DIGITIZING OAKWOOD’S ARCHIVES

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OR MAYBE, JUST LAYING THE FOUNDATION. DIGITIZING OAKWOOD’S ARCHIVES. Heather Rodriguez-James Oakwood University May 2010. WHAT WILL BE COVERED. Abstract Why, what, & how? Project Review Stakeholders Commitment Change Model Insights Unmet Goals Digitization and Strategic Plan - PowerPoint PPT Presentation

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DIGITIZING OAKWOODS ARCHIVES

DIGITIZING OAKWOODS ARCHIVESOR MAYBE, JUSTLAYING THE FOUNDATIONHeather Rodriguez-JamesOakwood UniversityMay 20101WHAT WILL BE COVEREDAbstractWhy, what, & how?Project ReviewStakeholders CommitmentChange ModelInsightsUnmet GoalsDigitization and Strategic PlanConclusion, or Beginning

2AcknowledgementsHBCU Library Alliance: Sandra Phoenix, Etta RoysterLeadership Institute: Karyn Trader-Leigh, and Marsha Hughes-ReaseIra Revels, Project Manager , HBCU-CUL Digitization Initiative

3AcknowledgementsTuskegee TeamHBCU-CUL Digitization Init.

Roderick Wheeler, Scanning TechnicianDana Chandler, ArchivistMargaret Alexander, AlumnaJuanita Roberts, Director & MentorIra Revels, Project ManagerPaulette Johnson, Library Director, OakwoodHeather Rodriguez-James, Student, Leadership Institute IIIOakwood Team

Paulette Johnson, DirectorGeorge Lee, Comp. Tech.Joyce Williams, Archivists Asst.Linda Rodriguez, Volunteer5Abstract SummaryA structure is put in place to ensure that the digitization of Oakwoods Archives becomes a reality.

This presentation looks at what is needed for the creation of a sound structure that will ensure the ongoing digitization of the Archives and Museum at Oakwood University. Under consideration are the tools, both human and mechanical; and the forms and policies that will be needed.

6WHY? WHAT? & HOW?Why should the library digitize its archives?What needs would it satisfy?What technical and staff resources are available?How much time do people have to dedicate to this project? What are their skills?What finances and technical resources are available?Reese, 2008, 6.Digitizing the collection would provide wider access of the archival material, and assist with the material preservation.

7AdvantagesImproves desktop access to materialsMakes unique records widely available/accessibleMore convenient than paper resourcesNo returnsLess damageNo shelf-space8DisadvantagesTechnology is consistently changingData can be lostCertain types of resources are dependent on specific hardware, software, or other networked resourcesStaff may be more comfortable with traditional methods9StakeholdersStakeholdersMakeHelpLetQOActionArchivistXEnsure Archivist knows the project leader is not usurping her position, but rather is concerned about clients having wider access.Library DirectorXKeep communication open regarding needs (human and financial resources, hardware, and software) and progress. Asst. to ArchivistXSold on project. Give encouragement and affirmation. IT Tech. (Library)XExplain carefully what is needed; listen, and affirm Library StaffXSell the project to staff; keep them informed of progress 10Stakeholders (contd)StakeholdersMakeHelpLetQOActionUniversity PresidentXAlready sold on digitizing historical photographs see OU Goldmine, keep informed of progressVP, Academic AffairsXContinue to keep him informed of progressVP for FinanceXEmphasize the importance of the digital collection to material preservationStudents, FacultyXInform of project once implementedSDA CommunityXInform of project once implemented11Change Process12Helpful InsightsSelf-evaluation tests (Strengths, DISC, and Emotional IQ)

13Unmet GoalsOriginal plan to complete digitization of photographs in Museum not met.14Digitization & Oakwoods Strategic PlanProvide access to information15Conclusion -- BeginningOakwood now has :Committed AdministrationFirm plans to purchase equipmentMentoring relationship with Tuskegee LibraryRelationship with the Project Manager of HBCU-CUL Digitization InitiativeArchives Accession formRevised Gift formVolunteer Scanning Staff

Although the original plan to have Museum photographs was not met, we do have in place a structure that will continue after the presentation of this project.16Library Digitization Committee

Monthly Committee Meetings17Mission Statement & GoalsAcquire, preserve and make available, to Oakwood and the wider community, the rich history and legacy of Oakwood University and Black Adventism. The Digital Collection will include photographs, documents, recordings and various other materials with historical and genealogical relevance to Oakwood University and Black Adventism. It will draw images from the Archival collection, along with those provided by others.

The mission of the Eva B. Dykes Digital Collection is to 18GoalsProvide the institution with a digital memory and a method to verify, refute or modify the recollection of its members and the outside community about the institutions and its constituents;Preserve holdings by creating faithful reproduction thereby reducing handling of fragile and/or valuable materials19Goals (contd.)Improve intellectual control (e.g., creation of an electronic finding aid linked to digital images and indexes linked to bibliographic records, andIncrease access and contribute to student learning outcomes.

20Questions & Comments21Immunity to ChangeDue June 4, 2010Adaptive LeadershipDue June 4, 2010