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DOE Digitization Survey (conducted July 2010)

DOE Digitization Survey (conducted July 2010). Developed by the STIP Digitization Working Group Report to STIP Annual Meeting May 2011. Who was asked to participate. 30 DOE sites 76 individual emails. Who responded :. 18 sites 60% Response.

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DOE Digitization Survey (conducted July 2010)

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  1. DOE Digitization Survey (conducted July 2010) Developed by the STIP Digitization Working Group Report to STIP Annual Meeting May 2011

  2. Who was asked to participate 30 DOE sites 76 individual emails

  3. Who responded : 18 sites 60% Response

  4. Which internal groups are involved in STI digitization? Most sites listed more than one group • Library (9) • Publications (7) • Information / Records Management (6) • History & Archives (2) • IT / Computing (2) • Other (Photographer, GIS Group, Technical Information Officer, Information Release, TID/WCI)

  5. What is being digitized (formats)

  6. Past digitization projects ?

  7. How is digitized content made available? What is “other?” • History/Archives • Subject-based repository – e.g. SPIRES (SLAC, Fermi) • Institutional EDMS/CMS/ Intranet • Publications database • GPO Library depository (NREL) • OCLC links (PNNL)

  8. File Formats Master vs. Derivative: (from California Digital Library Guidelines for Digital Images) • The primary function of digital master files are to serve as a long-term archival record and as a source for derivative files. • Long term preservation of digital master files requires a strategy of identification, storage, and migration to new media, as well as policies about use and access to them. It is essential that master files remain unaltered over time. • Derivative files are created from digital masters for editing or enhancement, conversion of the master to different formats, and presentation and transmission over networks. • Examples: Master Derivative TIFF PDF XML HTML TIFF JPEG

  9. Every response had PDF as Master File ------------------------- OCR’ing text (full-text searchability): 10 = yes 4 = no

  10. How are oversized pages dealt with?

  11. What metadata scheme is being used? Other/Specifics: • Docushare XML • SPIRES • OSTI (XML, DC) • MPEG-21

  12. How many metadata schemes?

  13. How many FTE are working on digitization projects?

  14. How many FTE are working on digitization projects?

  15. Number of institutions involving each type of personnel

  16. FTE spent digitizing across all institutions, by type

  17. Who / where? • Contractual staff were hired to perform these activities in-house (4) • Current staff were trained to perform these activities (13) • These activities are performed by commercial vendors off-site (3) • Others – Summer Intern; Student and Practicum workers; IT Research (3)

  18. How capable is staff in areas related to digitization? 5= fully capable 1= deficient

  19. How institutions ranked themselves on skills

  20. What hardware (scanners) are being used?

  21. What digitization software is being used?

  22. What are concerns that institutions have / hindrances to digitization projects?

  23. Quality check – key ideas in responses

  24. Written policies around digitization

  25. Lessons learned • There is a lot of interest in this topic • There is a lot of opportunity for sharing knowledge and creating a community of practice around digitization in DOE • There is more information that can be pulled from this data • As a community, we should create BEST PRACTICES for those embarking on new projects (see NARA guidelines) • We need to learn more about how to write a survey on this topic?

  26. Special thanks to: Survey analysis and charting done by • Debra Garcia (LANL) • Natasha Hollenbach (ORNL)

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