Digital Library of the Caribbean

Project Planning

www.dloc.comEmail: bwooldri@fiu.eduPhone: 305.528.5891

Initial Steps in Planning Digital Projects

Identify holdings to be digitized Identify stakeholders and participants

(internal/external) Create a planning team Determine project goals/objectives Environmental scan of other projects Identify needed resources Develop work plan with timeline of activities

From: Nemmers and Sullivan (2012) http://ufdcimages.uflib.ufl.edu/IR/00/00/08/12/00001/DigitalProjectMgmt.pdf

Digital Project Breakdown

1/3 Effort = Project Planning, Pre-Imaging preparation, Preservation, Oversight and Evaluation

1/3 Effort = Description, Metadata creation, Database Creation/Management

1/3 Effort = Digitization

Project Planning Resources: http://digital.uflib.ufl.edu/technologies/

Gathering information

Bound books (on Copibook) 7 hours

Disbound books 2 hours

archival/photos 11 pages / hour

large format 2.5 hours

born digital 50 pages / hour

print newspapers (on Copibook) 40 pages / hour

Oral history files, 30 minutes; born digital; with PDF transcript 1 set (audio and PDF) / hour

Project Planning Guides from the University of Florida Digital Library Center based on their internal tests. It is important to periodically track how the time needed for digitization with your equipment and workflow.

Digitization Decisions – Increase Access - From the Yale University Libraries

Uniqueness, Scholarly, Historical and/or Linguistic Value

Teaching and Research Value Copyright Status Existing bibliographic control Time table and capacities Available and targeted funding Technical feasibility Expansion of existing digital collection Peer institution collaboration PreservationFrom: http://web.library.yale.edu/projectplanning/guidelines#.Ueb-D_XD-ih

Digitization Decisions – Preservation - From the Yale University Libraries

Condition Uniqueness, Scholarly, Historical and/or Linguistic

Value Teaching and Research Value Replacement Value Copyright Status The potential for damage during digitization Technical feasibility

From: http://web.library.yale.edu/projectplanning/guidelines#.Ueb-D_XD-ih

dLOC Seed Proposal CategoriesSeed Funding Categories Project Details Project Overview Implementation Plan Detailed Budget Overview Timeline

Full Proposal Template: http://www.dloc.com/AA00016146

Sample: The Price Library of Judaica Anniversary Collection: A first project to digitize a unique set of Jewish newspapers

Proposal: http://ufdcimages.uflib.ufl.edu/UF/00/10/31/61/00001/Binder1.pdf

Online Collection: http://ufdc.ufl.edu/ianniversary

Let’s plan…

Using the following information, approximately how much time would it take to complete this project.

Equipment: EpsonXL10000 flat bed scanner

Staff: One 20 hour per week technician

Content: A personal collection of photographs and letters collected from workers in the Panama Canal Zone.

Materials: 150 photos and 50 one page letters

Time Test: approximately 10 pages/hour

Let’s plan…

Using the following information, approximately how many weeks would it take to complete this project.

Equipment: EpsonXL10000 flat bed scanner

Staff: One 20 hour per week technician

Content: A personal collection of photographs and letters collected from workers in the Panama Canal Zone.

Materials: 150 photos and 50 one page letters

Time Test: approximately 10 pages/hour

200 scans / 10 pages an hour = 20 hours digitization

20 hours digitization x 3 (for planning & description) = 60 hours

60 hours / 20 hours per week = 3 weeks