applying mplp to digitization: a project manager’s perspective cristela garcia-spitz project...
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Applying MPLP to Digitization:
A Project Manager’s Perspective
Cristela Garcia-SpitzProject Manager, Digital Library Program, University of California, San Diego
Western Roundup, April 30, 2010
More Product, Less ProcessMake materials available expediently and efficiently • Strive for simplicity • There is not a single formula for arrangement applicable to all collections • Focus on the needs of the user, as well as the reality of limited resources • Try to provide the researcher with the most meaningful, concise, and accurate information possible, considering limitations of time and resources • The simpler the better • Remember that researchers are coming to research, so you don’t have to do it for them in advance • Use your time wisely • Factor in labor costs • Establish real quantitative benchmarks for productivity • Set priorities • Develop baseline figures for planning and comparison • Maximize the proportion of holding available for effective use • Eliminate redundancies, streamline workflows, minimize handling, and make selective use of outsourcing • Good processing is done with a shovel, not with a tweezers •
MPLP
UCSD Digital Library Program
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UCSD Digital Library Program
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• Consists of +21,000 multi-format negatives taken between 1964 and 1986
• Access & preservation level scanning
• Excel spreadsheet for inventory
• Access database for description
• Description at the role level
Robert Glasheen Photograph Collection
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Robert Glasheen Photograph Collection
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Robert Glasheen Photograph Collection
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Melanesian Projects Time Estimates:– 4 minutes per image for entering
information in the AT– 2 records per minute to export the
records
Based on these estimates:– 21,000 images X 4.5 min/image =
1575 hrs– 2 students @ 20 hrs/wk = 78.75
weeks– ~1.5 years of work (no breaks, +plus
training, supervision, meetings, unexpected twists & turns)
Robert Glasheen Photograph Collection
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Robert Glasheen Photograph Collection
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Simple formula to estimate time:• Determine:
– optimistic value, D(o)– pessimistic value, D(p)– realistic value, D(r)
• Then: – Duration = ( D(o) + D(p) + 4 x D(r) )
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Robert Glasheen Photograph Collection
Batch 1 Batch 2 Batch 3 Batch 4 Batch 5 Batch 6
Files Sent 1000 1756 2517 625 1542 908
Files Re-ceived
990 1725 2501 624 1805 814
Files Ingested 980 1694 0 0 0 0
250
750
1250
1750
2250
2750
Processing StatisticsN
umbe
r of
File
s
Robert Glasheen Photograph Collection
Batch 1 Batch 2 Batch 3 Batch 4 Batch 5 Batch 6
Date Sent to Luna 40027 40042 40065 40109 40140 40164
Date Received from Luna
40049 40078 40099 40120 40183 40225
Date Ingested into the DAMS
40130 40262 40391 40330 40391 40330
7/31/2009
9/19/2009
11/8/2009
12/28/2009
2/16/2010
4/7/2010
5/27/2010
7/16/2010
Processing Timeline
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• Purpose/Priority (Access/Preservation)• Value• Anticipated Use/Audience• Format Type(s)/Size of the Collection • Condition• Existing Metadata, Tools and Resources• Staffing Requirements• Metadata and Access Requirements• Copyright Status• Institutional Support (Buy-in)• Funding
Project Proposal Process
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• Continue setting priorities, capturing & utilizing benchmarks & metrics
• Letting one project inform the other
• Work on more documentation, best practices, communication tools
• Factoring in user’s needs
Moving Forward
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Acknowledgements:Mandeville Special Collections Library: Lynda Claasen, Steve Coy, Rubi Palomares
Metadata Analysis and Specification Unit: Arwen Hutt, and Brad Westbrook
Digital Library Program: Robin Chandler and Gabriela Montoya
Preservation: Roger Smith
IT Department: Vivian Chu, Esme Cowles, Matt Critchlow, Declan Fleming, Ron Joyce, Joy Sargis, Longshu Situ, Huawei Weng, Steve Wieda
Strategic1 Executive Committee: Luc Declerck, Martha Huska
• Consists of 9 rolls of 35 mm microfilm containing 233 documents and publications created between 1965 and 1998
• Access project (internal use only)
• Excel spreadsheet for inventory
• Archivist Toolkit for description based on the finding aid
Armed Revolutionary Organizations in Mexico Documents
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Armed Revolutionary Organizations in Mexico Documents
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Armed Revolutionary Organizations in Mexico Documents
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• Quality Control: – Estimated 10 files/hr X 233 docs = 23.3 hrs– Actual 14.43 hrs / 233 docs = ~3.7 min/pdf
• Re-scanning and editing pdfs: – 121 out of 3410 pages or
3.55% were problematic– ~4 days to rescan and edit
(+training to use in-house microfilm scanners)
• Entry in the Archivist Toolkit: – 2 min/doc X 233 docs = 466 min (7.77 hrs)
Armed Revolutionary Organizations in Mexico Documents
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Acknowledgements:Mandeville Special Collections Library: Lynda Claasen, Steve Coy, Rosa Longacre, Ryan Luz, Kelly McAnnaney, Rubi Palomares, Michele Wyngard
Metadata Analysis and Specification Unit: Arwen Hutt, Trish Rose, and Brad Westbrook
Digital Library Program: Robin Chandler and Gabriela Montoya
Preservation: Roger Smith
IT Department: Vivian Chu, Esme Cowles, Matt Critchlow, Declan Fleming, Ron Joyce, Joy Sargis, Longshu Situ, Huawei Weng, Steve Wieda
Strategic1 Executive Committee: Luc Declerck, Martha Huska