV)
Participant (ISI)
Contract employee, Informatics expert

9. Project description (cont.)
Digitization quality
Media type
Conversion method
Resolution
Archive file format
Screen presentation format
Print presentation format
Black and white text document, Manuscripts
Flatbed scanner or digital camera
I bit
600 dpi
TIFF w/CCITT fax 4 compression
GIF, 4 bit, 120 to 200 dpi
Acrobat (PDF), 1 bit, 300 or 600 dpi
Illustrations, Maps, Manuscripts
8-bit
grayscale or 24-bit color,
dpi
TIFF
Multiple JPEG, 24-bit, 512x768, 1024x1536, 2048x3072,
Quality level 50
JPEG, 24-bit, 2048x3072, Quality level 50 to 100

10. Project description (cont.)
Work plan
Activities
Start
End
Time (months)
Person/partner
in charge
Preparing documents
2012 2
Nguyen Thanh Van, IOL
Acquisition of equipments
IOL
Digitization of documents and converting the image files into PDF files
2013 10
Create database for digital collections and digital asset management system
ISI, IOL
Setting up the metadata
ISI,IOL
Evaluation of products and preparation of project's final report
IOL, ISI, NAV IV

11. Project description (cont.)
Budget
Items
Expenses (USD)
Staff (Selection and preparation of source material for digitization, Digital conversion, Metadata capture, Data management)
Full-time (12 months x 1 per x 300 USD/month)
Part-time (12 months x 1 per x 150 USD/month)
12,100
Equipment purchases
Book Scan station (A3, 600 dpi or higher)
Computer
Color laser printer
Movable hard disks
DVD
6,500
Miscellaneous
2,000
Total
20,600

12. Project description (cont.)
Evaluation
The respected outputs will be evaluated by quantity and quality of products/works basing on the objectives, activities and work plan/timelines every three months during going-on of project and the final report.
The results will be evaluated by
Funders: interim reports, final report
Stakeholders: interim reports, final report, the matching of the results to their specific requirements.
Users: questionnaires, feedback on the IO’ s website
Project is expected to be complete in one year.

13. THANK YOU
FOR YOUR ATTENTION