gwla/crl task force year 1 report asee annual conference and exposition june 27, 2007
TRANSCRIPT
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Federal Technical Reports Preservation Project
GWLA/CRL Task Force Year 1 ReportASEE Annual Conference and
ExpositionJune 27, 2007
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Taskforce MembersMaliaca Oxnam, Chair University of
Arizona Tim Byrne University of Colorado,
BoulderMel DeSart University of WashingtonPatricia Kirkwood University of Arkansas
Daureen Nesdill University of UtahJohn Saylor Cornell University (CRL
member)Bob Schwarzwalder University of Hawaii,
ManoaDonna Swischer Linda Hall Library Alice Trussell Kansas State University Melissa Trevvett Center for Research
Libraries (Liaison)
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Communication to avoid duplication
The task force has made multiple efforts to insure that our targeted collections are not being duplicated by other entities
Communication with all agencies is essentialWe want to keep our library colleagues ‘in the
loop’ to enhance the communication
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StrategyDevelop collaborative project with CRL to identify, digitize, archive, and provide persistent and unrestricted access to federal technical reports
issued prior to 1975.
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Nature and Scope of CollectionsFederal technical reports literature spans a
wide range of technical and scientific topicsThese reports contain important information
that is poorly indexed and often difficult to obtain
The project focused on pre-1975 reports to avoid copyright issues
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Taskforce ObjectivesPrototype digital collection (>200 reports)
>200 reportsGPO digitization specificationsOpen access/Persistent access
Cost-model and implementation planmulti-year digital conversionhosting and sustainability of the resultant
digital resourceStakeholder approval
Project implementationCost models/projections
Budget & Timeline = $65,000 & 8 months
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Aug’06 Sep’06 Oct’06 Nov’06 Dec’06 Jan’07 Feb’07 Mar’07PilotSelected
Materials to Vendor
200 ReportsDigitized
MetadataRecords
UserInterface
Conversion &Budget Model
Report 1 Report 2 Report 3
Graphics
Interface Design
DecideOn
Hosting
Interface DevelopmentInterfaceTesting
AlphaSystemRollout
SystemTesting &
Modification
SelectPilotFocus
DesignateMaterials
ForScanning
Digitization Standards
Metadata SchemaDetermination
Digitization(OCLC?)
& QC
Metadata Assignment & QC
ProcessDetermination
Dspace/IRDevelopment
Scale-UpStrategy
CostModel
DevelopAgency
Inventory
Develop Union List & Survey
Survey of Agencies
FormalizePartnershipParameters
Negotiate w/Partners
Revise Scope &Method of Project
RNS-8/14/06-GC1.0
AdminTasks
CollectTasks
ITTasks
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Prototype - CollectionNational Bureau of Standards (NBS)
Monograph SeriesDiscrete set of reportsHighly ranked in pre-project survey
Atomic Energy Commission (AEC)Division of Biology & Medicine
sponsored reportsSelected 4 small sections of reports seriesHeterogeneity for collection testing
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Prototype - TechnologyHosted at University of Hawaii Manoa
Pilot website established to demonstrate nature of collection and search interface
Open Source Software – built with “Streetprint,” an open access repository systemIntuitive interface Backend management functions
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Prototype processAllowed us to develop/test:
File sizesMetadata schemaWorkflows – collection assembly and
distributionShortcomings were discovered and
identifiedi.e. File report number sequence
(software)Limitations on advanced search options
(software)Page counting estimates (workflow)
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Proposed Long-term StructurePreservation focus
2 E-Archival InstitutionsStore archives of TIFF images, no hostingUses a RAID 5 Storage System with spare to
ensure no data lossPrint Archives
Institutions volunteer to be a print archiveProvided with complete set of documents for
preservationMetadata (Dublin-core) could be converted to
MARC for brief catalog record
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Proposed Structure (con’t)Access Focus
2 PDF Hosting InstitutionsMirror hosting sites providing open access to
reportsIf PDF is corrupted, can request from TIFF
archive siteCoordination
1 Institution serves as the Collection CoordinatorAssembles/prepares collections or works with
institutions to prepare collections for vendorsCoordinates digitization scheduleQuality Control checks
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ImplementationOccurs in phases:
Years 1-3 Development PhaseYears 4-6 Building Phase
Years 7-? Continuation of building phase?Project could continue to preserve additional report series & collections as long as there is funding and value and interest to the user community
Years X-Z Sustainability Phase
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DigitizationSpeed & cost of digitization are variables in the cost models
PhaseDigitization Goal(in pages/phase)
Development (Years 1-3) 1 Million
Building (Years 3-6)
1 Million (slow)~or~
3 Million (recommended)
Sustaining (Years X-Z) No digitization
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Cost Model SummaryPhase
Digitization Goal (pgs)
Total 3 Year Cost
Development
Minimum (50K) $308,500.00
1 Million $958,499.20
Building
1 Million $1,001,999.20
3 Million $2,614,000.00
Sustaining None $56,000.00
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Browsing FunctionalitySite allows the user to browse by a variety
of criteriaWhen browsing by title, you are presented
with a thumbnail image of the document cover page
Selecting one of these images will bring you to the full-image of the technical report
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Search FunctionalityThe site utilizes a standard Boolean search
interfaceOptions for report number and
issuing/sponsoring agencies provide access points unique to the technical report literature
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Prototype Demonstration
http://digicoll.manoa.hawaii.edu/techreports/