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PAARL NATIONAL SUMMER CONFERENCE PLANNING, DEVELOPING AND MANAGING DIGITIZATION & RESEARCH PROJECTS FOR LIBRARIES AND INFORMATION CENTERS 18-20 April 2012 Coron, Palawan DIGITIZATION FOR ACCESS AND PRESERVATION: Role of Academic and Research Librarians Marian S. Ramos [email protected]

Digitization for Access and Preservation: Role of Academic and Research Librarians

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lecture presented by Marian S. Ramos at PAARL's National Summer on the theme "Planning, Developing and Managing Digitization & Research Projects for Libraries and Information Centers" (Function Hall of Tourism Center, Coron, Palawan,18-20 April 2012)

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Page 1: Digitization for Access and Preservation: Role of Academic and Research Librarians

PAARL NATIONAL SUMMER CONFERENCE PLANNING, DEVELOPING AND MANAGING DIGITIZATION & RESEARCH PROJECTS FOR

LIBRARIES AND INFORMATION CENTERS 18-20 April 2012 Coron, Palawan

DIGITIZATION FOR ACCESS AND PRESERVATION: Role of Academic and Research Librarians

Marian S. Ramos

[email protected]

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OUTLINE

• Introduction

• Digitization Process

• Digitization for Preservation

• Digitization for Access

• Librarians in Digitization Project

• Challenges and Issues of Library Digitization

• Conclusion

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Introduction

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Introduction

“The conversion of all sorts of cultural contents into bits and bytes

opens up a completely new dimensions of reaching traditional

and new audiences by providing access to cultural heritage resources in ways unimaginable a decade ago.” -- Mulrenin and

Geser, 2001

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“The process of making an

electronic version of a ‘real world’

object or event, enabling the

object to be stored, displayed and

manipulated on a computer, and

disseminated over networks

and/or WWW” (Eadie, 2005)

Involves the process of

making non-digitally created

materials available in digital

format.

DIGITIZATION…

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DIG

ITIZ

ATI

ON

Digitization does not always mean scanning.

Digitization can involve simple data conversion from catalog cards or paper to digital form, video and audio migration to digital form, and so on.

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» Can be linked to other materials to create multimedia

» Is not dependent upon

spatial or temporal barriers

Digital Asset: Characteristics and Qualities

» Can be stored and delivered

in a variety of ways

» Can be copied limitless times without degradation of the original

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Is there a need to convert analogue to digital?

Why convert or digitize?

What can be converted?

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DIGITIZATION PROCESS

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Model: Library Digitization, Digital Library and Library Hybridization (Ayanbode, 2001)

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Process of Digitization

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Policy enactment

Policy approval

Planning, budgeting and monitoring

Acquisition of appropriate technology

Administrative decisions on the procedure to be

adopted

1

2

3

4

5 (Fabunmi, Paris and Fabunmi, 2006)

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Process of Digitization

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Sensitization, psychological preparation

and retraining of staff

Copyright permission

Implementation and trial testing

Evaluation of project

6

7

8

9 (Fabunmi, Paris and Fabunmi, 2006)

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Process of Digitization

Policy enactment

Policy approval

Digitization policy serves as a reference point and guide for project implementation Contains the goals of the digitization project

Approved by appropriate authorities before project implementation

(Fabunmi, Paris and Fabunmi, 2006)

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Process of Digitization

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Planning, budgeting and monitoring

Budgets for digitization projects should include the following categories: salaries, wages, and benefits; staff training; equipment and supplies; services, contracts and legal fees; overhead and indirect costs; maintenance, licenses, communication charges; contingency

(Fabunmi, Paris and Fabunmi, 2006)

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Process of Digitization

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Administrative decisions on the procedure to be

adopted

Decision has to be made on the mode of operation: Establish links with existing digital contents or libraries Digitize in-house Outsourcing (Fabunmi, Paris and

Fabunmi, 2006)

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Process of Digitization

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Sensitization, psychological preparation

and retraining of staff

(Fabunmi, Paris and Fabunmi, 2006)

o Learn how to manage change o Educate library staff and allay their fears

Copyright permission

Seek copyright permission If an item is still under copyright, it can be digitized for in-house use only.

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Process of Digitization

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Evaluation of project

(Fabunmi, Paris and Fabunmi, 2006)

Make periodic evaluation of the project Based on the set goals Number of digitized items Quality of digital content Use of digital contents by users

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Benefits of Digitization

• Broader and enhanced access, to a wider community

• Preservation endangered library resources

• Increase usage of library materials especially those are special collections and records with archival value

• Improvement of the efficiency of information search mechanisms

• Generate new and exciting research opportunities

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Wrong Motives for Digitization

• Substitute for microfilming

• To save space

• To save money

• “Because we can”

• Substitute for collection development

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Guidelines for Digitization Projects UNESCO, IFLA and ICA suggest that

digitization projects should be:

oUser driven, based on a high demand for enhanced access to content

oOpportunity driven, when money is available for a particular initiative

oPreservation driven, when there is a need to protect fragile materials from handling

oRevenue driven, where there is an opportunity to generate income from digital resources

(Hughes, 2004)

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Before you start, ask yourself

Is the project?

User driven: high demand for (enhanced) access Opportunity driven: money available so we can do something Preservation driven: high demand on fragile objects Revenue driven: we might make some money from it

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Before you start, ask yourself

Do we have? The money The skills The capacity The technical infrastructure

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Before you start, ask yourself

Carry out Benchmarking study Copyright study Feasibility study Technical pilot study

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What can be digitized?

• Old manuscripts

• Research projects

• Photo images

• Analogue maps

• Non-live musical recordings

• Government official gazettes

• Oral history resources

• Newspapers

• Artifacts

• Art

• Rare books

• Biographies

• Microfilm

• And many more…

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Value Does the material have sufficient intrinsic value?

Condition Are digital format needed because the original materials are unserviceable?

Use Are materials in demand? How are they used, and with what frequency, by which users?

Characteristics Do the physical formats of the materials lend themselves to digitization at an acceptable high level of reproduction?

Criteria for Selection

(Beagrie, 2004; Rosenthal: 2005; Hughes, 2004)

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Digitization for

PRESERVATION

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Digitization for Preservation

• It creates valuable new digital asset worthy of long-term preservation.

• Association for Research Libraries (2004) endorsed digitization as an acceptable preservation strategy.

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(Conway, 2010)

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Digitization for PRESERVATION

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• Lessens use of originals?

• Long-term commitment to maintain files – Technology, funding, equipment, personnel needs

to maintain accessibility to files

• Serious concerns re: fragile materials as demands increase to have them in digital format – Need to consider preservation/conservation

requirements of originals prior to digitization (Trinkaus-Randall, 2010)

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Dig

itiz

atio

n f

or

PR

ESER

VA

TIO

N

There is considerable unease within the library sector at the prospect of relying on a digital copy as a substitution for other formats.

Many librarians felt that film still provided the best preservation medium. 29

(Scoping the Future of the University of oxford’s Digital Library Collections)

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Dig

itiz

atio

n f

or

PR

ESER

VA

TIO

N

There was a general acceptance among librarians that “digital surrogates could assist in deflecting demand away from handling originals.”

“… digitization should not be allowed to detract from traditional conservation efforts to preserve the original.”

(Scoping the Future of the University of oxford’s Digital Library Collections)

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“combines policies, strategies and actions to ensure access to reformatted and born digital content regardless of the

challenges of media failure and technological change.

The goal of digital preservation is the accurate rendering of authenticated content over time.”

--Association for Library Collections and Technical Services (ALCTS) Preservation and Reformatting Section 31

Long term institutional commitment:

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Dig

ital

PR

ESER

VA

TIO

N

“Digital preservation protects the value of digital assets, regardless of whether the original source is a tangible artifact or data that were born and live digitally.”

(Conway, 2010)

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Digitization for

ACCESS

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Primary purpose of DIGITIZATION

Improve Access Valuable information

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Digitization for ACCESS

Simultaneous access to digital asset by multiple users

Efficient comprehensive search to digitized library resources from anywhere at any time

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DIG

ITIZ

ATI

ON

FO

R A

CC

ESS

Digitization makes the invisible to be visible.

Digital information can be accessed without any geographical limitation, thus providing remote access.

It removes the problem of distance, as users do not have to be physically present in the library.

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Digitization for Access

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Clearer image than microfilm and easier to read

Provides excellent surrogates of originals

Exhibitions, research, publicity, etc.

Easily retrieved and manipulated, transmittable, and transportable from a repository to the sites of research, presentation, and teaching.

Increasing researcher’s expectations on availability of materials in digital format

(Trinkaus-Randall, 2010)

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LIBRARIANS in Digitization Project

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DIG

ITIZ

ATI

ON

PR

OJE

CT

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Responsibilities of Librarians

Managing digitization projects and staff

Fundraising and grant writing

Managing budgets

Writing job descriptions, hiring staff

Setting goals and targets

Writing documentation and reports

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DIG

ITIZ

ATI

ON

PR

OJE

CT

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Responsibilities of Librarians

Selecting materials, in cooperation with subject specialists

Conservation assessment of originals

Preservation handling or treatment where necessary

Creating basic catalog records or tracking lists where necessary

Evaluating copyright status of originals

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DIG

ITIZ

ATI

ON

PR

OJE

CT

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Responsibilities of Librarians

Cataloging and indexing digital objects

Monitoring of digitization procedures and performing of quality assessment

Developing delivery mechanisms and finding aids

Preservation and archiving of digital objects

Instruction and end-user support

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Challenges and Issues of Library Digitization

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Chal lenges and Issues of L ibrary Dig it izat ion

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o Sourcing of sufficient funds

o The proportion of additional materials to be digitized will depend upon the available fund.

o Allocation of adequate fund by the appropriate authorities

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Chal lenges and Issues of L ibrary Dig it izat ion

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o Digitization entails policy initiation, setting priorities and planning

o Libraries need to do benchmarking of digitization projects

oManaging staff resistance to change

o Orientation of library users

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Chal lenges and Issues of L ibrary Dig it izat ion

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o Copyright permission to digitized library materials

oInstitutional buy-in

oTechnical drawbacks

o Plagiarism

o What access is allowed

o Electronic Theses/ Dissertations & publishers

http://reyalsluna.blogspot.com/

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Threats to Digital Assets

(Beagrie, 2004; Rosenthal: 2005) 46

Storage medium deteriorate overtime Obsolescence of the carrier File format obsolescence Older versions of software may not work on new hardware or operating system

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Threats to Digital Assets

• Valuable digital assets of institutions are at risk of being inaccessible.

• The success of preserving digital materials requires standards for file formats.

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Conclusion

Digitization of library resources “is changing

the ways in which collections are used and

accessed.”

(Hughes, 2004, pp.29-30)

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Conclusion

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“It is important to evaluate whether or not digitization is truly worthwhile before undertaking a digitization initiative.”

(Hughes, 2004, pp.29-30)

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Conclusion

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“Valuable digital resources, which will bring prestige to the institutions that create and maintain them, will be those that can support scholarship without any loss of the benefits of working with the originals.”

(Hughes, 2004, pp.29-30)

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Ayanbode, O. (2011). Library digitization: a strategy to bridge information and knowledge divides. European Journal of Scientific Research 56(2): 212-218. Available in the Internet (accessed April 1, 2012) at www.ejournals.com/ejsr.html Berger, M. (1999). Digitization for preservation and access: a case study. Library Hi Tech 17(2: 146-151. Available in Emerald Management eJournals Burningham, B. (1999). Attitudes of the Canadian research community toward creating and accessing digitized fascimile collections of historical documents. Computers and the Humanities 33(4): 409-419 Available in JSTOR Conway, P. (2010). Preservation in the age of Google: digitization preservation, and dilemmas. The Library Quarterly 80(1): 61-79 Available in JSTOR Fleming, A, Mering, M. and Wofle, J. (2008). Library personnel's role in the creation of metadata: a survery of academic libraries. Faculty Publications, UNL Libraries, paper 222. Available in the Internet (accessed April 1, 2012) at http://digitalcommons.unl.edu/libraryscience/222 Fabunmi, B., Paris, M. and Fabunmi, M. (2006). Digitization of library resources: challenges and implication for policy and planning. International Journal of African & African American Studies 5(2): 23-35. Available in the Internet (accessed April 1, 2012) at https://ojcs.siue.edu/ojs/index.php/ijaaas/article/viewFile/80/142 Hirtle, P. (2002). The impact of digitization on special collections in libraries. Libraries & Culture 37 (1): 42-52. Available in JSTOR Hughes, L. (2004). Digitizing collections: strategic issues for the information manager. London: Facet Publishing Lee, S. Scoping the future of the University of Oxford's digital library collections. Available in the Internet (accessed April 1, 2012) Lopatin, L. (2006). Library digitization projects, issues and guidelines: a survey of the literature. Library Hi Tech 24(2): 273-289. Available in Emerald Management eJournals Middleton, M. (1999). Library digitization project management. 20th IATUL Conference. Available in the Internet (accessed April 1, 2012) Shiloba, G. and N.G. B. (2009). Beyond digitization: access and preservation. The Information Manager 9(1): 10-14 Available in the Internet (accessed April 1, 2012) Sreenivasulu, V. (2000). The role of a digital librarian in the management of digital information systems (DIS). The Electronic Library 18(1): 12-20. Available in Emerald Management eJournals Verma, M. (2008). Digitization and new rold of library professionals. International CALIBER 2008, University of Allahabad, Allahabad, February 28-29, March 1, 2008. Yiotis, K. (2008). Electronic theses and dissertation (ETD) repositories: what are they? where do they come from? how do they work?. OCLC Systems and Services 24(2): 101-115. Available in Emerald Management eJournals

Bibliography

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? Thank you! Questions?

Marian S. Ramos [email protected]

www.mainlib.upd.edu.ph

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