Part of the  Ready, Set, Digitize  workshop series hosted by CLRC and SCLRC. Cortland, NY, September 10, 2007. The full-day workshop described types of digitization projects and discussed infrastructure, funding, standards for file formats and metadata, and the impact on public services /reference

Verheyen, Peter D

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Syracuse University Research Facility and Collaborative Environment

Syracuse University SURFACE Libraries' and Librarians' Publications Libraries 9-10-2007 Planning for and Managing Digital Projects Peter D. Verheyen Syracuse University Follow this and additional works at: https://surface.syr.edu/sul  Part of the Archival Science Commons Recommended Citation Verheyen, Peter D., "Planning for and Managing Digital Projects" (2007). Libraries' and Librarians' Publications. 11. https://surface.syr.edu/sul/11 This Presentation is brought to you for free and open access by the Libraries at SURFACE. It has been accepted for inclusion in Libraries' and Librarians' Publications by an authorized administrator of SURFACE. For more information, please contact surface@syr.edu. Planning for and ManagingDigital ProjectsPeter D. VerheyenPreservation and Digital Access LibrarianSpecial Collections Research CenterSyracuse University LibrarySeptember 10, 2007pdverhey@syr.eduSeptember 10, 2007 Peter D. Verheyen 2Introductions and OutcomesWho am I?Who are you?What do we hope to learn?How to select collections for digitizationPreparations and working on a projectPublishing collectionsThe impact of digitization on servicesSeptember 10, 2007 Peter D. Verheyen 3Initial ConsiderationsType of ProjectState of CollectionsInfrastructureStaff TrainingFundingStandardsSeptember 10, 2007 Peter D. Verheyen 4Type of ProjectCan be dictated by state of collectionsOnline Inventories (EAD, …)If not fully processed – processing project. Imaging or full-textItem level access requiredSeptember 10, 2007 Peter D. Verheyen 5State of CollectionsAre collections fully accessible at the item level?What is physical condition of itemsCopyright statusSeptember 10, 2007 Peter D. Verheyen 6InfrastructureProductionIn-HouseOutsourcedPublicationIn-HouseOutsourcedOCLC’s CONTENTdmFlickr…September 10, 2007 Peter D. Verheyen 7Staff TrainingExperience with technologyCan dictate whether project completed in-house or outsourced“Professional” vs. Volunteers“Standards” and supervisionSeptember 10, 2007 Peter D. Verheyen 8FundingOrganizational fundsGrantsCost-shareEquipmentSalariesOut-sourcingSeptember 10, 2007 Peter D. Verheyen 9Standards for Master FilesHave been established for most media and become routine forTiff for images (or jpeg2000)600dpi, RGB for most items.Color helps capture tonal qualities even in b/w.Grayscale for black and white negatives.Lossless compressionWav for soundGuidelines freely available online.Master image should be use-neutralSeptember 10, 2007 Peter D. Verheyen 10Let’s Get StartedIdentifying the collectionWhy this?Current use?Access?Copyright status?Should always ask these questionsSeptember 10, 2007 Peter D. Verheyen 11Plan of WorkWho needs to be involved?Make sure EVERYONE is onboard. Who does what, when?Tendency to inflate involvement.How much of their time is involved?Usually expressed in %No experience with previous projects?Run a test batch for in-house functions.Can project be completed in time?September 10, 2007 Peter D. Verheyen 12How are you want to pay for it?Funding SourcesInternal funds?Grants?Both? (Cost-share)Many grants require institutional commitments. 50% not unusual.September 10, 2007 Peter D. Verheyen 13BudgetingNeed to account for everything.Staff (who, what level, fringe rate, …)Equipment needsFor productionFor presentationLong term planning.Digital = Buy Now, Pay ForeverIndirect costsRequired by some to cover admin costs, lights, …September 10, 2007 Peter D. Verheyen 14So, you got a grant.When does the check arrive?Can you start early?“Forward-funding”Does the plan of work still hold?Staff changesBudgetary changesInfrastructureAre you ready?September 10, 2007 Peter D. Verheyen 15WorkflowsMake sure collection ready to goDo not wait for the grant to start if there are things that need to done before you get to the funded part.Start as early as you canThings have a way of happening. Hire staff and purchase equipmentGet training if neededSeptember 10, 2007 Peter D. Verheyen 16WorkflowsDoes everything need to be done in  a linear fashion or can they be done on parallel tracks? E.g.:ScanningMetadata creationQuality controlShould be ongoingDo again before publishingBe prepared for later fixes/tweaksSeptember 10, 2007 Peter D. Verheyen 17Digitization – Master ImagesNaming conventionsUnique within projectDirectory structureUnique within siteKIS(S)Numeric – 0001.tif, 0002.tif, …Can also be descriptive if matches images in inventory and on object.Descriptive – jhnoyes1.tif, jhnoyes2.tif…Can get very confusing.BACK UP, BACK UP, BACK UPUse NeutralMore in next workshop – Sept 21September 10, 2007 Peter D. Verheyen 18Digitization – Screen ImagesIn general, systems like CONTENTdmcan convert .tif to .jpg for displayScale to fill most common screen dimensions (1024 x 768)Remember to take browser/interface into account.Compression of image for faster downloadSmaller image less attractive for “misuse”September 10, 2007 Peter D. Verheyen 19Digitization – Rights MgmtIf it’s online expect it to be “misused”Provide good quality image, but make impractical to use in publications…Smaller size, discrete watermarking, …Provide hi-res images on demandHave form for photo-duplication that states terms of use…Important source of revenue ($13K@SU)Advertise avail. of hi-res images.September 10, 2007 Peter D. Verheyen 20MetadataVital to all digital projectsStandardsMARC, DC, VRA, EAD, …Format can be adapted to other environmentsDatabasesStatic pagesMigrationCreate only once if possible.Standards Cross-walk – Export into other format.L1Slide 20L1 Covered in more detail on 6/6 in Metadata session.Library, 8/29/2007September 10, 2007 Peter D. Verheyen 21Working with MetadataIn CONTENTdm option to create and upload on item by item basis.Work in “off-line” database or spreadsheetDatabase has “prettier” interfaceCan be exported to spreadsheetExcel is your friend, reallyAllows data to be manipulated easilyEspecially practical for larger projectsSeptember 10, 2007 Peter D. Verheyen 22Publishing OptionsOwn serverMaintenance – You’re responsibleDatabase driven environmentStatic pagesMaintenance unwieldyLonger load timesDifficult to searchBUTOften best/only option for small operationsSeptember 10, 2007 Peter D. Verheyen 23Publishing OptionsHosted serviceMaintenance – Someone else's problemCONTENTdmFacebook, Flickr, …May be practical, but beware of “terms of use” and YOUR rights.Proprietary sites – What about long term preservation, extracting, records.September 10, 2007 Peter D. Verheyen 24Impact on Public ServicesBe careful what you wish for!Increased digital and web presence = increased need of more staff to handle flood of questions/duplication ordersOnce your collections are online, they will be found by a global audience.Indexing via GoogleHave a plan for responding to requests for information and copiesInformation on duplication costsInformation on managing your rightsRequest to publish, fee structure, …September 10, 2007 Peter D. Verheyen 25Impact on Public ServicesIncrease of access to material makes for easier transaction? Yes and No.YES More direct ref questions (i.e. exact description and box #)Increase in income for photo-duplication orders, other feesNO More questions = more staff timeMore remote questions/orders = less visiting researchersSeptember 10, 2007 Peter D. Verheyen 26Success stories @ SULSaw increase in questions pertaining to/publication permissions for digital images.Some examples: Eisenmann -Discovery Health Channel’s Sideshow Stars: The True StorySeptember 10, 2007 Peter D. Verheyen 27Example – Exhibitions Marcel Breuer architectural drawingsSeptember 10, 2007 Peter D. Verheyen 28Example – Print PublicationsStreet and Smith“Yellow Kid” –favorite for secondary school textbooks worldwideErie Railroad Glass Plate NegativesSeptember 10, 2007 Peter D. Verheyen 29Example – Research and InstructionOneida Community – genealogy, graduate studySeptember 10, 2007 Peter D. Verheyen 30Biggest Impact - InventoriesMounting of collection inventories has the most significant impact on accessibility and use of collectionsAllows researchers to see scope of collectionsContainer lists at varying levelsBox, folder, itemAssists staff because researchers are better preparedSeptember 10, 2007 Peter D. Verheyen 31Thank youFor more information, please feel free to contact me at:Peter VerheyenPreservation and Digital Access Lib’nSpecial Collections Research CenterSyracuse University Librarypdverhey@syr.edu315.443.9756

Planning for and Managing Digital Projects

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Planning for and Managing Digital Projects

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