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Managing Archival Digitization Projects
EJ Santos – NierrasSenior Information Architect, Metadata and Access Management
Asia Data Office – Manulife IT Delivery Center
Outline
> Preparing your project plan
> Implementing your project
> Brief Introduction on Project Management
> Prioritizing what you need to digitize
> Preparing your business case
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Brief introductionProject Management Basics
What is a project?“It's a temporary endeavor
undertaken to create a unique product, service or result.”
- Project Management Institute
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“Let our advance worrying
become advance thinking and planning.”- Winston Churchill
Cases where we need project management
❑ Expanding product/service
❑ For efficiency/ effectiveness targets
❑ Customer feedback/needs
❑ Legal/compliance requirement
❑ Social requirement❑ Organizational change❑ Technology upgrade❑ Company targets/goals❑ Mini-projects (wants)
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THE “TRIANGLE OF LIFE” OF A PROJECT:Time x Cost x Scope
Time
Cost
Quality
Key Concepts Used in Project Management
Initiate Plan Lead Organize Control Close
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Like a story, a project begins and ends.
Plan before you start.> Understand what
needs to be done.> Prioritize your
resources.> Do not overthink.
Monitor progress…… CONSTANTLY.
> Mitigate/address risks and issues as encountered.
> Communicate with your stakeholders.
Exit gracefully.> Ensure that you
have delivered as promised.
> Ensure your project’s documentation is completed.
START MIDDLE END
Prioritizing what you need to digitize
The concept of Archival Appraisal
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What do you Need to consider when you plan?
“In an archival context, appraisal is the process of determining whether records
and other materials have permanent (archival) value.”
- Society of American Archivists
So many materials…Which should I digitize first?
Define your collection targets based on your institution’s mandate. This will help inform which should be priorities for digitization.
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Questions you need to ask beforehand....
Do I need to digitize my collection?
What is the value of my collection to my institution?
What resources do I need to digitize my collection?
Do I have enough resources to maintain
my collection?
Do I have enough resources to start
this project?
Does it have impact to how my institution conducts its
business?
Does my collection have unique, archival or high
business value?
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… and then PLAN for your targets.
MILESTONE 1
MILESTONE 2
MILESTONE 3
Time
Cost
Product
Preparing your Business case
Justifying your digitization requirement/s
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What is a Business Case?“The business case provides justification
for undertaking a project. It evaluates the benefit, cost and risk of alternative
options and provides a rationale for the preferred solution.”
- Association for Project Management, UK
How do you state your “ASK”
BENEFITS COST RISK
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Common structure of a business case
Strategic NeedWhy do we need to digitize what we are digitizing
Proposed Solution/sWhat options did we evaluate and why are we proposing “this” option
Expected BenefitsWhat will we gain and what may be the “disbenefits”
Cost and ROICost considerations, what will be the financial gain (if any) and possible source/s of funding
Potential RisksWhat factors or adverse events may happen and their actual impact to the business case
Expected TimelinesMilestones expected or benefits realized within the proposed timeline of implementation
Business
Case
Project Plan
Project Implementation
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+80%of digital transformation* projects have failed,
scaled back or were delayed in the last 12 months
Couchbase survey says…
*Digitizing records/organizational memory is a key milestone towards a successful digital transformation.
Preparing Your Project Plan
What do you need to document in your digitization plan?
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What is a project Plan?“It is a formal document
designed to guide and control a project.”
- Technopedia.com, IT Business Glossary
Define your Targets S.M.A.R.T.ly
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What instruments do you need to create?
Scope Statement
Work Breakdown Schedule
Milestones
Gantt ChartCommunication
Plan
Risk Management
Plan
Technical Requirements to Include in your Scope
❑ Servers or target repository
❑ System platform and applications
❑ Terminals –administrator + user
❑ Document imaging device
❑ Staging “area” and equipment
❑ Back-up system -offsite/onsite/cloud
❑ Trained personnel to run (and maintain) the digitization project
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Define your Work Breakdown Schedule
Set your Milestones
andTimelines
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Maintenance items to include in your Risk Register
> Information/Data Security considerations> Business Continuity plan> Document management system and/or major
digitalization efforts already implemented> ERP or ECM solutions already present where your
records will be coming from.
Implementing Your Project
How to execute, monitor, control and close your digitization project
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“There is nothing so useless
as doing efficiently that which
should not be done at all.”
- Peter Drucker
Digitization Project Tasks to Complete
Pre
Selection and Preparation
Project Management and Tracking
DuringMetadata Creation/ Collection
Format Conversion
and Publishing
Post
Repository Management
Assessment and Evaluation
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From Print to Electronic: High-Level Process
Implementing Digitization with Records Appraisal
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Stick to your plan!One of the causes of project delays,
failures and resource cutbacks is SCOPE CREEP.
As you Close your Project, Remember to…
❑ Test thoroughly before formally closing off.
❑ Document, document, document.
❑ Ensure that expectations are delivered.
❑ Highlight your risk register.
❑ Consider how you will operationalize the project.
❑ Consider what it would cost to continue what you delivered.
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EvaluationProject planning takeaway
Thanks!Any questions?
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On a sheet of paper, answer the ff.:1. Project Objective: Why do you need to digitize
your collection?2. Project Scope: What do you intend to digitize?3. Project Milestone: Write at least 1 possible
outcome you need to achieve.4. Project Risk: Once you digitize, list down at least
1 concern/risk you need to prepare for.
“Preservation without access is pointless.”
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