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Competing Priorities: Sustainability, Growth, and Innovation In Digital Collections
Jenn RileyHead, Carolina Digital Library and ArchivesUniversity of North Carolina at Chapel Hill
Are academic libraries like a forest?
Photo by erwlas.
http://www.flickr.com/photos/erwlas/32164
77632/
How can we manage growth?
Photo by aislinv. http://www.flickr.com/photos/aislinnv/446429071/
How can we manage change?
Photo by Nemo’s great uncle. http://www.flickr.com/photos/maynard/7
5485033/
A familiar story (broadly told)Administration’s perspective: We
need a fundamental change.
Front line librarians’ perspective:
We’re moving too slowly; I can’t
get the resources I need
to follow through on my
ideas.
Technical staff’s
perspective: We can’t take on
any more.
THE SYSTEMS
Basic premise: A well-planned, integrated set of software systems to support digital library work is the core of technical sustainability, and allows manageable growth and innovation.
Yep, we have this problem.
Photo by windsordi. http://www.flickr.com/photos/windsordi/3467758700/
What if it were more like this?
Photo by James UK. http://www.flickr.com/photos/jamesuk/503466376/
Access control Access control
Access copiesAccess copiesPreservation mastersPreservation mastersPreservation servicesPreservation services
Management/access layer
Storage/preservation layer
Access control
Object normalization/tr
ansformation
Object normalization/tr
ansformation
etc.etc. Streaming media
Streaming media
über discovery
system
über discovery
system
Discovery/delivery layer
Scalable image
delivery
Scalable image
delivery
Ingest prep
Ingest prep
PUBLIC-FACING TOOLS
INTERNALLY-FOCUSED TOOLS
Indexing
Ingest (add/update/delete/normalize content/metadata)
Ingest (add/update/delete/normalize content/metadata)
External repositories to which UNC contributes content
External repositories to which UNC contributes content
UN
C-MAN
AGED
SYSTEMS
Other object repositories with cool stuff
Other object repositories with cool stuff
ID resolution
ID resolution
Middleware services
MetadataMetadata
Specialized discovery/d
elivery system
Metadata/object
management interface
Metadata/object
management interface
Metadata creation
tools
Metadata creation
tools
Specialized content management& access systems
Specialized content management& access systems
Specialized content
management & access systems
Specialized content
management & access systems
Abstraction services for repository communication
Ingest (add/update/delete/normalize content/metadata)
Ingest (add/update/delete/normalize content/metadata)
Collection builder toolCollection
builder tool
Standard communication protocol or syndication of content
EXTERNALLY-M
ANAG
ED SYSTEM
S
ServicesWeb applications, with user interfaces. May cache data.
Storage
It’s a goal. Something to work towards.
Photo by Eddie van W.http://www.flickr.com/photos/spiritual_marketplace/2207966935/
Photo by Alex R. (rt48state). http://www.flickr.com/photos/rt48state/3756762770/
THE SERVICES
Basic premise: Digital library activities in 2012 aren’t just new collections projects. Instead, they should be broadly about providing services—to library staff, to students, to faculty, to the community.
Added value through partnerships
What types of services? Faculty outreach – research and teaching
Training – local systems and external technology
Data management consulting Institutional repository efforts Project planning/management Bringing the content and the tech together
THE PROCESS
Basic premise: Encourage planning, allow possible initiatives to be compared to one another, provide a path for ideas to reach fruition, ensure we can commit the resources necessary to succeed with those initiatives we do prioritize.
It’s not enough to have a good idea.
Receive proposal
Assign CDLA facilitator
Post proposal for CDLA/Systems/LT
C review
Report to LTC
Develop full project
proposal/timeline
Develop basic project
plan/timeline
Project/workflow/time
analysis
General estimate of required resources
Identify stakeholders
Preliminary decision on
proposal disposition
Candidate for fast-track approval
Require full LTC review
Approve and proceed
immediately
Report to LTCLTC semiannual review
Compare required
resources to available resources
Place in holding queue for priority if resource
availability changes
Resources become available
before next LTC review
Final decision on proposal disposition
Resources available
Resources not available
NoYes
Require full LTC review
Fast
-tra
ck a
ppro
val
Estimate of required resources
Absorb as part of non-project work
Receive proposal
Assign CDLA facilitator
Post proposal for CDLA/Systems/LT
C review
Report to LTC
Develop full project
proposal/timeline
Develop basic project
plan/timeline
Project/workflow/time
analysis
General estimate of required resources
Identify stakeholders
Preliminary decision on
proposal disposition
Candidate for fast-track approval
Require full LTC review
Approve and proceed
immediately
Report to LTCLTC semiannual review
Compare required
resources to available resources
Place in holding queue for priority if resource
availability changes
Resources become available
before next LTC review
Final decision on proposal disposition
Resources available
Resources not available
NoYes
Require full LTC review
Fast
-tra
ck a
ppro
val
Estimate of required resources
Absorb as part of non-project work
For some initiatives, allow “fast track”
approval.
For some initiatives, allow “fast track”
approval.
Receive proposal
Assign CDLA facilitator
Post proposal for CDLA/Systems/LT
C review
Report to LTC
Develop full project
proposal/timeline
Develop basic project
plan/timeline
Project/workflow/time
analysis
General estimate of required resources
Identify stakeholders
Preliminary decision on
proposal disposition
Candidate for fast-track approval
Require full LTC review
Approve and proceed
immediately
Report to LTCLTC semiannual review
Compare required
resources to available resources
Place in holding queue for priority if resource
availability changes
Resources become available
before next LTC review
Final decision on proposal disposition
Resources available
Resources not available
NoYes
Require full LTC review
Fast
-tra
ck a
ppro
val
Estimate of required resources
Absorb as part of non-project work
Develop a formal project plan.
Develop a formal project plan.
Receive proposal
Assign CDLA facilitator
Post proposal for CDLA/Systems/LT
C review
Report to LTC
Develop full project
proposal/timeline
Develop basic project
plan/timeline
Project/workflow/time
analysis
General estimate of required resources
Identify stakeholders
Preliminary decision on
proposal disposition
Candidate for fast-track approval
Require full LTC review
Approve and proceed
immediately
Report to LTCLTC semiannual review
Compare required
resources to available resources
Place in holding queue for priority if resource
availability changes
Resources become available
before next LTC review
Final decision on proposal disposition
Resources available
Resources not available
NoYes
Require full LTC review
Fast
-tra
ck a
ppro
val
Estimate of required resources
Absorb as part of non-project work
“Facilitator” from the Carolina Digital
Library and Archives
“Facilitator” from the Carolina Digital
Library and Archives
Receive proposal
Assign CDLA facilitator
Post proposal for CDLA/Systems/LT
C review
Report to LTC
Develop full project
proposal/timeline
Develop basic project
plan/timeline
Project/workflow/time
analysis
General estimate of required resources
Identify stakeholders
Preliminary decision on
proposal disposition
Candidate for fast-track approval
Require full LTC review
Approve and proceed
immediately
Report to LTCLTC semiannual review
Compare required
resources to available resources
Place in holding queue for priority if resource
availability changes
Resources become available
before next LTC review
Final decision on proposal disposition
Resources available
Resources not available
NoYes
Require full LTC review
Fast
-tra
ck a
ppro
val
Estimate of required resources
Absorb as part of non-project work
Role of assessment
Assessment is a current UNC Library priority New (30%) Assessment Coordinator Identified as a Library Technology Council priority for activities through end of 2012
Project plans required an assessment component
The assessment plans were pretty basic Formal assessment of the project proposal process underway
What happened in this review cycle We approved everything All proposals submitted at once Some proposals were able to move forward (relatively) quickly as fast-tracked
What we’ve learned (so far) Administrators happy with the planning done; see progress; happy to issue approvals
Proposers view process as too burdensome Current fast-track vs. full review setup has holes
Push more justification to the proposal stage
Planning phase isn’t enough for technical decisions in all cases
We need more assessment training Facilitating proposals is a lot of work!
What about agility?
Photo by radloff. http://www.flickr.com/photos/radloff/6708510227/
Next steps towards sustainability
Photo by Trevor Haldenby. http://www.flickr.com/photos/trevorh/491898939/
Thank you!
These slides:http://www.lib.unc.edu/users/jlril
ey/presentations/cni12s/rileySustainability.pptx