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Retrospective Digitization of Theses and Dissertations: Key Points

University of Florida Institutional Repository
PRIVATE ITEM Digitization of this item is currently in progress.
Permanent Link: http://ufdc.ufl.edu/AA00016624/00001

Material Information

Title: Retrospective Digitization of Theses and Dissertations: Key Points
Physical Description: Conference Proceeding
Language: English
Creator: Clement, Gail
Shorey, Christy
Dotson, Lee
Publication Date: 2011

Subjects

Genre:
Spatial Coverage:

Notes

Abstract: An ongoing study of existing practices in thesis/dissertation digitization projects reveals a wide range assumptions, expectations, values, and intentions for scanning graduate works. Variations in practice include why and what to digitize; how to perform the reformatting; who performs it; what standards and protocols to follow; which file formats and delivery systems to use; how to approach rights management issues; how to cover costs; and more. This workshop will cover all of the steps involved in retro digitization of theses and dissertations use examples of a variety of projects across the U.S. Participants will have the opportunity to question and compare practices and rationales in order to consider what model -- among the many -- would work best for their own institutions.
General Note: Handout to accompany pre-conference workshop, held at the United States Electronic Thesis and Dissertation Association 2011 Annual Conference, May 18, 2011 in Orlando, Florida.
General Note: Conference Proceedings can be found at : https://conferences.tdl.org/USETDA/USETDA2011/paper/view/365/113

Record Information

Source Institution: University of Florida Institutional Repository
Holding Location: University of Flordia
Rights Management:
This item is licensed with the Creative Commons Attribution Non-Commercial No Derivative License. This license allows others to download this work and share them with others as long as they mention the author and link back to the author, but they can’t change them in any way or use them commercially.
Resource Identifier:
System ID: AA00016624:00001

Permanent Link: http://ufdc.ufl.edu/AA00016624/00001

Material Information

Title: Retrospective Digitization of Theses and Dissertations: Key Points
Physical Description: Conference Proceeding
Language: English
Creator: Clement, Gail
Shorey, Christy
Dotson, Lee
Publication Date: 2011

Subjects

Genre:
Spatial Coverage:

Notes

Abstract: An ongoing study of existing practices in thesis/dissertation digitization projects reveals a wide range assumptions, expectations, values, and intentions for scanning graduate works. Variations in practice include why and what to digitize; how to perform the reformatting; who performs it; what standards and protocols to follow; which file formats and delivery systems to use; how to approach rights management issues; how to cover costs; and more. This workshop will cover all of the steps involved in retro digitization of theses and dissertations use examples of a variety of projects across the U.S. Participants will have the opportunity to question and compare practices and rationales in order to consider what model -- among the many -- would work best for their own institutions.
General Note: Handout to accompany pre-conference workshop, held at the United States Electronic Thesis and Dissertation Association 2011 Annual Conference, May 18, 2011 in Orlando, Florida.
General Note: Conference Proceedings can be found at : https://conferences.tdl.org/USETDA/USETDA2011/paper/view/365/113

Record Information

Source Institution: University of Florida Institutional Repository
Holding Location: University of Flordia
Rights Management:
This item is licensed with the Creative Commons Attribution Non-Commercial No Derivative License. This license allows others to download this work and share them with others as long as they mention the author and link back to the author, but they can’t change them in any way or use them commercially.
Resource Identifier:
System ID: AA00016624:00001

Full Text

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Retrospective Digitization of Theses and Dissertations: Key Points USTEDA Pre Conference May 18, 2011 Retrospective Digitization of Theses and Dissertations: Key Points by G. Clement, C. Shorey and L. Dotson is licensed under a Creative Commons AttributionNonCommercial NoDerivs 3.0 Unported License Permissions beyond the scope of this license may be available at http://library.tamu.edu/directory/gclement Page 1 Institutional characteristics values and strategic vision Varia tions in RTD practices reflect Financial resources Assumptions and influences in decision making Calculations of return on investment Why Digitize? Questions to Consider When to Digitize ? What to Digitize? Who are stakeholders? Who should be involved? How to capture and convert? How to document metadata? How to deliver and display? Where? O ffsite or onsite ? How much does it cost? How to manage rights issues? How to manage quality control? Philosophical benefits Why Digitize? Operational benefits Customer Service benefits Not sure of the benefits In relation to ETD launch When to Digitize? External Factors Funding becomes available Run out of space to keep print volumes Gifted copies from college As items are requested / ILL or circulated Opening in internal scanning queue Vendor opportunity (Proquest, Lyrasis) All graduate works What to Digitize? Doctoral Dissertations only Masters Theses only Subset by department/institute Subset by date of creation Subset by subject Subset by format Subset by copyright status Selected by request (ILL, user query)

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Retrospective Digitization of Theses and Dissertations: Key Points USTEDA Pre Conference May 18, 2011 Retrospective Digitization of Theses and Dissertations: Key Points by G. Clement, C. Shorey and L. Dotson is licensed under a Creative Commons AttributionNonCommercial NoDerivs 3.0 Unported License Permissions beyond the scope of this license may be available at http://library.tamu.edu/directory/gclement Page 2 Printed and bound circulating copy From What Source to Digitize? Printed and bound preservation copy Microfilmed copy How to handle : Oversize materials; Included Media; Non standard paper (onion skin) Who should be involved in the project ? Who are the Stakeholders? Are there any surprise stakeholders? How do you obtain buy in? Imaging requirements How to Capture and Convert? Text conversion/Optical Character Recognition (OCR) File Format(s) for access? For preservation? Who creates or enhances the record? How do you Document Metadata? What standard to use? Where to publish the records? Will metadata be harvestable by Internet search engines? Institutions seems to select an approach based on their val ues, resources, and workflows How to Deliver and Display? Choices somewhat connected to rights management approaches Key decision points: File format(s); Delivery platform; Type of Access; Relationship to ETD Collection; Relationship to search and retrieval facilities Open, unrestricted access on the Web Access Option s Restricted access Full text on campus Some text off campus Full text on demand No online access

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Retrospective Digitization of Theses and Dissertations: Key Points USTEDA Pre Conference May 18, 2011 Retrospective Digitization of Theses and Dissertations: Key Points by G. Clement, C. Shorey and L. Dotson is licensed under a Creative Commons AttributionNonCommercial NoDerivs 3.0 Unported License Permissions beyond the scope of this license may be available at http://library.tamu.edu/directory/gclement Page 3 In house staff Where to Digitize? Digital Library Center, Preservation, ILL, Reserves, Archives and Special Collections Cataloging metadata Systems storage, delivery, back up, preservation Third party vendors Digitization service bureaus Publishers (I nternet A rchive P ro Q uest Google, etc) Binderies Some unit costs reported by page, others by volume How Much Does it Cost? Estimates range from pennies to dollars per page May be dependent on services provided Document handing (paper, disbinding/rebinding, microfilm) Scanning o Bitonal, grayscale, or color? Optical Character Recognition (OCR) o Corrected or unc orrected? Metadata creation Open access vs. proprietary access Associated costs not always figured in or reported Storage costs, time compiling complete list of titles, time for clearing permissions, etc. Rights Management Issues How to Manage Rights Issues? Copyright Privacy rights Trade secrets/Proprietary information Copyright Issues A re ALL theses and dissertations necessarily copyrighted? Who owns copyright? o in graduate students work o in included 3rd party material Do original usage provisions ap ply to digital reproduction?

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Retrospective Digitization of Theses and Dissertations: Key Points USTEDA Pre Conference May 18, 2011 Retrospective Digitization of Theses and Dissertations: Key Points by G. Clement, C. Shorey and L. Dotson is licensed under a Creative Commons AttributionNonCommercial NoDerivs 3.0 Unported License Permissions beyond the scope of this license may be available at http://library.tamu.edu/directory/gclement Page 4 Quality control level can range from in depth pre and post scan QC on 100% of items, to cursory check that something is online, and everything in between. How to Manage Quality Control? Which you go with depends on: Goal of the project Funding available Staff time available Mechanisms in place that allows for corrections to be made Assess your own Going Forward Institutional characteristics, values and strategic vision Financial resources Past practice and existing relations hips Assumptions and influences in decision making Calculate return on investment Consider opportunity costs Proceed in the way that makes most sense for you! Credits (Presenters) Gail Clement, Texas A&M University gclement@tamu.edu Several years ago (before the development of its digital library program), Texas A&M arranged for digitization of dissertations from microfilm copies at ProQuest. The University is currently arranging for digitization of 16,000 Masters theses by a service bureau. These digital volumes will be accessible via open access in the Texas A&M Digital Repository. Lee Dotson, University of Central Florida Lee.Dotson@ucf.edu The University of Central Florida is performing in house digitization of theses and dissertations. The digitized versions are made publicly available via CONTENTdm and the library catalog Christy Shorey, University of Florida chrshor@uflib.ufl.edu T he University of Florida began scanning dissertations in house, then moved to scan with Internet Archive. The catalog links to the vendor web site and a copy saved to the Institutional Repository Masters theses are scanned on a per request basis.

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Retrospective Digitization of Theses and Dissertations : Further Info USTEDA Pre Confe rence May 18, 2011 Page 5 Austin McLean and Brian Surratt, Increasing Access to Dissertations: A Case Study ETD2003 Conference, Berlin, Germany, May 20 24, 2003. Reading List Clement, Gail and Levine, Melissa, ( in press ) Were Pre 1978 US Dissertations Published for Copyright P urposes? Evidence from Historical Sources portal: Libraries and the Academy July 2011. Eldredge, Scott and McLean, Austin (200 5 ) Retrospective Digitization of Theses and Dissertations: Case Studies of Selection Criteria and Funding Sources Proceedings of the Eighth International Symposium on Electronic Theses and Dissertations Sydney, Australia, September 28 30, 2005. Herrin, C Selby and Eldredge, Scott J.. (2004) Planning and Implementation of the ETD Initiative at Brigham Young University, Proceedings of the Seventh International Symposium on Electronic Theses and Dissertations, Lexington, KY, June 3 5, 2004. Lariviere, V. Zuccala, A., & Archambault, E. (2008) The declining scientific impact of theses: implications for electronic thesis and dissertation repositories and graduate studies. Scientometrics 74(1), 109 121. Martyniak, Cathleen L. ( 2008) Scanning Our Scholarship: The University of Florida Retrospective Dissertation Scanning Project, Microform & Imaging Review 37(3), 121 129. Mundle, Todd M. (2005) Digital Retrospective Conversion of Theses and Dissertations: an In House Project Proce edings of Eighth Symposium on Electronic Theses and Dissertation, Sydney, Australia, September 2830, 2005. Musser, Linda and Roberts, Elizabeth. (2008) A study of color in dissertations and theses Library Collections Acquisitions, & Technical Services 31, 220 225. P iorun, Mary and Palmer, Lisa A. (2008) Digitizing Dissertations for an institutional repository: a process and cost analysis, Journal of the Medical Library Association 96(3): 223229. Also see related Powerpoint prese n tation at http://escholarship.umassmed.edu/lib_articles/96/ University of Utah, Project Ideas: Digitizing Historic Theses and Dissertations, Utah Digital Repository Toolkit Online, URL: http://harvester.lib.utah.edu/utah_ir_toolkit/admin/digitizingtheses.html Last accessed March 22, 2010. Worley, Gary M. (2007) Dissertations unbound: a case study for revitalizing access Proceedings of the 10th International Symposium on Electronic Theses and Dissertations Uppsala, Sweden, June 13 16, 2007 Online, URL: http://epc.ub.uu.se/etd2007/fi les/papers/paper11.pdf Last accessed March 22, 2010.

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Retrospective Digitization of Theses and Dissertations : Further Info USTEDA Pre Confe rence May 18, 2011 Page 6 ETD L Discussion List Archives (discussions about RTDs date back a decade! ) Additional Resources http://listserv.vt.edu/cgi bin/wa?A0=ETD L Massachusetts Institute of Technology, MIT Theses, Dspace@MIT Website Online, URL: http://dspace.mit.edu/handle/1721.1/7582 Last accessed March 22, 2010. Southern New Hampshire University (2010) S NHU Academic Archive Project. University Website Online, URL: http://www.snhu.edu/8400.asp Last accessed March 22, 2010. University Microfilms (UMI) Dissertation Publishing. A Forgotten Racial Slaughter Goes Online. Corporation Website Online, URL: http://www.umi.com/assets/downloads/products/DAAPArticle.pdf Last accessed March 22, 2010. University of British Columbia R etrospective Theses and Dissertations : University of Central Florida Retrospective Theses and Dissertations (part of Digital Collections) : http://circle.ub.ca/handle/2429/831 http://library.ucf.edu/Systems/DigitalCollections/default.asp University of Florida Retrospective Dissertation Scanning Project: Project summary, publicity pieces, and author permission forms : http://www.digital.uflib.ufl.edu/procedures/copyright/retro_diss_scan/DDDCA.htm Staff Manual: http://www.uflib.ufl.edu/preserve/repro/rds/index.htm Xavier University Retrospective Electronic Theses & Dissertations (ETD) Permission Form: http://www.xavier.edu/cm/electronic erxources/retrospective_etd_permission_form.cfm