developing digital collections
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A How-To Guide
For Developing Digital CollectionsThis guide provides guidelines and suggestions for how smaller institutions can
provide digital access to their special collections.
Examples and templates in this guide were based on digital projects completed by
the Freeport Memorial Public Library and Historical Society and their involvement
with the Long Island Library Resources Council and the Long Island Memories
Project.
http://www.lilrc.org/http://longislandmemories.org/
http://cdm16373.contentdm.oclc.org/ui/custom/default/collection/default/resources/c
ustompages/home/freeport.php
Why Digitize?
Digitization is an excellent tool for increasing access to resources
Digital access can preserve original materials through reduced handling
Digitization is the first step in digital preservation
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Start with a manageable collection
! Set realistic objectives! Identify manageable collections: Postcards and photographs are both good options
because they usually require less sophisticated equipment and are less labor
intensive then books or newspapers! Develop an efficient workflow plan
-2-
Join a pre-existing digital projecthttp://www.longislandmemories.org/
-3-Create a Vision for your collection
! Develop a vision/mission statement! Identify appropriate stakeholders! Publicize the project (institutions website, social
media, etc.)
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Material Selection
! What are your users/patrons asking for?! Will your items require specialized equipment for digitization?! Valuable/rare materials may require preservation needs
! Materials such as digitizing newspapers can be too labor intensive and yourinstitution may not have the time or staffing
! Consider digitizing a sample of your collection
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Long Term Planning! Finding Aids! Deed of Gift
! Reproduction Guidelines and Fees! Disaster Recovery Plan
! Digital Preservation Policy (Migration)
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WORKFLOW
An object is selected for digitization
Copyright status of the object is researched
Public domain or you know you own the rights
You think you have the rights
You have no idea if you have the rights
Using Images: Copyright & Fair Use
MIT Libraries
http://libguides.mit.edu/usingimages
The object is digitized through scanning
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Digitization standards for still images may vary for pre-existing digital projects.
The Smithsonian Institution Archives has standards for image resolution and file
format, as well as metadata standards.
http://siarchives.si.edu/services/digitization
A derivative image is created for web display
The derivative image is scanned into Photoshop where it can be edited before being
uploaded to a digital asset management system.
Descriptive metadata is created for the object
Before it is loaded into CONTENTdm, the
Digital asset management software
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The object can be searched through the collection page
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The collection can be browsed and searched, items and information can be easily
viewed, and items can be zoomed to view an objects fine details
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What You Need To Know About CONTENTdm
http://www.contentdm.org/
What is it? What does it do?CONTENTdm is project client software where data and images are imported
or added by contributing organizations. The CONTENTdm server is housed
by OCLC (not for profit computer service and research organization whose
systems help libraries locate, acquire, catalog, and lend library materials).
Long Island Memories: LILRC Regional Digitization Programhttp://www.longislandmemories.org/
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Reproduction GuidelinesConsider including these key points:
1. Reproductions are provided for one-time use. Patrons wishing to re-use the same images must make a separate request.
2. Images used in printed publications, on film and video, on websitesand in exhibitions are to be credited with the following: Your
Institutions Name
3. The requester will give the institution one complimentary copy of anypublished work in which the photographic reproduction appears.
4. Granting permission to reproduce materials does not absolverequesters from securing permission from copyright holder if the
material is not in the public domain. Users assume all responsibilityfor questions of copyright, invasion of privacy and rights of publicity
that may arise in using reproductions from the institutions
collections.
Well defined reproduction guidelines protects the repository by:
1. Insuring that the images can only be used one time2. Make sure the institution is properly credited3. Get something for your labor and research4. Cover yourself with questionable copyright
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