1. 1 Digital Library Planning and Projects Guidelines

2. 2 Goals of the Process: Support Public Access Improve Communication Develop and Promote Minimum Standards Provide Guidance Identify Support Resources Enhance Planning and implementation Improve Coordination/Cooperation

3. 3 Structure 1. Selecting and Orienting Your Staff/ Team 2. Planning Your Project 3. Equipment and Software 4. Digitizing Your Materials 5. Describing and Cataloging Your Materials

4. 4 Structure (ctd.) 6. Organizing Your Materials 7. Presenting Your Materials 8. Long-Term Storage and Maintenance of the Digital File 9. Training/Orientation, FAQ 10. Maintenance and Sustainability

5. 5 Orienting Your Staff Educate your staff and administrators Build common goals and understanding Improve planning Build common expectations

6. 6 Planning Your Project Why are you digitizing your collection? Improve access to your unique collections Decrease handling of the originals Increase public visibility Preservation of the original item/ image

7. 7 Equipment and Software Guidelines offer general specifications for: Hardware (computer equipment, scanners) Software (software to create digital files and organize them into a database) Storage media for your files

8. 8 Describing And Cataloging Your Materials Digital materials need to be described and cataloged effectively to be searched and retrieved Consistent, comprehensive description and cataloging Accurate and consistent, using vocabulary understood by both cataloger and user

9. 9 Organizing Your Materials Databases organize catalog information and digital files into structured fields. Databases permits users to search and retrieve information. Digital files must be organized to be managed.

10. 10 Presenting Your Materials Making materials available to potential users. Stand-alone presentation on dedicated computers CD-ROM’s Internet/Web

11. 11 Long-term Storage and Maintenance of Digital Files Digital image files are not “permanent.” They are unstable, and use fragile storage media All digital files are transient

12. 12 Project Planning Mission and Scope Purpose Audience Information to be conveyed to that audience

13. 13 What Are Your Goals? What do you want the project to accomplish? Are you expanding outreach, improving access to a wider audience? Do you want to improve preservation by reducing handling of originals? How do your project goals fit into your organization's larger strategic plan?

14. 14 Who Will Use the Information? Design for your intended audience Keep their needs in mind as you plan and develop your project. What kind of information will the users want? How will they use the information? How will they want it packaged? What level are their computer and Internet skills? What technical specifications will be required to view/use? Where are they located?

15. 15 What Resource s Are Available? Hardware and software Preserving original materials after digitizing Managing back-up files Description and cataloging Design and development Maintaining, revising, and updating

16. 16 Leadership and Coordination Who will do the work? Who is responsible for the project? One individual: Designated to manage the project Empowered to make final decisions

17. 17 How Will Users Get Access? In-house use by patrons and staff Available on the Web Implications of access Cultural sensitivity Copyright, permissions and ownership Technical requirements

18. 18 How Will Users Get Access? (ctd.) Design questions include: Protecting files from downloading - do you care? What software will you use? Who will create the Website? Who will maintain the data, equipment and Website? How might the project grow and evolve? Can your current design accommodate?

19. 19 Copyright Issues, Who Owns the Rights? Varies by country and use Published items protected under copyright for at least 75 years unless the rights are transferred. Copyright remains with the producer of the item, his/her descendants, or designee, such as a publisher or employer, and must be transferred in writing. Unpublished material and that published after January 1, 1923, is protected under current copyright law. You should only reproduce such material with permission of the copyright holder.

20. 20 Copyright Issues, Who Owns the Rights? (ctd.) Donor agreements should include transfer of rights for unpublished material, and published material produced after January 1, 1923 Verify ownership and permissions before use

21. 21 What Material Will You Digitize? Prioritization criteria Popularity Theme Size Physical condition Organizing and grouping material can save significant time later in the project

22. 22 Preservation Original materials Use project as an opportunity to house/store/preserve your original, paper or source material Digital Files Manage the integrity of the data, not the storage media. Back-up and business continuity/disaster recovery Include resources to migrate the data - to verify and transfer to new media every few years

23. 23 What Physical Facilities Are Available? Scanning projects require adequate space for computers, scanning devices, printers, peripherals, people and preservation even if only one person is working on the project

24. 24 How Will You Store and Maintain the Information? Storage media Format Back-up of data files Storage space/file servers Support staff Review/revision processes Hardware and software selection

25. 25 Describing and Cataloging Your Materials Dublin Core Format Goals: to index, organize and maintain resources; and to coordinate access Metadata - special vocabulary with shared structure Information is usually organized and stored in a database to provide access and permit searching Develop taxonomy and schema for consistently describing materials and content

26. 26 Database Selection and Organization Databases are indexes that enable users to find what they seek. Exportability means that your data can be transferred to another database, Linking (connecting) your information within the database or with other institutions. Simple structure and consistent cataloging and data entry are keys to successful projects

27. 27 Metadata/Content Description Function - What will metadata do? Who will create metadata What metadata scheme will be used? What encoding/cataloging process/strategy will be used? What level of detail/granularity will be used? What vocabulary will be used? What authority control will be exercised?

28. 28 Description/Dublin Core Title Subject and key words Description Publisher Other Contributors Date Resource Type Format Resource Identifier (catalog number, etc.) Source Language Relation (relationship to other resources) Coverage (spatial location and temporal duration, etc.) Rights Management Notes

29. 29 Query Overview RDBMS (Oracle, SQL Server, etc) Attribute Tables 3D Indexes Existing Data Access Protocols (ODBC, JDBC,XML) 3D Query Processor Custom 3D Data objects (Surfaces, Volumes) Database organization User Interface applications (Java, Visual Basic, C++) Text search Spatial Search

30. 30 Presenting Your Materials Remember that you are designing for your users and must consider their experience, capabilities and interests in developing your design.

31. 31 Organizing the Information Intellectual organization Function, subject, chronology, geography Physical organization Naming, hierarchy, grouping (such as subdirectories) The name of each directory and file should be meaningful

32. 32 Design for Usability: Screen and interface design are critical effective digital projects Use simple and natural dialogue Be consistent Provide feedback Provide orientation, help and documentation

33. 33 Contact Information: Jeremy Rowe PRISM Executive Committee Director, Research, Strategic Planning and Policy Information Technology Arizona State University Tempe, Arizona 85287-0101 480-965-8622 jeremy.rowe@asu.edu