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Digitization Plan
2002-2004
Introduction
This plan will guide the selection, preparation, cataloging, processing, digitization, and digital storage of some of Library’s unique collections and resources. It is a supporting document to the
Library’s Service Plan 2000-2002 and Technology Plan 2001-2003.
Digitization is the creation of digital images or the entry of data to create a digital database. Digitization will capture, preserve, and enable the library to disseminate images and data for public access.
Digitization improves access to materials but is not a substitute for standard preservation practices.
The following criteria will be considered when initiating digitization projects:
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Uniqueness
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Usefulness
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Availability of funds
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Interest and demand (local, statewide, national)
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Poor accessibility (items in offsite storage, not indexed, etc.)
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Need for preservation (where frequent handling is a risk)
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Potentiality to generate income
Goals for Resources
Service Plan Goals 1, 8, and 9 state
Students will have the information, resources and skills they need to succeed in school. Researchers will have access to unique resources, primary sources and special collections to assist them in their creation of new knowledge. Current and future generations will benefit from the Library's efforts to preserve and provide global access to the records of their cultural heritage.
1. Provide an extensive, rich, and diverse collection of electronic resources to meet the informational, educational, and recreational needs of Library users.
1.1. Digitizing locally owned resources will significantly increase the number of online resources that the library provides, especially in the areas of genealogy, local history, art, and music.
2. Implement improvements to the Library’s integrated online library system.
2.1. Provide access to digitized resources through the library’s catalog.
2.2. Select an integrated online library system that will support provision of access to digitized images and metadata.
3. Continue to expand the content of the Library's web site.
3.1. Include on the web site access points to the Library’s digital collections.
3.2. Include finding aids for special collections to increase awareness, enhance access, and aid in determining demand for digitized versions.
3.2.1. New Jersey Information Center genealogical sources (Year 1)
3.2.2. New Jersey Information Center newspaper holdings (Year 1)
Service Plan Objective 8.3 states, “the Library will maintain and develop special indices.”
4. Increase access to the Library’s unique, rare, and locally created resources.
4.1. Assess the feasibility of digitizing specific collections, indices, and finding guides available in the New Jersey Information Center. (Completed)
4.2. Evaluate the feasibility of digitizing and making web-accessible special indices.
o Newark Evening News morgue subject headings index (Year 1)
o Obituary Index (Star-Ledger) (Year 1)
o New Jersey periodicals index (Year 2)
o New Jersey illustrations index (Year 2)
o Index to New Jersey’s World War II & Korean War casualties (Year 2)
o Index to the New Jersey city directory archive (Year 2)
o Index to New Jersey telephone directory archive (Year 2)
o Index to African-American literature criticism (Year 3)
o Catalog of the William J. Dane Fine Prints Collection (Year 3)
o Selected, rare U.S. Government publications (Year 3)
4.3. Evaluate the feasibility of digitizing the New Jersey Picture Collection. (Year 3)
4.4. Initiate digitization of Song Index (Year 1)
4.5. Initiate a pilot project to determine feasibility of converting the Star-Ledger
index (1972-1991) to a computer database. (Completed)
4.5.1. Convert the Star-Ledger index to MARC records (Years 1 & 2)
4.6. Initiate digitization of Newark and New Jersey atlases and maps (Year 1)
Goals for Services
5. Enhance and expand services to the public by the aggressive application of new technologies to traditional services and by the creation and extension of new ones.
5.1. Explore feasibility of delivering digitized documents to answer email reference questions and other reference questions. (Year 1)
6. Enhance and expand training for the public on electronic tools and resources.
6.1. Expand the technology training targeted to genealogists informing them about the digitized
Star-Ledger Index pilot project. (Year 1)
Goals for Administration
7. Adhere to “Best Practices” in digital projects.
7.1. View digitized collections at other institutions. Year 1 through Year 3, ongoing)
7.2 Maintain lists of sample digitization plans, projects, and other materials.
(Year 1 through Year 3, ongoing)
7.3 Adhere to national and international standards for file formats. (Year 1 through Year 3, ongoing)
7.4 Implement changes when standards change, moving files from one format, storage device, or medium to another, as new standards require. (Year 1 through Year 3, ongoing)
8. “Initiate digitization of the library’s unique resources with outside funding.” (Service Plan Objective 9.1)
8.1. Identify, cultivate, and pursue potential funders including government agencies, foundations, and corporations. (Year 1 through Year 3, ongoing)
9. Copyright
9.1. Determine that the library owns the copyright to materials or has obtained permission to digitize them before proceeding to do so. (Year 1 through Year 3, ongoing)
Service Plan Goal 20 states, “Library staff will have the information, skills, equipment and materials they need to do their jobs effectively.”
10. Use technology efficiently and effectively in digitization projects.
10.1. Compare the cost of using library staff to digitize resources with the cost of engaging consultants to do it and the cost of “outsourcing” the work. (Year 1 through Year 3, ongoing)
10.2. In deciding whether to “outsource” digitization projects (or parts thereof) and in evaluating vendors’ proposals), consider not only cost but facilities, staff skills, quality control, and security of materials (Year 1 through Year 3, ongoing)
10.3. Enhance staff productivity by providing enough up-to-date equipment. (Year 1 through Year 3, ongoing)
10.4. Maintain a strong and diverse program of staff training. See also Staff Training, below. (Year 1 through Year 3, ongoing)
10.5. Place more color printers and scanners throughout the system. (Year 2 through Year 3, ongoing)
11. Staff training and development
11.1. Support staff training and development in the following areas: copyright issues; basic scanning techniques, image capture, image saving: digital project management; use of local digitized resources; delivery of materials in digital format; use of specialized equipment; metadata and cataloging of specialized materials. (Year 1 through Year 3, ongoing)
Hardware/Software
Implement data storage using an EMC Clariion 4700 storage system with N+1 disk array 1-5 (one disk on stand by for data rebuilding), high-speed input/output network connections (gigabit ethernet, fibre channel), full redundancy (disks, power supplies, I/O back planes, data paths), hot swap-ability, scalability, and multi-platform support.
Set up a fully redundant Microsoft SQL server to handle database engines (tables, indexes, queries, storage, front-end connectivity, etc.)
Perform data replication (tapes, disk to off-line disk backup) as well as
data collocation; Replicate on network-attached storage at a remote location.
Evaluation
- Update the Library’s formal three-year Digitization Plan every year. Continually evaluate and adapt goals and implementation schedules in light of technological developments.
- Document projects to maintain the quality and stability of digitization.
- Keep detailed and accurate reports of digitization projects and provide samples to funding agencies.
- Record statistics and the number of "hits" to the digitized resources available through the Library’s web site.
- Record reference question answered with digitized materials.
Resources
Library of Congress, National Digital Library Program
NDLP Project Planning Checklist
http://lcweb2.loc.gov/ammem/prjplan.html
North East Document Conservation Center
Handbook for Digital Projects: A Management Tool for Preservation & Access
http://www.nedcc.org/digital/dighome.htm
Special Collections Digital Lab, The University of Southern Mississippi
Digitization Resources Online
http://www.lib.usm.edu/~spcol/digi/online.htm
Sun Microsystems, Inc
Digital Library Toolkit
http://www.sun.com/products-n-solutions/edu/libraries/digitaltoolkit.html
University of Connecticut
Gateway for Digital Collections
http://www.lib.uconn.edu/teams/digicoll/dcpt.htm
Washington State Library
Digital Best Practices
http://digitalwa.statelib.wa.gov/newsite/projectmgmt/planning.htm
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