the heirloom project model andrea ellis weddle head of special collections and archives texas...
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The HeirLoom Project Model
Andrea Ellis WeddleHead of Special Collections and ArchivesTexas A&M University-Commerce
TAMU-C Special Collections
Housed in the James G. Gee Academic Library
Employees two full-time archivists, a digital collections librarian, and a full-time receptionist
TAMU-C Digital CollectionsCONTENTdm Software
35 total collections◦5 contain materials from the Special
Collections Department◦2 special projects (World War II,
Korean War)◦1 student organization collection◦26 partner collections◦1 hybrid collection
HeirLoom Project Overview
Began as an effort to promote, preserve, and make local history accessible
Employees a full-time archivist and cataloging assistant who work with public libraries and other rural repositories to digitize collections
Staff members share expertise and technology with the surrounding communities
Project Overview (cont.)Made possible through an LSTA
grant
Project Staff offer training/workshops in:◦Basic preservation principles◦Digitization (scanning/copy
photography/photo editing)◦CONTENTdm software◦Oral history basics
Project Overview - Budget
Total: $74,000
Salary/benefits: $60,000◦One archivist◦One cataloging assistant
Supplies/Equipment: $6000
Travel: $8000
Project Overview - Regional Data
Avg public libraries/county = 1.3
Avg annual local funds/library= $177,241
Avg number of ALA-MLS librarians/library = .46
Total number of archivists = 0
Getting Started: Forming Partnerships
Started with 3 partners, expanded to 13 in first year
Require an on-site interview with staff members
Include a survey of the collections, staff knowledge, and resources
Agreement finalized with a signed memo of understanding
Project staff train non-archivists and non-librarians to:◦Think like archivists when selecting
items◦Respect copyright◦Recognize the limitations of
digitizationStress that the digital collections
are for unique, primary source items
Getting Started:Identification and Selection
Digitization: TrainingEach partner’s level of expertise
determined beforehand
Some require basic “this is a scanner” training
Equipment and software varies from location to location
Digitization: Beyond ScanningDigitization extends beyond operating
a scanner and digital camera
Partners must allot time for:◦Prep work (organization, set-up, etc.)◦Handling◦Editing/renaming files◦Preparing files for CONTENTdm◦Compiling Dublin Core metadata◦Organizing/maintaining digital files
Digitization: Adhering to Standards
TAMU-C Digital Collections Librarian compiled a standards document for our collections◦http://www.tamu-commerce.edu/library/c
ollections/digital/guidelines/◦Based on best practices established by
the Bibliographical Center for Research Collaborative Digitization Program (BCR CDP) http://www.bcr.org/dps/cdp/best/digital-imaging-bp.pdf
Required Minimum StandardsScanning (Access files): 600 dpi; 300 dpi
for black and white text
Copy photography: Largest resolution/ finest quality available on digital camera
All images must be cleanly cropped and rotated
Files saved as JPEG/PDF/TIFF for CONTENTdm
Required Minimum StandardsDublin Core metadata
Our partners must provide the following fields:◦ Title◦ Creator◦ Publisher◦ Subjects (keyword)◦ Description◦ Date ◦ Format◦ Type◦ Rights (statement provided by TAMUC)◦ Contributor
Project Outcomes2.5 years, 34 partners
165 librarians, staff members, volunteers, community members trained
Partner collections average 50,000 hits per month
Partner Institution
Total Scans/Photograp
hs
Total Items in Digital Library
Atlanta Public 1027 19
Honey Grove Public*
564 39
Bonham Public* 2187 61
Commerce Public 2497 174
Cooke County Public*
3600 198
Delta County Public 3417 16
Franklin County Public*
652 54
Jefferson Carnegie 426 74
Greenville Public 7704 99
Lindale Public 366 10
Mineola Museum 497 74
Mt. Pleasant Public 273 96
Paris Public 1447 14
Pittsburg-Camp County Public*
4785 213
Quitman Public* 572 19
Project Outcomes
Partner Institution
Total Scans/Photograp
hs
Total Items in Digital Library
Rains County Public*
998 12
Red River Public* 1153 87
Sulphur Springs Public
1051 146
Terrell Public 2554 63
Van Alstyne Public 662 24
Whitesboro Public 1515 40
Winnsboro Public* 405 47
Totals 38352 1579
Project Outcomes