developing digital collections

8/12/2019 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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-4-

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

-5-

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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