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Managing risk in collections for digitisation
(adopting the orphans)
Jodie DoubleDigital Content and Copyright ManagerUniversity of Leeds
background• 3,000 collections in Special Collection • 3.5 linear km and growing• 2.5 million digitised images• 3 repositories (EPrints)• Small percentage of collection material is out of copyright• Vast majority of collections are Orphans
“Aren’t you done yet?”
NO
User - “Can you digitise this and put it online?”Library - NOUser - “Why?”Library – “Copyright…”
The road to risk management
https://explore.library.leeds.ac.uk/special-collections-explore/Liddle%20Collection
-collections/collection/723
Liddle facts
• Personal papers of well over 6,000 people who lived through the First World War, and over 500 who experienced the Second World War
• photographs and drawings• official and unofficial papers• diaries and correspondence• over 1500 artefacts
rights clearance project 2014Main objectives:• Establish the last known address and date of correspondence with
the donor• Link donor information to the catalogue record in the Collections
Management System• Establish contact with donor to gain copyright clearance (anyone
corresponded with in the last 20 years)• Assess longer term work requirements to have a comprehensive set
of reliable data
results of project• Over 1700 names identified• 500 letters sent• 123 authorized• We had a spreadsheet!!!!• Planning for the next steps
More Data
= spreadsheets
One of the many spreadsheets…..
next steps• Spreadsheets became parties and rights records in EMu• Risk management workflow created for future digitisation and placing
content online or in other repositories• Due diligence and rights clearance recorded in EMu
2015
risk management workflow
• Risk assess material• Request permission when possible• Record findings• Make content available in the Open Repository or place in the Dark
Archive (manual choice)• Take advantage of Library exemptions – dedicated terminal (2019)• Takedown policy
old ingestion
• No rights checks• Manual process• Command line• No user feedback
architecture
REPOSITORIES CONTENT SPOT
mediasiteEMu
DL(OPEN)
SC Website
DUAL(DARK)
RADiAL(Controlled Access)
DIGITAL CONTENTStudio
external
METADATA SPOT
ARCHIVAL MASTER
COPIES
ACCESS COPIES
Library Catalogue
Ingestion
Manual choice for repository
digitisation requests
access + reproduction condition statements
risk + due diligence
risk management logic
architecture + new ingestion
REPOSITORIES CONTENT SPOT
mediasiteEMu
DL(OPEN)
SC Website
DUAL(DARK)
RADiAL(Controlled Access)
DIGITAL CONTENTStudio
external
METADATA SPOT
ARCHIVAL MASTER
COPIES
ACCESS COPIES
Library Catalogue
Ingestion
NEW INGESTION! Using rights information in EMu
new workflow
• Uses rights data held in EMu • Verifies choices made in ingestion• Records digitisation requests• Eliminates spreadsheets• EMu is Single Point of Truth (SPOT)
By Michael Gäbler, CC BY 3.0, https://commons.wikimedia.org/w/index.php?curid=21299216
conclusions• The investment is worth it• Creating a framework includes change management• Think long-term• Be bold
