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Local History and Museum Workshops: Digitizing Collections May 6, 2005

Local History and Museum Workshops: Digitizing Collections May 6, 2005. Workflow and Planning for Digital Projects Vicki Tobias, UW Digital Services Librarian University of Wisconsin Digital Collections Center. Reformatting. Project Management. User Feedback. Metadata. Materials Selection.

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Local History and Museum Workshops: Digitizing Collections May 6, 2005

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  1. Local History and Museum Workshops:Digitizing CollectionsMay 6, 2005 Workflow and Planning for Digital Projects Vicki Tobias, UW Digital Services Librarian University of Wisconsin Digital Collections Center

  2. Reformatting Project Management User Feedback Metadata Materials Selection Outreach / Marketing Interface / Infrastructure Inventory Control Sustainability Quality Control / Testing Storage Project Post Mortem Preservation Workflow and Planning for Digital Projects Project Workflow PRE- PRODUCTION PRODUCTION POST- PRODUCTION Vicki Tobias UW Digital Collections Center 5/6/2005

  3. Workflow and Planning for Digital Projects Pre-Production • Project Management • Materials Selection • Inventory Control • Storage Vicki Tobias UW Digital Collections Center 5/6/2005

  4. Workflow and Planning for Digital Projects Pre-Production: Project Management • Project staff • Project manager and production staff • Lead worker and “line” staff • Staff management • Roles and responsibilities • Training document for production staff • Periodic evaluation and retraining • Prepare for staff turnover! Vicki Tobias UW Digital Collections Center 5/6/2005

  5. Workflow and Planning for Digital Projects Pre-Production: Project Management • Timeline and schedule • Benchmark dates for all project work • Representative sample (e.g., metadata, reformatting, etc.) • Fixed or flexible deadlines • Be realistic! • Periodic project meetings • Review schedule and timeline • Progress reports from project staff • Address project problems • Document decisions! Vicki Tobias UW Digital Collections Center 5/6/2005

  6. Workflow and Planning for Digital Projects Pre-Production: Project Management • Project documentation • Record all major project decisions • Create and document project workflow • Document all technical details (e.g. scanning specs, etc.) • Review and revise timeline and workflow, as needed • Project management system • Database or project management software • Track project details (e.g. deadlines, workflow, inventory, statistics, etc.) • Centralize key information and update! Vicki Tobias UW Digital Collections Center 5/6/2005

  7. Workflow and Planning for Digital Projects Pre-Production: Project Management • UWDCC Digital Projects Administrative Database • Project-level informationTitle, key players, dates, pertinent details, documentation • Phase-level informationMaterials, technology, metadata and reformatting dates • InventoryProject/phase-level, items, dates in/out, contact person, storage • Staff and student hoursProject/phase-level, administrative, production work • Reports Project statistics, projects “in production” details Vicki Tobias UW Digital Collections Center 5/6/2005

  8. Workflow and Planning for Digital Projects Pre-Production: Project Management • UWDCC pre-production documentation • Project QuestionnaireBasic project idea, completed by content provider • Materials AssessmentCompleted by UWDCC staff, site visit • Cost EstimateCompleted by UWDCC staff, based on assessment, questionnaire • Project BriefSummary document for committee approval • Memo of UnderstandingBetween UWDCC and content provider, signed pre-production • Project Schedule and TimelineBased on information from cost estimate, MOU Vicki Tobias UW Digital Collections Center 5/6/2005

  9. Workflow and Planning for Digital Projects Pre-Production: Materials Selection • Survey holdings and evaluate collections • are important to institution, users, community • have value (historic, physical, monetary) • are appropriate for digitization (intellectual content, physical format) • Select content that • meets project goals and deliverables • can be digitized within available resources • have rights or permission to create and publish a digital version (or can acquire) Vicki Tobias UW Digital Collections Center 5/6/2005

  10. Workflow and Planning for Digital Projects Pre-Production: Inventory Control • Use database or spreadsheet to track: • content provider information • bibliographic data • dates in/date out • storage location • special handling or storage needs • transfer information • other pertinent details Vicki Tobias UW Digital Collections Center 5/6/2005

  11. Workflow and Planning for Digital Projects Pre-Production: Storage • Physical environment • temperature and humidity • light • adequate space • Security • controlled access • sign in/sign out project materials • locked Vicki Tobias UW Digital Collections Center 5/6/2005

  12. Workflow and Planning for Digital Projects Production • Reformatting • Metadata • Web Interface / Infrastructure • Quality Control / Testing • Preservation Vicki Tobias UW Digital Collections Center 5/6/2005

  13. Workflow and Planning for Digital Projects Production: Reformatting • Consider the following: • original media type (e.g., book, photo, 3-D object) • original media condition (e.g., fragile, bound, color, B/W) • end product, user experience • access or preservation • grant-based or fixed project requirements • Reformatting specifications: • resolution/dpi (“dots per image”) • bit-depth • color, B/W, grayscale Vicki Tobias UW Digital Collections Center 5/6/2005

  14. Workflow and Planning for Digital Projects Production: Reformatting • Follow professional standards for image capture From Moving Theory into Practice: Digital Imaging Tutorial, Cornell University (http://www.library.cornell.edu/preservation/tutorial) Vicki Tobias UW Digital Collections Center 5/6/2005

  15. Workflow and Planning for Digital Projects Production: Reformatting • File Naming Standards • Use file-naming schemes that are compatible across platforms and systems • Use only lower case characters a-z, numerical digits, and the following special characters: period, hyphen, and underscore • Do not use spaces or any other special characters • File names in your metadata records mustmatch associated image file names • When developing a file-naming scheme, have a good understanding of the whole project • How many images will be scanned? • Will they be stored in different directories?  • Are the files part of larger complex objects? Vicki Tobias UW Digital Collections Center 5/6/2005

  16. Workflow and Planning for Digital Projects Production: Reformatting • Follow professional standards for image capture • Library of Congress, American Memory Projecthttp://memory.loc.gov/ammem/formats.html • California Digital Librarywww.cdlib.org/inside/groups/stas/standards/ • Columbia Digital Librarywww.columbia.edu/acis/dl/imagespec.html • Moving Theory into Practice: Digital Imaging TutorialCornell Universitywww.library.cornell.edu/preservation/tutorial • Recommendations for Digitizing for RLG Cultural Materialswww.rlg.org/en/page.php?Page_ID=220#Filenaming Vicki Tobias UW Digital Collections Center 5/6/2005

  17. Workflow and Planning for Digital Projects Production: Metadata • What is it? • “data about data” • the sum total of what one can say about any information object at any level of aggregation • descriptive, structural, and administrative • Why should I care about it? • user access • context and meaning • long-term stability and preservation Vicki Tobias UW Digital Collections Center 5/6/2005

  18. Workflow and Planning for Digital Projects Production: Metadata • Consider the following: • Necessary level of description for user and project • Time and resources available for metadata creation • Availability of subject specialists for descriptive metadata • Professional standards • Develop and apply data entry standards • Follow professional standards: • e.g. Dublin Core metadata • set of 15 standardized data fields • DC_Title, DC_Author, DC_LocalID Vicki Tobias UW Digital Collections Center 5/6/2005

  19. Workflow and Planning for Digital Projects Production: Metadata • Follow professional standards for metadata • The Library of Congress Core Metadata Elementswww.loc.gov/standards/metadata.html • Dublin Core Metadata Initiative http://dublincore.org/ • Getty Standards Program, Introduction to Metadata: Pathways to Digitization www.getty.edu/research/conducting_research/standards/intrometadata/index.html • Descriptive Metadata Guidelines for RLG Cultural Materialswww.rlg.org/en/page.php?Page_ID=214 Vicki Tobias UW Digital Collections Center 5/6/2005

  20. Workflow and Planning for Digital Projects Production: Web Interface / Infrastructure To build in-house? To buy “off the shelf”? • Customize to fit project and user needs • Less flexible design and interface • Requires in-house expertise (e.g. IT staff) • Vendor upgrades and technical support • Control content and presentation • Compatibility with peer projects • Initial and on-going costs • Initial and on-going costs Vicki Tobias UW Digital Collections Center 5/6/2005

  21. Workflow and Planning for Digital Projects Production: Web Interface / Infrastructure • Consider the following: • Time and resources necessary for: • initial development and testing • stakeholder “buy in” • long-term maintenance • End user needs and expectation • Project contents (e.g. photos, text, etc.) • Project deliverables • Accessibility issues Vicki Tobias UW Digital Collections Center 5/6/2005

  22. Workflow and Planning for Digital Projects Production: Web Interface / Infrastructure UW Digital Collections Center Home page: http://uwdc.library.wisc.edu/ Vicki Tobias UW Digital Collections Center 5/6/2005

  23. Workflow and Planning for Digital Projects Production: Web Interface / Infrastructure UW Digital Collections CenterCollections page: http://uwdc.library.wisc.edu/collections.html Vicki Tobias UW Digital Collections Center 5/6/2005

  24. Workflow and Planning for Digital Projects Production: Web Interface / Infrastructure University of Wisconsin Collectionhttp://digital.library.wisc.edu/1711.dl/UW Ecology and Natural Resources Collectionhttp://digital.library.wisc.edu/1711.dl/EcoNatRes Vicki Tobias UW Digital Collections Center 5/6/2005

  25. Workflow and Planning for Digital Projects Production: Web Interface / Infrastructure UW Digital Collections Center – MULTIMEDIA MODEL For images, audio, video, etc. SiteSearch application Dublin Core metadata. Predefined search, keyword search or advanced “guided” search function to search collection. Results displayed in Brief, Full, or Gallery view. Image records presented in three or four image sizes: thumbnail, reference, large, and extra large. Vicki Tobias UW Digital Collections Center 5/6/2005

  26. Workflow and Planning for Digital Projects Production: Web Interface / Infrastructure UW Digital Collections Center – EFACS (PAGETURNER) MODEL For books, letters, journals and other text-based materials. Browse resources by title, author, journal title, or sub-collection. Simple, Boolean, or proximity search options. Search results presented in hierarchical or “nested” display. Optical Character Recognition (OCR) text provided in addition to page image. Vicki Tobias UW Digital Collections Center 5/6/2005

  27. Western Waters Digital Library Library of Congress American Memory Project Hoagy Carmichael Collection Indiana Univ. Digital Library Workflow and Planning for Digital Projects Production: Web Interface / Infrastructure Vicki Tobias UW Digital Collections Center 5/6/2005

  28. Workflow and Planning for Digital Projects Production: Quality Control / Testing • Follow professional standards and set benchmarks • Reformatting • Metadata • Quality control • Review images and metadata within test environment • Build in time for re-work and corrections • Final staff review of all content • Content provider review of all content Vicki Tobias UW Digital Collections Center 5/6/2005

  29. Workflow and Planning for Digital Projects Production: Preservation • Digitization is not necessarily “preservation” • Digitizing for access or preservation? • Work with existing technology infrastructure and IT staff • Images • 2 archive copies of master image (TIF) to CD or DVD • check periodically for image stability • Metadata • back up database to tape or server • check periodically for data stability Vicki Tobias UW Digital Collections Center 5/6/2005

  30. Workflow and Planning for Digital Projects Post-Production • User Feedback • Outreach and Marketing • Sustainability • Project Post Mortem Vicki Tobias UW Digital Collections Center 5/6/2005

  31. Workflow and Planning for Digital Projects Post-Production: User Feedback • Evaluation methods • User survey (Web form on Web site) • “Feedback” email (on Web site) • In-house focus group • Feedback • Identify target audience • Ask meaningful questions • Quantitative and qualitative data • Review findings to inform future projects Vicki Tobias UW Digital Collections Center 5/6/2005

  32. Workflow and Planning for Digital Projects Post-Production: Outreach and Marketing • Spread the word! • Notify key participants, e.g. content provider, institution staff and administration, funding organization, Board members • Submit collection or resource information to: -- appropriate Web sites, listservs, blogs -- federated databases (e.g., ARL, Cyndi’s List, etc.) -- Web search engines (e.g., Google, Yahoo, etc.) • News release to local (or beyond!) media • “Launch” event • Include in your institution’s Web site, online catalog / access system and outreach materials Vicki Tobias UW Digital Collections Center 5/6/2005

  33. Workflow and Planning for Digital Projects Post-Production: Sustainability • On-going collection or resource maintenance • Allocate resources! • Data and image migration • Software “versioning” or upgrades • On-going tech support • “digital preservation” • Archival copies • Project documentation • Perform incremental quality check on sample of archived images and data Vicki Tobias UW Digital Collections Center 5/6/2005

  34. Workflow and Planning for Digital Projects Post-Production: Project Post Mortem • Post project evaluation • Original project deliverables vs. end product • Resources allocated vs. actual amount spent • Project timeline vs. actual benchmark dates • Discuss and document “areas for improvement” • What happened? • Resolution (“quick fix”) during project? • Ideal resolution? • Share successes! Vicki Tobias UW Digital Collections Center 5/6/2005

  35. Workflow and Planning for Digital Projects Additional Resources • Handbook for Digital Projects: A Management Tool for Preservation and Accesswww.nedcc.org/digital/dighome.htm • Building Digital Collections: A Technical OverviewLibrary of Congress American Memory Projecthttp://memory.loc.gov/ammem/about/techIn.html • A Framework of Guidance for Building Good Digital Collections (NISO) http://www.niso.org/framework/Framework2.html Vicki Tobias UW Digital Collections Center 5/6/2005

  36. Local History and Museum Workshops:Digitizing CollectionsMay 6, 2005 Workflow and Planning for Digital Projects Vicki Tobias, UW Digital Services Librarian University of Wisconsin Digital Collections Center

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