Beyond the Shelf : Providing Access to Historic Microfilmed Materials

1. Beyond the Shelf: Providing Access to Historic Microfilmed Materials A presentation for EDUCAUSE Mary Molinaro University of Kentucky Libraries

2. What we did Why we did it How we did it Lessons learned Why we think this is a viable model for others Our next steps Beyond the Shelf Unplugged Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

3. Kentucky and the South • Gateway • Local context for national issues

4. Microfilm = Preservation Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

5. soliNET and Microfilming • Cooperative Preservation Microfilming Project (CPMP1-7) • 1990-present • Kentucky participation 1992-2004 Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

6. Bibliography of Kentucky History – J Winston Coleman • 3,571 items • 76 categories • 18th century to mid-20th century coverage • Published 1949 Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

7. Kentucky History on Microfilm • Over 5,000 titles filmed as a part of the CPMP • 1,500 titles from the Coleman bibliography • 30,000 reels of historic newspapers and manuscripts Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

8. Digitization = Better Access • Users really prefer access from the desktop • Expands access Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

9. “Okay”, we said, “You want it, we’ll make it! First question: Do we create files from – • Source documents (which are likely brittle, bound and guarded by that ogre librarian with the nasty cattle prod) or…. • Microfilm (leaving the master negative in the vault where it’s safe while using the service negative, or print master)? Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

10. The choice was obvious Our pilot proved that microfilm is the fastest and safest method to provide access while preserving the source documents. Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

11. Institute of Museum and Library Services (IMLS)

12. What we proposed… A 2 year project to create a fully searchable digital page image archive of 950 rare historic Kentuckiana books using a microfilm to digital methodology. Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

13. The case we made … • Digital images ensure easy access and wide distribution • This hybrid, standards based non-proprietary approach can serve as a model for cost effectiveaccess and preservation for published materials Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

14. The case we made … • Students, teachers and scholars will use this material to support their research and teaching. • Our collection has national significance and will be of interest to scholars and students outside Kentucky Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

15. Collaboration • Kentucky Virtual Library • Kentuckiana Digital Library • UK Libraries • Electronic Information Access and Management Center • Preservation Department • soliNET • Kentucky Assn of Teachers of History (KATH) Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

16. Grant approved! • IMLS awarded $210,237 • 2 year project October 2002-Sept 2004 Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

17. Ramp up • Hired 2 Image Management Specialists • Trained staff • Ordered supplies Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

18. So, how do we make these things? • First we scan! • Mekel M525 scanner • Using the service master negative • Manual scans instead of automatic • Scanner splits images into their respective pages Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

19. Challenge #1 • Mekel scanner’s “turnkey system” operated exclusively with Windows NT • Windows NT was a real drag! • Slow as molasses • Crashed frequently • The blue screen of death lurked about when scanning grayscale images • Windows 2000 greatly improved productivity – installed July 2003 and it hasn’t crashed yet! Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

20. Lessons Learned #1 • Quality matters! • Quality costs! Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

21. Original source document (grayscale)

22. Source document as bitonal image, 600dpi (scanned as a grayscale image then converted to bitonal)

23. Microfilm bitonal image, 400dpi(scanned as a bitonal image, no conversion necessary)

24. Post QC(from microfilm)

25. Post QC image Source document image Microfilm image

26. Discovery and Access

27. Cataloging Thin Air • All of the Beyond the Shelf digital books were cataloged before they were actually created. • Derive electronic records using constant data from the microfilm bibs • Create purls using the OCLC number of the microfilm bib as the unique identifier. Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

28. Discovery: UK Library Catalog

29. Discovery: KY Virtual Library

30. Discovery: Kentuckiana Digital Library

31. Discovery: BTS Website

32. Challenge #2 • Migration from Dynaweb to DLXS • Loss of functionality that we had come to know and love • No longer had to create derivative images (DLXS creates on the fly) • End of year one 22% only complete • Not really utilizing student employees Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

33. Estimate 200,000 pages 950 volumes $1.60-$2.25 per page $342 per volume Actual 226,386 pages 1,069 volumes $ .47 per page $91.50 per volume Costs – cheaper than we had estimated! Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

34. How did this happen? • We got better at the process • We used students when we could • DLXS streamlined the process Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

35. Outcomes Based Evaluation • Are Kentucky students learning better as a result of our project? Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

36. What did we learn? • Scanning from film is a viable option • We could migrate platforms successfully Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

37. We believe In short, we’re making good stuff for the right reason, the right way. Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu

38. Next steps • Digitizing the Coleman bibliography • Moving from a project to a program • Digitizing historic newspapers Mary Molinaro University of Kentucky Libraries molinaro@email.uky.edu