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“Can you digitise this for me please?”
The University of Auckland's approach
to managing digitisation proposals
John GarrawayDigital Services & Information Commons Manager
ITSIG Webinar Series II11th October 2011
It starts like this...
“We have a COLLECTION...”
“We’re holding an EVENT...”
“We want a DATABASE...”
...and ends like this
“...AND IT WOULD BE REALLY GOOD IF YOU COULD HELP US.
CAN YOU DIGITISE THIS FOR ME PLEASE?”
This raises lots of questions about ...
RIGHTS USE & REUSEAUDIENCE ACCESS & DISCOVERY
COLLECTION SELECTION & PRIORITIESFORMAT MANAGEMENT & STORAGEASSET CREATION & DESCRIPTION
ASSET PRESERVATION & RECOVERY
People are very interested in...
USE & REUSEAUDIENCE ACCESS & DISCOVERY
People NOT so interested in ...
RIGHTSCOLLECTION SELECTION & PRIORITIESFORMAT MANAGEMENT & STORAGEASSET CREATION & DESCRIPTION
ASSET PRESERVATION & RECOVERY
So we made a questionnaire
DEFINE REQUIREMENTSUNDERSTAND EXPECTATIONS
EVALUATE POTENTIALAVOID SCOPE CREEPMANAGE RESOURCES
CHECKLIST FOR COMPLETION
Our approach to managing proposals
RIGHTS USE & REUSE 1Is the material out of copyright?
YES NO• If no, who owns the copyright?• Do we have clearance from the copyright holder?
YES NO• If yes, are there any terms and conditions
imposed on its use or reuse?YES NO
• If yes, what are the terms and conditions?
RIGHTS USE & REUSE 2
– Based on above terms and conditions, is this material suitable for an open or closed digital collection?
OPEN CLOSED
– If suitable for an Open collection what Creative Commons NZ Aotearoa licence would be applied?
(BY-NC-ND)Attribution, Non Commercial, No Derivatives
(BY-NC-SA)Attribution , Non Commercial, Share Alike
AUDIENCE ACCESS & DISCOVERY 1
– Who is the audience for this material? (select one)• Authorised University of Auckland users only • University of Auckland users + public
AUDIENCE ACCESS & DISCOVERY 2
– Based on audience, where can this material be accessed and discovered?(select those which apply)
• Data source • UOA aggregator• National aggregator /s (specify which)• Web scale aggregator /s (specify which)
COLLECTION SELECTION & PRIORITIES 1– Does the material fit the selection criteria of an existing digital collection?
YES NO• If yes, specify which one• Is this material a new sub-collection or series?
YES NO• Has this material been identified as a priority for developing this
collection? YES NO
COLLECTION SELECTION & PRIORITIES 2
If a new collection, which of the following best describes the material’s content? (select one)
• Archive or Special Collection• Teaching & Learning material• Research output
COLLECTION SELECTION & PRIORITIES 3– What criteria would be used to select and prioritise material to add to this new
collection?(Rank from highest to lowest)
• Demand • At risk • Rarity • Replacement • Reuse• Clearance• Value as Evidence• Value as Resource
FORMAT, MANAGEMENT & STORAGE 1
– What format best describes the scope of the material?(Select those which apply)
• Text• Image• Multimedia• Index
FORMAT, MANAGEMENT & STORAGE 2
– What system is best suited to manage and deliver this material?(considering format and decisions made regarding sections 1, 2, and 3)
• B-engine• DSpace • DigiTool• Other
FORMAT, MANAGEMENT & STORAGE 3
– How many objects are anticipated to be in the collection?
– Which server will they be stored on?
ASSET CREATION & DESCRIPTION
– What are the minimum standards for asset creation?
– What are the minimum standards of metadata required?
– Who is involved in the workflow?
– Who is responsible for Quality Control?
– Can Users contribute to metadata?
ASSET PRESERVATION & RECOVERY
– Is a preservation copy of each asset required?– Is a DR version of the delivery system required?
Example 1
Example 2
Supporting Goals
SEE MORE DIGITAL COLLECTIONS
http://www.library.auckland.ac.nz/collections/
