Managing Digitization Activities, SPEC Kit 294 (September 2006)

Mugridge, Rebecca L.

Managing Digitization Activities · 83
University of Chicago
.notdef.g0001 Oversee the technical aspects of digital conversion including image capture, and the
recording of necessary technical and structural metadata, and staff performing quality control
for this work
.notdef.g0001 Manage searching to support decision-making and the preparation of materials for
reformatting
.notdef.g0001 Manage external contracts for conversion services
.notdef.g0001 Manage workflow needed to meet production benchmarks for program activities
.notdef.g0001 Ensure quality of work performed and products produced in-house or by external vendors
.notdef.g0001 Ensure that standards and best practices are used in digital reformatting, including the
recording of technical and structural metadata
.notdef.g0001 Monitor grant and Preservation Reformatting budgets using various University and Library
generated fiscal reports and local production figures
.notdef.g0001 Oversee print master microfilm storage and service
Collaborative Responsibilities: 25%
.notdef.g0001 Work in close collaboration with the Special Collections Research Center on grants, projects
and other activities that involve the digitization of special collections materials
.notdef.g0001 Work closely with Collection Development to develop selection guidelines and procedures
for preservation decision-making
.notdef.g0001 Participate in decision-making about technical and structural metadata needs for
retrospectively digitized materials
.notdef.g0001 Work closely with Cataloging units and others to ensure metadata requirements are being
met in the reformatting production work
.notdef.g0001 Work with the Digital Library Development Center (DLDC) on issues of in-process backup
for digital production, server issues related to specialized file formats and archival storage
.notdef.g0001 Chair or participate in project working groups to monitor and coordinate work on digital
projects
.notdef.g0001 Serve on committees such as the Retrospective Digitization Group addressing technical,
management, and presentation and delivery issues towards developing the Library’s
retrospective digitization program, and the Digital Archiving Group addressing long-term
maintenance of digital objects
.notdef.g0001 Assist as appropriate with broader preservation questions and concerns, especially relating to
issues of reformatting and digitization
Other: 25%
.notdef.g0001 Provide leadership in developing web creation and access to Preservation Department public
information
.notdef.g0001 Contribute to grant writing efforts in support of reformatting activities
.notdef.g0001 Keep informed of developments in the field of reformatting and digital archiving, via
published literature and online sources, and through meetings and workshops as appropriate
.notdef.g0001 Assist with the broader Preservation Program as needed
.notdef.g0001 Participate in and contribute to national initiatives
8/4/05

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82 · SPEC Kit 294
University of Chicago
University of Chicago Library
Title: Preservation Reformatting Librarian
Department: Preservation Department
Division: Special Collections Research Center
Reports to: Preservation Librarian
Preservation Reformatting Summary
Preservation Reformatting, within the Preservation Department, encompasses the entire range of
activities to review and convert library materials in a variety of formats to more stable and
useable formats. This work is in support of the Library’s mission to preserve and provide
continued access to materials for the long-term.
The Preservation Reformatting Librarian is responsible for planning and managing the two
aspects of Preservation Reformatting: Digital Reformatting Services and Replacement. Digital
Reformatting Services converts library collections to digital formats. The goal is to
systematically add content from the Library’s collections to the digital resources available to
users by digitally reformatting books and other materials that need to be preserved and made
accessible on the Library’s public Web site. Library materials from general and special
collections are converted according to existing and emerging standards and guidelines, both in-
house and by external vendors. Replacement work addresses the preservation needs of brittle
and deteriorated items that are identified through use. Preservation options include the purchase
of reprints, paper or microfilm replacements, and the preservation reformatting strategy of
digitization with file or paper output. The Preservation Reformatting Librarian oversees the staff
that search and prepare materials for replacement or conversion and Digital Reformatting
Services that performs digital conversion.
The Preservation Reformatting Librarian works closely and collaboratively with the Special
Collections Research Center staff on the digitization of special collections materials with
Collection Development librarians on the development of selection guidelines, and decision-
making for reformatting and other preservation options with Cataloging on metadata creation
and with the Digital Library Development Center (DLDC) to support web access, archiving, and
overall digital library initiatives.
Major Duties and Responsibilities
Planning &Management: 50%
.notdef.g0001 Plan, develop, promote, and manage Preservation Reformatting
.notdef.g0001 Establish objectives for the Program, set priorities for activities performed in coordination
with grant, department, and library goals
.notdef.g0001 Hire, train and supervise staff

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84 · SPEC Kit 294
University of Chicago
The University of Chicago Library
Title: Digital Conversion Manager
Department: Preservation Department
Division: Special Collections Research Center
Reports to: Preservation Reformatting Librarian
General summary: Under the direction of the Preservation Reformatting Librarian, the
Digital Conversion Manager is responsible for planning, managing, and documenting the
digital conversion of library materials as part of Digital Reformatting Services. Materials
for conversion include books and journals, bound and unbound manuscripts, archives,
maps, photographs and other formats. The Manager trains and supervises staff to carry
out conversion work. The Manager works in close cooperation with staff in the
Preservation Department, the Special Collections Research Center, the Digital Library
Development Center and other Library staff to accomplish position responsibilities. This
involves participation in planning and establishing workflow between departments to
accomplish reformatting goals.
Essential functions:
Manages digital conversion: 35%
.notdef.g0001 Makes decisions about appropriate specifications for items and collections
following established and emerging preservation guidelines for conversion so
that files meet standards for digital preservation masters
.notdef.g0001 Trains and supervises approximately 1 FTE student staff (3 to 4 students) in
using databases to log in digital objects, to identify and record anomalies and
other information, to scan materials and enter metadata in the databases, to
perform quality control and make corrections
.notdef.g0001 Integrates the work of several ongoing projects and activities so that resources
are allocated to meet department goals and objectives
.notdef.g0001 Ensures appropriate care and handling routines for library materials drawn from
special and general collections
.notdef.g0001 Performs some scanning work, especially for materials that have challenging
handling or imaging issues
.notdef.g0001 Facilitates the rush processing of special items for scanning to ensure deadlines
are met
Digital Imaging: 35%
.notdef.g0001 Designs workflows incorporating databases, scripts, and image processing
utilities to digitally image library materials produces high resolution master files

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