Institution Self-Assessments

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Chicago State University

This document incorporates information from both the archive unit and the technical services unit here at CSU, who has in previous years undertaken a large portion of the digital projects here at CSU.


Mission, Vision, Goals, and Objectives

• Have you incorporated digital resources and access to these resources into your mission and vision statements? No as of September 2012 there is no direct incorporation of digital resources into the CSU Archives and Special Collections mission and vision statement. Our partner institution, the CSU Library and Instruction Services (LIS) has done this.


• Are digital initiatives incorporated into your organization’s strategic plan? Is the preservation of digital resources incorporated into your strategic plan? The digital initiatives that are incorporated into the organization’s strategic plan include digitizing item from our collection, (i.e. student newspapers, thesis, yearbooks. photos from collections); and oral histories, which will be considered born digital (video and audio). The preservation of them is within priority number one in our new strategic plan. The digitization of them has been done in collaboration with the technical services department.

• Have you developed specific goals pertaining to the digital initiative? Have you developed specific goals and objectives that relate to digital preservation? There have been goals set for digital initiatives, specifically in terms of what needs to be scanned and when it is aims to be completed.


Policies and Procedures

• Have you created policies in the following areas for your digital program? Have you implemented these policies? o Collection management/development No in the archives, the library has purchased e-books. o Copyright, may be incorporated into Collection Management Varies o Disaster or Emergency Planning Within the library, yes. But not for the archives (i.e. what collections, who do we call for emergencies) o Exhibits No o Preservation Plan No o Public Use No

• Does your digital program include best practices or procedures for any of the following OR are you in the process of developing best practices or procedures for the following? There are policies for metadata and content creation. We follow CARLI Best Practices for creating and working with metadata, available on the CARLI website. We also follow national authority standards for names, titles and subjects as we would when cataloging in Voyager or OCLC. Also, a few years ago Gayle Porter assisted a task force group of CONTENTdm users (including an OCLC employee who worked with CONTENTdm) to develop Best Practices for using CONTENTdm to create and store metadata. o Selection o Metadata creation o Content creation (scanning, digital capture, etc.) o Quality control o Digital Preservation o Licensing o Public Use o Website Management

• Do you outsource any aspects of the digital initiative? If so, which ones? To whom? Most things has been done in-house. Next year (2013) we may be looking into outsourcing some of our photos and VHS media. Previous projects have been done with cooperation with organizations like CARLI, OCA, IMLS

Staffing

• Do you have staff specifically assigned to the digital collection initiative? Is staff from other parts of your organization involved in the digital collection initiative? What are the roles of the different individuals? No, there is no specific staff member assigned to digital initiatives, each of the staff are involved in some level of digitizing items. Yes, other staff from other areas in the library are involved with our digital collections, Ms. Gayle Porter has been involved with metadata creation and the ETDs, Martin Kong, manages the systems and Mr. Bill Graham, who is no longer here ran the web sites. In addition, the Director of Technical Services (Dr. Sharon Hu), has been involved to plan and create CSU Digital Library with digital collections (2006-2012) including setup ContentDM client locally to join CARLI digital collections, to plan for digitization of available materials for CSU Digital Library, to apply for grants of digital projects (2008, 2010, 2012), to plan for Institutional repository system and setup Digitization Studio in the library with selecting and ordering related equipment and systems (2009-2010), and budgeting library acquisitions for digital collections, etc.

• What technology staff is involved in your project? Are they part of your organization, your parent organization, or another organization? What are their responsibilities in the digital initiative? They are a part of the parent organization (the Library); Systems Librarian and Equipment Manager staff, plus, Digital and Web Services Librarian (under hiring processing now) in Technical Services Department of CSU LIS, are involved in the digital project to maintain relevant equipment and related systems in the library.

• What staff is involved in digital preservation activities, both within your organization and parent organization? Is technology staff involved in digital preservation? Is preservation staff involved? What roles do they play? There are no significant levels of digital preservation happening at CSU Archives.

• What training do you provide staff involved in the digital initiative? What staff attends this training? None, within the archive unit. Only outside: Special Format Cataloging Librarian, Digital and Web Services Librarian involved the digital library systems (for digital collections) ContentDM attended the ContentDM training provided by CARLI, plus, Special Format Cataloging Librarian did participate in training for metadata to organize digital materials and collections in digital initiative projects.

• What training in digital preservation does staff attend? None within the archive unit. Multiple relevant librarians and staff attended the digital preservation training/workshops provided by CARLI in the past year(s).

• Do you participate in a digital collaborative? What role does the collaborative play, what role do members of the collaborative play? The library is a part of CARLI, which does host the digital projects that we have done.

Finances

• What are the primary sources of funding for your digital initiative? o Grants-IMLS and CARLI/OCA o Organization’s budget-archive and library acquisitions o Fees from products created through digitization o Donors o Other • What percentage of funding comes from each source now and what percentage do you see coming from each source in the future? 100% from budget now; in future 80% budget 20% grants

• What is your current budget for your digital initiative, including staffing? What do you anticipate that budget to be in 5 years? ~45,000 (including this IMLS grant)

• What is or what do you anticipate being the primary source of funding for digital preservation? o Grants-ILS, CARLI o Organization’s budget o Fees from products created through digitization o Donors o Other

• How do you plan to fund your digital preservation activities? o Grants o Organization’s budget o Fees from products created through digitization o Donors o Other


Digital Content

• Have you undertaken a risk assessment of your digital collection? Do you plan to undertake a risk assessment? We have not undertaken a risk assessment and right now there are no plans to undertake this endeavor. • What types of materials have you converted to digital format? (e.g., books, documents, sound recordings) We have converted newspapers, yearbooks, VHS tapes (on an as needed basis), photographs, and microfilm theses. • What type of materials are you collecting in digital format? These materials are considered born digital.(e.g. books, documents, sound recordings) Audio, documents and video • What digital formats are you currently managing? What do you plan to manage in the future? (e.g. TIFF, JPEG, PDF) PDF/A, JPEG, PNG, TIFF • Are you outsourcing the creation of digital content, creating content in-house, or both? Do you have a quality control program? Is it both at the vendor and in-house? Creating content in-house. No quality control, just as the item is scanned; previous grants with CARLI/OCA had quality control • How long do you plan to actively manage these resources? Less than ten years, more than eleven years? Ongoing planning


Access and Metadata

• How do you provide access to your digital collections? What systems do you use? ContentDM • Who may access your collections? Everyone, no restrictions (exception are the thesis and dissertations) • What percentage of your digital collection is available online? 98% • What type of metadata are you creating? Descriptive, structural, administrative, all three? Descriptive and Admin • What metadata schema(s) are you currently using? What schema(s) do you plan to use in the future? Dublin Core • What digital asset management system and/or repository system is your organization using or planning to use? Depends on recommendation from IMLS grant

Technology

• What technologies are you using to create digital content? Digital camera, Scanner, Digital Audio Workstation? Other? What brand of equipment are you using? How old is the equipment? Who is responsible for maintaining the equipment? BookEye Scanner (KIC) for the print; Microfilm ScanPro for the microfilm; and a digital camera (Canon). The Bookeye is about 2yrs old and Martin Kong is responsible for maintaining the equipment. • Do you have set replacement cycles on capture workstations? If yes, what time period? Do you have set replacement cycles on servers? If yes, what time period? Do you have set replacement cycles on storage devices (e.g. SAN, NAS, tape library, etc.)? If yes, what time period? No • When do you upgrade software? Is all the software upgraded at the same time?

Digital Preservation

Not occurring on any significant level here at CSU

• Which digital preservation strategies has your institution implemented? Bit preservation? Migration? Refreshing data? Emulation? Maintenance of legacy equipment? Data backup? Locally developed digital preservation solution? • Have you implemented a digital repository into your program, and, if yes, is it a commercial, open source, or homegrown solution? • Are you outsourcing your digital preservation activities to another organization? Which activities in particular (repository, storage, etc.) are being outsourced? If yes, to whom? What responsibilities does this organization have? CARLI/OCA. • What content are you placing in the repository? Academic resources and some administrative resources. • Has the repository been through a self-audit using the Center for Research Libraries/OCLC Trustworthy Repositories Audit & Certification (TRAC)? • Do you or your vendor have a digital preservation plan? Has your vendor been through an audit or a self-audit based on the CRL/OCLC TRAC? • If you are locally managing your preservation activities, what media are you using for storage? CD/DVD, removable media (disks, zip disks), online magnetic media (hard drives), tape? What frequency do you refresh your CD/DVD? External drives and tapes backup of various servers, and some removable media for particular administrative staff workstations, etc. • If you back-up your files, where are they stored? At what frequency do you back-up your files? Depends on different disaster plans. Systems Librarian and staff in Technical Services Department have been processing back-up servers’ files for library systems daily through automatic back-up systems.


Rights Management

• Has copyright or licensing concerns deterred you from creating and preserving a digital collection? When acquiring digital content do you acquire digital preservation rights (Do you have the right to modify the digital object to preserve it?) Yes, in the case of the oral histories we have here, some of the documentation either was not completed or was donated to the archive, which is why I am hesitant to create a digital collection from this collection, otherwise most of the material we have in the archive we have clear copyright for.


Illinois State University

Planning for Digital Preservation: A Self-Assessment Tool

Questions written by Liz Bishoff, The Bishoff Group and Erin Rhodes, Consultant This tool is designed to help staff of museums, libraries, archives, and other cultural organizations begin to think about long-term sustainability of their digital collections. It complements the Digital Preservation Readiness Assessment developed by the Northeast Document Conservation Center (NEDCC). Although conducting a digital assessment at your own institution can be difficult, the following questions can help the staff of cultural organizations initiate a self-assessment.

The following topics are covered in this tool:

  • Mission and goals
  • Policies and procedures
  • Staffing
  • Finances
  • Digital content
  • Technology
  • Access and metadata
  • Digital preservation
  • Rights management

Mission, Vision, Goals, and Objectives

  • Have you incorporated digital resources and access to these resources into your mission and vision statements?

They have at the last strategic planning. Revision;

  • Are digital initiatives incorporated into your organization’s strategic plan? Is the preservation of digital resources incorporated into your strategic plan?

Yes, we are undergoing a strategic planning for digital collections. One had been set for Special Collections just a couple of months ago;

  • Have you developed specific goals pertaining to the digital initiative? Have you developed specific goals and objectives that relate to digital preservation?


Policies and Procedures

  • Have you created policies in the following areas for your digital program? Have you implemented these policies?


    • Collection management/development: Guidelines have been written, editing is a work in progress;
    • Copyright, may be incorporated into Collection Management: Making copyright a crucial point to be observed in the selection process for potential collection;
    • Disaster or Emergency Planning: Under the charge of the preservation department for physical materials;
    • Exhibits: Do occur on main of library;
    • Preservation Plan: Under revision;
    • Public Use: Dissemination via CONTENTdm;


  • Does your digital program include best practices or procedures for any of the following OR are you in the process of developing best practices or procedures for the following?

All the above. Guidelines have been written and editing is a work in progress. Copyright is the no. 1 decision factor;

    • Selection
    • Metadata creation
    • Content creation (scanning, digital capture, etc.)
    • Quality control
    • Digital Preservation
    • Licensing
    • Public Use
    • Website Management


  • Do you outsource any aspects of the digital initiative? If so, which ones? To whom?

Digital Collections Unit: Have outsourced transcription of audio recordings with transcriptioninstitute.com; Preservation/Archives: Have outsourced with CARLI via archive.org;

Staffing

  • Do you have staff specifically assigned to the digital collection initiative? Is staff from other parts of your organization involved in the digital collection initiative? What are the roles of the different individuals?

a. Head of Digital Collections Unit. (1) FT non-tenure track faculty. Project management; b. Digital Collections Librarian. (1) FT tenured faculty. Metadata work; c. Digital Assets Coordinator who heads the Milner Digital Center. (1) FT staff; d. Digital Imaging Specialist. (1) FT staff; e. Students: (2);


  • What technology staff is involved in your project? Are they part of your organization, your parent organization, or another organization? What are their responsibilities in the digital initiative?

Support by Systems IT (1) staff and (1) non-tenure track faculty for CONTENTdm customization and Web development processes respectively;

  • What staff is involved in digital preservation activities, both within your organization and parent organization? Is technology staff involved in digital preservation? Is preservation staff involved? What roles do they play?

Digital preservation processes are observed throughout. Storage is on assigned shares and campus tape archives, TIVOLI server;

  • What training do you provide staff involved in the digital initiative? What staff attends this training?

It depends;

  • What training in digital preservation does staff attend?

CARLI events;

  • Do you participate in a digital collaborative? What role does the collaborative play, what role do members of the collaborative play?


Finances

  • What are the primary sources of funding for your digital initiative?
    • Grants
    • Organization’s budget
    • Fees from products created through digitization
    • Donors
    • Other


  • What percentage of funding comes from each source now and what percentage do you see coming from each source in the future?

Strategic planning for digital collections will convene soon;

  • What is your current budget for your digital initiative, including staffing? What do you anticipate that budget to be in 5 years?
  • What is or what do you anticipate being the primary source of funding for digital preservation? In an ideal scenario,
    • Grants
    • Organization’s budget
    • Fees from products created through digitization
    • Donors
    • Other


  • How do you plan to fund your digital preservation activities?
    • Grants
    • Organization’s budget
    • Fees from products created through digitization
    • Donors
    • Other


Digital Content

  • Have you undertaken a risk assessment1 of your digital collection? Do you plan to undertake a risk assessment2?

Will be discussed in strategic planning for digital collections;

  • What types of materials have you converted to digital format? (e.g., books, documents, sound recordings)

Books, audio recordings, pottery, art works, slides, K7, vinyl, photograph, VHS, miniDVs, negatives, original art, paintings, maps;

  • What type of materials are you collecting in digital format? These materials are considered born digital.(e.g. books, documents, sound recordings)
  • What digital formats are you currently managing? What do you plan to manage in the future? (e.g. TIFF, JPEG, PDF)

TIFF; JPEG; PDF; WAV; MP3; CR2; SWF;

  • Are you outsourcing the creation of digital content, creating content in-house, or both? Do you have a quality control program? Is it both at the vendor and in-house?

Both processes, in-house and outsourcing; Quality control observed in-house. For outsourcing, trial versions are produced prior and policies are questioned;

  • How long do you plan to actively manage these resources? Less than ten years, more than eleven years?

Undetermined;


Access and Metadata

  • How do you provide access to your digital collections? What systems do you use?

CONTENTdm; Other content is available via archive.org;

  • Who may access your collections?

Public; Illinois State students only via VPN for one art collection;

  • What percentage of your digital collection is available online?

It depends at which point of development a collection is called digital; Should it be named digital from the time an item is digitally converted, for what is planned to be rendered available, 55-66% approximately;

  • What type of metadata are you creating? Descriptive, structural, administrative, all three?

All three;

  • What metadata schema(s) are you currently using? What schema(s) do you plan to use in the future?

Dublin Core (simple & qualified);

  • What digital asset management system and/or repository system is your organization using or planning to use?

At this point in time, CONTENTdm for digital collections; Bepress for repository of other digital assets;


1 RISK ASSESSMENT / ANALYSIS: A risk assessment is simply a means of structuring the process of analyzing risk. Risk Management of Digital Information. Washington DC, Council on Library and Information Resources (June, 2000). Retrieved November 30, 2007.

2 The risk assessment information can be used to determine what to digitize or to determine what materials will be at risk for your digital preservation strategy.

5 Trustworthy Repositories Audit & Certification: Criteria and Checklist. Chicago, IL. Center for Research Libraries, March, 2007. http://www.crl.edu/content.asp?l1=l3&l2=58&l3=162&l4=91


Technology

  • What technologies are you using to create digital content? Digital camera, Scanner, Digital Audio Workstation? Other? What brand of equipment are you using? How old is the equipment? Who is responsible for maintaining the equipment?

Canon EOS7D Digital SLR Camera; Kaidan Magellan M-2500 3D Copy Stand for Rotational Object Photography; Betterlight Super 8K-HS; Indus Planetary Book Scanner 5003; Epson Expression 10000XL; Epson Perfection 4990 Photo; Epson Stylus Pro 9800 large format printer; RICOH Aficio 2238C;

Support/maintenance: In-house Systems IT personnel & external

  • Do you have set replacement cycles on capture workstations? If yes, what time period? Do you have set replacement cycles on servers? If yes, what time period? Do you have set replacement cycles on storage devices (e.g. SAN, NAS, tape library, etc.)? If yes, what time period?
  • When do you upgrade software? Is all the software upgraded at the same time?

Mostly related on project and need-based;

Digital Preservation

  • Which digital preservation strategies has your institution implemented? Bit preservation? Migration? Refreshing data? Emulation? Maintenance of legacy equipment? Data backup? Locally developed digital preservation solution?
  • Have you implemented a digital repository into your program, and, if yes, is it a commercial , open source, or homegrown solution?

Bepress is underway;

  • Are you outsourcing your digital preservation activities to another organization? Which activities in particular (repository, storage, etc.) are being outsourced? If yes, to whom? What responsibilities does this organization have?
  • What content are you placing in the repository?

Digital collections in CONTENTdm; …not limited to pre- or post-prints of scholarly papers, reviews, and book chapters; white papers; lesson plans; student capstone projects; dissertations and theses; technical reports; syllabi; lesson plans; data and other scholarly works in Bepress (goal in progress);

  • Has the repository been through a self-audit using the Center for Research Libraries/OCLC Trustworthy Repositories Audit & Certification (TRAC)?
  • Do you or your vendor have a digital preservation plan? Has your vendor been through an audit or a self-audit based on the CRL/OCLC TRAC?
  • If you are locally managing your preservation activities, what media are you using for storage? CD/DVD, removable media (disks, zip disks), online magnetic media (hard drives), tape? What frequency do you refresh your CD/DVD?

Online magnetic media (hard drives), tape

  • If you back-up your files, where are they stored? At what frequency do you back-up your files?

Daily on magnetic tapes, TIVOLI server campus

Rights Management

  • Has copyright or licensing concerns deterred you from creating and preserving a digital collection? When acquiring digital content do you acquire digital preservation rights (Do you have the right to modify the digital object to preserve it?)

For one collection, legal investigation under progress

Illinois Wesleyan University

Given that the IMLS has asked us to include faculty and institutional data curation in this work, many of these questions are unaddressed from a university-wide perspective at this time. The Ames Library began working on this issue in 2009, and applicable steps will be noted below. However, initial conversations with campus Information Technology Services (ITS) personnel as well as the hiring of a new Provost within the last two years have revealed that interest in the issue does spread beyond the library, and we anticipate no problem with campus cooperation on a philosophical level. Funding and staffing increases will be difficult, however.

Within The Ames library, support for digital initiatives was expressed as an outcome of Strategic Planning work in 2004. In 2006 a Digital Initiatives Team was formed and comprised of the library’s University Librarian, Technology Director, Scholarly Communications Librarian, Digital Projects Coordinator, and University Archivist. Funding for digitization initiatives has come primarily from the library; annual subscription costs for the institutional repository (implemented through bepress in 2008) are split among the library, the Mellon Center for Faculty and Curriculum Development, the Office of the Provost, and the Office of the President. However, we have not made a link between the repository and a preservation system at this time.

Frankly, it was the realization that the IR would not meet our preservation needs that led to the archivist seeking education on the topic of digital preservation. She attended two workshops that year: “Stewardship of Digital Assets,” October 2008, sponsored by NEDCC and “Digital Preservation Management,” November 2008, sponsored by the Midwest Archives Conference. On return, she consulted the Library’s Technology Director and they began an inventory of library digital assets. No other support was possible at that time, and so the work did not advance beyond securing a redundant-disk external hard drive.

Mission, Vision, Goals, and Objectives • Have you incorporated digital resources and access to these resources into your mission and vision statements? They are not called out in the campus-wide Strategic plan. The closest we come is at the end of the Vision Statement (https://www.iwu.edu/president/Strategic/vision_statement.html): “All campus grounds, facilities, library resources, information technology resources, and support services will be of high quality and will provide an atmosphere that inspires the pursuit of learning and promotes human and environmental health and well-being.” They are in the library’s mission and vision as part of our “collections” commitments (http://www.iwu.edu/library/information/Ames_Stragic_Bro.pdf ). While we do not specify digital content, when the document was created we discussed digital objects as part of our “collections.”

• Are digital initiatives incorporated into your organization’s strategic plan? Is the preservation of digital resources incorporated into your strategic plan? Yes, they are incorporated in the library’s plan (see Theme 2 at http://www.iwu.edu/library/information/Ames_Stragic_Bro.pdf), but no, digital preservation is not part of the same plan. Theme 2 of our strategic plan is: Initiate and contribute to collaborative projects with faculty and IT to create seamless access to scholarly and university content. o Work with campus groups to create and provide access to university-wide digital collections o Serve as a Digital Institutional Repository for research projects o Explore new ways to partner with the Information Technology Department to provide better service to our users o Deliver and distribute library services to where community members work and live, in new and innovative ways.

• Have you developed specific goals pertaining to the digital initiative? Have you developed specific goals and objectives that relate to digital preservation? Yes to the initiative, with respect to developing the repository; no to digital preservation, other than the general philosophy outlined in the archives’ policy (see http://www.iwu.edu/library/information/Digital_collections.pdf).

Policies and Procedures • Have you created policies in the following areas for your digital program? Have you implemented these policies? o Collection management/development Yes, see archives plan (http://www.iwu.edu/library/information/Digital_collections.pdf) o Copyright, may be incorporated into Collection Management Addressed by campus ITS at http://www.iwu.edu/its/about/copyright.html and by the University Librarian, who serves as the campus Copyright Officer, at http://libguides.iwu.edu/copyright o Disaster or Emergency Planning Campus student records are backed up off campus weekly; faculty/staff individual file back up is non-existent to sporadic; library digitized collections are on an external five-disk drive but not in a separate geographic location; text-based collection in our institutional repository are backed up by bepress but media collections accessible there are in proprietary formats and streamed from campus servers. These servers are backed up weekly; currently they are all backed up on tape but some have disk back ups. Campus IT intends to move all weekly back ups to disk by the end of Fall semester 2012. o Exhibits Yes, see archives plan (http://www.iwu.edu/library/information/Digital_collections.pdf) o Preservation Plan None o Public Use Yes, for library-created collections; see archives plan (http://www.iwu.edu/library/information/Digital_collections.pdf). None of the campus content (student or financial records; other Banner system content) is publicly available. Some faculty work is, but there are also some data that need to be restricted.

• Does your digital program include best practices or procedures for any of the following OR are you in the process of developing best practices or procedures for the following? o Selection Yes, in the library. o Metadata creation We follow CARLI Dublin Core requirements for CONTENTdm; we know we need more descriptive metadata in our IR. Library digital content off-line may need better organization, but we have not looked into this yet. Content in Banner is structured; faculty content is not consistently described. o Content creation (scanning, digital capture, etc.) Yes, we follow CARLI standards when needed. Some content is digitized by vendors and we verify the standards they are using before engaging them.

o Quality control We verify work done in-house in the archives. o Digital Preservation No. o Licensing Yes, we feel confident about our licensing agreements with IR submissions. o Public Use Our default is for public/open access. When content needs to be restricted, campus IPs or proxy logins make content available to all campus personnel. o Website Management Our campus website is backed up at a university about 50 miles away. If this question is directed to maintaining interfaces, all of our digital objects are either in Digital Commons of CONTENTdm and those products are maintained by either bepress or our consortium, CARLI. • Do you outsource any aspects of the digital initiative? If so, which ones? To whom? Media Preserves has done some A/V reformatting for us; large scale text scanning processes are sent to Northern Micrographics; that work was finite and we don’t anticipate needing those services in the near future.

Staffing • Do you have staff specifically assigned to the digital collection initiative? Is staff from other parts of your organization involved in the digital collection initiative? What are the roles of the different individuals? Library only: In 2006, a working group made up of the University Librarian, Library Technology Director, Reserves and Digital Projects Coordinator, Scholarly Communications Librarian, and University Archivist established the principles that would guide digital initiatives generally and, in 2008, the repository initiative specifically. The Digital Projects Coordinator is a staff member who is responsible for scanning, text-rendering with OCR, formatting audio/visual files, and tracking faculty publication permissions. We hired a temporary staff member early on when we had a large quantity of scanning.

Repository work is a joint effort of Scholarly Communications Librarian Stephanie Davis-Kahl and University Archivist Meg Miner. A detailed discussion of the each librarian’s role in this work and of the repository’s development and future is in a recently published article available online at http://jlsc-pub.org/jlsc/vol1/iss2/8/,. Full citation: Miner, M, Davis-Kahl, S. (2012). Collecting Campus Culture: Collaborations and Collisions. Journal of Librarianship and Scholarly Communication 1(2):eP1053. http://dx.doi.org/10.7710/2162-3309.1053

• What technology staff is involved in your project? Are they part of your organization, your parent organization, or another organization? What are their responsibilities in the digital initiative? Library Technology Director is the only one at this point. She serves in an advisory capacity and has a staff member who was called on in the early stages to help with software installation (for CONTENTdm), but who has no ongoing responsibilities.

• What staff is involved in digital preservation activities, both within your organization and parent organization? Is technology staff involved in digital preservation? Is preservation staff involved? What roles do they play? Only the archivist has been involved thus far; she is also the “preservation” person in the library. The Library Technology Director advised on early digital inventory work and secured the five-disk hard drive for storage.

• What training do you provide staff involved in the digital initiative? What staff attends this training? As mentioned above, only the archivist has had workshop and conference exposure to digital preservation issues. Our University librarian is committed to working on this issue and so I am confident any training needed will be supported by the library’s continuing education and travel budgets.

• What training in digital preservation does staff attend? N/A, other than the archivist.

• Do you participate in a digital collaborative? What role does the collaborative play, what role do members of the collaborative play? Only if our consortium-sponsored CONTENTdm instance counts.

Finances • What are the primary sources of funding for your digital initiative? Organization’s budget.

• What percentage of funding comes from each source now and what percentage do you see coming from each source in the future? This is our only source now and for the foreseeable future. If more campus units become involved, the library will seek cost share from them and from the Provost, who oversees Academic Affairs’ budget as a whole—that includes IT and some aspects of departmental faculty funding.

• What is your current budget for your digital initiative, including staffing? What do you anticipate that budget to be in 5 years? We pay ¼ of the IR’s total cost, approximately $5,000. CONTENTdm is included in our consortium’s membership. Staff members all have other roles in the library and so are funded through that budget.

• What is or what do you anticipate being the primary source of funding for digital preservation? Organization’s budget

• How do you plan to fund your digital preservation activities? Organization’s budget

Digital Content • Have you undertaken a risk assessment1 of your digital collection? Do you plan to undertake a risk assessment2? Yes, of library collections (available in Excel file for this project). Born-digital content is the thing I will place highest priority on, with born-digital media at the top of that tier. I’ve had talks about risk with the campus units and faculty that I’ve spoken to since this grant started. We are truly at the education/awareness-raising level outside of the library.

• What types of materials have you converted to digital format? (e.g., books, documents, sound recordings) All types.

• What type of materials are you collecting in digital format? These materials are considered born digital.(e.g. books, documents, sound recordings) All types, with the exception of books unless university publications count.

• What digital formats are you currently managing? What do you plan to manage in the future? (e.g. TIFF, JPEG, PDF) Detailed in the Excel file inventory available for this project.

• Are you outsourcing the creation of digital content, creating content in-house, or both? Do you have a quality control program? Is it both at the vendor and in-house? Both have been done and will continue as needed. We do spot checks of both types of content creation.

• How long do you plan to actively manage these resources? Less than ten years, more than eleven years? Forever! But the originals of most of the digitized material remains, and I consider those the archival copies. In case of catastrophic problems, we’ll go to the source.

Access and Metadata • How do you provide access to your digital collections? What systems do you use? CONTENTdm and Digital Commons.

• Who may access your collections? Open access is the default, but some governance records are restricted to campus IP or proxy logins.

• What percentage of your digital collection is available online? 90%

• What type of metadata are you creating? Descriptive, structural, administrative, all three? Descriptive, although structural is present in the IR.

• What metadata schema(s) are you currently using? What schema(s) do you plan to use in the future? Dublin Core.

• What digital asset management system and/or repository system is your organization using or planning to use? bepress’s Digital Commons is our IR; we also use CONTENTdm.

Technology • What technologies are you using to create digital content? Digital camera, Scanner, Digital Audio Workstation? Other? What brand of equipment are you using? How old is the equipment? Who is responsible for maintaining the equipment? We use Epson scanners in-house.

• Do you have set replacement cycles on capture workstations? If yes, what time period? Do you have set replacement cycles on servers? If yes, what time period? Do you have set replacement cycles on storage devices (e.g. SAN, NAS, tape library, etc.)? If yes, what time period? No.

• When do you upgrade software? Is all the software upgraded at the same time? N/A

Digital Preservation • Which digital preservation strategies has your institution implemented? Bit preservation? Migration? Refreshing data? Emulation? Maintenance of legacy equipment? Data backup? Locally developed digital preservation solution? Tape backup off campus happens for part of our data. A switch to disk backup is projected. The archives has an external floppy that can sometimes be used to read donated media. It is a practice in the archives that anything delivered on CD or DVD be transferred to our five-disk external drive. Original media are retained and all redundancy actions recorded in the Finding Aid.

• Have you implemented a digital repository into your program, and, if yes, is it a commercial , open source, or homegrown solution? We implemented an institutional repository in 2007: http://digitalcommons.iwu.edu is hosted by bepress.

• Are you outsourcing your digital preservation activities to another organization? Which activities in particular (repository, storage, etc.) are being outsourced? If yes, to whom? What responsibilities does this organization have? No, but recent enhancement of PLNs for DigitalCommons subscribers has sparked interest among my library’s digital initiatives group. However, participation is not imminent: it is too costly and doesn’t meet our needs.

• What content are you placing in the repository? See http://digitalcommons.iwu.edu. The IR purpose statement is as follows: Digital Commons @ Illinois Wesleyan University (DC@IWU) reflects the nature of the intellectual, creative and scholarly culture of our campus. DC@IWU serves as the central location for outstanding student work, faculty scholarship, University records, and campus history. Our goals are to: • Promote and disseminate academic and creative achievements of students and faculty • Ensure preservation of and persistent access to said work • Increase discovery of IWU scholarship and artistic expressions • Foster scholarly collaborations with colleagues • Document and record IWU’s history and progress • Has the repository been through a self-audit using the Center for Research Libraries/OCLC Trustworthy Repositories Audit & Certification (TRAC)? I don’t know.

• Do you or your vendor have a digital preservation plan? Has your vendor been through an audit or a self-audit based on the CRL/OCLC TRAC? No; bepress is offering PLNs that subscribers can pay for through other services, but I believe they only offer redundancy as part of subscribers’ benefits.

• If you are locally managing your preservation activities, what media are you using for storage? CD/DVD, removable media (disks, zip disks), online magnetic media (hard drives), tape? What frequency do you refresh your CD/DVD? Described above.

• If you back-up your files, where are they stored? At what frequency do you back-up your files? Described above.

Rights Management • Has copyright or licensing concerns deterred you from creating and preserving a digital collection? When acquiring digital content do you acquire digital preservation rights (Do you have the right to modify the digital object to preserve it?) No, we have not been deterred. We have campus legal counsel approved forms for contemporary content. The archives’ policy (http://www.iwu.edu/library/information/Digital_collections.pdf) says we will migrate if needed to preserve the content. We use non-exclusive licensing agreements and interview agreement forms that specify our intention to distribute born-digital content online. People can and do decline us this right, but anything deposited is at least be available in-house, regardless of format. Anything removed from online (only happened in the IR at this point) still has a metadata record describing the item and the reason it was removed.

Northern Illinois University

Western Illinois University

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