1. Digital Library of the Caribbean Project Planning www.dloc.com Email: bwooldri@fiu.edu Phone: 305.528.5891

2. Initial Steps in Planning Digital Projects  Identify holdings to be digitized  Identify stakeholders and participants (internal/external)  Create a planning team  Determine project goals/objectives  Environmental scan of other projects  Identify needed resources  Develop work plan with timeline of activities From: Nemmers and Sullivan (2012) http://ufdcimages.uflib.ufl.edu/IR/00/00/08/12/00001/DigitalProjectMgmt.pdf http://ufdcimages.uflib.ufl.edu/IR/00/00/08/12/00001/DigitalProjectMgmt.pdf

3. Digital Project Breakdown  1/3 Effort = Project Planning, Pre-Imaging preparation, Preservation, Oversight and Evaluation  1/3 Effort = Description, Metadata creation, Database Creation/Management  1/3 Effort = Digitization Project Planning Resources: http://digital.uflib.ufl.edu/technologies/ http://digital.uflib.ufl.edu/technologies/

4. Gathering information Bound books (on Copibook)7 hours Disbound books2 hours archival/photos11 pages / hour large format2.5 hours born digital50 pages / hour print newspapers (on Copibook)40 pages / hour Oral history files, 30 minutes; born digital; with PDF transcript 1 set (audio and PDF) / hour Project Planning Guides from the University of Florida Digital Library Center based on their internal tests. It is important to periodically track how the time needed for digitization with your equipment and workflow.

5. Digitization Decisions – Increase Access - From the Yale University Libraries  Uniqueness, Scholarly, Historical and/or Linguistic Value  Teaching and Research Value  Copyright Status  Existing bibliographic control  Time table and capacities  Available and targeted funding  Technical feasibility  Expansion of existing digital collection  Peer institution collaboration  Preservation From: http://web.library.yale.edu/projectplanning/guidelines#.Ueb-D_XD-ihhttp://web.library.yale.edu/projectplanning/guidelines#.Ueb-D_XD-ih

6. Digitization Decisions – Preservation - From the Yale University Libraries  Condition  Uniqueness, Scholarly, Historical and/or Linguistic Value  Teaching and Research Value  Replacement Value  Copyright Status  The potential for damage during digitization  Technical feasibility From: http://web.library.yale.edu/projectplanning/guidelines#.Ueb-D_XD-ihhttp://web.library.yale.edu/projectplanning/guidelines#.Ueb-D_XD-ih

7. dLOC Seed Proposal Categories Seed Funding Categories  Project Details  Project Overview  Implementation Plan  Detailed Budget Overview  Timeline Full Proposal Template: http://www.dloc.com/AA00016146http://www.dloc.com/AA00016146 Sample: The Price Library of Judaica Anniversary Collection: A first project to digitize a unique set of Jewish newspapers Proposal: http://ufdcimages.uflib.ufl.edu/UF/00/10/31/61/00001/Binder1.pdfhttp://ufdcimages.uflib.ufl.edu/UF/00/10/31/61/00001/Binder1.pdf Online Collection: http://ufdc.ufl.edu/ianniversaryhttp://ufdc.ufl.edu/ianniversary

8. Let’s plan… Using the following information, approximately how much time would it take to complete this project. Equipment: EpsonXL10000 flat bed scanner Staff: One 20 hour per week technician Content: A personal collection of photographs and letters collected from workers in the Panama Canal Zone. Materials: 150 photos and 50 one page letters Time Test: approximately 10 pages/hour

9. Let’s plan… Using the following information, approximately how many weeks would it take to complete this project. Equipment: EpsonXL10000 flat bed scanner Staff: One 20 hour per week technician Content: A personal collection of photographs and letters collected from workers in the Panama Canal Zone. Materials: 150 photos and 50 one page letters Time Test: approximately 10 pages/hour 200 scans / 10 pages an hour = 20 hours digitization 20 hours digitization x 3 (for planning & description) = 60 hours 60 hours / 20 hours per week = 3 weeks