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Antonella Fresa Warsaw, 30 January 2006
THE MANAGEMENT OF
DIGITISATION PROJECTS
IN THE CULTURAL HERITAGE SECTOR
Ministerial NEtwoRk for Valorising Activities in digitisation
Antonella Fresa Warsaw, 30 January 2006
Scope of the presentation
To present:
• the MINERVA initiative
• the Dynamic Action Plan
• some of the MINERVA products which can help in the management of digitisation projects
Antonella Fresa Warsaw, 30 January 2006
The MINERVA initiative
Working groups, conferences, workshops, publications, websites, newletter, international activities, services deployment, networking with other European initiatives, the political and strategic level.
Antonella Fresa Warsaw, 30 January 2006
Conferences and workshopsFrom February 2004 to January 2006:
• 36 events organised by MINERVA and MINERVAplus in AU, DE, EE, FR, GR, HU, IE, IL, IT, LU, MT, NL, PL, PT, RU, SI, SW, UK
• MINERVAplus participated to 54 events held by other organisations in the above mentioned countries PLUS BG, CA, CZ, DK, FYROM, HR, SP, SR, US.
Different levels: local, national, international.
Antonella Fresa Warsaw, 30 January 2006
Publications 2004Some of them are availablein more than 10 languages!
Technical Guidelines for Digital Cultural Content Creation Programmeshttp://www.minervaeurope.org/publications/technicalguidelines.htm (available in EN, FR, DE¸ soon also in IT)
Good practices handbookhttp://www.minervaeurope.org/publications/goodhand.htm (available in CZ, DE, EE, EL, EN, FR, HU, IT, LV, PT, SI, SK)
MINERVA: Digitising content together: Ministerial NEtwork for Valorising Activities in Digitisation: Activities 2003 - 2004 (information brochure about the project)http://www.minervaeurope.org/publications.htm (available in EN, IT)
Antonella Fresa Warsaw, 30 January 2006
Publications 2005Dynamic Action Plan for the EU co-ordination of digitisation of cultural
and scientific contenthttp://www.minervaeurope.org/publications/dap.htm (available in EN, FR, DE, IT)
Guide to Intellectual Property Rights and Other Legal Issues (draft version)http://www.minervaeurope.org/publications/guideipr.htm (available in EN)
Quality Principles for cultural Web sites: a handbookhttp://www.minervaeurope.org/publications/qualitycommentary_en.htm (available in CZ, DE, EE, EL, EN, FR, HU, LV, SI)
Coordinating digitisation in Europe. Progress report of the National Representatives Group: coordination mechanisms for digitisation policies and programmes 2004http://www.minervaeurope.org/publications/globalreport/globalrep2004.htm (available in EN)
Manuale per la qualità dei siti Web pubblici culturali (2nd edition)http://www.minervaeurope.org/publications/qualitycriteria-i.htm (available in IT)
Antonella Fresa Warsaw, 30 January 2006
Postcards16 titles(printed or planned
to be).
Goal: to give the widest diffusion to the MINERVA and MINERVAplus products.
About 30,000 pieces.
Under preparation:
• DAP• Minerva Galaxy• IPR Guide• Report on Multilingualism• Cost Reduction• Study Map of the
European organisational structure of the cultural sector
• The Assessment report
Antonella Fresa Warsaw, 30 January 2006
Next titles• Report on multilingualism• 4th Progress Report of the NRG• Cost reduction report• IPR guide• Assessment Report on the Coordination of
Digitisation in Europe• Map of the European organisational structure of
the cultural sector• French and German translation of the 10 quality
principles handbook• Italian translation of the DAP• Second Italian edition of the Handbook for quality
in cultural web sites
Antonella Fresa Warsaw, 30 January 2006
NewsletterSince February 2004:4 English and Italian editions of
the newsletter were distributed to almost 3,000 subscribers.
Antonella Fresa Warsaw, 30 January 2006
MINERVA and MINERVAplus web sites BELGIUM
MALTA
ESTONIA
POLAND
HUNGARY
ISRAEL
RUSSIAPORTUGAL
Antonella Fresa Warsaw, 30 January 2006
New initiatives based on the MINERVA
results•MICHAEL and MICHAEL Plus
•MEDCULT•MINERVA eC
Antonella Fresa Warsaw, 30 January 2006
MICHAELMINERVA spin off based on:• the data model elaborated by the MINERVA
WP3• The technical guidelines elaborated by the
MINERVA WP4• The survey on the multilingualism in Europe
elaborated by the MINERVAplus WP4• The French platform Catalogue des fonds
numérisés• The MINERVA prototype of portal for the
digitised collection of Italy and France (produced by the WP3)
Antonella Fresa Warsaw, 30 January 2006
MICHAEL - www.michael-culture.orgMICHAEL (Multilingual Inventory of
Cultural Heritage in Europe) is a project presented by the MiBAC in the framework of the eTEN programme.
MICHAEL will establish an international online service, to search, browse and examine multiple national cultural portals (starting with France, Italy, and UK) from a single point of access and using open source softwares.
Antonella Fresa Warsaw, 30 January 2006
MICHAEL Plus
The enlargement of MICHAEL, elaborated by MiBAC in cooperation with France and UK.
The following countries joined the MICHAEL system (based on the MINERVA results):Czech Republic, Finland, Germany, Greece, Hungary, Malta, The Netherlands, Poland, Portugal, Spain, Sweden
Status: approved, under negotiation.
Antonella Fresa Warsaw, 30 January 2006
MEDCULTMay 2005:
MEDCULT project approved by UNESCO for funding, to spread MINERVA products through Mediterranean Arab countries, in cooperation with the STRABON network
December 2005:MEDCULT kick-off in RomeWorkshops:
April 2006, Alexandria (Egypt)May 2006, Rabat (Morocco)August 2006, Amman (Jordan)
http://www.minervaeurope.org/MEDCULT/home.html
Antonella Fresa Warsaw, 30 January 2006
MInisterial NEtwoRk for Valorising Activities in digitisation eContentPlus - Supporting the European Digital Library
Submitted under eContent+ Programme
MAIN OBJECTIVES:Capitalising the results of MINERVA and MINERVA
Plus; Implementing recommendations undertaken by the
NRG;Large involvement of the cultural institutions and
stakeholdersStandard Agreements and Interoperability
Frameworks;Coordination of content enrichment projects;
The MINERVAeC proposal
Antonella Fresa Warsaw, 30 January 2006
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MinervaECThe ambition of MinervaEC is to provide the glue
to make the architecture more stable
Integration of national and European actions
Antonella Fresa Warsaw, 30 January 2006
WP Activity
1 Project management and coordination
2 Assessment and evaluation
3 Awareness, dissemination and partnership with stakeholders
4 Development of the European Observatory
5 Quality, Accessibility and Usability
6 Good practices for content enrichment
How
Antonella Fresa Warsaw, 30 January 2006
AustriaBelgiumCzech RepublicEstoniaFinlandFranceGermanyGreeceHungaryIreland
ItalyLuxembourgMaltaPolandPortugalSlovakiaSloveniaSpainSwedenUnited Kingdom
20 partner countries:
with more than 150 cultural institutions
Who
Antonella Fresa Warsaw, 30 January 2006
Networking with European projects
PrestoSpace: contribution to the MINERVA deliverable 6.4
EVA Conferences: stable occasion of dissemination of the MINERVA results
Bricks: Bricks will create a module for museum managers based on the Museo&Web product of MINERVA
TEL: coordination of the European national library services
DELOS: Network of Excellence in support of the European Digital Library
Antonella Fresa Warsaw, 30 January 2006
Map of the cultural institutions across Europe
The Austrian Presidency and the Italian Ministry, with the contribution of NRG/MINERVA, are working together for the creation of a map of the cultural institutions across Europe.
This study will be a road map of the future of the digitisation of the cultural heritage and will be integrated with the Marketing Plan of MINERVA.
Antonella Fresa Warsaw, 30 January 2006
The Minerva GalaxyR&D Constellation:
Minerva, MinervaPLUS, Bricks, Calimera,
Digicult, EVA, Prestospace, The European Library, Delos
Learning Constellation:
Eurydice, university networks
Implementation Constellation: Michael, MichaelPLUS
European Digital Library Constellation:
Thematic network, content enrichment, targeted projectsCooperation Constellation: MedCult, Strabon,
Unesco
Antonella Fresa Warsaw, 30 January 2006
The Dynamic Action PlanLaunched on 15th November 2005 in Bristol by the
UK Minister for Culture, David Lammy.Available in DE, FR, IT, UK.It renews the Lund Action Plan.Main goals:(1)Providing strategic leadership in a dynamic and changing
environment.(2)Strengthening co-ordination and forging stronger links between
Member States’digitisation initiatives, EU networks and projects.(3)Continuing efforts in overcoming fragmentation and duplication of
digitisation activities.(4)Assessing and identifying appropriate models, funding and policy
approaches to sustain development and long-term preservation strategies.
(5)Promoting cultural and linguistic diversity through digital content creation.
(6)Improving online access to European cultural content.
Antonella Fresa Warsaw, 30 January 2006
The Dynamic Action Plan• re-affirms Lund Principles
• sustainable and accessible digital cultural heritage
• support e-inclusion, cultural diversity, education and training
• promote resources of variety and richness and stimulate content industries
• synergy between cultural and technology programmes
Antonella Fresa Warsaw, 30 January 2006
The Dynamic Action PlanAction areas:
A. Users and contentB. Technologies for
digitisationC. Sustainability of contentD. Digital preservationE. Monitoring progress
Antonella Fresa Warsaw, 30 January 2006
From the MINERVA products bouquet
3 titles are presented here:
1. Technical Guidelines for Digital Cultural Content Creation Programmes
2. Quality Principles for Cultural Websites
3. Good practices Handbook
sharing the same life-cycle segmentation
Antonella Fresa Warsaw, 30 January 2006
The Technical Guidelines for Digital Cultural Content
Creation ProgrammesAims:• To contribute to ensure consistency of
approach to the creation, management and delivery of digital resources through the effective use of standards;
• To identify those areas in which there is commonality of approach a to provide a core around which content-specific requirements might be built.
Antonella Fresa Warsaw, 30 January 2006
Standards: definition of the reference scenario
de jure – formally recognised by a body responsible for setting and disseminating standards (e.g. TCP / IP maintained by the Internet Engineering Task Force)
de facto – not formally recognised by a standards body but widely used (e.g. Adobe PDF file format)
Antonella Fresa Warsaw, 30 January 2006
Open-ness of Standards
Open access – to the standard itself and to documents produced during its development
Open use – implementing the standard does not incur any cost or IPR
Ongoing support – driven by requirements of the user and not by the interest of the standard provider
Preference is given to open standards
Antonella Fresa Warsaw, 30 January 2006
The benefits of deploying standards
Interoperability
Accessibility
Preservation
Security
To:• users – the citizens,
the learners, the children
• Information providers and managers
• Funding agencies
• Creators
Antonella Fresa Warsaw, 30 January 2006
Levels of adoption
Must – absolute technical Requirements
Should - Guidance
May – the topic deserves attention
Vocabulary used in the Internet Engineering Task Force documentation (www.ietf.org)
Antonella Fresa Warsaw, 30 January 2006
The life-cycle approach1. Preparation for digitisation2. Handling of originals3. The digitisation process4. Storage and preservation of the digital
material5. Metadata capture6. Publication7. Disclosure8. Reuse and repurposing9. Intellectual property and copyright
Antonella Fresa Warsaw, 30 January 2006
The MINERVA Technical Guidelines provide a core set of guidelines, useful in many different contexts.
The implementers of digitisation programmes and projects will need to adapt these guidelines to the specific contexts in which they are operating
Antonella Fresa Warsaw, 30 January 2006
The 10 Pinciples for good quality cultural websites
Celebrating European cultural diversity by providing access to digital cultural content
for all
The 10 Principles are aimed at cultural websites – those developed by museums, libraries, archives and other cultural institutions.
Antonella Fresa Warsaw, 30 January 2006
A good quality cultural website must:be transparent, clearly stating the identity and purpose of
the website, as well as the organisation responsible for its management
select, digitise, author, present and validate content to create an effective website for users
Implement quality of service policy guidelines to ensure that the website is maintained and updated at an appropriate level
1/3
Antonella Fresa Warsaw, 30 January 2006
A good quality cultural website must:be accessible to all users, irrespective of the technology
they use or their disabilities, including navigation, content, and interactive elements
be user-centred, taking into account the needs of users, ensuring relevance and ease of use through responding to evaluation and feedback
be responsive, enabling users to contact the site and receive and appropriate reply. Where appropriate, encourage questions, information sharing and discussions with and between users 2/3
Antonella Fresa Warsaw, 30 January 2006
A good quality cultural website must:be aware of the importance of multilinguality by providing
a minimum level of access in more than one language
be committed to being interoperable within cultural networks to enable users to easily locate the content and services that meet their needs
be managed to respect legal issues such as IPR and privacy and clearly state the terms and conditions on which the website and its contents may be used
Adopt strategies and standards to ensure that the website and its contents can be preserved for the long-term 3/3
Antonella Fresa Warsaw, 30 January 2006
the Quality Handbook It provides commentary an exploration of each
of the 10 Quality Principles through:
• interpretation, background information and motivation for the principle
• a set of criteria which can be used to assess compliance of the website with the principles
• a checklist based on the criteria• a set of practical and pragmatic tests and
questions• the “priority matrix”
Antonella Fresa Warsaw, 30 January 2006
The life-cycle of digitisation projects• Website Planning• Website Design • Content Selection • Digitisation Process• Storage and Preservation of the Digital
Master Material• Metadata Capture • Website Implementation • Online Publication• Ongoing Maintenance
Antonella Fresa Warsaw, 30 January 2006
Relationships between the various stages of a website life cycle and the 10 Principles For each principle-stage pair, a priority is
provided: • 1 – Low priority• 2 – Mid priority• 3 – High priority
Antonella Fresa Warsaw, 30 January 2006
The matrixPlan Design Content
SelectDigitise Store
&Pres. Maste
rs
Meta-DataCapture
Implem. Online Publish
OngoingMaintain
Transparent 2 3 1 1 1 1 3 3 2Effective 2 3 3 1 1 2 3 3 2Maintained 2 1 2 2 1 1 1 3 3Accessible 3 3 1 2 1 1 3 1 1User-centred 2 3 1 1 1 1 3 1 2Responsive 2 2 3 1 1 1 2 3 3Multi-lingual 3 3 2 2 1 1 3 2 1Interoperable 3 3 1 3 2 3 3 2 2
Managed 1 1 3 1 2 1 1 1 1Preserved 1 1 2 3 3 3 1 1 2
Antonella Fresa Warsaw, 30 January 2006
Key messages Quality must be planned into a website from
the start The user is critical – involve him at every
stage Relationships with other online resources
(interoperability) and with future resources (long term preservation) must be given due attention
Antonella Fresa Warsaw, 30 January 2006
the Good Practices Handbook Provides useful information to the
establishment, execution and management of digitisation projects.
It is a reasoned organisation of lessons learnt by the analysis of the data collected across Europe since May 2002.
The Handbook is enriched with on-line complementary information, and in particular a selection of existing guidelines on digitisation.
Antonella Fresa Warsaw, 30 January 2006
The structure of the HandbookIntroduction and background
10 sets of practical lessons learnt and information gathered by the Minerva project best practice team. A collections of practical ‘rules of thumb’, to be considered by organisations who are establishing, executing or managing digitisation projects in the cultural sphere.
Complementary on-line information (addresses of existing guidelines and references to examples of good practices in the various sectors)
Antonella Fresa Warsaw, 30 January 2006
Practical GuidelinesThe material is broken down in
accordance with the stages in the digitisation life-cycle.
Each guideline description is structured as:
- Title,- Issue definition, which sets the scene
and introduces the problem(s) addressed,
- Pragmatic suggestions,- Notes or commentary.
Antonella Fresa Warsaw, 30 January 2006
Areas of Practical Guidelines / stages in the life-
cycleDigitisation project planningSelecting source material for digitisationPreparation for digitisationHandling of originalsThe digitisation processPreservation of the digital master materialMeta-dataPublicationIPR and copyrigthManaging Digital Projects
Antonella Fresa Warsaw, 30 January 2006
Managing digitisation projects:
some pragmatic suggestions Digitisation process management Team development Staff training Working with third parties for technical
assistance Working with third parties in cooperative
projects and content sharing Costs
Antonella Fresa Warsaw, 30 January 2006
Digitisation Process Management
To establish a work-flow that maximises the through-put of the digitisation team
Project knowledge base (database, spreadsheet or even a collection of documents), to ensure the recording of actions which are carried out
Name, identifier, status of the item, procedural choices and other relevant information for each item to be digitised should be entered in the knowledge base
Documenting parameters for hardware setup
Location, phone numbers and backup staff of key service personnel
Antonella Fresa Warsaw, 30 January 2006
Team development
If possible, include at least one person with appropriate information technology skill in the team
Assess the state of knowledge of the personnel, identify training needs and fill these before the project starts
IT skills are not the only ones which may be needed; specialist skills may be needed, e.g.: handling of delicate documents and artifacts, etc.
Better to have a small core of skilled personnel than a larger population of occasional participants
Antonella Fresa Warsaw, 30 January 2006
Staff trainingDo not assume that no staff training is required, not that
archives, library or museum staff automatically has all the relevant expertise
Identify training requirements at the start of the project: certain training may be ‘learn on the job’, other requires training in advance
Technology training may be well delivered from another project in the same institution; check first internal availability
A lack of staff training can jeopardise the whole project results; the same may result if the staff is removed from the project and new personnel start to work
Antonella Fresa Warsaw, 30 January 2006
Working with third parties for technical assistance
Services which are most commonly provided include: actual digitisation itself, project management, software development and integration, etc.
The relation should be governed by clear, strict contracts, including documented specification of the products/services to be provided
Review of the work on regular basis
It should be born in mind that expertise and experience gained by third parties will be mostly lost by the cultural institution at the end of the project (include long-term members of staff into the project)
Antonella Fresa Warsaw, 30 January 2006
Working with third parties in cooperative projects and
content sharingEnsure that all partners are aware of and have endorsed their roles and responsibilities
Establish common mode of communication across partners
Subcontractors should be governed by strict commercial contracts (deliverables, deadlines, etc.)
IPR documented and agreed among partners
Antonella Fresa Warsaw, 30 January 2006
Costs Take into account start-up and infrastructural costs as well as costs for
running the project. The following costs should be considered: Staff development (salaries, but also travel costs and training)
Facilities needed (low costs V/S high standard for image capture)
Operational costs
Costs for storage and for delivery systems
Image capture is often the least costly part of a digitisation project, on average:
1/3 of total costs are connected with digital convention
1/3 (or slightly less) to meta-data creation
1/3 (or even bit more) to administrative and quality assurance
LAST BUT NOT LEAST:
Regardless of the quality of the digital resources created by your digitisation project, they will not last long if the project cannot find funds for their maintenance
PLANNING FOR SUSTAINABILITY IS A PRIORITY!
Antonella Fresa Warsaw, 30 January 2006
Thank you for your attention!
Antonella Fresa
www.minervaeurope.org