Issues in managing a digitization project State agency serial publications with large color and...
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Issues in managing a digitization project
State agency serial publications with large color and foldout maps
by Carol La Russa and Karen AndrewsUniversity of California, Davis
ASEE ELD Session 3241
Description
Selected 2 California state agency bulletin series for digitization:– California Division of Mines & Geology– California Division of Water Resources
Large, old sets still in demand No copyright issues Of broad interest throughout the
state
Opportunity
Grant money paid for digitization First attempt at digitizing a
monographic serial First attempt at digitizing large maps Preserve fragile material Make maps and text freely available
to the world
Description Issues Analyzed serial set has volumes with
individual titles and authors
The series was done by different state agencies over time = title changes!
Unclear as to what individual volumes were really part of series
Project Issues
Tight deadline Needed to involve staff from 4 units Logistics of staff location vs books Conflicting project demands Needed expertise in multiple areas
Managerial Issues
Determine effective staff utilization Make decisions involving trade-offs Obtain missing volumes Resolve earlier cataloging errors Monitor workflow and progress
Staff Workload Issues
Locate an OCLC catalog record for each individual volume
Finding the right record was tricky! Evaluate book condition Prepare spreadsheet entry for each
item
External Issues
Communication with IA production staff
IA data processes not set up to accommodate monographic serials
Differing specifications from two organizations: IA and CDL
Metadata Issues
Need for multiple finding points– Author and title of individual volume– Series title, plus volume, issue number
and date Software enhancement will allow
future upgrades to minimal records (Wonderfetch)
Quality Control
Complete review of one series as a testbed
Staff developed procedure to review digital images for adequate quality
Developed efficient method for catching problems
Options exist to correct some problems
Common Issues
Entities doing mass digitization haven’t worked much with government documents and technical reports
Data extraction algorithms are not set up to extract series names and report numbers in addition to author and title
For engineering sources, these are vital! Best linking practices needed Readers need cues on how best to browse
and view pages within books
Outcomes
Nearly 1,000 volumes from 2 series were digitized, including large maps
Anticipate expanding using one-time funding
Digitized volumes already receiving high use!