Danielle Mericle: dkm26@cornell.eduFiona Patrick: fcp2@cornell.edu

DCAPS: dcaps@cornell.eduhttp://dcaps.library.cornell.edu

DCAPSDCAPSDigital Consulting & Production Services

AboutFounded in 2003 to provide a “one-stop”

approach to digital collection buildingCost-recovery service model formulated

for long-term sustainability of operation, with secondary account for “non-billables”

Based in Olin & Kroch LibrariesProvides wide range of services,

consultations and referrals campus-wide

Services include:Digitization of library, university, or personal assets,

including monographs, manuscripts, & photographic materials

Color managed workflow Image processing & reformattingDevelopment of metadata standards and guidelinesProject management servicesWeb-designLimited support for a/v collectionsOnline collection delivery on standardized library

platformsArchiving & preservation of university assetsCopyright advise On-campus consultations (free of charge)

COPYRIGHT

TECHNOLOGY SUPPORT

METADATADIGITAL MEDIA

DCAPSELECTRONICPUBLISHING

COPYRIGHT

TECHNOLOGY SUPPORT

METADATADIGITIZATION

ELECTRONICPUBLISHING

DIGITAL MEDIAProject Coordination for DCAPSStill Image & AV DigitizationImage Processing / OCRStructural and Tech MetadataWeb Design & Programming Application DevelopmentContent Management Systems

DCAPS

COPYRIGHT

TECHNOLOGY SUPPORT

METADATADIGITAL MEDIA

DCAPSELECTRONICPUBLISHING

METADATAMetadata StandardsSubject SchemesDescriptive MetadataStructural Metadata Preservation Metadata

COPYRIGHT

TECHNOLOGY SUPPORT

METADATADIGITAL MEDIA

DCAPSELECTRONICPUBLISHING

COPYRIGHTEducation & AwarenessCopyright ClearanceIP & Licensing ConsultanciesDigital Rights Management

COPYRIGHT

TECHNOLOGY SUPPORT

METADATADIGITAL MEDIA

DCAPSELECTRONICPUBLISHING

TECHNOLOGY SUPPORTHardware and Software SelectionArchivingWeb HostingImage Database ManagementStorage Management

COPYRIGHT

TECHNOLOGY SUPPORT

METADATADIGITAL MEDIA

DCAPSELECTRONICPUBLISHING

ELECTRONIC PUBLISHINGePublishing system (DPubS)Print-on-demand Development and supportBusiness model development

Grant WritingNeeds Assessment

Project Planning & ManagementLiaison to Other Service Providers

* Public Services* Preservation & Conservation

* Digital Preservation * Outsource Digitization

*Cornell Service Providers

Fiscal Management

DCAPS

DCAPS within CUL

Library Technical Services

Digital Scholarship Services

CUL Information Technologies

Metadata Group Technology Support

Digital Media Group

E-PublishingCopyright Services

CUL UNIT

S

Campus-wide digitization efforts

DCAPS/Olin Library(as described)

Mann Library•Outsourced digitization of library assets •Partnership with DCAPS to load content into DLXS

Johnson Museum•High-end digitization of museum assets•Partnership with DCAPS to deliver content via Luna

Cornell

Academic Technologies

•On-demand digitization for faculty and grad students•Innovation in teaching grants program•Blackboard support

Other

•Faculty digitizing effortsCornell Business Services

Digital Services

•Analog records conversion for department/university•Outsourcing and referrals with DCAPS

Campus-wide services networkhttp://teachingconsortium.cornell.edu/

Visual Resources Working Group

Provides a forum for discussion of issues related to digital resources on campus, including collection building and development, research and instructional support, policy creation, and public outreach

Members composed of wide range of key-stakeholders, including Digital Scholarship Services, CUL-IT, Public Services, Johnson Museum, and unit libraries

Maintains list-serve to triage requests for instructional support for use of digital images; faculty digitization, and copyright services

Co-chaired by DMG & Public Services

DCAPS in detailCentrally managed projectsProvides broad campus support with relatively small

staffFull accountability- budget, timelines, and

deliverablesRoughly 65% cost-recovery; 35% institutional support Large and small scale projects- patron requests to

mass digitization effortsIn-house and outsourced digitizationPartnerships with College of Arts & Sciences; Johnson

Museum; College of Art, Architecture & PlanningConsultation and advice for non-DCAPS but Cornell-

based projects to support best practices

Overview of project typesRMC patron & exhibit requestsFaculty requestsDepartmental and Institute Large scale: grants, Adam Matthews, A & S

collaborationClient Types 09/10

Sample 2010 projectsArts & Sciences faculty grants program- 5

faculty driven projectsArts & Sciences ongoing digitization to support

faculty teaching needs Adam Matthews- project to digitize 60,000

pages of rare pamphlet material from Cornell Wason Collection

Ongoing partnership with Rare & Manuscript Division to digitize Cornell holdings (exhibitions; grant projects; patron requests)

Collaboration with Biology on NSF grant (consultation only)

DCAPSProject management

expectations

Plan: timelines, budgets, deliverables Assist in selection; copyright clearanceCoordinate production: digitize, metadata,

delivery, archiveDocumentTest PromotePreserveMaintain, update Invoice

Annual Production July ’09 – June ‘10Actual Data

July’10 –June’11Projections

15 discrete projects/ ongoing patron requests32,500 images In-house: 24,000Outsourced: 8500

20 discrete projects/ ongoing patron requests135,000 images * In-house: 75,000Outsourced: 60,000

Approximately 5.3 FTE on projects

* in-house (50K Adams Matthews + 25K all other), outsourced (30K Liberian + 30K Nepali Textbooks)

Cost recovery items(billable to recharge account)

Non-billable items(charged against “subsidy”

account)

•All digitization efforts (collation, scanning, post-processing, qc, archiving)•Project management•Metadata design and work•Web design•Hosting & delivery•Collection development

•Long-term archiving of university assets•File migration•Billing & business management•Initial consultations•Copyright consultations•Web & delivery platform upgrades

Within the DCAPS model, all production work is cost-recovery.

DCAPS BUDGET

Project estimates

Imaging order form

Budget monitoring

Yearly Monthly By project

•Annual reports on budget balance (+/- 10%) •Annual predictions for upcoming work, including non-billables•Staffing justifications based on project workload•Yearly review of rates with Division of Financial Affairs

•Monthly statistics analysis on work done; work billed against FY budget predictions•Regular tracking of “unbillable” work; % reviewed against subsidy account

•Quarterly invoices for large projects; upon project completion for small projects•Careful monitoring for “scope-creep”

Budget details- recharge account

2009/2010 2010/2011

Yearly projections

Yearly projections

QuickBooks reports

•FY comparisons•Service types•Customer types•Expenses

Tracking toolsBudget Production

•QuickBooks•Excel templates

•Time reporting•Costs

•Confluence wiki (smaller projects)•Filemaker database (larger projects)

Marketing CornellGrants programs lead to secondary followup

projectsCornell Chronicle project profilesReferral network between campus service

providersPresence at campus events – DCAPS booth

GlobalRegistry of Digital CollectionsCredits page w/contact info on all sites

Recent initiatives / partnershipsGoogle/ MicrosoftAdam Matthews agreementMass print-on-demand with Amazon New single title POD with CreateSpaceSignale – new web/print scholarly

publishing model2CUL – with Columbia University Library

Pros/ cons of model

PROS CONS

•Provides proof of revenue to justify service

•Requires accurate cost modeling, resulting in ability to estimate projects to high degree of accuracy

•Reduces scope-creep

•Sets expectations for annual production goals

•Quantify additional staff in terms of cost-recovery

•Risk of alienating core users (faculty, curators) who expect free services from institution

•Does not support full range of preservation activities (difficult to pass on maintenance costs to user)

•Requires .5 FTE to oversee business modeling and budget balancing

•Can leave staff vulnerable to shifting economies

ReferencesCornell Imaging Tutorial

http://www.library.cornell.edu/preservation/tutorial/Faculty Grants

http://dcaps.library.cornell.edu/facultygrants/Registry of Digital Collections

http://rdc.library.cornell.edu/