Running Head: Digitization Projects in Archives: Analyses and Outcomes

Digitization Projects in Archives: Analyses and Outcomes Hannah Wilson Emporia State University School of Library and Information Science LI809XI: Introduction to Archives Sheila OHare Fall 2011

Digitization Projects in Archives: Analyses and Outcomes Abstract Digitization is not a new concept for archives and many are in the midst of establishing capabilities for building digital collections. Different types of archives have different missions,

audiences, and policies for collecting yet all are faced with the issue of digitization. While there is much research currently being conducted on the issue of digitization in archives, standards are still evolving and there is still much to be learned. In building their own digital collections, archivists and information professionals are faced with issues such as appraisal and prioritization in selecting materials to be digitized, cross-institutional collaboration, collaboration between staff members of diverse professional backgrounds, funding, access, and much more. This paper will examine different approaches to digitization evidenced within multiple case studies to determine differences, similarities, successful strategies and outcomes in developing digital and online archival collections.

Keywords: digitization, digital collections, archives, libraries, collaboration, cultural heritage institutions

Digitization Projects in Archives: Analyses and Outcomes Digitization Projects in Archives: Analysis and Outcomes

The demand for digital and online resources has effected every organization that provides information, and archives are no exception. The materials housed within archives are fragile, special, irreplaceable, and in many cases, not allowed to circulate as ordinary library materials do. This makes digital access to archives especially important. Public, historical, and educational archives are increasingly being expected to provide digital access to these unique and often relatively hidden primary sources. While there is much research currently being conducted on the issue of digitization in archives, standards are still evolving and there is still much to be learned. There are many interesting issues unfolding as digitization projects in archives develop. Cross-institutional and collaborative digital projects among libraries/museums/archives have led to questions about convergence (Marten, 2001; Rayward, 1998). Collaboration among professionally diverse individuals with drastically different approaches to collecting and preserving (librarians/archivists/historians) calls for unique approaches to traditional practices. There are issues surrounding digital appraisal and determining which artifacts are a priority for digitization projects. Digitization in archives calls for the renegotiation of many traditional ideas and practices. There are not formal sets of standards or best practices in managing the many complicated aspects of digital projects in archives. Academic archives, cultural heritage institutions, local collections, medical archives, and many others have approached the issue of digitization in various unique ways. This paper will examine different approaches to digitization evidenced within multiple case studies to determine differences, similarities, and successful strategies identified in developing digital and online archives collections.

Digitization Projects in Archives: Analyses and Outcomes Academic archives Establishing a digitization program is a dialogue that is already underway for many universities. Following are a few examples of initiatives and strategies taken by archivists in universities in managing digitization projects. Appraisal and prioritization of digital projects at Southern Illinois University Carbondale (Maher, 2001)

Two archivists at Southern Illinois University Carbondale took an innovative approach in creating a digitization appraisal plan for the university archives. Their goal was to develop a demand-driven process for digitizing collections. Previously, specific researchers or donors that had particular interests in certain materials had funded digitization projects, which were handled by temporary student workers or interns and placed in a state consortium of online materials. But a formal digitization program had yet to be developed. The two archivists became interested in developing a strategic digitization selection process. First, they examined reference records to determine the types of short inquiries that occurred within the archives and from there, they identified common themes and subjects within the short inquiries, which provided insight into the types of resources that should be digitization priorities. Archives staff tracked the topics of in-person reference inquiries as well as online activity of the institutions online finding aid management system. Next, the archivists performed a qualitative local survey regarding archives use at the university. They compared the results with the reference inquiries to determine common themes. They found that the most frequently occurring themes included topics such as people, student life, departmental histories, and changes to the physical campus. Another evident trend was the prevalence of family and personal historyrelated inquiries from off

Digitization Projects in Archives: Analyses and Outcomes campus alumni and members of the public. Such inquires were also identified frequently on the online finding aid management system. The research and digitization appraisal method outlined

in this article demonstrates the importance of considering the community user base in developing a digitization appraisal plan. Surveys and reference tracking can be useful tools to determine user needs and interests. Professional collaboration at Colorado State University, digital image collection (Hunter, N. C., Legg, K., & Oehlerts, B., 2010) Three information professionals at Colorado State University published an article describing their experiences in building an online digital image collection. The digitization team consisted of a project archivist, a digital projects librarian, and a metadata librarian. The goal was to digitize, archive, and catalog 13,000 photographs commissioned by the university from the 1880s to the 1930s. The images would be made available to a large user base through means of online delivery. The project called for a great deal of collaboration as the team members came from very different professional methodologies; archivists typically describe collections and focus on provenance and original order while librarians describe individual resources, focusing on descriptions of each resource independently. Librarians are accustomed to structured bibliographic systems while archivists rely on descriptive finding aids that develop organically. While each team member shared the same goals, their objectives were approached quite differently. As departmental communication was the key element for success in this project, the authors developed many strategies that allowed for more efficient ways of collaborating. These types of digitization projects often involve parties that are not working from the same physical

Digitization Projects in Archives: Analyses and Outcomes location. Such was the case for the three members of the digitization team. The need for a formal communication structure required careful consideration. They created a wiki which allowed for each member to post and read updates and communicate online. The wiki also provided links to project documentation; best practices documentation; policies; metadata

guidelines; scanning forms and procedures; and planning documents. The members also planned for site visits as needed. For example, the metadata librarian only had access to the digital files from her work location and in an effort to develop a comprehensive understanding of the materials housed within collection, she took a site tour of the physical archives. The archivist shared with the metadata librarian the importance of original order and how it relates to descriptive terminology and metadata-- something that could not be learned off site. It is with a flexible and collaborative effort on part of all three professionals handling this project that the most efficient practices were selected. Other important strategies included careful planning in designing and identifying project documentation to track and organize progress; establishing and maintaining communication through the life of the project; and remaining flexible and willing to adapt. The authors mainly attributed the success of the project to institutional support and collaborative communication. University of Nevada, Las Vegas (UNLV) success factors (Lampert, 2009) In 2009, an article was published outlining the planning procedures and success factors regarding the library digitization project in the university archives at UNLV. The goal of the project was to develop a digitization program that would serve as the standard policy for future digital projects.

Digitization Projects in Archives: Analyses and Outcomes The first step in beginning the project was developing a comprehensive white paper (or strategic plan) that outlined the historical context, strategic goals, processes and initiatives that would take place. Specific steps involved with digital projects were determined including scanning; metadata; a Web interface and digital asset management system; uploading and managing records/objects; and launching and publicizing the new interface. Ultimately, the

white paper provided a road map outlining goals, strategies, and outcomes. An interesting detail about the white paper was that the ultimate audience was the entire library staff. Although there was a committee assigned to the project, the library held staff meetings to provide updates and outcomes regarding the project and all staff were encouraged to participate. Throughout the digitization project, UNLV conducted surveys among many other academic libraries that had undergone similar digitization projects to gain a better understanding of success factors as well as problems that contributed to their projects. They found that many libraries stressed the importance of setting clear measures of defining success from the beginning. As with other academic libraries, a commitment to cross-departmental collaboration was a primary factor of the project. They attribute the success of the project to careful planning and documentation imparted in the early stages of the project. By communicating with similar academic institutions about previous experiences, they were able to anticipate possible problems and outcomes. There was also a constant effort to include all library staff in the digitization process, regardless of their specific involvement. This created a sense of community and accomplishment within the institution.

Digitization Projects in Archives: Analyses and Outcomes Outcomes Archival and special collections materials in academic institutions are ideal for digitization projects as they contain unique items that can distinguish an organization from its peers while also ensuring preservation of originals and allowing greater access. Based on the

case studies outlined in this paper, several strategies can be highlighted in regards to digitization projects within university archives. It is imperative to establish an appraisal plan in selecting the most valuable and utilized materials for digitization. University archives are often faced with the difficult decision of selecting materials for digitization, many of which may not distinctly warrant the expenses and efforts required for converting to digital format. Professionals can utilize multiple strategies such as reference records and public surveys in determining an appraisal plan for digitization. Digitization projects must include a clear strategic plan that documents policies, procedures, and steps for measuring success. Many of the case studies stress the importance of cross-departmental collaboration in regards to the success of digitization projects; drawing upon the strengths of different types of librarians with diverse professional methodologies helps to foster more comprehensive collections as well as building crossdepartmental ties. Also, communicating with similar institutions about digital projects, outcomes, and strategies can help an institution anticipate possible problems and outcomes. Possibly the most important strategy in embarking upon a digital archival project is remaining flexible and anticipating change.

Digitization Projects in Archives: Analyses and Outcomes A Local Medical Archive The Weill Cornell Medical Center Archives, New York (Shepard, 2004) In a case study at The Weill Cornell Medical Center Archives in New York, the author outlines the experiences and outcomes observed in creating a digital archive of 12,000 medial images. The project members began by researching Web sites and publications of digital

photographic archives and becoming active with other archivists via listservs and online forums. The first step in beginning the digitization project was to create a strategic plan. In selecting images to be digitized, the author outlines several strategies and factors to consider. The physical characteristics and conditions of the primary materials should be reflected and a condition assessment of all materials should be performed. Consideration of scanning procedures and their effects on photographs is another pertinent factor. The authors also mention the fact that copyright and ownership issues must be considered when dealing with primary materials, especially with photographs. Not only must the archivist consider the owner or the person that took the photographs, but also the person or people in the photograph. In planning a digitization project, this case study emphasizes that archives should first have an understanding of: staff resources; financial resources and projected costs; the hardware, software, and storage requirements as well as professional support for managing technology; and finally their audience and the needs of the community. As with other case studies discussed in this paper, the importance of communicating with similar institutions to gain an understanding of possible problems and outcomes helped this archive in preparing and planning. Again, it is imperative to have a detailed plan when starting a digital project that clearly outlines goals, procedures, documentation, and measures of success. This article brings up an interesting detail

Digitization Projects in Archives: Analyses and Outcomes that has not been mentioned in the previous case studies: physical condition. Archives must maintain the physical preservation of materials in considering digitization efforts. Cultural Heritage and Cross-Institutional Digital Projects

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It is becoming increasingly common for institutions to collaborate when building digital archival collections. Libraries, historical societies, local archives, academic and school archives are pooling materials and resources to build rich and comprehensive collections. Collaborative efforts in digital archives have proved to be beneficial in uniting professionals, institutions, and collections. In fact, many believe that traditional distinctions made between archives, libraries, and museums are deconstructed when they can all be retrieved in the same digital environment (Manoff, 2004; Rayward, 1998). Following are case studies describing collaborative and crossinstitutional digitization projects and a look at their strategies and outcomes. Diario de Noticias, the Portuguese-American Digital Newspaper Collection (Farrar, 2010) Established in 2005, The Ferreira-Mendes Portuguese-American Archive was established as a result of a collaborative effort between the Claire T. Carney Library Archives and Special Collections and The Center for Portuguese Studies and Culture at the University of Massachusetts Dartmouth (UMass). Their mission was to aid in the study of Portuguese culture and history and it is now the largest repository of historical materials documenting experiences of Portuguese immigrants in the United States. The bulk of the collection consists of Portuguese-American newspapers but they also archive papers of Portuguese-American authors, politicians, families, business records, organizations, clubs, and institutions. The last owner of the newspapers donated them to the UMass library in 1975 and they were microfilmed in the 1980s. However they were not indexed and are very difficult to access and use. Circa 2000, the

Digitization Projects in Archives: Analyses and Outcomes archivist proposed the prospect of digitizing the collection to the director of the Center for

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Portuguese Studies and Culture. The director raised enough money through private institutions to fund the ambitious project and a plan was made. In spring of 2009, the collection was named Diario de Noticias, the Portuguese-American Digital Newspaper Collection. This co-institutional digitization project began with the creation of a RFP (request for proposal) and an investigation of vendors for digitizing materials. The team decided to scan the original papers rather than the microfilm because of their excellent physical condition. They wanted to capture the best possible quality while only having to handle the original documents once. They selected a vendor that would capture the digital files and create PDF documents from the captured images. The vendor also provided a user interface and an off-site backup system. The collection is an excellent example of how sharing resources among different kinds of institutions in a digital environment can result in contextually rich, comprehensive, and unique collections. The Ferreira-Mendes Portuguese-American Archives and the Diario de Noticias collection is the single most in-depth resource on Portuguese-American people-- a resource that would not be possible without collaborative digitization efforts. The collection is an invaluable resource that documents an important culture and history and its existence will serve as a central research tool for Portuguese-American materials. The Diario de Noticias collection hopes to collaborate with other major publications of a Portuguese-American archival nature in an effort to continue to build resources. The article did not specify the name or type of vendor selected for digitizing and housing the collection but it seems they would have benefitted from following more traditional and

Digitization Projects in Archives: Analyses and Outcomes standardized library methods. For example, the article mentioned that materials in the final interface are only searchable by Boolean keyword searching and can only be browsed by

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newspaper issue number. Perhaps more frustrating is the fact that the most successful results can only be retrieved by searching in the Portuguese language. The application of a standardized metadata scheme may have made this archive more accessible. However, the funding available for the digitization project was undoubtedly a factor. Lycoming County Womens History Project (Hurlbert, Sieminski, 2010) As a small college with limited staff, inadequate digitization experience, and limited funding, Lycoming College in Williamsport, Pennsylvania took a unique route in digitizing their archival materials by joining a collaborative effort to build a digital archival community. Prior to the collaboration, the original goal of the college was to digitize their most essential and heavily requested items that were basic to primary research. However, thanks to the funding of a major grant from LSTA (Library Services and Technology grant), they became part of the Pennsylvania Digital Archive project, which set out to establish a collaborative digital archive of unique resources about Pennsylvania history that would be available to the public. The digitization plan of the Lycoming Colleges archives became centralized around the goals of the Pennsylvania Digital Archive project. Because the local historical society was in the early stages of planning a womens history museum at the time and there were little resources or writing about womens history, they decided to narrow their contextual focus to womens history. And the project became the Lycoming County Womens History Project. LSTA narrowed the participating archives to three institutions: Lycoming college, a public library and a historical society. They hired an historical consultant to evaluate materials within the three institutions and identify themes and strengths. They also established a Users Council consisting of a council

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member, two secondary high school teachers, the head of a local school district, two historians, and several womens history enthusiasts (Hurlbert, Sieminski, 2010, p 63). This helped to establish a clear focus for choosing materials to digitize. They utilized a unique strategy for selecting materials by forming a committee composed of individuals from differing backgrounds. Working closely with the grant providers, they were able to develop an invaluable community archive that will continue to grow in the future. This project is an example of how the source of funding can determine the nature, goals, and objectives of a digitization project. A Computer Museum and iSchool Collaboration (Galloway, 2011) The University of Texas, School of Information teamed up with Goodwill Computer Museum of Austin Texas to create a digital archive about retrocomputing. Retrocomputing is the application of early computer hardware and software in current times. Goodwill Computer Museum collects and preserves legacy hardware and software, as well as restores systems to working condition. When Library and Information (LIS) students from the University of Texas began volunteering there, a relationship ensued. The museum was thrilled to have LIS students assist in organizing holdings, arranging and describing the collection, creating exhibits, and assisting with planning for building a digital collection. The collaboration allowed LIS students planning to work in cultural institutions to gain experience with volunteer and intern opportunities at the museum while also allowing faculty members to produce research-based collaborative experiences. The collaboration also allowed technology-oriented professionals to contribute to the preservation and dissemination of a cultural history. This article is a remarkable example of how cross-institutional collaboration can

Digitization Projects in Archives: Analyses and Outcomes benefit not only the audiences of digital collections, but also the participating information professionals. Conclusion There are several strategies common to all digitization projects that were evidenced among the case studies examined in this paper. A clear and concise plan is paramount to the

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success of any project. Documentation of project goals, specific strategies, measures of success, and a clear understanding of the resources available must all be determined in the primary stages of a digitization project. It is crucial to understand the institutional support for a project and to foster relationships with all acting parties. Creative leaders should utilize all resources available and develop communication, collaboration, and partnership whenever possible. Archivists, librarians, and museum professionals alike should all make a conscious effort to be flexible and open-minded. There are many variables in projects of this nature and the ability to adapt is imperative. Digital Appraisal There were many unique and innovative strategies observed in the case studies examined in this paper regarding methods for appraising or prioritizing digitization projects. Many repositories study their reference history or usage statistics to determine the materials that have historically been in high demand. Others have conducted surveys with their audience or community to determine what materials are most important in regards to digital accessibility. However, the materials selected for digitization are often determined by external factors such as the entity providing grant funding or the overarching missions and goals of a collaborative project. Ultimately, digitization appraisal decisions should be made with a special consideration

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of long-term digitization goals. Another pertinent factor in determining materials to be digitized is the condition of the materials. The original physical characteristics and the scanning effects on materials are important to consider as archival materials are unique and generally irreplaceable. Establishing a foundation of best practices by documenting strategies and outcomes can assist an institution in planning for future digitization projects. Staffing and collaboration It is overwhelmingly evident that collaboration and communication among both professionals and partnering institutions is vital in planning and executing digital projects. The development of such relationships and ties is beneficial in numerous ways. As evidenced by the Diario de Noticias, the Portuguese-American Digital Newspaper Collection project, the power of collaboration in pooling contextually similar resources can create rich, comprehensive, and truly invaluable cultural collections. Cross-institutional digital projects promote and foster relationships between otherwise unaffiliated institutions. Although their missions have historically been very different, the advancement of technology allowing for digital access to archival materials deconstructs the distinctions between archives, libraries, and museums. Traditionally, they can each can be defined (rather superficially) in the following ways: libraries allow for independent research in which patrons select and check out needed materials; archives allow for mediated research, usually conducted with the aid of an archivist in a supervised setting; museums allow for a heavily mediated research in which users experience items as they are displayed. Organizations such as CALM, the Committee on Archives, Libraries and Museums, created by ALA (American

Digitization Projects in Archives: Analyses and Outcomes Library Association), are already working towards fostering relationships between these institutions that are inherently more similar than they may appear.

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Libraries, archives, and museums can learn and grow by sharing each others experiences in digital projects. Performing a simple survey of nearby or comparable institutions that have undertaken similar projects is a simple and effective way of learning possible problems and outcomes. Establishing an open door of interaction with other institutions allows for a valuable pooling of information. Contrary to what may seem true, differing professional cultures are not a barrier to collaboration but rather a chance for growth, diversity, and professional convergence. As evidenced in the Colorado State Library digitization project, the contributions of an archivist, a metadata librarian, and a digital librarian were vital to the success of the project. Understanding the traditional approaches of different information professionals and how the diverse experiences can inform a digital project can aid in building the most accessible and high functioning digital interfaces. Also, the incorporation of all library staff in the digitization project evidenced at UNLV was a truly innovative way of building a close community among staff. Implications for the future Although digitization efforts are well under way in most institutions, there is still quite a bit of uncovered territory. The development of standards and best practices may exist for individual institutions, but they are far from being established across the fields of archives, and library and information science. As technology continues to change, grow, and expand at a rapid pace, it is imperative that institutions communicate their experiences, problems, strategies, and outcomes in planning for digitization projects. Flexibility and collaboration are among the most

Digitization Projects in Archives: Analyses and Outcomes important factors identified in building successful digital archives. It is an exciting time as the hidden treasures of archives become available on the web; archivists are accountable for managing digitization projects responsibly and effectively.

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Digitization Projects in Archives: Analyses and Outcomes References

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