Managing Digitization Activities · 15 iArchives, along with 31 others. The high number of vendors likely indicates that the widely dispersed survey respondents are using local vendors. Metadata Creation The most widely used metadata standards in digi- tization projects are Dublin Core (92%), MARC (84%), XML (75%), and EAD (69%). Fewer than half of the respondents, but still a substantial number, use TEI (45%), METS (38%), VRA Core (31%), and MODS (25%) 25% report using a range of other standards. Assessment How libraries evaluate the success of their digitiza- tion efforts varies according to whether they are as- sessing material selection, material digitization, or metadata creation. Material selection is most often assessed through user feedback, testing, and sur- veys, but also through usage data. Material digiti- zation is most often assessed through quality con- trol inspections, but also through user surveys and feedback, and usage statistics. Benchmarking, best practices, and meeting project deadlines also serve as assessment tools to assess material digitization. Metadata creation is most often evaluated based on quality assurance reviews and inspections. Best practices and user surveys and feedback are also used. Conclusion Comments throughout the survey indicate that many libraries are in a period of transition as they attempt to determine the best organization, staffing, and budgeting models for their particular digitiza- tion operations. Small-scale operations are ramp- ing up for more substantial activity. Collaborative projects are common. Digitization activities in- crease the availability and access to information for everyone, not just an institution’s local users. As libraries continue to pursue digitization activities, it’s important to share what is learned in order to benefit from each other’s experiences and develop a collective knowledge of best practices.
Managing Digitization Activities · 17 Survey Questions and Responses The SPEC survey on Managing Digitization Activities was designed by Rebecca Mugridge, Head of Cataloging Services, Pennsylvania State University. These results are based on data submitted by 68 of the 123 ARL member libraries (55%) by the deadline of March 20, 2006. The survey’s introductory text and questions are reproduced below, followed by the response data and selected comments from the respondents. Increasingly, academic and research libraries are becoming involved in both reformatting materials from their collections to cre- ate digital content and also providing access to that content through metadata. As these digitization efforts grow and mature, they have a significant impact on libraries’ budgets, organizational structures, and staffing. Funding needs must be determined and strategies realized, regardless of whether that funding comes from the library, parent institution, a funding agency, or a do- nor. Work that crosses organizational boundaries and requires a high level of cooperation and collaboration must be integrated into already established organizational structures and workflows. And, because the nature of the work related to digitization efforts is similar to but different from that of traditional library activities, staff need to be reassigned and retrained. Digitization activities require different models for funding, collection development (to provide broad access to otherwise inac- cessible materials), acquisitions (the material being digitized is already part of the collection), cataloging (metadata standards may differ depending on the material being digitized), preservation (migration of formats between software platforms and file formats is critical), and systems office support (for a suite of software instead of just the integrated library system). During the current economic climate of budgetary challenges, it is important for libraries to manage their activities in the most effective way possible. This survey is intended to address the budgetary and organizational impact of libraries’ participation in digitization efforts, particularly those related to the reformatting of library or archival material, rather than the development of “born digital” items. In an effort to better understand how libraries manage their digitization budgeting processes and organizational structures, this survey will explore: • The purposes of libraries’ digitization efforts. • Where the funding comes from to support those efforts. • What percentage of the budget is spent on materials, operations, staff, equipment, software, etc. • How academic and research libraries are organized to manage digitization activities and create metadata. • How funding, staffing, material selection, and other priorities are determined and monitored. • Whether staff are full-time or part-time and how many are dedicated to selection, cataloging, scanning, etc. • Whether libraries are outsourcing to vendors or doing the work in-house.
