2. Dr Anna Bülow March 2009 Business Models for Large- scale Digitisation Projects at The National Archives UK

3. Large-scale Digitisation Projects The National Archive’s vision Business models Selection processes Preservation support Outlook

4. The Vision of The National Archives (TNA) Lead and transform information management Guarantee the survival of today’s information for tomorrow Bring history to life for everyone ‘We’re committed to providing people worldwide with access to the records we hold and to helping everyone to use them to excite and enrich their lives’ Natalie Ceeney, Chief Executive

5. Bringing history to life for everyone ‘Increasingly, people expect to find, use and learn from information online. They expect it to be personalised and connected to their wider lives. They expect to have it immediately.’ Living Information: The Vision of The National Archives www.nationalarchives.gov.uk/vision Strategic Priority in 2009/10: Drive the shift to online services

6. Bringing history to life for everyone Online resource to increase to 100 million images by 2012 At present, for every document that is delivered to Reading Rooms, at least 100 are downloaded from the Internet 27 million images downloaded in 2005 68 million images downloaded in 2006 72 million images downloaded in 2007 109 million images downloaded in 2008

7. Digitisation Strategy Three main streams Commercial Projects Grant-funded Projects DocumentsOnline (TNA funded) Other (framework agreement)

8. Selection Process Digitisation Forum Bi-monthly round table meeting Collection Care Licensing Commercial Delivery Strategic Development Grants Manager Document Services Research and Collections Development Information Policy

9. Selection Commercial projects Commercial partner Covers cost of digitisation, transcription and online hosting Receives revenue from sale of images TNA Provides preferential access to the documents, expert advice and guidance Receives royalties from sale of images and a copy of the digital surrogate

10. Selection Commercial projects Mass digitisation is expensive and time- consuming. With commercial partners we can: Pass on the cost of financial outlay (£ 53 million since 2004) Run several projects simultaneously Tap into multiple markets Use the commercial environment to drive technological development

11. Examples of commercial projects BT 27 departure passenger lists: 2,000 boxes, 1.5 million images BT 26 arrivals passenger lists, along with HO 2, HO 3 and HO 5: 2,000 boxes, 1.2 million images BT 27 Departure passenger lists WO 96, WO 97 War Office service records (pre-1913): 8,000 boxes, 9 million images RG 14 Census returns 1911 35,000 volumes, 18 million images RG 14 Census returns 1911

12. Selection Grant-funded projects Partner (academic or other) May drive content and context May host images online May run the project TNA Provides support or leads bids for third party funding Receives a copy of the digital surrogate

13. Examples of academic projects CAB 23 & 24, CAB 65-68, CAB 128 & 129, CAB 195: Cabinet Papers 1915- 1977 (JISC funded) C 60: Fine Rolls of King Henry III, 1216- 1275 (AHRC funded) Cabinet Papers 1915-1977 E 179: Hearth Tax (British Academy funded) Fine Rolls of King Henry III

14. Selection DocumentsOnline TNA led and funded Range of content, e.g. new releases or educational material Internally funded, i.e. must work on full cost-recovery DocumentsOnline Homepage

15. Selection Staff suggestions Information required Name of department and series Brief description of content Availability on microfilm or description of physical format Reasons for digitisation (e.g. popularity, improving access, preservation) Any known problems (e.g. fragility, copyright, etc.)

16. Digitisation process Preservation needs Ensure best quality image Ensure document welfare Must not adversely affect long-term stability Ensure document integrity – physical and contextual Commercial interest Ensure best quality image Stick within budget Meet deadlines WO 97 Service records

17. Condition survey Implementation Scanning recommendations Bidding process, contract awarded Proposal Spot check Format, size, condition, variation, cause for concern HO 2 certificates of arrival BT 26 passenger lists (arrivals) Preservation Support

18. Condition survey Implementation Scanning recommendations Bidding process, contract awarded Proposal Spot check Format, size, condition, variation, cause for concern Preservation Support Quantify formats and anomalies, assess condition, make recommendations BT 26 boxes

19. Condition survey Implementation Scanning recommendations Bidding process, contract awarded Proposal Spot check Format, size, condition, variation, cause for concern Preservation Support Quantify formats and anomalies, assess condition, make recommendations Supplier presentations, bid evaluation, interviews and negotiation

20. Condition survey Implementation Scanning recommendations Bidding process, contract awarded Proposal Spot check Format, size, condition, variation, cause for concern Preservation Support Quantify formats and anomalies, assess condition, make recommendations Supplier presentations, bid evaluation, interviews and negotiation Training, set-up, testing, monitoring, conservation support

21. Preservation issues Fastenings: remove or not? Anomalies: blank pages, inserts, seals, pages sizes Damaged documents Time scales Cost: who pays? BT 26 passenger lists (arrivals) WO 97 and WO 96 service records

22. Outlook Changing markets Preservation of digital surrogates Proactively engage IR 26 Death Duty Registers

23. Acknowledgements Jess Ahmon, Preservation Officer Caroline Kimbell, Head of Licensing Christine Lawrence, Grants Manager TNA Collection Care Department