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 Main
 Abstract
 Statement of need
 Project design
 Time, personnel, budget
 Impact
 Budget justification
 Harn Museum strategic plan...
 Letters of support
 User needs assessment
 IMLS completed review report






Harn Museum of Art: Institute of Museum and Library Services (IMLS) digitization grant proposal
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Permanent Link: http://ufdc.ufl.edu/UF00087447/00001
 Material Information
Title: Harn Museum of Art: Institute of Museum and Library Services (IMLS) digitization grant proposal
Physical Description: Book
Language: English
Creator: Harn Museum of Art, University of Florida
Publisher: University of Florida Harn Museum of Art
Place of Publication: Gainesville, Fla.
Publication Date: 2008
 Subjects
Subjects / Keywords: University of Florida.   ( lcsh )
Spatial Coverage: North America -- United States of America -- Florida
 Record Information
Source Institution: Samuel P. Harn Museum of Art ( SOBEK page | external link )
Holding Location: Samuel P. Harn Museum of Art ( SOBEK page | external link )
Rights Management: All rights reserved, Board of Trustees of the University of Florida
System ID: UF00087447:00001

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Table of Contents
    Main
        Main
    Abstract
        Page i
        Page ii
        Page iii
        Page iv
    Statement of need
        Page 1
        Page 2
    Project design
        Page 3
        Page 4
    Time, personnel, budget
        Page 5
        Page 6
    Impact
        Page 7
        Page 8
        Page 9
        Page 10
        Page 11
        Page 12
        Page 13
        Page 14
    Budget justification
        Page 15
        Page 16
        Page 17
    Harn Museum strategic plan summary
        Page 18
        Page 19
        Page 20
    Letters of support
        Page 21
        Page 22
        Page 23
        Page 24
        Page 25
        Page 26
    User needs assessment
        Page 27
        Page 28
        Page 29
        Page 30
        Page 31
        Page 32
        Page 33
        Page 34
        Page 35
        Page 36
        Page 37
        Page 38
        Page 39
        Page 40
        Page 41
    IMLS completed review report
        Page 42
        Page 43
        Page 44
        Page 45
        Page 46
        Page 47
Full Text

MUSEUM OF ART


IMLS

DIGITIZATION GRANT
2008






Harn Museum of Art, University of Florida


Abstract
The use of digital images by the University of Florida's Harn Museum of Art is an increasingly
important component of supporting activities that contribute to its mission to "promote the power
of the arts to inspire and educate people and to enrich their lives." The availability of digital
images of collection objects allows for increased access to artworks in the Ham's collection,
cross-fertilization among departments in the museum, greater educational and research activities
both within and outside of the museum, more effective cataloging and research of acquisitions,
and subsequent enhanced public access to the collections. Accordingly, the museum's long-term
goal is to produce digital reproductions of all works in the collection and to make these images
available on-line along with interpretive material for diverse audiences.

The short-term objective, for which the Ham is requesting funding under the Collections
Stewardship category, is to add approximately 1,850 digital images to its collection management
system, which will greatly improve access to the collections and allow staff and volunteers to 1)
better answer questions about the collection, 2) organize exhibitions, 3) organize loans, 4) assist
educators, 5) promote events and exhibitions and 6) promote the museum's collections. The end
result will move the museum a step closer towards its goal of providing public access to the
Ham's collections and publications in digital format, with interpretive materials available online.

While the immediate beneficiaries of this project will be the Harn's staff and volunteers, the mid-
term target populations include the faculty and students at the University of Florida (UF) and
Santa Fe Community College (SFCC), and K-12 educators and students throughout Alachua
County, as well as throughout Florida. School children visit the museum for field trips, and
access the museum through the web site, and through curriculum materials provided to teachers.

The time frame for this project is October 1, 2008 to March 31, 2010. This project includes the
following steps: 1) Purchase all equipment including hardware and software resources; 2) Hire
part-time staff for the project duration; 3) Train new staff to color correct digital images and
enter data into the collections management system; 4) Outsource approximately 1,100 slides and
transparencies to the University of Florida's Digital Library Center for digitization; 5) Contract
with professional photographer to digitize 750 objects; 6) Purchase non-exclusive rights for
objects with digital images as needed and possible; 7) Color correct images and add metadata; 8)
Transfer master images to the Florida Digital Archives; 9) Enter images into the collections
management system; and, 10) Publish images on museum website.

The Ham's User Needs Assessment demonstrates that over 95% of K-12 teachers and 86% of UF
and SFCC faculty surveyed, use art images for instruction or research. Furthermore, over 91%
of K-12 Teachers and 81% of UF and SFCC faculty surveyed said they would increase their use
of art images if more were available online from the Harn's collection. Of the college students
surveyed, 70% indicated greater use of art images from the Harn for class assignments and
research. Online access to the Ham's collections will also extend visits beyond the relatively
short amount of time most classes spend in the building and will allow for more focused study
after a museum visit. Moreover, access to more information about works can be provided online
than in most gallery exhibitions. In the long-term, related essays, articles, and other corollary
information on the works on display will allow for more in-depth interpretation of exhibitions
and the collection.









PROGRAM INFORMATION SHEET PAGE ONE


I. Applicant Information
a. Legal Name (5a from Face Sheet): University of Florida
b. Organizational Unit (if different from Legal Name): Samuel P. Ham Museum of Art


c. Organizational Unit Address
Street: P.O. Box 112700
City: Gainesville
State: Florida
d. Web Address: httn://www.harn.ufl.edu
e. Type of Institution (check one):


Street:
County: Alachua
Zip+4/Postal Code: 32611-2700


L Academic Library
L Aquarium
L Arboretum/Botanical garden
' Art Museum
L Children's/Youth Museum
L Community College
L Four-year College
L General Museum*
L Graduate School of Library and
Information Science
L Historic House/Site
L Historically Black College or
University
L History Museum


L Library Association
L Library Consortium
L Museum Library
L Museum Services Organization/
Association
L Native American Tribe/Native
Hawaiian Organization
L Natural History/Anthropology
Museum
L Nature Center
L Planetarium
L Public Library
L Research Library/Archives


L School Library, or School District
applyingon behalf of a School
Library or Libraries
L Science/Technology Museum
L Special Library
L Specialized Museum**
L State Library
L State Museum Agency
L State Museum Library
L Zoo
L Institution of higher education other
than listed above
L Other, please specify:


*A museum with collections representing two or more disciplines equally (e.g., art and history)
**A museum with collections limited to one narrowly defined discipline (e.g., textiles, stamps, maritime, ethnic group)

2. Grant Program or Grant Program Category


L a. 21st Century Museum
Professionals
b. Conservation Project Support
L General Conservation Survey
L Detailed Conservation Survey
L Environmental Survey
L Environmental Improvements
L Treatment
L Training
L with Education Component
c. Laura Bush 21st Century
Librarian Program
L Master's-level Programs
L Doctoral-level Programs
L Pre-professional Programs
L Research (early career development)
L Research (other than early career
development)
L Continuing Education
L Programs to Build Institutional Capacity


L d. Museum Grants for African
American History and Culture
e. Museums for America
L Engaging Communities
L Building Institutional Capacity
i Collections Stewardship


f. National Leadership Grants
Select Museum or Library:
L Museum
L Library
Select Grant Category:
L Building Digital Resources
L Library and Museum Community
Collaboration Grant
Research and Demonstration:
L Research
L Demonstration
L Collaborative Planning Grant


g. Native American Library Services
L Basic Grant only
L Basic Grant with Education/
Assessment Option
L Enhancement Grant
L Native Hawaiian Library Services
h. Native American/Native
Hawaiian Museum Services
L Programming
L Professional Development
L Enhancement of Museum Services
L i. Connecting to Collections:
Statewide Planning Grants








PROGRAM INFORMATION SHEET PAGE TWO


3. Request Information
a. IMLS funds requested: 101.712.87 b. Cost share amount: 101.712.87


4. Museum Profile (Museum Applicants only)
a. Is the institution either a unit of state or local government or a private not-for-profit organization that has tax-
exempt status under the Internal Revenue Code and that is organized on a permanent basis for essentially educa-
tional or aesthetic purposes? l Yes LO No
b. Does the institution own or use tangible objects, whether animate or inanimate? b Yes LO No
c. Does the institution care for tangible objects, whether animate or inanimate? &f Yes LO No
d. Are these objects exhibited by the institution to the general public on a regular basis through facilities the institu-
tion owns or operates? A Yes LO No
e. Is the institution open and exhibiting tangible objects to the general public at least 120 days a year through facili-
ties the institution owns or operates? Y Yes LO No
Institution's attendance for the 12-month period prior to the application: Onsite: 104,870 Offsite:
Year the institution was first open and exhibiting to the public: 1990
Total number of days the institution was open to the public for the 12-month period prior to application: 306
f. Does the institution employ at least one professional staff member, or the full-time equivalent, whether paid or un-
paid, who is primarily engaged in the acquisition, care, or exhibition to the public of tangible objects owned or used
by the institution? Ri Yes LO No
Number of full-time paid institution staff: 31 Number of full-time unpaid institution staff:
Number of part-time paid institution staff: 15 Number of part-time unpaid institution staff:

g. Fiscal year Revenue/ Expenses/ Budget deficit Budget surplus
Support income Outlays (if applicable)* (if applicable)*
Most recently
completed FY 2007 $2,605,459 $2,651,383 $45,924
Second most recently
completed FY 2006 $2,803,264 $2,695,553 $107,711

*If Institution has a budget deficit or surplus for either of the two most recently completed fiscal years, please
explain the circumstances of this deficit or surplus in the Text Responses section of the application.


5. Public Broadcasting Licensee Information (Partnership for a Nation of Learners Grants only)
a. Nonfederal financial support (NFFS) for the most recently completed fiscal year: $ .00
b. CPB CSG ID#


6. Native Hawaiian Organization Eligibility (Native American/Native Hawaiian Programs only)
Is the institution an eligible not-for-profit organization that primarily serves and represents Native Hawaiians (as defined
in Title 20 U.S.C. Section 7517; if yes, see Proof of Eligibility requirements)? L Yes LO No








PROGRAM INFORMATION SHEET PAGE THREE


7. Institutional Profile (Native American Library Services Grants only)

a. Number of hours per week the library collection is accessible to patrons:
b. Number of staff dedicated full-time to library operations:
c. Number of staff with part-time library duties:
d. Number of holdings (books, journals, media):
e. Number of circulation transactions per year:
f. Does library staff have access to the Internet? L Yes LO No
g. Does the library provide public access to the Internet? L Yes LO No
h. Amount of operating budget for library services in most recently completed fiscal year: $
i. Identify which of the following activities will be supported by grant funds (check all that apply):
L Expand services for learning and access to information and educational resources.
L Develop library services that provide all users with access to information.
L Provide electronic and other linkages between and amongall types of libraries.
L Develop public and private partnerships with other agencies and community-based organizations.
L Target library services to help increase the access and the ability to use information resources for individuals of diverse
backgrounds, with disabilities, or with limited functional literacy or information skills.
L Target library and information services to help increase the access and the ability to use information resources for persons
having difficulty using a library, and for underserved urban and rural communities.
j. Maintenance of Effort (check the appropriate response):
L FY 2007 expenditures will equal or exceed previous 12 month grant period. Maintenance of effort is assured.
L FY 2007 expenditures will not equal or exceed previous 12 month expenditure. Maintenance of effort is not assured.
L Maintenance of effort does not apply.


8. Collection and Material Information (Conservation Project Support Grants only)
a. Type of Collection
LI Nonliving LO Natural History/Anthropology
L Animals, living L Plants, living


b. Types of Materials. Use a scale from
are primarily affected by the project:
aeronautics, space/airplanes
animals, live
animals, preserved
anthropologic, ethnographic
archaeological
books
ceramics, glass, metals, plastics
documents, manuscripts
furniture/wooden objects
geological, mineral,
paleontological
historic buildings
historic sites


1 (primarily affected) to 4 (minimally affected) to show which collection types


horological (clocks)
landscape features, constructed
machinery
maritime, historic ships
medals
S medical, dental, health,
pharmacological
S military, including weapons
motion picture, audiovisual
musical instruments
numismatics (money)
paintings
S philatelic (stamps)


photography, negatives
photography, prints
_ physical science projects
plants, live
plants, preserved
__ sculpture, indoor
S sculpture, outdoor
textiles and costumes
tools
toys and dolls
S transportation, excluding
airplanes
_works of art on paper


OMB Number 3137-0071, expires 07/31/2010 Est completion time for this form 20 mm Full burden statement in Guidelines






Harn Museum of Art, University of Florida
1. Statement of Need
The use of digital images by the University of Florida's Harn Museum of Art is an increasingly important
component of supporting activities that contribute to its mission to "promote the power of the arts to inspire and
educate people and to enrich their lives." The museum currently achieves this mission primarily through
exhibitions and related educational programming. However, there is a need to provide greater access to the
museum's collection, and this can be accomplished by digitizing the collection. The availability of digital
images of collection objects allows for increased access to artworks in the Ham's collection (especially fragile
objects), cross-fertilization among departments in the museum, greater educational and research activities both
within and outside of the museum, more effective cataloging and research of acquisitions, and subsequent
increased/enhanced public access to the collections. Accordingly, the museum's long-term goal is to produce
digital reproductions of all works in the collection and to make these images available on-line along with
interpretive material for diverse audiences. The short-term objective, for which the Har is requesting funding,
is to add approximately 1,850 digital images to its collection management system.

This proposal emphasizes improving the museum's internal collection management activities and is being
submitted under the Collections Stewardship category. This digitization effort will improve the Ham's internal
processes in the following ways: 1) Reduce the time museum departments spend researching and acquiring
usable images from various sources internally and externally; 2) Allow the museum to quickly respond to
requests for images from academics, students, educators, other museums, the media and the general public; 3)
Provide a larger variety of digital images that can be used in a broader range of publications that reach a greater
demography; 4) Provide a wider range of images to reduce repetition of works published; 5) Improve efficiency
of the Registration and Curatorial departments when planning exhibitions because staff will not need to access
multiple works in art storage firsthand; and 6) Reduce the handling of fragile objects in the collection. The
results of this digitization project will increase both internal and external access to the Ham's collections;
significantly improving internal processes and the services the museum provides to students, educators,
researchers and the public.

The Ham has approximately 6,200 objects in its collection, only 6% of which are accessible to the public at any
given time in the galleries, severely under-representing the museum's collection. Access to the museum's
collection by the public is primarily through exhibitions and educational programming. Recent efforts by the
Har established that there is a growing need to extend this access beyond ongoing exhibitions. Surveys for a
user needs assessment (see Attachment 1), which was completed in August 2007, indicated that educators and
students would use a database of digital art images for a variety of reasons such as teaching, research and class
assignments were that resource available. In the fall of 2002, the museum director hosted an event entitled
Honoring the Past, hopingng the Future: The Harn Museum ofArt's Futures Conference. The purpose of the
conference was to solicit feedback from the museum's various constituencies: its members, donors, visitors and
representatives from the university and surrounding community. Designed to assist the museum in determining,
planning and implementing a course of action as it moved into its next period of growth and development, the
conference drew upon the experience, insights and energy of groups of key stakeholders in the life of the
institution. In addition, the director and senior staff hosted focus groups to solicit feedback on the museum's
accomplishments and desires for additional programs/outreach. These discussions identified the need to provide
greater access to the Ham's collection. The strategy of digitizing the collection was identified as one of the most
effective methods to meet this need.

The current 5-year strategic plan (2003-2008) was developed in collaboration with the consulting firm Rena
Zurofsky Consulting of Stockbridge, Massachusetts. Zurofsky visited the museum and spoke at length with
each department head and many staff members, reviewed the previous American Association of Museums
accreditation report and numerous other evaluation tools, observed daily operations and met with members,
donors, volunteers, community leaders and university administrators. Zurofsky considered all input and created
a draft plan which included a recommendation to provide greater access to the Ham's collection. Consequently,






Har Museum of Art, University of Florida
the Registration Goals and Strategies section of the current Strategic Plan includes the goal to "obtain
reproduction-quality digital photography of 10% of the permanent collection and making the collections
information accessible on-line." The senior staff reviewed the document, made revisions and submitted a final
five-year performance plan to the university administration for its approval through the Office of the Provost.
The next strategic plan (2008-2013), which is under development, will build on this initial goal to include a
larger percentage of the collection to be digitized.

The Ham serves the approximately 224,000 residents of Alachua County and is the only major art museum to
serve North Central Florida, offering the community opportunities to see exemplary works of art from all over
the world. The population is 73.5% White, 19.3% African-American, 5.7% Hispanic, 3.5% Asian, and .2%
American Indian and Alaska Natives. While the immediate beneficiaries of this project will be the Ham's staff
and volunteers, the mid-term target populations include the faculty and students at the University of Florida
(50,000+ students, 4,000+ faculty members and 12,000+ staff members) and Santa Fe Community College
(15,000+ students, 640 faculty members, 8,000+ staff members), as well as K-12 educators and students
throughout Alachua County (29,000 students), and the state of Florida. School children visit the museum for
field trips and access the museum through the web site and curriculum materials provided to teachers. Letters
of support from members of these mid-term target populations are provided as Attachment 2.

As reflected in the museum's mission statement, the Har Museum of Art "promotes the power of the arts to
inspire and educate people and enrich their lives." It does so through building and maintaining exemplary art
collections and producing a wide variety of challenging, innovative exhibitions and stimulating educational
programs. Specifically mentioned within the museum's strategic plan is the objective to maximize the
educational potential of the interest for University of Florida faculty and students by developing web-
accessible, interactive resources. As a university art museum, the museum uses its collections to provide
internships and research opportunities for students from the Museum Studies and Art History Programs, among
others. University professors can request objects from the permanent collection be brought to the museum's
object study rooms for focused study. Guest scholars also use the collection for research and study. By
digitizing the museum's collections the museum will advance research and study by facilitating greater access
to the museum's collections for university and college faculty and their students (please see Attachment 1: User
Needs Assessment for more details on target audiences).

Local K-12 teachers and students are also specifically identified as a target audience within the museum's
Strategic Plan. Each year, the Har Museum prepares curriculum resources for use in local schools based on the
museum's exhibitions, which culminate in a tour of the museum by the students and an exhibition of student
artwork at the museum. Obtaining digital images of the collections will move the Har a step closer to
providing an online resource that will facilitate study in the classroom, thereby enhancing the museum
experience of these students and teachers. Teachers will be able to view objects in conjunction with the
curricula in their classrooms before or after a museum visit.

Therefore, this project will address the strategic plan objectives to "Expand the museum's multifaceted
engagement with university faculty and students," and "Forge new and expanded partnerships with K-12
teachers and students in Alachua and surrounding counties," which are listed under the Strategic Plan goal
"Present stimulating educational programs that serve existing and new audiences."

This project will serve as an investment in institutional capacity in that it will increase the Ham's ability to
better manage the collections and interpret them more effectively through exhibitions and related programming.
In August 2007 the Ham was awarded reaccreditation by the American Association of Museums. The site
reviewers emphasized the importance of this digitization project for capacity building and identified it as an
institutional priority in the award letter (submitted as Attachment 3).






Harn Museum of Art, University of Florida
2. Project Design
Professional digital images are taken each year on an ad hoc basis for use primarily in publications and
exhibition catalogs and currently represent only 5.5% of the total collection. The Harn seeks IMLS support to:
1) Digitize and color correct 1,100 slides and transparencies; 2) Migrate 1,100 analog images (500 slides and
600 transparencies) to digital media; 3) Obtain professional-quality digital images of an additional 750 objects
in the collection; 4) Enter the color-corrected digital images and their metadata into the museum's collection
management system; and, 5) Archive all digital images and metadata. The Harn will digitize the transparencies
and slides of objects in the collection because it is more cost effective than capturing digital images directly.
Moreover, these slides and transparencies were professionally photographed and were created because of the
staff s usage needs.

The 750 objects that will be digitized directly were chosen to represent the scope and quality of the collection.
Selections were made by curators with input from Education and Marketing/PR staff, along with the priorities
identified by the user surveys completed in August 2007 (see Attachment 1; User Needs Assessment). The
collections of the Harn comprise 6,200 works of art and continue to grow through a well-defined plan in the
five collecting areas of African art, Asian art, Modern art (ca. 1850-1945), Contemporary art (after 1945) and
Photography.

The 750 objects chosen for digitization include 50 images from each of the Modern, Contemporary and
Photography collections, and 300 from both the African and Asian collections. We chose to obtain a larger
number of digital images from the African and Asian collections for several reasons: 1) these collections have
the highest number of objects in the public domain facilitating use of these images for a variety of purposes; 2)
the African and Asian collections were ranked first and second in level of current use by K-12 educators and
faculty in the user surveys; 3) The Harn's African collection is widely regarded as one of the best in Florida
and in the southeastern United States generally; 4) Like the African collection, the Ham's Asian collection is
among the best in Florida and in the southeast more broadly. In addition, the Ham recently received a private
donation to build an Asian wing that will showcase artworks in this collection (construction to begin in 2009).

As an integral part of Florida's leading public university, the Harn Museum is committed to building collections
that can be used for teaching. The Harn recognizes that it cannot build encyclopedic collections in all areas, so it
has developed a strategic plan for expanding its collections in areas that support the University's academic
disciplines yet still offer realistic prospects for growth given the museum's existing financial resources.
Although aesthetic merit and art historical significance are always important criteria in making acquisitions, the
Harn also deliberately seeks objects that are relevant to a broad range of curriculum disciplines, including
history, religion, anthropology, sociology, education, English, Asian studies, African studies and gender studies,
to name a few.

This project includes the following steps (discussed in more detail below): 1) Purchase all equipment including
hardware and software resources; 2) Hire two additional part-time staff for the project duration; 3) Train new
staff to color correct digital images and enter data into the collections management system; 4) Outsource
approximately 1,100 slides and transparencies to the University of Florida's Digital Library Center for
digitization; 5) Contract with professional photographer to digitize 750 objects; 6) Purchase non-exclusive
rights for objects with digital images as needed and possible; 7) Color correct images and add metadata; 8)
Enter images into the collections management system; 9) Transfer master images to the Florida Digital
Archives; and, 10) Publish images on museum website. The project will be sustained by State of Florida
funding, fund-raising and an endowment funded by Wachovia for the purposes of technology projects at the
Harn. Quarterly reviews are planned to allow for necessary course corrections and improvements to procedures.
Because the project goal is to create digital images, there is relatively little difference between outcome and
output based assessments. Project progress can be measured by the number of digital images created.






Harn Museum of Art, University of Florida
A desktop computer and software will be purchased for capturing, processing, and color correcting digital
images. All digital images will be entered into the Ham's collections management database system, The
Museum System (TMS). TMS is an SQL compliant relational database system designed specifically for
museums. TMS contains many data fields which can be mapped to Dublin Core and VRA metadata standards
(see crosswalk in Attachment 4), and metadata fields that are not inherent to TMS can be added. TMS uses an
additional software module (eMuseum) from the same company to publish images from TMS to a website. The
Harn is currently working to install, configure, test and integrate eMuseum with TMS and the museum's
website layout and design. Technical aspects of the project are summarized in the Specification for Projects that
Develop Digital Products Form and in Attachment 4.

Image masters will be stored locally on a Storage Area Network (SAN) at the Harn and additional hard drives
will need to be purchased for storage. All data is replicated real-time to an offsite location and backups are done
once daily. Master copies will be sent to the Florida Digital Archives (FDA) which is managed by the Florida
Center for Library Automation (FCLA, an IMLS grant recipient). The FDA is funded by the state of Florida for
the purpose of storing, archiving, upgrading and refreshing digital media. Harn data will be replicated offsite in
real-time, backups conducted daily and redundant copies of digital files will be stored at the FDA. FDA will
permanently store, refresh, and migrate data files to newer formats as necessary and provide the Harn with
updated versions. FDA also has a system of tertiary redundancy for protecting data. The University of Florida's
Digital Library Center (DLC, also an IMLS grant recipient) will facilitate the transfer of files to and from the
Harn. The DLC represents FCLA on the campus of the University of Florida.

The Ham will also work with the DLC to digitize approximately 500 slides and 600 transparencies. The
decision to use the DLC was based on their extensive digitization experience with the media type, the
availability and quality of their equipment for scanning slides and transparencies, and their reputation as a
leading digitization entity in the southeast. Furthermore, this provides an opportunity to collaborate with
another University department to meet shared goals for accessibility of university resources. Digital images of
objects in the public domain will be distributed through the University of Florida Digital Collections (UFDC),
which is also managed by the DLC. The DLC will digitize the slides and transparencies at no charge.

The DLC will not be used to digitize the 750 objects because many objects require minimal movement and high
security so transporting them to an off-site location is not ideal. Also, the DLC does not have adequate space,
and has limited experience with digitizing three-dimensional objects. The Registration Department recently
reorganized its object storage facilities for safer and easier access to the collection and created a larger area for
professional photography. The Ham will outsource the digitization of the 750 objects to a professional
photographer who has the necessary equipment and will capture images on-site at the Ham (see the Digital
Products Form for more details about equipment). Digital images provided by the DLC and the professional
photographer will be saved with technical metadata in TIFF version 6 format uncompressed. We will color
correct all images at the Ham because the slides and transparencies do not include color targets and the digitized
images will need to be color corrected based on the original object.

The approximately 1850 digital images that result from this project will represent fewer objects in the collection
because the slides and transparencies include duplicates and multiple shots (from different angles) of the same
object. The Harn's staff will confirm the number of objects that are represented prior to the grant period.
Current work continues to identify objects in the public domain, the number of objects that require copyright
permission and the number for which copyright permission exists. The Harn has a long-standing relationship
with the Associate Dean at the University of Florida law school. With her assistance, every term one student
from her art law class holds an internship at the Harn to conduct copyright research. The Ham's Registration
Department is developing a guide to copyright research that will be shared with other institutions on the Ham's
website. Until then, a short-term goal is to attach a "flag" to each object in the collection management system to
identify its copyright status.






Harn Museum of Art, University of Florida

For objects that do not fall under public domain use, the Ham will research and if necessary purchase the non-
exclusive rights on an as-needed basis. Currently, approximately 55% of the objects in the collection are in the
public domain; of the remaining 45% in the collection that are copyright protected, we have already secured use
permissions for 17%; and, we are planning to follow up with the copyright holders for the remaining 28%. Of
the approximate 1,850 digital images that will result from this project, we don't currently know how many of
the objects represented will require copyright permission. Objects that are not in the public domain will be
determined and we will take the necessary steps to obtain the permissions.

The Ham plans to launch eMuseum with a minimum of 300 images. Once this goal is reached, the Harn
Museum will send a postcard to K-12 teachers in surrounding counties: Alachua, Gilchrist, Levy, Marion,
Putnam, Clay, Union, Bradford and Columbia. University of Florida and Santa Fe Community College faculty
would also receive a postcard. The postcard will detail the availability of images on eMuseum and other
educational resources that utilize images from the Ham's collection, such as curriculum resource units and the
Art for Life program for seniors. The Harn will also make significant public relations efforts to make known the
availability of the images on its web site for educators.

3. Time, Personnel, Budget
The grant support requested from IMLS will be disbursed over a 18-month period, beginning October 1, 2008.
Project activities will be completed as follows:
* Approximately 10 hours to research and purchase equipment
* Approximately 80 hours to recruit and train new part-time staff to color correct images, add metadata and
enter images into the collection management system
* Approximately 110 hours to collaborate with Digital Library Center to convert slides and transparencies
* 120 hours for a professional photographer to create high-resolution images of the selected 750 works does
not include handling and arrangement, which will be done by the Registration Department.
* 900 hours to obtain necessary copyright permissions
* 1,200 for color-correction of images and 1,200 hours to enter images and metadata into TMS

Staff commitments to implementing the Ham's exhibition schedule, processing acquisitions and organizing
exhibitions tours, among other tasks, make hiring additional staff essential to advance this project. This project
will require hiring two part-time technicians. These part-time technicians will be managed by the Registrar and
Associate Registrar who will also coordinate schedules, document and evaluate progress and report and resolve
problems.

Rebecca M. Nagy, Director (1% time commitment), will serve as the overall project director, working closely
with all project staff and supervising the project. She will also serve as a contact for the University of Florida
Administration. She has 25 years of museum experience. As the director, she plans and directs all Museum
activities and operations and is responsible for the Museum's artistic direction, collections and education
programs, outreach, fundraising and physical, human and financial resources. She received her Ph.D. in Art
History from the University of North Carolina, Chapel Hill.
Laura Nemmers, Registrar (28% time commitment), will be responsible for coordinating and supervising the
professional photography. She will also supervise and train the two temporary registration assistants and the
copyright/legal intern. Laura has extensive experience in museum registration, supervises the registration and
preparation staff and has worked at the museum since 2003. She received her M.A. in Museum Studies from the
University of Florida in 2005.
Reagan Duplisea, Associate Registrar (15% commitment), will be responsible for assisting registration
assistants and the intern as necessary. She will also be responsible for assisting the professional photographer
and pulling objects to be photographed. Reagan has worked at the museum since 2006, with a number of






Harn Museum of Art, University of Florida
previous years experience in working with collections. She has extensive experience in the handling,
organization and inventory of artwork. She received her M.A. in Art History and Museum Studies from Case
Western Reserve University.
Natasha Alexander, Registration Assistant (50 hours commitment), will be responsible for pulling objects
from storage to photograph and will assist the needs of the professional photographer. In addition she will be
responsible for returning objects to storage and updating object movement in the TMS database. Natasha has a
Bachelor of Fine Arts and has served as the registration assistant at the Harn since spring 2006.
Dwight Bailey, Director of Technology (4.5% commitment), is responsible for implementing, upgrading and
managing all hardware and software solutions at the Museum. He will administer the database servers that host
the collection management system (TMS), assist in coordinating the publishing of digital images through
TMS/eMuseum to the Ham's website, manage storage and backups of digital images and coordinate the
archiving and migration of digital images with the Florida Center for Library Automation and assist in the
sharing of digital assets with the Digital Library Center at the University of Florida and the IMLS Registry. He
has worked in the field of technology for 10 years, working at the Ham since 2003. He received his M.S. in
Information Science from North Carolina Central University in 2001.
Two Part-Time Registration Assistants New Positions (100% time commitment each) One of the
registration assistants will color correct each image by matching it to the original object. This assistant will also
color correct images in the collection management system and will be responsible for initiating calibration. The
second registration assistant will upload images to the server, attach metadata to the image and attach the image
record to the collection management system. Candidates for these positions must have at least a Bachelor's
degree, with a photography and technology background. The appropriate candidates must have experience
working with digital images, color correction of digital images, databases and metadata standards. Experience
with Photoshop is preferred. Existing museum staff will provide these assistants with the necessary training to
complete the project activities according to Harn standards.
Copyright/Legal Intern (100% time commitment) Candidate for copyright/legal intern must be a student
studying law. This position is responsible for assessing the copyright status of visual works of art for use in and
by the museum for various purposes. Candidate must have knowledge of resources for legal research and be
familiar with copyright issues. Knowledge of legal issues in museums a plus. This is an unpaid position with
strong support from the Dean of the Levin College of Law at the University of Florida.

Efforts will not detract from the other duties of staff involved in the project because of the strategic importance
of digitizing our collections. These tasks are central expectations established as part of the annual goals and
objectives for the coming year, developed in consultation with senior staff

The majority of project costs are salaries and wages for two new temporary registration assistants and the cost
of a professional photographer. Backdrops and a copystand will be purchased to facilitate in-house
photography. The Har will also purchase a computer, monitor and computer desk; image processing software;
color correction software, and hard drives for storage. Other costs include copyright permissions. Please see
attached budget sheets for a detailed breakdown of costs and how the cost share requirement will be met.

The museum is financially sound because of strong university support coupled with income from endowments.
The Ham actively pursues new endowments. For example, recently the Har secured a $1.5 million endowment
for the curator of Asian Art. The Har works strategically with the University of Florida Foundation in
establishing its fundraising plan. As a part of the University-wide Capital Campaign, the Ham's goal of $30
million includes $12.5 million to endow the positions of the other four curators, the director of education, as
well as the museum director. Additionally, $13.95 million in new endowments are sought to generate a
perpetual stream of support for exhibitions, programs, curatorial research and travel, art conservation and art
acquisitions. Capitalizing on resources of the University of Florida Foundation to leverage private foundation
and corporate support has also increased in recent years.






Harn Museum of Art, University of Florida
4. Impact
In the short-term, adding approximately 1,850 digital images to the Ham's collection management system will
greatly improve access to the collections and allow staff and volunteers to 1) better answer questions about the
collection, 2) organize exhibitions, 3) organize loans, 4) assist educators, 5) promote events and exhibitions and
6) promote the museum's collections.

After the completion of this project, the museum will be able to provide an online resource to facilitate the use
of the collections as a teaching resource by the target audiences. All areas of the museum's collection are
utilized by the faculty and students of the University of Florida and Santa Fe Community College for teaching
and research. The museum's collections serve as the basis for collaborative programming between the museum
and the University such as exhibitions, workshops and conferences. This project will better enable Ham staff to
address the needs of faculty members, who often conduct research away from the university and museum and
need images, along with other information, of objects in the museum's collection for incorporation into their
curricula or for research purposes.

This project will also strengthen museum ties with K-12 educators and will enable them to better incorporate
the museum's collections into their lesson plans. The Ham Museum of Art offers resources and programs for K-
12 teachers to support their efforts to provide students with an in-depth exploration of the visual arts. For
example, the Harn Museum hosts Educator Workshops during the academic school year and teachers from
throughout Florida participate. Curriculum resources are introduced and tours of the Harn's exhibitions are
conducted, with a hands-on art activity completing each workshop.

The User Needs Assessment (Attachment 1) demonstrates the high level of use of art images by educators and
the majority of respondents to the user-needs survey indicated that greater accessibility of images of objects in
the Ham's collections would enable them to increase their use of art images in their curricula and assignments.
In addition, the majority of university students surveyed indicated that availability of digital images of Harn
artworks would increase their use of art images for class assignments and research. The ability to use the
museum's collections online will also extend the Ham visit beyond the relatively short amount of time most
classes spend in the building and will allow for more focused study after a museum visit. Moreover, providing
this resource online will allow for greater access to more information than can be provided in most gallery
exhibitions. In the long-term, related essays, articles, and other corollary information on the works on display
will allow for more in-depth interpretation of exhibitions and the collection.






Clear Budgel Form


BUDGET FORM PAGE ONE


a. Legal Name (5a from Face Sheet): University of Florida/Ham Museum of Art
b. Requested Grant Period From: 10/01/2008 Requested Grant Period Through: 03/31/2010
c. If this is a revised budget, indicate application/grant number:

Section A: Detailed Budget
a. Year: 1 20 30 41 b. Budget Detail for the Period From: 10/01/2008 c. Through: 09/30/2009


1. Salaries and Wages
Name/Title of Position
Bailey, Dwight/Dir, Museum Tech
IAlexander, Natasha/Reg Asst


IDuplisea, Reagan/Asso Registrar
Nagy, Rebecca/ Dir of Museum
Nemmers, Laura/Registrar


Ill


mm


Method of Cost Computation
4.12% of $54,208.15
150hrs x $11,00


119.16% of $32,000.00
1.00% of $146,417.26
135.92% of $41.200


$ Grant Funds
'xx
FuZ
LZZ
LXX
"'x


$ Cost Sharing
12,232.71
1550.00
16,130.27
11,464.17
114,798.85


ITBD/Technical Registration Asst 12 11060 hrs x $12.00 125,440.00 I 125,440.00
SI I 11 I0.00
SI I I 1 10.0
I I I I1 0.00
I I I I1 0.00
SUBTOTALS 25,440.00 125,176.00 50,616.00

2. Fringe Benefits
Rate $ Salary Base $ Grant Funds $ Cost Sharing $ Total
|See Budget % of Justification 2,226.00 8,162.10 10,388.10
[Fringe Benefits 0 %of Section 0.00
I J %of I I I 10.00
SUBTOTALS 2,226.00 8,162.10 10,388.10

3. Consultant Fees
No. of
Name or Type of Consultant days Daily Rate of Compensation $ Grant Funds $ Cost Sharing $ Total
SI I II 10.00
SI I I 10.00
SI I I 10.00
SI I I 10.00
SI I I 0.00
SI I I 10.00
SUBTOTALS 0.00 0.00 0.00


$ Total
12,232.71
1550.00
16,130.27
11,464.17
14,798.85


YE
YE
Zr
YE
IL







BUDGET FORM PAGE TWO


4. Travel


$ Subsistence
Costs

I
IY
IL
IZ



IE
I


$ Tra
Cost

I
I
I
I
I
I
I
If
if
if

if
if
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insportation
s $ Grant Funds











SUBTOTALS O.00
SUBTOTALS 10.00


$ Cost Sharing
I
I
I
I
I
I
I
I
10.00


5. Supplies and Materials
Item
Computer
ISoftware
Harddrives for storage area network
Copy Stand
Backdrops
IDesk for Computer and Peripherals


Basis/Method of Cost Computation
Estimate from Vendor
Estimate from Vendor
Estimate from Vendor
Estimate from Vendor
Estimate from Vendor
lEstimate from Vendor


$ Grant Funds
'I'"
'I'"
LTT
1111
"'x


$ Cost Sharing
14,635.00
12,724.29
12,180.00
1520.00
1158.95
1700.00


I I 0.00oo
I I o0.00oo
I I o0.00oo
I I o0.00oo
SUBTOTALS 0.00 10,918.24 10,918.24

6. Services
Item Basis/Method of Cost Computation $ Grant Funds $ Cost Sharing $ Total
Photographer 120hrs @ $300/hr 36,000.00 36,000.00
Copyright Permissions 105 objects @ $100/object 8,812.39 1,687.61 10,500.00
Digital Library Center 1100 @ $0.375 each 413.00 413.00
S10.00
S10.00
S10.00
S10.00
SUBTOTALS 44,812.39 2,100.61 46,913.00
OMB Number 3137-0029, Expiration Date 01/31/2007, OMB Number 3137-0049, Expiration Date 01/31/2007


From/To


F
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[
[
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No. of
persons

I


No. of
days
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if
_Jf
if
If


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$ Total
10.00
0.00
0.00
0.00




0.00
0.00
TO -00


$ Total
4,635.00
2,724.29
2,180.00
520.00
158.95
700.00


$ Tra
Cost,,


m
m
m


m
m


$ Grant Funds








BUDGET FORM PAGE THREE


7. Student Support (Laura Bush 21st Century Librarians Program only)
Item Basis/Method of Cost Computation $ Grant Funds $ Cost Sharing $ Total
I I I I o I
I I I I o I
I I I I o I
SUBTOTALS 10 10 I0

8. Other Costs
Item Basis/Method of Cost Computation $ Grant Funds $ Cost Sharing $ Total
S1 0.00

S0.00
S1 0.00
S0.00

S1 0.00

S0.00
S0.00
SI I 0.00


SUBTOTALS


9. Total Direct Costs


TOTALS (Add subtotals of items 1 to 8)


0.00 0.00 0.00

$ Grant Funds $ Cost Sharing $ Total
72,478.39 46,356.95 118,835.34


10. Indirect Costs
Read the instructions about Indirect Costs before completing this section. Check the appropriate box below and
provide the information requested.


0 Current indirect cost rates) have been negotiated with
a federal agency (for item A, indicate the name of the
agency and date of agreement expiration; complete item B).
L Indirect cost proposal has been submitted to a federal
agency but not yet negotiated (for item A, indicate the name
of the agency and date of proposal; complete item B).


L Applicant chooses a rate not to exceed 15% of direct
costs (complete item B).
L Applicant is a State Library Administrative Agency and will
charge an administrative fee of 4% of total costs
(complete item B).


Item A: Name of federal agency: Department of Health and Human Services


Expiration Date: 6/30/10


Proposal Date:


Rate
133.6 % of
133.6 % of
I I %of


$ Base $ Grant Funds $ Cost Sharing $ Total
72478.39 24,352.74 24,352.74
39541.95 13,286.09 13,286.09
I I I 10.00 I


SUBTOTALS 124,352.74


Costs
$ Grant Funds
PROJECT COST TOTALS (Direct and Indirect for Budget Period) 196,831.13
PROJECT COST TOTALS (Excluding Student Support)


113,286.09


$ Cost Sharing
159,643.04


137,638.83

$ Total
1156,474.17


Item B:


11. Total Project






Clear Budgel Form


BUDGET FORM PAGE ONE


a. Legal Name (5a from Face Sheet): University of Florida/Ham Museum of Art
b. Requested Grant Period From: 10/01/2008 Requested Grant Period Through: 03/31/2010
c. If this is a revised budget, indicate application/grant number:

Section A: Detailed Budget
a. Year: 1 201 31 4 1 b. Budget Detail for the Period From: 10/01/2008 c. Through: 09/30/2009


1. Salaries and Wages
Name/Title of Position
Bailey, Dwight/Dir, Museum Tech
IAlexander, Natasha/Reg Asst


IDuplisea, Reagan/Asso Registrar
Nagy, Rebecca/ Dir of Museum
Nemmers, Laura/Registrar


Ill


mm


Method of Cost Computation
4.12% of $54,208.15
150hrs x $11,00


119.16% of $32,000.00
1.00% of $146,417.26
135.92% of $41.200


$ Grant Funds
'xx
FuZ
LZZ
LXX
"'x


$ Cost Sharing
J2,232.71
1550.00
16,130.27
11,464.17
114,798.85


ITBD/Technical Registration Asst 12 11060 hrs x $12.00 125,440.00 I 125,440.00
SI I 11 I0.00
SI I I 1 10.0
I I I I1 0.00
I I I I1 0.00
SUBTOTALS 25,440.00 125,176.00 50,616.00

2. Fringe Benefits
Rate $ Salary Base $ Grant Funds $ Cost Sharing $ Total
|See Budget % of Justification 2,226.00 8,162.10 10,388.10
[Fringe Benefits 0 %of Section 0.00
I J %of I I I 10.00
SUBTOTALS 2,226.00 8,162.10 10,388.10

3. Consultant Fees
No. of
Name or Type of Consultant days Daily Rate of Compensation $ Grant Funds $ Cost Sharing $ Total
SI I II 10.00
SI I I 10.00
SI I I 10.00
SI I I 10.00
SI I I 0.00
SI I I 10.00
SUBTOTALS 0.00 0.00 0.00


$ Total
12,232.71
1550.00
16,130.27
11,464.17
14,798.85


YE
YE
Zr
YE
IL







BUDGET FORM PAGE TWO


4. Travel


$ Subsistence
Costs

I
IY
IL
IZ



IE
I


$ Tra
Cost

I
I
I
I
I
I
I
If
if
if

if
if
1:


insportation
s $ Grant Funds











SUBTOTALS O.00
SUBTOTALS 10.00


$ Cost Sharing
I
I
I
I
I
I
I
I
10.00


5. Supplies and Materials
Item
Computer
ISoftware
Harddrives for storage area network
Copy Stand
Backdrops
IDesk for Computer and Peripherals


Basis/Method of Cost Computation
Estimate from Vendor
Estimate from Vendor
Estimate from Vendor
Estimate from Vendor
Estimate from Vendor
lEstimate from Vendor


$ Grant Funds
'I'"
'I'"
LTT
1111
"'x


$ Cost Sharing
14,635.00
12,724.29
12,180.00
1520.00
1158.95
1700.00


I I 0.00oo
I I o0.00oo
I I o0.00oo
I I o0.00oo
SUBTOTALS 0.00 10,918.24 10,918.24

6. Services
Item Basis/Method of Cost Computation $ Grant Funds $ Cost Sharing $ Total
Photographer 120hrs @ $300/hr 36,000.00 36,000.00
Copyright Permissions 105 objects @ $100/object 8,812.39 1,687.61 10,500.00
Digital Library Center 1100 @ $0.375 each 413.00 413.00
S10.00
S10.00
S10.00
S10.00
SUBTOTALS 44,812.39 2,100.61 46,913.00
OMB Number 3137-0029, Expiration Date 01/31/2007, OMB Number 3137-0049, Expiration Date 01/31/2007


From/To


F
[
[
[
[
[
[

I


No. of
persons

I


No. of
days
I
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if
_Jf
if
If


"'IL
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$ Total
10.00
0.00
0.00
0.00




0.00
0.00
TO -00


$ Total
4,635.00
2,724.29
2,180.00
520.00
158.95
700.00


$ Tra
Cost,,


m
m
m


m
m


$ Grant Funds








BUDGET FORM PAGE THREE


7. Student Support (Laura Bush 21st Century Librarians Program only)
Item Basis/Method of Cost Computation $ Grant Funds $ Cost Sharing $ Total
I I I I o I
I I I I o I
I I I I o I
SUBTOTALS 10 10 I0

8. Other Costs
Item Basis/Method of Cost Computation $ Grant Funds $ Cost Sharing $ Total
S1 0.00

S0.00
S1 0.00
S0.00

S1 0.00

S0.00
S0.00
SI I 0.00


SUBTOTALS


9. Total Direct Costs


TOTALS (Add subtotals of items 1 to 8)


0.00 0.00 0.00

$ Grant Funds $ Cost Sharing $ Total
72,478.39 46,356.95 118,835.34


10. Indirect Costs
Read the instructions about Indirect Costs before completing this section. Check the appropriate box below and
provide the information requested.


0 Current indirect cost rates) have been negotiated with
a federal agency (for item A, indicate the name of the
agency and date of agreement expiration; complete item B).
L Indirect cost proposal has been submitted to a federal
agency but not yet negotiated (for item A, indicate the name
of the agency and date of proposal; complete item B).


L Applicant chooses a rate not to exceed 15% of direct
costs (complete item B).
L Applicant is a State Library Administrative Agency and will
charge an administrative fee of 4% of total costs
(complete item B).


Item A: Name of federal agency: Department of Health and Human Services


Expiration Date: 6/30/10


Proposal Date:


Rate
133.6 % of
133.6 % of
I I %of


$ Base $ Grant Funds $ Cost Sharing $ Total
72478.39 24,352.74 24,352.74
39541.95 13,286.09 13,286.09
I I I 10.00 I


SUBTOTALS 124,352.74


Costs
$ Grant Funds
PROJECT COST TOTALS (Direct and Indirect for Budget Period) 196,831.13
PROJECT COST TOTALS (Excluding Student Support)


113,286.09


$ Cost Sharing
159,643.04


137,638.83

$ Total
1156,474.17


Item B:


11. Total Project







BUDGET FORM PAGE FOUR


Section B: Summary Budget
$ IMLS
1. Salaries and Wages 28,800

2. Fringe Benefits 2,520.

3. Consultant Fees

4. Travel

5. Supplies and Materials

6. Services 44,81;

7. Student Support

8. Other Costs

TOTAL DIRECT COSTS (1-8) 76,132

9. Indirect Costs 25,58C

TOTAL COSTS (Direct and Indirect) 1101,71

Project Funding for the Entire Grant Period


).00

00







!.39





2.39

).48

2.87


xx'

xx"

xx'

xx~I

xzz

xx~I

xl~Ii

xzz


1. Grant Funds Requested from IMLS

2. Cost Sharing:


101,712.87


a. Cash Contribution 1101,712.87 I

b. In-Kind Contribution

c. Other Federal Agencies*

d. TOTAL COST SHARING 101,712.87

3. TOTAL PROJECT FUNDING (1+2d) 203,425.74

% of Total Costs Requested from IMLS 150.00%

* If funding has been requested from another federal agency, indicate the agency's name:


OMB Number 3137-0029, Expiration Date 01/31/2007, 0MB Number 3137-0049, Expiration Date 01/31/2007 55


$ Cost Share
40,982.62

13,344.88

I


10,918.24

12,600.61

I I

I
77,846.35

23,866.52

101,712.87


$ TOTAL COSTS
69,782.62

15,864.88

0.00

0.00

10,918.24

57,413.00

0.00

0.00

153,978.74

49,447.00

203,425.74






Harn Museum of Art, University of Florida


Budget Justification
Salaries and Wages
The salaries for the two new part-time registration assistants are based on compensation of current,
permanent staff with similar qualifications and experience. The time contributed by museum staff will
be used as cost-share. The roles and time commitments of each person are as follows:

Rebecca M. Nagy, Director (1% time commitment), will serve as the overall project director, working
closely with all project staff and supervising the project. She will also serve as a contact for the
University of Florida Administration.
Laura Nemmers, Registrar (28% time commitment), will be responsible for coordinating and
supervising the professional photography. She will also supervise and train the two temporary
registration assistants and the copyright/legal intern.
Reagan Duplisea, Associate Registrar (15% commitment), will be responsible for assisting
registration assistants and the intern as necessary. She will also be responsible for assisting the
professional photographer and pulling objects to be photographed.
Natasha Alexander, Registration Assistant (50 hours commitment), will be responsible for pulling
objects from storage to photograph and will assist the needs of the professional photographer. In
addition she will be responsible for returning objects to storage and updating object movement in the
collection management database.
Dwight Bailey, Director of Technology (4.5% commitment), is responsible for implementing,
upgrading, and managing all hardware and software solutions at the Museum. He will administer the
database servers that host the collection management system (TMS), assist in coordinating the
publishing of digital images through TMS/eMuseum to the Ham's website, manage storage and
backups of digital images and coordinate the archiving and migration of digital images with the Florida
Center for Library Automation and assist in the sharing of digital assets with the Digital Library Center
at the University of Florida and the IMLS Registry.
Two Part-Time Registration Assistants New Positions (100% time commitment each) One of
the registration assistants will calibrate equipment and color-correct scanned images by matching it to
the original object under similar lighting conditions used to digitize original works. The second
registration assistant will attach metadata template to images and fill in metadata elements, upload
images to the server in master and derivative formats, and associate images to the corresponding record
in the collection management system.
Copyright/Legal Intern (100% time commitment) This position is responsible for assessing the
copyright status of visual works of art for use in and by the museum for various purposes. This is an
unpaid intern position staffed by students from the Levin School of Law at the University of Florida
with specialization in copyright law. The Levin School of Law is committed to providing a student
each year as needed for museum projects related to copyright issues and compliance.

Fringe Benefits
Fringe benefits at University of Florida vary by individual. For any individual employee, fringe
includes the exact benefit rate (depending on type of life insurance and/or retirement plan), and the
level of health insurance the individual carries (individual, family, or spouse), prorated by time on
budget and percent effort.

Equipment and Supplies
Photography Equipment and Supplies The budget includes the purchase of backdrops and a
copystand to facilitate the in-house professional photography. The purchase of these items will enable
the Harn to maintain the photography area for the duration of this project, decreasing the time needed






Harn Museum of Art, University of Florida


for the photographer to set-up and dismantle his equipment. The Harn obtained quotes for these items
from two sources; Harmon's Photos Are Nice and Adorama: The Photography People.
Hardware and software The Ham will purchase a computer, monitor and computer desk in Year
One, to create a workstation to process digital images. The price for the computer desk ($700) was
obtained from Gaylord.com. The computer will be capable of running color correction and image
processing software and the collection management system TMS. The price included in the budget is
for a Dell Precision Workstation 690 ($4,635.00): Quad Core Intel Xeon Processor E5345 (2.33 GHz, 2
X 4 MB L2, 1333). The price was obtained online from the websites of vendors with contracts with the
University of Florida. Software expenses include the cost of purchasing image processing software
(Adobe CS3 Design Premium for Windows $434.29) and color calibration software (quote from X-
Rite, Inc: Eye-One Photo SG color management bundle ($1,695) and CMYK profiling upgrade module
($595). Additional hard drives will need to be purchased to accommodate the project's storage needs.
A quote was obtained from Advanced Computer Concepts for four 500 GB Storage Area Network
(SAN) disk drives ($545 each for a total of $2,180).

Services
The Digital Library Center (DLC) at the University of Florida will digitize approximately 500 slides
and 600 transparencies of objects in the Harn's permanent collection at a cost of $413. This cost is
only for scanning slides and transparencies. Color-correction normally associated with this process will
be done in-house due to the need to color correct against the original object.

Professional photography is necessary to create digital images of high quality. A total of 750 images
will be created using a professional photographer. A local photography studio, Media Image
Photography, will photograph the artworks, at a cost of $36,000 (120 hours). The museum has worked
extensively with the studio, and the principal photographer has a proven track record for producing
high quality digital images with the care and techniques that must be used when photographing
museum pieces. This photography studio has served as the museum's primary photographer for the
collections and provides services to the museum at a discounted rate.

Other Costs
Copyright permission Based on what the Ham has paid for copyright permissions in the past, we
estimate that copyright permissions will cost, on average, about $100 per object. The Harn aims to
eventually obtain copyright permission for all objects with digital images. During the grant period,
however, we estimate that we will obtain non-exclusive interest use copyright permissions for
approximately 210 objects; focusing first on the estimated 28% that require copyright permission of
the 750 objects that will be photographed. The Ham will continue to work towards obtaining
copyright permission for the remaining objects, represented by the slides and transparencies after the
grant period (therefore, the cost of obtaining these permissions is not included in the budget for this
project).

Indirect Costs
Indirect cost rates reflect current federally-negotiated indirect cost agreements with the University of
Florida. The most recent such agreement was concluded with the Department of Human and Health
Services, dated July 6, 2006, and set the indirect cost rate for the category under which project falls at
33.6%. As required, a copy of the university's federally negotiated rate with the Department of Health
and Human Services is attached.






Harn Museum of Art, University of Florida


Explanation of Budget Surplus or Deficit

A budget surplus and deficit is indicated on the Program Information Sheet for fiscal years 2005-2006
and 2006-2007, respectively. Depending on the project, funds are not always expended during the year
in which contributions are made to the museum for a project, resulting in a budget or surplus.






Harn Museum of Art, University of Florida


Harn Museum Strategic Plan Summary
The current Five-Year Performance Plan (strategic plan) covers the period 2003-2008. For its
development, the consulting firm of Rena Zurofsky Consulting of Stockbridge, MA was hired to assist
the process. Zurofsky visited the museum and spoke at length with each department head and many
staff members, reviewed the previous American Association of Museums accreditation report and
numerous other evaluation tools, observed daily operations and met with members, donors, volunteers,
community leaders and university administrators. Zurofsky also conducted focus groups and met with
the Directors of the museum's neighbors, the Museum of Natural History and the Performing Arts
Center. In addition to the feedback gained through this process, Zurofsky, Harn Museum Director
Nagy, and the museum staff gave careful and substantial consideration to the University of Florida's
2002-2007 Strategic Plan. The museum incorporated components of the university's strategic plan into
its own plan, including fostering interdisciplinary research and programs.

Each department head reviews progress on stated goals routinely. Reports of accomplishment are
shared at senior staff meetings. Formal review of progress-to-date occurs every August, with
accomplishment of specific goals explained and plans for the next year's goals submitted in writing to
the Director and then discussed among the senior staff. Department heads are held accountable for
progress during their annual performance appraisal with the Director. Approximately two years prior to
the expiration of the current strategic plan, development of a new plan is begun (development of the
next strategic plan is underway and will be completed by early 2008).

Additionally, the Director is accountable to the University Provost and a formal review is conducted
annually to ensure steady progress toward achievement of museum-wide goals. Revisions and updates
of the five-year plan can be submitted to the provost at the time of this annual review, if appropriate.

The strategic plan begins by highlighting four institution-wide goals:
1. Continue to build and maintain exemplary art collections;
2. Enhance the museum's varied and challenging exhibition schedule;
3. Present stimulating educational programs that serve existing and new audiences; and
4. Enhance facilities and resources as the museum strives to become among the top ten best
university art museums in the nation.

The strategic plan also outlines goals for each of the museum departments. Each of these goals is
accompanied by objectives and strategies to realize these goals. A few of the strategies are referred to
within the Narrative.
Curatorial Goals and Strategies
Maximize potential of curatorial staff
Plan and implement challenging and innovative exhibitions
Build exemplary collections
Registration Goals and Strategies
Revise and update Collections Management Policy
Revise and update exhibition planning procedures
Education Goals and Strategies
Increase university and community engagement with the Harn
Expand and enhance array of stimulating education programs for learners of all ages and from
diverse backgrounds
Development Goals and Strategies
Pursue overall fundraising goals to support the museum's mission and vision






Harn Museum of Art, University of Florida


Expand membership programs, increase number of members, and increase revenues from
memberships
Increase effectiveness of special events for donor cultivation
Increase effectiveness of special events for fundraising
Increase income from facilities rentals
Marketing and Public Relations Goals and Strategies
Increase engagement of university students with the museum
Increase outreach to the community
Expand advertising to maximize potential
Promote the museum and the Cultural Plaza more aggressively and effectively
Maximize web site as a major tool for marketing and promotion of museum
Revise and update departmental procedures
Finance and Operations Goals and Strategies
Continually improve administrative procedures
Grow and professionalize essential staff positions
Grow and expand volunteer program in partnership with university departments and
community organizations
Upgrade and enhance facilities to improve staff morale and efficiency and enhance the visitor
experience
Update and improve security system to guarantee safety of collections
Improve emergency preparedness to guarantee safety of collections, staff and visitors
Improve and upgrade technology to provide new learning opportunities to enrich the visitor
experience and expand museum outreach
Maintain and improve beauty and function of facilities through proactive maintenance
Director's Office Goals and Strategies
Provide inspirational leadership to senior staff and their departments in implementation of their
strategies for realization of museum goals
Work with university administration to secure essential staff positions and to increase salaries
to levels commensurate with a leading university museum
Work more closely with university colleagues to expand awareness of museum programs and
to develop new programs for faculty and students
Expand contacts and outreach to community organizations and leaders
Increase donor cultivation to secure financial donations and gifts of art
Continue active long-range planning to maximize potential of university's capital campaign
Effectively use advisory committees to further the museum's goals

The Ham has met the majority of the goals outlined the 2003-2008 strategic plan. For instance, the
Museum Nights program was established in 2004 (the University of Florida's Student Government
provides funding to keep the museum open most Thursday evenings during the academic year), which
has increased student and community engagement with the Harn. In addition, during fiscal year 2006-
2007, museum attendance continued to increase, with overall attendance numbering over 102,000 (up
from 90,785 in 2005-2006 and 81,604 in 2004-2005), demonstrating the museum's growing presence
in the community. The museum has also initiated studio class for both adults and children, and
educational programs for the visually impaired and for senior citizens; addressing the goal of
enhancing education programs for learners of all ages. These are just a few examples of how the
museum is working to fulfill its strategic plan. The Ham continues to work towards addressing the few
goals (e.g. digitization of its collections) that remain unrealized.








Har Museum of Art
Schedule of Completion for Digitization Project


ID Task Name Start Finish Se Oct No De Ja Fe MalAp Ma Ju Jul Au Se Oct No De Ja Fe Ma Ap
1 Purchase equipment and software Wed 10/1/08 Mon 12/15/08 -m

2 Hire two registration assistants Mon 10/13/08 Wed 12/31/08 OM

3 Quarterly Report Mon 12/1/08 Wed 12/31/08 0

4 Train New Staff Thu 1/1/09 Fri 1/30/09

5 Outsource 1100 Slides to UF Digital Library Center for digitization Mon 10/20/08 Tue 3/31/09

6 Quarterly report Mon 3/2/09 Tue 3/31/09

7 Commision photographer to create digital images of 750 works Wed 4/1/09 Wed 9/30/09

8 Quarterly report Mon 6/1/09 Tue 6/30/09

9 Purchase copyright permissions Tue 3/3/09 Mon 11/30/09

10 Color correct images and add metadata Mon 2/2/09 Wed 9/30/09

11 Enter images into TMS Mon 2/2/09 Mon 11/30/09

12 Send images to Florida Digital Archive Thu 10/1/09 Mon 11/30/09

13 Load digital images online Tue 12/1/09 Sun 2/28/10 -

14 Quarterly report Tue 9/1/09 Wed 9/30/09

15 Quarterly report Tue 12/1/09 Thu 12/31/09

16 Evaluation Fri 1/1/10 Fri 2/26/10

17 Final Report Mon 2/1/10 Wed 3/31/10


MUSEUM OF ART S





Har Museum of Art
SW 34th Street and Hull Rd.
Gainesville, Florida 32611


Page 1







UF UNIVERSITY of

UFIFLORIDA

George A. Smathers Libraries 535 Library West
Office of the Dean of University Libraries PO Box 117001
Gainesville, FL 32611-7001
352-273-2505
352-392-7251 Fax
www.uflib.ufl.edu

October 4, 2007

Dr. Annc-limlda M. Radice
Director
Institute of M\useum and Library Services
1800 M1 Street NW, 9th Floor
Washington. DC 20036-5802

Dear Dr. Radice:

I am writing to express my strong support of the Ham Museum of Art's proposal to the Institute
of Museum and Library Services. This digitization project is an important step towards
increasing accessibility of the museum's extensive art collection to its diverse audiences,
including faculty and students of the University of Florida.

As a university art museum, the museum uses its collections to provide internships and research
opportunities for students from numerous departments and university professors can request
objects from the permanent collection be brought to the museum's object study rooms for
focused study. Guest scholars also use the collection for research and study. By digiti/ing the
museum's collections the museum will advance research and study by facilitating greater access
to the museum's collections for university and college faculty and their students.

Also, making the collections available online would facilitate the use of the collections as a
teaching resource. Faculty members routinely incorporate images in lectures and seminars and
sometimes use images of works in the Ham's collection. Better access to the Ham collections
through digital images would certainly increase their use of images in the classroom and in
planning student assignments.

The Ham is already a proven resource to educators both on and off campus. so I look forward to
collaborating with the Ham with the goal of increasing access to digital images of artwork in the
Ham's collections. The Ham will be working with the University of Florida's Digital Library
Center DL.C), which will facilitate the transfer of files to and from the Florida Digital Archives.
The DLC represents the Florida Center for Library Automation on the campus of the University
of Florida. The Ham will also work with the DLC to digitize approximately 1,100 slides and
transparencies. Digital images of objects in the public domain will be distributed through the
University of Florida Digital Collections (UFDC), which is also managed by the DLC.

The DLC's participation in the museum's project promises to strengthen the collaboration
between the library and the museum by providing expertise in digitization and facilitating greater


The Foundation for The Gator Nation
An Equal' 'r 1.;.'' nr. 'I. Insttution








access to the museum's collection. In this project the Libraries and its Digital Library Center
agree to prom ide digital services for 1850 slides and transparencies. Ser\ ices, compliant with
commonly accepted standards, will include imaging. quality control, and generation of
associated technical and management metadata for the resulting digital images which will be
entered into the museum's TMS system. Resulting digital products will also be integrated with
the University of Florida Digital Collections website also managed by the DLC.

Additionally, the Center. in collaboration with the Florida Center for Library Automation, will
assist the Museum with the deposit of all digital objects (images, meladata, etc.), including those
created within Museum. and their subsequent management (refresh, migration, etc.) in the
Florida Digital Archive.

I strongly support the Ham Museum's plan to digitize the collections and hope that you will give
their proposal careful consideration.

Sincerely,




udith C. URussell
Dean of University Libraries


cc: Rebecca Martin Nagy, Director, Samuel P. Ham Museum of Art










SANTA FE
COMMUNITY COLLEGE






Humanities
and
Foreign Languages


3000 NW 83rd Street
Gainesville, FL
32606-6200



Edward T. Bonahue,
Chair

Building P Room 149
Office (352) 395-5075
Suncom 650-5075
Fax (352) 395-7376

e-mail
ed.bonahue@sfcc.edu



















Adding value to the lives
of our students and
enriching our community


8 October 2007

Dr. Anne-Imelda M. Radice
Director, Institute of Museum and Library Services
1800 M Street NW, 9th Floor
Washington, DC 20036-5802

Dear Dr. Radice:

I write to express my strong support for the Ham Museum of Art's proposal to the
Institute of Museum and Library Services. In addition to being an important cultural
institution to the University of Florida and the Gainesville area of North Central
Florida, the Ham is also crucially important to thousands of students at Santa Fe
Community College, also located here in Gainesville.

The Ham's proposed digitization project will increase access to the museum's
extensive collection in a way that will directly benefit our students. At Santa Fe
Community College, we enroll some 1,500 undergraduate students in humanities, art
history, and related classes every semester. In order to help students apply the
concepts they learn in the classroom to actual encounters with various works of art,
faculty routinely send their students-sometimes several times a semester-to the
Ham. For many students, this visit is their first-ever trip to an art museum, and the
Ham's commitment to open access and teaching has been reaffirmed over the years
by the care and patience with which they serve our students.

At the same, this partnership could be strengthened. Although our faculty routinely
assign students to visit the Ham Museum, we do not make extensive use of the Ham's
holdings in our classroom presentations. But if the museum's collections were
digitized, faculty could certainly increase their use of the Ham's collection in the
classroom, and students would doubtless be better prepared for their museum
experience. At the same time, such digital access could greatly expand the number of
works that can be studied. This is only one example of the ways in which digitizing
the collection may benefit our students, and we would look forward to continuing to
partner with the Ham Museum staff to find others.

In summary, I strongly support the Ham Museum's efforts to digitize their collection.
This project will directly benefit all of the museum's constituent audiences, including
Santa Fe Community College. I know you will give their proposal careful consideration.


Edward T. Bonahue, Ph.D.












402 Office Plaza
Tallahassee, FL 32301-2757
TELEPHONE (850) 205-0068
FAX: (850) 942-1793
WEBSITE www.faea.org



EXECUTIVE COMMITTEE
Sue Castleman
President
Patricia Lamb
President Elect
Pearl Krepps
Past President
Rhonda Bristol
Secretary

DIVISION DIRECTORS
Terri Markle
Elementary
Dana Smalley
Middle School
Jack L.Van Dam
High School
Susannah Brown
Higher Education
Glendia Cooper
Museum Education
Peggy Nolan
Supervision/Administration

APPOINTED POSITIONS
Mary Cavaioli
Districts Assembly
Chan Bliss
Member-at-Large
Jack Matthews
Member-at-Large
Mabel Morales
Member-at-Large
Carol Norman
Member-at-Large
Suzi Preston
Editor-in-Chief, Fresh Paint

LIAISON POSITIONS
June Hinckley
Dr. Sandra Dilger
DOE Liaisons
Linda T. Lovins, Ph.D.
ACE/FAAE Liaison


August 13, 2007

Dr. Anne-Imelda M. Radice
Director
Institute of Museum and Library Services
1800 M Street NW, 9th Floor
Washington, DC 20036-5802

Dear Dr. Radice:

As Program Director for the Florida Art Education Association, it is my
pleasure to endorse the efforts of the Ham Museum of Art to acquire this grant
from the Institute of Museum and Library Services. This digitization project
will increase the accessibility of the museum's extensive art collection
providing a wonderful resource to educators at all levels.

Each year, the Ham Museum prepares an outstanding curriculum for use in
school classrooms based on the museum's exhibitions, the study of which
culminates in a student tour of the museum and, during each spring, a Ham
student artwork exhibition. This project will enable the Ham to increase the
availability of digital images of the collections which will facilitate study in the
classroom. The museum experience will be enhanced for both the students and
teachers.

The Ham conducted a user-needs assessment survey of local art and social
studies educators. They had responses from 20 out of 22 local art and social
studies educators who indicated that access to digital images of Ham art works
would increase their use of art images in instruction (19 said they would use
them in student assignments/research). Teachers would be able to view art
works related to their classrooms curricula before or after a museum visit. The
Ham is already a proven resource to our local and statewide educators this
project can only enhance their place as a top notch educational tool.

I look forward to collaborating with the museum through this technological
opportunity with the goal of increasing the number of educators that will
access and use digital images of artwork in the Ham's collections to enhance
curriculum plans and lectures. I have access to over 700 art educators in the
state of Florida and I look forward to encouraging them to use the Ham's
availability of digital images for student learning.

I wholeheartedly support this digitization project being proposed by the Ham
Museum of Art. If I can be of further assistance in any way, please feel free to
contact me at (850) 205-0068 or lisa@faea.org.

Sincerely,

,


Lisa Kammel Raguso
Program Director, Florida Art Education Association







TUF UNIVERSITY of

UF FLORIDA
The Foundation f or The Gator Nation

Fredric G. Levin College of Law PO Box 117628
Lawton Chiles Legal Information Center Gainesville, FL 32611-7628
Spessard L. Holland Law Center (352) 273-0700
August 18, 2007 Fax (352) 392-5093
http://www.law.ufl.edu
Dr. Ann-Imelda M. Radice, Director
Institute of Museum and Library Services
1800 M Street NW, 9t Floor
Washington, DC 20036-5802

Dear Dr. Radice:

I write to express my strong support of Gainesville, Florida's Ham Museum for a digitization project to be funded by
your Institute. As a center for art research programs in North Central Florida, the Ham has been assertive in moving its
collections to a diverse citizenry.

As a professor of art and cultural property law, I make extensive use of the Ham's collections. It's foci on Chinese,
African, and Latin American Art are extremely important to my cultural property class with its focus on anthropology,
indigenous peoples, and natural heritage. Its European and contemporary collections provide my art law students,
most of whom come from Florida locales without strong museums, with examples of work by artists engaged in the
major litigation we study: the collection is particularly strong in 1st Amendment and intellectual property course-
related artists. My students seeking certificates in intellectual property, charitable giving and international law have
done directed individual studies with me while working with the Ham registrar and University counsel.

I take my 50+ art law and 20 cultural property students to the Ham each semester-a logistical nightmare given their
conflicting schedules in law, museum studies, architecture, archeology and anthropology. It would be so much more
convenient if students had access to Ham collections on their own computers as they work on papers and other
assignments. I would use the Ham's collections, rather than sites on the Intemet (some of which require payment), to
enhance lectures and class discussions.

I am very much interested in international online exhibits as a way to overcome the current trend towards repatriation
of objects to country of origin as well as to overcome reluctance of museums to lend fragile collections. Digitizing the
Ham's collections would enhance the reputation of the Museum as it could participate in such exhibits. Since donors
appear to be drawn to successful institutions, the Ham's ability to attract gift collections and publicize its donors
should grow.

We attempt to train our law students to become responsible collectors and patrons of the arts after they enter the
practice of law. Our relationship with the Ham plays a significant role in raising students' awareness of the
importance of art to the quality of their lives. For all of the above reasons, I hope you fund the Ham's proposal to
solidify its position as a center of art education in our community and state.

Very truly yours,


Kathleen Price
Associate Dean for Library & Technology and
Clarence J. TeSelle Professor of Law


An Equal Opportunity Institution









August 20, 2007


Kelly C. Harvey
612 SW 10th Street Apt. 304
Gainesville, Fl 32601

Institute of Museum and Library Services
1800 M Street NW
9th Floor
Washington, DC 20036-5802

Dear Dr. Anne-Imelda M. Radice:

I am writing to support the Ham Museum of Art's proposal to the Institute of Museum
and Library Services (IMLS) for the digitization project being developed. As a graduate
student in the School of Art and Art History's Museum Studies program, I know that the
work done in this regard will greatly enhance opportunities for students.

Presently, I serve as the Graduate Assistant to the Development Department at the Ham
and know that the museum's collections provide a unique resource to the students of the
University as well as the public at large. Since the fall of 2005 I have been working on
my Masters in Museum Studies at the University of Florida. During my course of study
I've had the opportunity to take classes in the fields ofmuseology, art history, and art
law. Many of the professors for these classes encourage that students use the Ham's
collection as a resource for research projects. The use of images for research and
presentations is invaluable in the field. Having the ability to more fully access the
collection through technological advancements will enhance the utility of the collection
as a resource.

I know that by the time this project is complete, I will be graduated and hopefully
working in a museum, myself. However, I will be gratified to know that I have made a
difference in this proposal for future students by my support of the Ham Museum of Art.

Thank you for your support of museums and libraries everywhere. Please consider
favorably the request of the Ham.

Sincerely



Kelly C. Harvey
Graduate Assistant
Museum Studies Program
University of Florida







Ham Museum of Art, University of Florida


Attachment 2
Harn Museum of Art Digitization Project
User Needs Assessment
August 10, 2007
Developed by Members of the Ham's Digital Image Committee

This report reflects the Ham Museum of Art's knowledge of its audiences and their needs regarding the
digitization of its collections. The purpose of this report is to improve and refine our understanding of the need
for digital images so we can appropriately plan our time, set priorities, and manage the project budget. To this
end, we reviewed feedback gathered over the past several years through community meetings and from museum
visitors, volunteers and program participants. The museum makes use of observation of, and conversation with,
museum audiences; visitor feedback through the comment book and comment cards; faculty and student input;
networking with colleagues; and, communication among museum staff members. We also recently developed a
survey that was distributed to over 1000 people, including University of Florida students, faculty from the
University of Florida and Santa Fe Community College, K-12 educators, museum visitors, museum volunteers
and Ham staff, to gather additional data.

Current and Target Audiences for the Museum

The museum's current audiences can be considered in four categories:
College and University Audience: This category includes University of Florida students and faculty, Santa
Fe Community College students and faculty, and regional university students and faculty throughout Florida
(for specialized symposia and workshops). We have on average 75 (103 including interns) university
students who serve as volunteers over a typical year. The majority serve as visitor service volunteers, student
interns and MUSEs (Museum University Student Educators).

Collaborative programs with many departments of the University provide lectures, film series, symposia, and
other programs of interest in areas such as literature, foreign languages and cultures, film and video studies,
architecture, anthropology, religious studies, African studies, Latin American studies and Asian studies.
Two object study rooms in the Registration department are available to faculty and students. Faculty in art
history, classics, anthropology and other fields select objects from art storage, which are then made available
in the object study rooms for use with their students for periods of time up to a full semester.

Adult Audience: This category includes working professionals living in and nearby Alachua County, active
retired citizens living in and nearby Alachua County and residents of senior assisted-living centers in
Alachua County. We have approximately 60 adult volunteers that serve in a typical year. The majority serve
as docents and visitor service volunteers.

School Audience: The school audience includes K-12 teachers and students from Alachua and surrounding
counties. We have on average six high-school student volunteers who serve in a typical year. The majority
serve as visitor service volunteers assisting with public programs.

Family Audience: The family audience includes school age children, generally from age five to fourteen,
and their parents, and young children, ages two to five, and their stay-at-home parents or other guardians.
The university has an institution-wide policy that excludes any person under the age of 16 years from
volunteering with the museum.

* Target audiences include all of those listed in current audiences plus:
African-American residents of Alachua and nearby counties







Ham Museum of Art, University of Florida
Tourists visiting North Central Florida
) Middle school students who do not currently have art classes offered at their schools
Middle and high school students who wish to become more involved with the museum and its art and
programs
People with vision impairments and the blind (the museum has recently initiated a Looking Beyond
Sight outreach program to better serve individuals in this group)
Collectors who are interested in Asian, African, Modem, Contemporary Art and Photography
Children and adults who wish to improve their art-making skills

Target Audiences for the Digitization of the Ham's Collections
The digitization of the Ham's collections and the additional and improved services and activities it will allow
will take several years to fully implement. Initial project activities will focus on acquiring photographs of
artworks in the collection, creating metadata for these images and filing them in the museum's collection
management system.

The immediate target audiences for this project will be the Ham's staff, volunteers and interns. The use of
high-resolution images by the museum and its staff will allow for increased accessibility to fragile objects,
cross-fertilization between departments in the museum, more effective cataloging and research of new
acquisitions, and subsequent increased/enhanced public access to the collections.

Desired results for immediate target audiences:
a database of digital images that meet technical standards so that staff and volunteers will be able to 1) better
answer questions about the collection, 2) organize exhibitions, 3) organize loans, 4) assist educators, and 5)
promote events and exhibitions
* Increase use of and access to collections

The intermediate beneficiaries of this project will be educators and their students: specifically, K-12 teachers
and students in Florida, and faculty and students at the University of Florida and Santa Fe Community College.
Each year, the Ham Museum prepares a curriculum for use in local schools based on the museum's exhibitions,
which culminates in a tour of the museum by the students and an exhibition of student artwork at the museum.
Availability of digital images of the collections will facilitate study in the classroom, thereby enhancing the
museum experience of these students and teachers. Teachers would be able to view objects in conjunction with
the curricula in their classrooms before or after a museum visit.

Desired results for intermediate target audiences:
* Increased awareness and knowledge about the Ham's collection
* Increased number of educators with access to digital images of artwork in the Ham's collections
* Increased number of educators that use museum resources to enhance curriculum plans/lectures
* Increased access to images and information that would otherwise be unavailable for research and study
* Increased number of students that access and use digital images of artwork in the collection for research and
study

The intent is that the longer-term beneficiaries of this project will be the general museum audience, who will
be able to access the museum's collections on-line.

Desired results for longer-term target audiences:
Increased awareness and knowledge about collection







Ham Museum of Art, University of Florida


.Summary of Past Studies on Target Audiences
Futures' Conference, 2002
The need for the digitization of the Ham's collection has been raised numerous times over the past several
years. In September of 2002, the museum held a "Futures Conference" in which 70 community and university
leaders assisted the museum in molding plans for the future of the museum and in reassessing the mission and
goals of the museum. The seventy community leaders attending included university faculty and students, local
artists, local representatives of the media, museum donors, representatives from the museum's.neighbors the
Florida Museum of Natural History and the Performing Arts Center, local business owners, and local teachers
and representatives of the Alachua County School Board, among others. Discussion focused on impressions of
the museum and its mission and purpose, strengths and weaknesses of the museum, and suggestions for shaping
the future of the museum. Repeatedly, participants mentioned the topics of technology, online capability, and
the museum's web site as areas that could be improved. Specifically, participants suggested "the museum's
website be improved to take advantage of global outreach opportunities in programming, resource development,
and education." "Limited access to entire permanent collection," "digitized collection," "virtual museum," and
"virtual exhibits" were also specifically suggested by the participants as weaknesses of the museum and
suggestions for improvement.

Museum Assessment Program (MAP), American Association ofMuseums, 2002
The museum continually aims to better serve the needs of the university student audience. Information gathered
from students during the MAP review and through museum consultant Zurofsky, who drafted the museum's
current Strategic Plan, indicated that the best and most efficient means of reaching students is electronically.
The museum's Strategic Plan includes goals for increasing engagement with university students. Moreover, the
museum's Strategic Plan specifically mentions the goal of maximizing educational potential of the Web for UF
faculty and students and other audiences by developing web-accessible, interactive educational resources for all
ages. It is the hope of the museum that this online project will attract additional students to the museum to
utilize the museum's collections by stimulating their interest through web-based access to the collection and
exhibitions.

Survey to Evaluate the Use and Future Needs of Digital Image Resources at the Ham Museum ofArt
(March 2007)
The Ham distributed surveys to Ham volunteers, University of Florida faculty and students, Santa Fe
Community College faculty, K-12 teachers, media contacts, and members of the general public that visit the
museum to measure and evaluate the current use and future needs of digital image resources at the Ham
Museum of Art. The resulting data are being used to inform the digitization of the Ham's collection. The
surveys contained qualitative and quantitative questions to assist the museum staff with designing and
improving the museum's digital image resources.

Student Surveys
Over 800 surveys were distributed to University of Florida students and 531 students submitted a response.
Key results are as follows:
Of these 531 students, 394 indicated that they currently use art images for their studies. Of the 394 that
currently use art images, 351 use them for class assignments, 275 use them for personal enjoyment, and 226
use them for research. The majority (363) get the images from the Internet, or from digital images (245), or
scans from print materials (232). These numbers demonstrate the demand for digital images by university
students.
S* Of the 137 that currently do not use art images, approximately half indicated that they would use art images
if digital images of Ham artworks were made available.







Ham Museum of Art, University of Florida
Of the 531 student responses, 63 currently use art images from the Ham Museum of Art and 464 indicated
that they do not currently use art images from the Ham. Of these 464 students, 325 (70%, and 61% of total
respondents) said that availability of digital images of Ham artworks would increase their use of art images.
SWhen asked how they would use digital images of Ham art works, if made available, 398 students indicated
class assignments, 335 indicated personal enjoyment and 287 indicated research

Not surprisingly, art history students indicated that they would use art images to study artworks before visiting
the museum in person and to complement lectures, among other uses. Students that used art images, however,
were not limited to art history students; some indicated that they used the images in their lesson plans (e.g.
education students). Others indicated that it supported their interest and work in photojournalism and design,
while still others used images as inspiration for their marketing/advertising studies.

K-12 Educator Surveys
Programs at the Ham for teachers and students include curriculum-based outreach materials on museum
collections, tour programs and teacher workshops and institutes. The museum works with public and private
schools and home-school groups. Fifty-five surveys were distributed to art and social studies teachers at 27
elementary schools and 22 teachers submitted a response. Key results are as follows:
Of the 22 that responded, 21currently use art images in instruction or research (and 14 of these use images
from the Ham)
The majority acquired images from posters/printed material (19) and the Intemet (18)
Many of the teachers (16) used images for presentations (3-sometimes, 10-very often and 3-often); 14
indicated that they used art images for research (4-sometimes, 5-often and 5-very often); and 15 indicated
that they use images for student assignments (6-sometimes, 4-often, and 5-very often)
91% indicated that availability of digital images of Ham art works would their increase use of art images (19
said would use them in student assignments/research)
When asked about their current use of images from the five collections (to inform the Ham's prioritization
process for digital images), the African art and Asian art collections ranked first and second, respectively,
followed by the contemporary, modem and photography collections
17 indicated they currently have the technological capabilities in their classroom/school to use digital images

Faculty Surveys (UF and SFCC)
Educational programs are often planned and hosted in collaboration with academic departments of the
university. The Ham works with professors who teach classes at the museum and who use the collections in
their teaching and research. Faculty members are frequently invited to lecture at the museum, serve as guest
curators and contribute to museum publications. The museum's Faculty Focus Exhibition program provides an
avenue for faculty to organize small exhibitions that relate to their research and teaching. Faculty, staff and
students serve on museum committees and advisory boards.

The Ham Museum Faculty Council was created in the fall of 2004. The role of council members is to serve as
liaisons between the Ham Museum and other faculty and to contribute their own ideas and those of their
colleagues for how the museum can better serve faculty and students. Faculty members have proven to be very
helpful in expressing expectations for museum programs and offering new ideas for outreach to the student
body. Their proximity to and relationships with colleagues and the student population affords insight otherwise
difficult for museum staff to access. They also serve as ambassadors across campus and the community.

Surveys were distributed to 32 faculty members at the University of Florida and Santa Fe Community College
and we received 22 responses. Key results are as follows:
** Of the 22 faculty members that responded, 19 currently use art images (majority (16) get images from the
Internet) and 6 currently use images from the Ham Museum of Art (posters, scans and digital images)







Ham Museum of Art, University of Florida
Out of the 22 responses, 15 (68%) indicated said that availability of images of Ham artworks would increase
their use of art images in instruction: 18 (81%) indicated that if they had access to digital images of Harn
artworks they would use these images in student assignments or research; and 7 indicated that the availability
of images of Ham artworks would increase their ability to conduct research
When asked to rate their current use of the Ham's five collections, the African art and Asian art collections
ranked first and second, respectively, followed by the modem, contemporary and photography collections

Volunteers
The docents (approximately 53) receive extensive interpretive-learning training in preparation for leading public
tours of the museum. They are responsible for hosting and leading K-12 school tours and most university and
adult tours. Docents participate in public programs, such as Family Days and Tot Time, by leading tours
specific to each program's content and by engaging senior audiences through the Art for Life program.

The Ham MUSE (Museum University Student Educators) program operates on a model of recruiting a small
group of university students (10-12) each fall and spring semester, to create and present programs to a peer
audience. The MUSE program structure is designed to engage the student volunteers with interpretation and
guide them toward developing dynamic and innovative programs that appeal to their peers. To date, these
programs have been presented exclusively during Museum Nights, promoted as a special attraction to appeal to
the university student population.

Twenty-three completed volunteer surveys indicated the following results:
Of the 23 responses, 22 indicated current use of art images (20 for tour planning, 17 for docent assignments)
and the majority of respondents (16) get these images from the Internet
18 of the 23 currently use images from the Ham Museum of Art (16 from printed checklists from docent
Straining sessions, 11 from digital images provided by Ham staff and 11 from posters/printed materials)
P* 19 ((82%) indicated availability of images of Ham art works would increase their use of images

Museum Visitors
Staff and volunteers distributed surveys to museum visitors and 128 responses were received:
* Approximately half of all visitors surveyed (68) were 18-25 years old, 27 participants were 26-35 years old
* Responses included 60 UF students and 50 members of the general public
* More than half (72) indicated they have visited an art museum web site and all of these people indicated that
they were interested in looking at artworks from the collection
Of these 72, 48 indicated they have visited the Ham's web site and all indicated an interest in learning more
about the Ham's collection

American Association of Museums (AAM) Reaccreditation Review, August 2007

In August 2007, the Ham was awarded reaccreditation by the AAM. The site reviewers emphasized the
importance of digitizing the collection for capacity building and identified it as an institutional priority in the
award letter











W MERICAN ASSOCIATION OF MUSEUMS


Accreditation Commission

August 10, 2007

Dr. Rebecca Nagy
Director
Samuel P. Harn Museum of Art
PO Box 112700
Gainesville, FL 32611-2700

Dear Dr. Nagy:

It is my great pleasure to inform you that the Samuel P. Ham Museum of Art in Gainesville, Florida
has been awarded subsequent accreditation by the AAM Accreditation Commission. After
thoughtful deliberation at our July 24-27, 2007 meeting, we determined that your institution
continues to meet the high standards established by the Accreditation Program and the museum
field. It has demonstrated this through its completion of a rigorous process of self-study and reviews
by a Visiting Committee of its peers and the Accreditation Commission.

We agree with the Visiting Committee's findings and commend their report to your attention. At the
time of the museum's next accreditation review we will expect to see a history of regular inventories,
which should be easily achieved with a small collection; an increase in the percentage of objects
visually documented; and a fully operational emergency manual, accompanied by staff training.

To ensure that accredited museums maintain their level of professional performance, museums must
complete a review every 10 years. The Accreditation Program staff will therefore initiate the
museum's next accreditation review-starting with the Self-Study process-in 2015.

Enclosed are materials to use in promoting your museum's accreditation award and accredited
status. This includes two certificates and stickers to proudly display. By accepting accredited status,
your institution agrees to abide by the decisions of the Accreditation Commission regarding
continuing review, subsequent accreditation, and, if necessary, withdrawal of accreditation, and to
comply with the administrative requirements of the program. You may display your certificates of
accreditation and use the accreditation logo on printed materials as long as your institution meets the
program requirements and standards for accreditation as determined by the Accreditation
Commission.

Accreditation recognizes a museum's commitment to excellence and high professional standards of
operation. This excellence is achieved through an ongoing process of learning and improvement. We
encourage you to use the documentation from your accreditation process-the Self-Study, Visiting
Committee report (enclosed), and program correspondence-to do this. These documents provide a
useful framework for training new staff and members of the governing authority as well as

continued

1575 EYE STREET NW, SUITE 400
WASHINGTON, DC 20005
202.289.1818
FAX 202.289.6578
www.aam-us.org







Dr. Rebecca Nagy
August 10, 2007
Page 2

for institutional planning. We encourage you to stay abreast of the Accreditation Program's
standards-which will periodically change as the field does-by making use of the AAM website
(www.aam-us.org), professional publications such as AAM's Museum News and Aviso, and
professional meetings and seminars.

Congratulations on this achievement. I know everyone at the museum has worked hard to earn this
honor. The Accreditation Program staff can always be reached at (202) 289-9116 or by e-mail at
accreditation@aam-us.org if you have any questions about the program and maintaining your
institution's accredited status.

Sincerely yours,


J sA. Welu
C air, Accreditation Commission
Sector, Worcester Art Museum

Enclosures

cc: Dr. Janie M. Fouke, Provost and Vice President for Academic Affairs
Ms. Suzannah Fabing, Team Contact
Mr. Russell Panczenko, Team Member








Ham Museum of Art, University of Florida


Ham Museum of Art Digitization Standards and Procedures
Developed by the Registrar and Director of Museum Technology
September 28t, 2007

Ham Museum of Art Digitization Standards and Procedures ................................................................ 1
Equipment and Software............................................................................................................................ 1
Recommended Minimum Equipment............................................................................................. 1
Recommended Minimum Software ................................................................................................ 1
Equipment List for IMLS Digitization Project ................................................................................ 2
Selection and Copyright ...................................................................................................................... 2
Selection................................................................................................................................................ 2
C opyright.............................................................................................................................................. 3
Form 1. Departmental Request for Digital Image Files................................................. ............... 3
Ham Museum of Art Departmental Request for Digital Image Files.................................... ............ 3
Form 2. Letter Requesting Copyright Permissions.................................................................... 4
Digitization Workflow Process............................................................................................................ 5
Table. Workflow for Digitization ................................................................................................. 5
Digitization Specifications......................................................................................................................... 6
Image Resolution Specification ...................................................................................................... 6
File Specifications................................................................................................................................. 6
File Naming .................................................................................................................................... 6
F ile P aths............................................................................................................................................... 6
M etadata................................................................................................................................................ 7
Image Capture and Manipulation ........................................................................................................ 7
Q quality C control .......................................................................................................................................... 8


Equipment and Software


Recommended Minimum Equipment
Computer Workstation
o PC with Windows XP Professional or better
o Intel Duo Core Processor 2GHz or better.
o 2GB RAM
o DVD and CD +/-RW; 16-in-1 media card reader.
o 20 inch Monitor
Backup Power Supply
o Uninterruptible Power Supply (UPS) which provides at least 15 minutes of battery life
for safe shutdown of computer workstation in the event of a power failure.
Scanners
o At least 11x14 scanning bed capable of scanning reflective and transparent scanning
media such as books and photographs.
o Must be able to calibrate.
o Minimum 24-bit color depth.
o Optical resolution of 1200x1200
o High speed USB 2.0.
o ICC profile capable.
o Compatible with PCs.

Recommended Minimum Software
Calibration Software
o Able to profile all devices such as monitors, scanners, digital cameras, and printers to
name a few.
o Examples of calibration software includes ilPhoto SG from X-Rite.








Ham Museum of Art, University of Florida


Image Processing Software
o Adobe Photoshop CS3
Image Metadata Application
o Adobe Photoshop CS3
Image Cataloging
o The Museum System (TMS)
Image Burning Software
o Either Roxio's RecordNow or Nero

Equipment List for IMLS Digitization Project
DIGITAL CAMERA and ACCESSORIES (Outsourced)
Hasselblad H1, phase one digital back.
Lens: 50mm, 80mm, 150mm lens.
Polarizering filters (Rosco for avoiding glare from paintings).
GretagMacbeth ColorChecker.

LIGHTING (Outsourced)
SSpeedotron two 4800 packs 5102 head with domes.
Radio slaves.
light stands.
Dyna-Lite pack 4 heads (light temperature 5500K).
Boomstand for overhead lighting.
Softboxes.


COMPUTER (Purchase)
SDell Precision 490, Quadcore Xeon 1.8GHz.
2G ECC RAM.
250GB RAID 1 Hard Drive.
24inch Monitor.
Video Card 256MB.
13-in-one card reader; CD/DVD Bumer;USB 2.0 ports.

SLIDE SCANNER (Outsourced):
Nikon Super CoolScan 5000 ED, 600ppi, 16-bit, USB 2.0, 50 slide capacity.
TRANSPARENCY SCANNING (Outsourced):

Microtek 9800XL flatbed scanner, 600ppi, 24-bit, USB 2.0 connectivity, accommodates 4x5 in.
and 8x10 in. transparency sizes.

SOFTWARE (Purchased):
Adobe Photoshop CS3 Design Studio.
Eye-One Photo SG Color Management Bundle from X-rite.

Selection and Copyright

Selection

Selecting images for digitization will be done by the Digital Image Selection Committee (DISC) which has
outlined the following criteria for digitizing images from the Ham's collection:
Significance of the object in the collection.
Need for access and use.
Strategic importance to the Ham.
Handling and preservation requirements.








Ham Museum of Art, University of Florida


Copyright

Non-exclusive copyright permissions will be obtained for the digitization of objects in the collection or the
use of any digital images of works that are not in the public domain. The Ham has an internal form that will
be used to ensure all digital images are researched to comply with existing copyright laws. A letter of
request for non-exclusive copyright permissions will be sent to the copyright holder or the copyright
managing agency in the event that the object in question is not in the public domain and the Ham does not
already own copyright permissions for the object. Below is the Ham's internal form for requesting copy
right permission followed by the letter of request for copyright permissions.

Form 1. Departmental Request for Digital Image Files


Harn Museum of Art Departmental Request for Digital Image Files

Department: Name:


Date Requested: Date Needed:

Project in which the image will be
used:



Accession # Artist Title Copyright Status







This permission applies only to the project specified. A new form must be completed for each project in
which the images) will be used.

I will delete these image files from my personal folders and files once I have completed the project.

Signature: Date:

OBTAINING COPYRIGHT

The Registration Department is responsible for seeking non-exclusive copyright (NEC) for objects in the
permanent collection.

The department requesting images of objects in which we do not have NEC must allow sufficient time (two
months) for Registration to attempt to locate artist or copyright holders. We cannot guarantee that we will
be able to obtain NEC. It is the responsibility of the department requesting the image to check with
Registration regarding the status of copyright research one month prior to the date needed, as you may have
to find a substitute in which we already have NEC.

Copyright needs for loaned objects or for commercial use must be negotiated by the department, however,
Registration staff may assist with finding contact information for artist/copyright holder. Copies of
requests received should be forwarded to the Registration Department for the object/loan file.








Ham Museum of Art, University of Florida


Received by:_ Date Received:

Date Completed: Comments:




Updated 07/18/2007

Form 2. Letter Requesting Copyright Permissions

[ INSERT DATE]

Address
Address
Address

Dear [INSERT NAME],

The Samuel P. Ham Museum of Art at the University of Florida holds works in its permanent collection by
[ARTIST NAME] and would like to obtain a non-exclusive copyright license to these works.

As you know, the Copyright Act of 1976 protects the artist's right to retain exclusive copyright on the
works created on or after January 1, 1978. This copyright extends for the artist's life plus seventy years,
unless it is granted to another person or agency. Still other protections exist for works created before 1978.

These laws can inhibit museums from fulfilling its primary mission of education. Without appropriate
permission we may be unable to reproduce the copyrighted work in our bi-monthly bulletin, website or
exhibition brochures. The same is true for exhibition announcements, media events, and various
educational opportunities offered by the Ham to educators, the general public and other museums that
might wish to reproduce it for the same non-commercial purposes. An inability to secure permission in
advance of any deadlines would result in the work being excluded from the publication.

In understanding our desire to responsibly reproduce these works in the course of fulfilling the museum's
mission we hope that you will consider granting the Ham a non-exclusive copyright license covering the
purposes described above. This transfer is mutually beneficial as it allows us to present the works in a
number of educational contexts and to as broad an audience as possible.

Please be assured that this agreement does not cover reproduction for purposes that are commercial, such as
post-cards, posters, stationary and the like; these requests would be negotiated separately.

We hope that you will favorably review our request. If so, please sign the enclosed agreements and return
one copy in the envelope provided, retaining the other copy for your records.

Please do not hesitate to contact us with any questions or concerns you may have. We look forward to
hearing from you.

Sincerely,


Laura K. Nemmers
Registrar








Ham Museum of Art, University of Florida


Digitization Workflow Process

Tablel. Workflow for Digitization


Activity I Responsibility
Selection of Works to Digitize
Establish topic and collection to pull works from. Curatorial
Search TMS database for works to support topic. Curatorial
Review and edit records of work supporting topic. Curatorial
Compile an object package containing list of works to be digitized. Curatorial
Send the object package to the Registration Department. Curatorial
Review of Works to be Digitized
Review object package for digitization. Registration
Determine which works are available and already have usable Registration
digital images.
Review records of works to ensure data is complete and consistent Registration
with metadata standards.
Determine copyright status of works in object package. Registration
Request copyright permission where necessary. Registration
Update object package with copyright status. Registration
Notify object package creator of any changes. Registration
Repeat previous steps if changes were made to object package. Registration
Compile a list of works to be digitized, organized by accession Registration
number, type, media and location.
Schedule Photographer to digitize works. Registration
Physical Preparation and Digitization of Works
Prepare photography space. Registration
Setup equipment for digitizing objects. Registration/Photographer
Retrieve and transport work to be digitized to the photography area. Registration
Unpack, handle and set work for digitization. Registration
Photograph work. Photographer
Review digital image of the work and color correct or capture again Registration/Photographer
if necessary.
Save image with the filename of the accession number of the work Photographer
along with technical metadata from the digital camera.
Image Processing
Review digitized files and color correct if necessary. Registration
Apply metadata template to image file. Registration
Key in data elements. Registration
Generate XML metadata files. Registration
Save master file in RAW, TIFFv6 to network storage. Registration
Enter files into TMS
Open TMS and locate works in the object package. Registration
Attach Image to the record of the work in TMS. Registration
Review record in TMS to ensure data is complete and the metadata Registration
of the image corresponds to the data in TMS. Update if either or
both TMS record or image file as necessary.
Share and Distribute Files
Mark object package public. Registration
Mark record of works public. Registration
Mark image of works public. Registration
Update eMuseum database with all public records and files. IT
Batch process images for internet viewing. IT
Publish images and data to Ham website. IT








Ham Museum of Art, University of Florida


Digitization Specifications

Image Resolution Specification

Table 2. Guide to Image File Specification


TYPE OF IMAGE END USE MIN. COLOR FORMAT BIT-
RESOLUTION SPACE DEPTH
Master images from Any marketing purpose. 600ppi. sRGB TIFF v.6. 24-bit.
professional
photographers and
scans
Master images that Any marketing purpose 600 ppi. sRGB TIFF v.6. 24-bit.
are done in-house, or
images supplied by
photographers or
scanners.
Derivative high Ads, postcards, postcards, 300 ppi. sRGB JPEG2000 16-bit.
resolution public relations, docent
training packets, etc. Not
to be used in publications
or distributed to other
museums.
Derivative Web site, Powerpoints, 72 ppi. sRGB JPEG2000 8-bit per
low resolution and other uses where a channel
computer screen is
utilized for viewing.
Derivative ID Object identification only. 72 ppi. s RGB JPEG2000 8-bit per
Not for public viewing, channel

File Specifications

Original image files resulting from professional photography or scanning, internally or externally by a
contractor will meet the specifications required for master images. If images are not captured in the
designated space for photography, RAW image files will be saved to CD, memory card or external hard
drive for transfer to the processing PC and subsequent network storage. Master images will be managed by
the Registrar and derivative images will be shared on the network for access by all Ham staff.

File Naming

All master images will be saved using the accession number as the filename. Filenames should conform to
the following guidelines:
Lower case letters only.
No spaces.
No special characters (i.e. no slashes, ampersands, accents, etc).
No punctuation marks (i.e commas, exclamation marks, parentheses, etc).

File Paths

Path Content
I:\Images\masters\ Master Image Files








Ham Museum of Art, University of Florida


I:\Images\Derivatives\web Derivative Image Files for Web Use
I:\Images\Derivatives\print Derivative Images for Print
I:\Images\Derivatives\TMS\screen\ TMS Screen sized images
I:\Images\Derivatives\TMS\full\ TMS full sized images
I:\Images\Derivatives\TMS\Thumb\ TMS Thumbnail images


Metadata

Metadata will be based on Dublin'Core and VRA Core 4.0 standards. The following table shows the
crosswalk of the two metadata standards and the TMS collections management database system
corresponding tables and fields. A metadata template with technical and descriptive metadata will be
applied to individual images at the time of processing and before the images is entered into TMS. Table 3
shows the TMS Metadata Crosswalk for VRA Core and Dublin Core Elements.


Table 3. Metadata Crosswalk of VRA Core and Dublin Core Elements.


Dublin Core VRA Core 4.0 TMS Table Example
Title Title ObjectlD.Title Champ d'avoine

Creator Creator ConstituentID Claude Monet

Subject Subject Style/Period N/A N/A
Description Description ObjectlD.Description Field of Flowers
Publisher N/A
AGENT name 1.ObjectID.CreditLine Gift of Michael Singer
2. ConXrefTypelD (DisplayName
of Primary Constituent;Acquisition-
Contributor related)
Date ObjectlD.DateBegin 1890-1890
Date ObjectlD.DateEnd
Type Type Record Type ClassificationID Paintings
Format Techniques ObjectID.Medium Oil on canvas
Identifier ID Number ObjectlD.ObjectNumber 1999.6
ConstituentlD (Acquisition Related Funder: Transferred from
Constituents) Michael Singer. Gallery:
Purchased from Richard
Source Source Green Masterpieces Ltd.
Language N/A
Relation Relation N/A
Date Location ObjectlD.DateBegin 1890-1890
Coverage Style/Period Culture ObjectlD.DateEnd
1.ObjRightsID
Rights IRights 2.MediaMasterID


Image Capture and Manipulation
Image capture and manipulation will be based on guidance from the Western States Digital Standards
Group Digital Imaging Best Practices, The NINCH Guide to Good Practice in the Digital Representation
and Management of Cultural Heritage Materials, and the Digital Library of the Caribbean Project Training
Manual published by UF Digital Library Center.








Ham Museum of Art, University of Florida


Quality Control
Quality control involves the calibration of video monitors, digital cameras, printers, scanners and other
peripherals using tools based on ICC and sRGB standards. The GretagMacbeth ColorChecker color target
and the Eye-One Photo SG Color Management Bundle will be used to calibrate images and equipment for
consistently high quality digital images. Before beginning production, procedures and settings will be
tested to verify benchmark requirements for digital images are met. The Western States Digital Standards
Group Digital Imaging Best Practices, The NINCH Guide to Good Practice in the Digital Representation
and Management of Cultural Heritage Materials will be used to guide our quality control efforts.






IMLS Completed Review Report


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MA-05-08-0015-08 University of Florida

MFA Relationship to MFA program goals (panel)
The plan to add 1,850 digital images of its collections to a database is one that meets the MFA goals and will
enhance the Ham's capabilities to serve its constituents better. Score: 4
MFA Project design (panel)
Although the project design is well presented, it could be strengthened by including additional information suct
as what collections management systems are currently in place, and the significance of the collections to be
digitized. The conference on the future of the museum is a great opportunity for input. I question whether 1%
of the Director's time is enough to allocate tot he project. Score: 4
MFA Recommendations for strengthening project activities (panel)
A straightforward way to strengthen this project would be to increase its outreach and publicity. Although then
are some plans to do that, they are not enough. Score: 4
Total Score: 4


Additional Comments: This is a solid, well written application and a project worthy of support.







IMLS Completed Review Report

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MA-05-08-0015-08 University of Florida

MFA-Statement of Need 5
The proposal clearly states the museum's need to add the 1,850 digital images to its collection management
system due to the use of collections images by local K-12 students and teachers, university professors and
students and This project falls directly in line with the museum's strategic plan to obtain digital images for
10% of their collection. In addition, the museum has clearly identified the need for greater access to their
collections for use by the intended audiences. The museum has also included the expertise of an outside
consultant in determining the priority for this particular project.
MFA-Project Design 6
The museum has clearly thought out the steps to be taken in completing the digitization project and has used
the input staff members from several departments within the museum as well as user surveys to determine
the objects to be included in the project. The museum has set forth a clear plan of action for all aspects of the
project including equipment and staffing needs and the digitization process. The museum also recognizes
the need to obtain copyright permission for a pre-determined percentage of the items to be digitized. The
project also allows for future storage of the collection given the rapidly changing technology available to store
the images.

* I would like to know how the museum will adjust the items that it has chosen for inclusion in this project if
copyright permission is not obtained for all of the items.
MFA-Project Resources: time, personnel, budget 5
The museum has recognized the need for the permanent staff involved in the project to be available to
carry-out their regular duties in addition to their work on this project, resulting in the need to hire additional
temporary staff in order to complete the project in a timely fashion. The key personnel involved in the project
have the proper training and knowledge needed to complete their duties as associated with the project. In
addition, the time commitment of each staff member is realistic given the tasks involved. The monies
allocated towards the project are also in-line with the various components.
MFA-lmpact 5
The museum clearly shows how this project will impact its intended audiences as well as provide the staff
with better intellectual knowledge of the collection. The "User Needs Assessment" highlights the importance
of this project in enabling the museum to reach its intended audiences and expand the outside use of its
collection. The museum also plans to promote the project in order to extend its reach beyond its normal
constituents to the national level.

I would like to have seen how the museum intends to determine if the project reaches a more expanded
audience, i.e. keeping track of users to determine the growth of collections use as a result of this project.
Total Score: 21


Additional Comments:







IMLS Completed Review Report


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MA-05-08-0015-08 University of Florida

MFA Relationship to MFA program goals (panel)
As per the goals of its 2008 Strategic plan, the Harn Museum of Art of the University of Florida wishes to
digitize 1850 images from its permanent collection, highlighting its strengths in Asian and African art. This
project will certainly increase capacity by allowing it to serve better and more widely the research and
education needs of students, educators, scholars, faculty and its own staff.

RATING: 4
MFA Project design (panel)
Extremely detailed and well designed project, darfted by an impressively skilled staff, and based on a 2007
Needs Assessment.

RATING: 4
MFA Recommendations for strengthening project activities (panel)
I have no additional comments to make.


Total Score: 4


Additional Comments: I have no additional comments to make.







IMLS Completed Review Report

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MA-05-08-0015-08 University of Florida

MFA-Statement of Need 6
The proposal clearly identifies an audience for digital images. The attached User Needs Assessment is
comprehensive in defining the needs for specific constituencies. The project strongly supports the strategic
plan and mission. The addition of digital images for almost one third of the collection will substantially
enhance overall access to the collection and will impressively expand institutional capacity.
MFA-Project Design 5
The project goals are clearly stated and partnerships with the University's Digital Library Center and the
Florida Digital Archives are appropriate and beneficial. The attached Digitization Standards and Procedures
are well researched and the Digitization Workflow Process is thorough. It would have been helpful to provide
additional details about the process in the narrative, for example what media will be used for image delivery,
how the image files will be managed and archived, what methods will be used for assessing the condition of
material to be scanned, and procedures for maintaining quality control and consistency in image files
throughout the project. Some explanation of image file specifications, such as the choice of the sRGB
colorspace or the number of derivative formats required, would have been useful. Promotion of the project to
the intended audiences is inefficient and could be more effectively planned.
MFA-Project Resources: time, personnel, budget 4
Purchases of photography supplies and computer hardware and software clearly support the project goals.
Personnel demonstrate appropriate experience and expertise for the project. The budget is realistic for the
work planned, but the number of hours planned for certain tasks could be better explained, for example:
scheduling 1200 hours to color correct 1850 images seems excessive without knowledge of the procedures
required, and scheduling 120 hours to photograph 750 Asian and African objects could be considered
insufficient if these are three-dimensional objects such as sculpture or decorative arts. Costs for promotion of
the project to the intended audience are not included in the budget.
MFA-Impact 4
Digital images will improve access to the collection for clearly defined audiences and will facilitate use of
collections for staff and both physical and virtual visitors.
Total Score: 19


Additional Comments:







IMLS Completed Review Report

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MA-05-08-0015-08 University of Florida

MFA Relationship to MFA program goals (panel)
The Harn Museum at the University of Florida plans to add 1,850 digital images to its collection management
system, which will greatly improve access to the collections. The project is clearly stated as one of the
objectives of the museum's strategic Plan. The project will also address the strategic plan objectives to
expand the museum's multifaceted engagement with university faulty and students and to forge new and
expanded partnerships with K-12 teachers an students in the surrounding counties.

The project will serve as an investment in institutional capacity by better managing the collections and making
them more accessible through the digitization project.
MFA Project design (panel)
The museum has developed a carefully thought out and well designed process for carrying out the digitization
process. A clear plan of action is in place and the the museum recognizes the need for the appropriate
staffing to carry out this project and have included the additional staff positions, including an intem to focus on
the copyright permissions for such a project. The key staff involved in the project have the appropriate training
and experience to carry out the project within the budget and timeframe they have outlined.

*Project success will be measured by the number of digital images created. There is no plan for a mid-project
assessment and adjustment, which may be critical in effectively changing some part of the plan in necessary.
MFA Recommendations for strengthening project activities (panel)
I have no additional comments to make.
Total Score: 3


Additional Comments: The applicant's response provides good/adequate support for proposed project
activities.







.

**.,* INSTITUTE of
.. MuseumandLibrary
.*: SERVICES


MA-05-08-0015-08 University of Florida


MFA-Statement of Need


IMLS Completed Review Report


The project flawlessly fits into the institution's strategic plan, mission and MFA goal. The audience and
interest in further access of the collections is amply qualified.
MFA-Project Design 7
Logical needs and well-thought out process for obtaining, manipulating, storing, and using digital images.
The inclusive process of getting input from curatorial, education, marketing/PR in tandem reviewing with the
Users Needs Assessment is outstanding. Nice asset sharing plans outside the Museum with University
departments and moreover with the schools in the surrounding counties.
MFA-Project Resources: time, personnel, budget 7
Excellent allotment of resources: time, personnel, and budget. Professional and capable staff with proven
record to successful complete the tasks at hand.
MFA-Impact 7
This is a very achievable and important project that will serve to further the institution's work with serving the
University and other outside audiences.
Total Score: 28


Additional Comments:




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