Preserving Access to Florida's Newspapers ( LSTA Grant )
Full Citation
Permanent Link: http://ufdc.ufl.edu/UF00091479/00001
 Material Information
Title: Preserving Access to Florida's Newspapers ( LSTA Grant )
Physical Description: Book
Language: English
Creator: George A. Smathers Libraries
Publisher: George A. Smathers Libraries
Place of Publication: Gainesville, FL
Publication Date: 2002
Subjects / Keywords: Florida Digital Newspaper Library
Spatial Coverage:
Abstract: Library Services and Technology Act (LTSA) grant proposal for digitizing Florida newspapers which are then accessible online in the Florida Digital Newspaper Library.
 Record Information
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved by the source institution and holding location.
System ID: UF00091479:00001

Full Text


University Project #

Title of Proposal:

Preserving Access to Florida's Newspapers

Submitted to Sponsor: LSTA, State & Federal Grants Office, Divn of Library & Info Services, Florida Sponsor Code: I |

UNIVERSITY ENDORSEMENTS: The attached proposal has been examined by the officials whose signatures appear below. The
principal academic review of the proposal is the responsibility of the Department/Center and College. If additional space is needed for
signatures, please provide them on a separate sheet of paper.

Principal Investigator: (Project Director)

NAME: Martha Hruska DATE
TITLE: Director of Technical Services
DEPARTMENT: Library Administration

Co-Principal Investigator: (If Applicable)


Department Head:


Department Head: (If more than one)


Dean or Director:


DSR-1 (5/00)

Dean or Director: (If more than one)

NAME: Dale B. Canelas DATE
TITLE: Director of Libraries

Other Endorsement (If Needed):


Vice-President for Agricultural Affairs
(For all projects involving IFAS Personnel)


Vice-President for Health Affairs
(For all projects involving JHMHC Personnel)


Vice President for Research

Office of the Vice President for Research and Graduate Programs

The University of Florida
Office of Research and Graduate Programs
PO Box 115500 / 219 Grinter Hall
Gainesville, FL 32611-5500
Phone: (352) 392-1582
Fax: (352) 392-9605


Date: March 15, 2002

j] postmark j receipt

(Do Not Complete Shaded Boxes)

IHruska I
Last Name (Print or Type)
Libraries I I I
Department or Unit to Administer Account

Last Name (Pnnt or Type)







Social Security Number


Social Security Number


Title of Project:

Preserving Access to Florida's Newspapers

S(A) PI and Home Department, College
EIES AND IFAS (B) PI, CO-PI and their Home Departments, and Colleges (equal split)
FACULTY OMIT r (C) PI, Center, Home Department, and College.
THIS SECTION. (D) PI and Center Only (No Department or College IDC return)
S(E) OTHER (provide explanation)

Exp Date Number YES R] NO D Martha Hruska
Human Subjects O 7 (name)
Animal Subjects l I PROVIDED BY: 2-0342
Clinical Trials ] (number)
Recombinant DNA/RNA O CRIS # (IFAS Only) If DSR has any
Biohazards E (If none, please check here): __ questions about this

New 0
Renewal D
Continuation E:
Supplemental 1[
Revised E3

Research 5
Training 5
Extension 0E
Other (Includes: Fellowships, 5O
Conferences, patient services, etc)

Mail Original and

18 Copies to: (Check One)
[ First Class
[ Federal Express

FedEx Acc't. #
SAMASAcc't.# 550100104
[J Other

jjt .i

ite ..' '

i. ,ir, I
_* + *'

. C



1. The proposed project should be consistent with the objectives of the Department, College and University.
2. All costs should be fully detailed, including the allowable indirect costs, the fringe benefits, health insurance, and any cost
sharing. Remember that the cost sharing must be validated. Increases for salary, equipment and travel costs for multiple-year
projects should be anticipated and included.
3. Does the proposal involve a commitment of the University funds beyond the proposed project period? If so, has the
necessary internal funding been secured to meet this commitment?
4. If the proposal contains privileged/proprietary data, has that data been properly marked?
5. If the proposal involves the use of Human Subjects, Laboratory Animals, Biohazards, etc., you should indicate this in the
certification/assurances section of the Sponsored Projects Approval Form. Specific questions should be addressed to the
appropriate committee chairperson.
6. If the proposal requires subcontracting or other collaborative activities, has a letter of written concurrence been obtained from
the respective institutional official?
7. Graduate training programs should be coordinated with the Graduate School. All new degree programs must be cleared
through Academic Affairs.
8. Has indirect cost reimbursement been requested at the appropriate rate?

9. Is the applicant eligible to be a principal investigator? You are reminded that the principal investigator and appropriate
research personnel must have signed the University patent and copyright agreements.
10. Percent effort and personnel salaries must conform to University and agency policies. Remember that new appointments
must be cleared with Academic Affairs and/or Personnel.
11. Assistantship rates must comply with the Graduate School policy.

12. Are the required space and facilities available without detriment to departmental activities? You are reminded that IFAS and
Health Center personnel should submit their internal space certifications.
13. Have you anticipated needs for building or structure modifications? You should check with the University Planning Office
for requirements involving utilities, floor loading, ventilation, etc.
14. Be sure that the equipment prices in your budget are current. Allow for the delivery and installation charges. Departmental
endorsement on the Sponsored Projects Approval Form confirms that the equipment item is unavailable within the
department or college for shared use.

GRINTER HALL (392-1582)

Library Name: University of Florida Libraries
Project Name: Preserving Access to Florida's Newspapers

1. University of Florida George A. Smathers Libraries
204 Library West
PO Box 117001
Gainesville, FL 32611
Phone: (352) 392-0342 Fax: (352) 392-7251

2. Contact Person: Martha Hruska
3. E-mail Address: mhruska@ufl.edu

4. FEID # or SAMAS & EO #:

5. Contracting Agency Name: University of Florida
6. Type: Academic
7. Category: Library Technology Connectivity and Services.
8. Project Name: Preserving Access to Florida's Newspapers

9. New Project
10. LSTA Funds Requested: $102,959

11. Priority: 2 of 3
12. Library Service Area Population: UF faculty and students = 49,000

13. Number of Persons to be Served by Project: 15,982,378
14. Targeted User Group: Population of state of Florida, plus out of state
15. ,/I9 t4 Signature 3 /-3/ Date

Dale B. Canelas, Director of Libraries, University of Florida

r 4

Library Name: University of Florida Libraries
Project Name: Preserving Access to Florida's Newspapers


Introduction to Submitting Agency

The Libraries of the University of Florida, located in Gainesville, Alachua County,
consist of eight academic libraries that collectively make up the largest information
resource system in the state of Florida. Six of the libraries are organized as the
university's George A. Smathers library system and two (Health Science and Legal
Information) are attached to the medical and law schools, respectively. Together the
Libraries hold over 3,800,000 cataloged volumes, 4,200,000 microforms, 1,000,000
documents, 550,000 maps and images, and 20,000 computer datasets. FTE staffing at
the Libraries includes 103 professionals, 210 support staff, and 92 student assistants.
The Libraries serve over 35,000 students and a faculty of 1,536. 2,798,973 people
entered and used the UF Libraries during the 1999/2000 year. The operating budget
for 1999-2000 was $23.2 million. Recent grant administrative experience within the
Libraries includes an IMLS grant "Linking Florida's Natural Heritage: Science &
Citizenry," an LSTA grant "FEFDL Florida Electronic Federal Depository Library,"
an NEH grant "Literature for Children," and an NEH US Newspaper Project.

Library Name: University of Florida Libraries
Project Name: Preserving Access to Florida's Newspapers


Project Name: Preserving Access to Florida's Newspapers
Library: University of Florida

Project Summary/ Program Purpose: Plan to build on the Florida Newspaper Project funded by NEH in its US Newspaper Project initiative. The
NEH grant focused primarily on cataloging and inventorying newspaper holdings throughout the state. Microfilming was funded for those
papers most in need of preservation. This did not permit filming and collating all the Florida newspapers. This grant would preserve extensive
runs of important Florida newspapers, providing web access to these holdings through the Florida Newspaper Database, the UF Catalog, and the
WorldCat OCLC database. A further ambition is to enhance access to Florida's historic newspapers by creating searchable, full text digital versions
of significant titles that could be used online. We feel it is now possible to move forward with this goal by undertaking a pilot program in the
OCR processing of a Florida title. Since the digitization of newspapers is still in its infancy, we wish to undertake a test case that can serve as a
demonstration of how to apply OCR more broadly. We therefore request funding to submit a two-year run of Florida's important Civil War
weekly, the Florida Sentinel, to OCLC for conversion to searchable text. This important newspaper, held both in the original and on film by the
University of Florida, is one of the few surviving and complete Confederate newspapers for the state of Florida. Online access to the title would
be of inherent value to the popular dissemination of Florida's history, and would have the additional benefit of being a "showpiece" for exhibiting
the future direction of library newspaper collections.

UF Libraries staff Hire, train, and # CONSER level records Public can use easily # ILL queries for SOLINET ILL statement
supervise project contributed to OCLC available technology to microfilm of Florida and ILL statistics from Unit
staff. Monitor database for Florida access information newspapers head
quality control. newspapers. Full catalog about state's
Upgrade Florida records and holdings newspapers.
newspaper available in University of
database. Provide Florida OPAC.
expertise in Florida
history and
journalism. Provide
newspaper web

Library Name: University of Florida Libraries
Project Name: Preserving Access to Florida's Newspapers

Project Coordinator Collects, collates, Complete database of Public can easily learn # hits on database System generated statistics
catalogs and Florida newspaper holdings & location
manages database holdings and locations information for state Analyze hits on
of newspaper available on web. newspapers Florida newspaper
microfilming from database site by user
owning locations category, e.g. .gov,
around the state .edu, .com
Microfilm technician # Florida newspaper Students, researchers, # requests for Begin collecting as soon as
Microfilm camera and Microfilm titles preserved in and the general public duplication of Florida site is publicly available and
maintenance newspapers, collate microfilm available thru use the Web site to newspaper microfilm continue collecting 6 mos
Microfilm supplies runs ILL or purchase at cost access Florida beyond project termination;
Microfilm processing newspaper database periodically thereafter
Update Florida # email contacts
Newspaper courier service newspaper regarding Florida ILL and Preservation
(pick up newspapers and database on Web newspapers statistics
deliver microfilm) Project records

OCLC searching and Contribute 38 Online union catalog Public gets easy access Use statistics for System generated statistics
cataloging account cataloging records accessibility thru OCLC to state's newspaper Florida newspapers
for newspaper titles database; online catalog resources from increase.
Computers to OCLC database access thru SUS OPAC computers in homes
(WebLUIS) and libraries around
the state.
Publicity and information Press release at Press coverage of Public more aware of Anecdotal feedback. All grant participants
releases completion of grant digitization project and web access to record feedback.
detailing newspapers filmed, newspaper locations
newspapers filmed and Sentinel online.
and digitized.

Olive software & Digitize Florida Florida Sentinel 1862- Public will be able to # hits on the Internet Internet resource use
processing Sentinel 1862-1863 1863 available online research topics related resource statistics generated
from microfilm as searchable full-text to Florida during the
SConfederacy and to

Library Name: University of Florida Libraries
Project Name: Preserving Access to Florida's Newspapers

through the PALMM search across digital
digital library collections to
http://palmm.fcla.edu/ investigate Florida
Markup technicians Reviews vendor's 2 years Florida Sentinel Students and # Hits on web site for FCLA-supplied uses
work, fills in available on web for full researchers interested Florida Sentinel statistics
content from the text searching in Florida History will
original that was have access to
obscured on the newspapers covering
microfilm, and 2 Civil War years
prepares the
digitized full-text
for Internet
deployment as
searchable full-text.

I' /

D. Need

Preserving Access to Florida's Newspapers is a project that will benefit all
15,982,378 Florida residents as well as researchers studying the state's
development, history, agriculture, and industry. Use of newspapers as a
research tool is well established, especially among library patrons studying local
and regional history, among genealogists, and among students interested in how
events were depicted and described at the time that they occurred. However,
although newspapers have always been a fruitful resource of study, conducting
research in them remains difficult and tedious for a number of reasons.
Newspapers are fragile and complete runs can often be found only in remote
locations. Online indexes are rare and online back runs even rarer. Locating a
run can be problematic, for while many libraries include their holdings in their
own catalogs, they do not necessarily provide easy links to a union catalog of
newspaper titles, enabling researchers to find out which library or location owns
a newspaper that they would like to see.

The University of Florida has addressed these problems in previous work, and
submits this grant proposal to continue its long-standing commitment to the
collection and preservation of Florida newspapers. This tradition began in the
P.K. Yonge Library of Florida History in 1947 when the first curator decided to
gather together as many extant papers, in original or on film, as possible. Today,
our Preservation Department furthers this commitment in its ongoing filming of
currently received newspapers and our Digital Library Center has placed access
to newspapers among its own digital initiatives, building on its work with FCLA
and the other state universities in developing the Florida Heritage collection at
the PALMM web site. The filming and digitization project summarized above in
our LSTA Outcome Plan and described in more detail below in Project
Background have the same goals as all our earlier work: to make Florida
newspapers secure, as a resource for the future, and widely available, as a service
to the public.

With this in mind, we seek grant funds to (1) continue the process of cataloging
and filming newspapers from repositories that are currently requesting our
assistance, and (2) demonstrate the utility of digital access to newspapers by
highlighting one such paper, the Civil War imprint the Florida Sentinel, as a test
case in conversion to electronic text.

'I e

Library Name: University of Florida Libraries
Project Name: Preserving Access to Florida's Newspapers
Demand for filming of newspapers has remained high even in the wake of our
USNP project and titles continue to emerge for filming that did not surface
during the first inventory in 1993. Inquiries from libraries around the state continue,
asking about opportunities to film and preserve local newspaper runs. Many of the titles
that had been inventoried originally had not qualified for 'emergency' microfilming by
the terms of the original grant, These titles are listed in the Florida Newspapers to Be
Microfilmed, (Attachment 1). This proposed project would build on the database,
cataloging, and microfilming work done earlier. It would extend the scope of availability
of Florida newspapers from around the state.

The project would further complete the database of Florida newspapers, giving all these
researchers one easy place to search on the web. In addition, more complete runs of
these fragile papers would be preserved.

The digitization initiative would begin work to fill the growing need for better online
searching of the content of the newspapers. The full-text scanning of the Civil War
paper, the Sentinel, would begin to make the content of the papers searchable. Searchers
would be able to narrow down the articles they wanted to locate. As it is now, searchers
must know the date they want to research. The papers are only arranged
chronologically. There is no way to search by name or location, or event. The ability to
search the content of papers retrospectively would have an enormous impact on
students and researchers everywhere.

Project Background

This proposal seeks to build upon and expand our successful program to inventory,
catalog and preserve Florida newspapers, as previously undertaken through a two-
phase NEH grant administered between 1993 and 2001. In addition, we are proposing a
new element to our program, a test initiative in digitizing a rare Civil War newspaper, to
demonstrate the utility and future direction of electronic resources as they relate to
newspapers. Both aspects of our program, as described below, are firmly embedded in
our long-standing commitment to preserving Florida's newspaper heritage and in our
desire to promote both conservation and public access to these resources.

Our previous accomplishments in this field are well represented in one of our most
noted programs, the United States Newspaper Program: Florida, which focused in its
first phase (1993-1995) on surveying and building a database of statewide newspapers
holdings, and then proceeded, in its second phase (1995-1997, also 2001) to catalog and
to provide emergency microfilming for newspaper archives that had not previously
been incorporated into a preservation regimen.

In total through both cataloging phases, the Florida United States Newspaper project
cataloged 3,000 newspaper titles at full level CONSER standards. The 741 titles
cataloged during this final phase of the grant phase represent titles held in libraries

Library Name: University of Florida Libraries
Project Name: Preserving Access to Florida's Newspapers
outside of the University of Florida. The OCLC union listing of Florida holdings
includes all the titles cataloged as part of the grant.

The database file of Florida newspaper holdings developed from this grant was made
accessible via the Florida Newspaper web page, http://www.uflib.ufl.edu/flnews/

This proposal to LSTA will build on the database, cataloging, and microfilming work
recently established through USNP. Since the NEH grant ended, awareness of the
Florida newspaper database and its associated project has grown. Inquiries from
libraries around the state continue to come in, asking for opportunities to film and
preserve local newspaper runs. Many of these runs did not surface in the original
project survey, or else did not qualify for 'emergency' filming as defined within the
original project design. We therefore request fund, as outlined in the budget, to extend
our conservation and filming efforts to include those titles cited in Newspapers to be
Microfilmed (Attachment 1)

In assisting in the continuation of our efforts, LSTA will be extending the scope and
availability of Florida newspapers for the state. Additionally, we request LSTA's
assistance to demonstrate, through a second aspect of this grant, a new technology for
improving access to newspaper contents. We would like to test the software product
OLIVE, now available through OCLC's Preservation Resources, which will read and
convert microfilmed text into full-search text. To better call attention to this resource
and its capabilities, we wish to focus our text on converting two years of the Florida
Sentinel, one of Florida's few surviving Civil War newspapers, as a demonstration
model of an online resource. The Sentinel would be scanned and made available for full
text searching on the Web through the PALMM web site http://palmm.flca.edu/.

The choice of the Sentinel as a test case is especially appropriate, both for its historical
value and for its high-profile as a rare imprint. Relatively few Civil War newspapers in
Florida have come down to posterity in complete runs. The Florida Sentinel is therefore
a truly rare Civil War newspaper, and its conversion to electronic text will call attention
to a need to improve both preservation and access of such state resources. Published in
Tallahassee, the Sentinel was the newspaper of Florida's Confederate capital,

As a test-case for conversion of a 19th century newspaper to electronic-text, the Sentinel
is also an especially good choice, because the University of Florida possesses two copies
of a nearly complete run for the years 1862 and 1863, and the newspaper is available
both on microfilm--a requirement of our project design--and in the original.

Our request thus seeks funding both to continue our successful microfilming program in
Florida newspapers and to push forward, through a test case, the future direction of
access to newspapers as it will be experienced by upcoming generations of patrons.

X. I

Library Name: University of Florida Libraries
Project Name: Preserving Access to Florida's Newspapers

E. Inputs


The University of Florida Libraries will contribute a technical team consisting of one senior
manager who will act as Project Administrator, project managers in Preservation and Serials
Cataloging, a microfilm supervisor, one librarian with newspaper/Journalism expertise, one
librarian with Florida History curatorial expertise, one mark-up specialist, and one database
programmer. Specific project duties for each individual are given below:

Project Administrator: provides administrative and budgetary oversight including
supervising the hiring of project staff and purchase of necessary equipment and software;
reports directly to the funding agency; in coordination with the Project Manager oversees the
execution of the Action Plan as necessary. Note: Martha Hruska, Director of Technical
Services, will serve as the Project Administrator. Her time, included in the University's
federally negotiated indirect cost return, is not reflected in cost share. It is estimated that she
will spend 5% of her time, valued at $4,000, on this project.

Preservation Project Support: provides training, direct supervision and coordination between
the preservation records management and microfilming components; coordinates the
distribution microfilming of papers from around the state; and provides monthly production
statistics to the Project Administrator. This support is provided by 10% commitment of two
experienced full time staff in the UF Libraries' Preservation Dept. Nelda Schwartz is a Senior
Archivist with 30 years experience in cataloging and Preservation records management.
James (Gus) Clifton is a Program Assistant with nearly 10 years experience microfilming and
supervising microfilm projects.

Cataloging Project Support: provides direct training, supervision and coordination between
the cataloging components; coordinates the cataloging and holdings information between
University of Florida and other contributing libraries; and provides monthly production
statistics to the Project Administrator. This support is provided by 5% commitment of Naomi
Young, the Head of UF's Serials Cataloging unit in the Resource Services Department and
UF's CONSER Operations representative and 10% of a Senior Archivist in Serials Cataloging.
David Allerton has over 12 years experience cataloging serials and other difficult materials in
the UF Libraries.

Mark-up Specialist: liaisons with the digitization conversion services vendor, Preservation
Resources, reviews delivered products for compliance with conversion specifications,
supervises technicians filling in from the original information obscured or not converted
from the microfilm, archives uncompressed digital images and text masters, and delivers
Internet deliverables to FCLA for mounting in the PALMM digital library. Maureen Kelley
has two years experience in UF's Digital Library Center doing this work. OPS support from
the Digital Library Center is also committed to maintain and review quality control of
digitization products.

Library Name: University of Florida Libraries
Project Name: Preserving Access to Florida's Newspapers
Newspaper/Journalism librarian expertise will be provided by Dolores Jenkins, the Social
Sciences bibliographer at UF. She will design and enhance newspaper web pages in the UF
web site, http://web.uflib.ufl.edu/ to include project activities and keep them current.

Florida History curatorial expertise will be provided by James Cusick, the Florida History
librarian in UF's Special Collections. He will assist in markup of the Florida Sentinel and
identifying valuable historical papers for future scanning initiatives.

Database programming expertise will be provided by Winston Harris, head of the
programming staff of the UF Libraries Systems Department. Winston developed the original
Florida newspaper database http://web.uflib.ufl.edu./fnp/ and will continue to support the
database as it grows.

The Project Staff that will be hired specifically for the project include:
Project Coordinator: 1 FTE $27,000 plus 28% benefits at @ $7,560 = $34,560
This position will collect titles for filming and cataloging from the list of Florida
Newspapers to be Microfilmed. Coordinator will catalog titles and holdings in UF
catalog and contribute holdings to OCLC as CONSER records when appropriate.
Coordinator will ensure that Florida Newspaper database is updated regularly with
activity of the project. Coordinator will work with all contributing libraries to schedule
project activity.

Microfilm Technician: 1 FTE $17,340 plus 28% benefits at @ $4,855 = $22,195
This position will film all the newspapers through the project period. Filming includes
collating and repair depending on physical condition of the original papers. Also
responsible for oversight of quality control of microfilm, duplication and processing.

OPS Support: .2 FTE $6,240 no benefits ($6.50 per hour) OPS support will check film
reels for quality and input database records

Contractual Services will include duplication, processing, microfilm camera
maintenance, and storage services. Other contractual services, contracted
through Preservation Resources, will include digital conversion from
microfilms for use in full-text collections.

Library Materials costs will include the purchase of the microfilm and digital
media needed for the project.

Supplies will include the cases, boxes and reel supplies needed to contain the
microfilm and CD-ROM media. CD-ROM's will be used to archive the digital
newspaper images and text masters and jewel cases in which to store CD-
ROM archives.

Equipment will include computers to support the project staff.

Library Name: University of Florida Libraries
Project Name: Preserving Access to Florida's Newspapers

Travel will cover the costs to pick up and deliver newspapers around the
state to be microfilmed.

Partnerships will include libraries contributing runs of newspapers to be microfilmed as
listed in Newspapers to be Microfilmed (Attachment 1). The University of West Florida,
University of South Florida, and Florida Center for Library Automation will contribute
staff expertise to the coordination of the project.


1. Microfilm and Cataloging Project activities:

The LSTA Outcomes plan highlights the necessary components of the University of
Florida Libraries Preserving Access to Florida's Newspapers grant proposal. A fuller
description of the inputs, activities, outputs and outcomes will be narrated here in the
Action Plan. The main inputs are two staff positions, along with supplementary inputs
such as supplies, contractual services, materials, training and administrative oversight.
Both staff positions are full time, with the first being an overall project coordinator,
while the second is a microfilm technician. The coordinator will be responsible for the
daily management of the inputs, activities, outputs and indicators for the project. His or
her duties will include physical retrieval (gathering) of the titles listed in Attachment 1,
collocation of University of Florida and non-University of Florida papers, cataloging of
the titles on local and national databases and management of the project database. The
person hired for this position will receive extensive training from University of Florida
staff in the area of serials cataloging. All training provided will be to CONSER
standards and all resultant bibliographic records will be loaded in the national OCLC
database. This training will be provided by Naomi Young, Head of Serials Cataloging
and UF's CONSER Operations Committee representative. All training for the
coordinator in the area of data entry and database maintenance will be provided by
Nelda Schwartz, Head of the Reprographics Unit. If funding is awarded, attempts will
be made to have a position description written and posted early in the Fall, so that the
hiring process can be finalized prior to the October 1st project start date.

As the coordinator begins to gather and catalog the different newspaper titles, training
for the microfilm technician will commence simultaneously. (An efficient hiring process
for this position is also envisioned.) All microfilm technician training will be provided
by Gus Clifton, Microphotography Section Head. The daily responsibilities of the
technician include physical preparation of the papers, including any necessary repairs,
production of eye-legible microfilming targets, and all actual filming on the Preservation
Department's Zeutschel microfilm camera. This German made camera is state of the art
technology, capable of producing images of unparalleled quality. Microfilm created for

Library Name: University of Florida Libraries
Project Name: Preserving Access to Florida's Newspapers

this grant will be produced following all RLG, AIIM, ANSI and NISO microfilming

Given the numerous duties of the microfilm technician and the relatively time
consuming newspaper targeting procedures required for newspapers, it is projected that
1.66 reels of film can be produced every business day. 35mm, preservation quality silver
halide Kodak ImageLink HQ film will be used in the project. The previous days film will
be processed the next morning by Will Canova, our microfilm processing technician
within the Preservation Department. A Kodak Prostar Archives tabletop processor is
located in the Department's Processing Lab. Control strips are run each morning to
ensure the best quality processing of the camera master film. The processed film
undergoes rigorous internal quality control procedures, outlined in the 1992 RLG
Preservation Microfilming Handbook. All quality control procedures are carried out by
student support staff.

Once the first generation negative film has been approved, it is sent out to Preservation
Resources for polysulfide treatment and duplication. The polysulfide treatment protects
the film against silver oxidation and provides insurance against any future deterioration.
The camera master negative will be direct duplicated, making a second generation
negative. From this, two silver service positives will be created. One copy will be kept at
the University of Florida to provide access to the materials, while the second reel will be
given to the institution that provided the original newspapers to the project.

All materials such as clam shell boxes and reel ties used for duplication and storage is of
the highest quality, acid free and meets all RLG, ANSI and AIIM preservation standards.
All quality control steps for second generation negatives and service positives, as well as
packaging for storage, are carried out by student support staff.

First generation master negatives will be stored in climate-controlled vaults
administered by Iron Mountain/National Underground Storage and are expected to be
available for use over the next five hundred years. Second generation or print master
negatives will be stored with Preservation Resources and can be used to create service
positives at any time. Service positives will be made available to all libraries in the state
of Florida and around the world on a simple cost recovery basis.

2. Digitization Project Action Plan

1. The University of Florida instructs vendor (Preservation Resources) to retrieve
second generation negative newspaper microfilm reels from storage for digitization.
2. Preservation Resources reviews films individually via high-speed Sunrise microfilm-
scanner in analyze mode for frame background density, variance in illumination,
and other image conversion quality variables.

Library Name: University of Florida Libraries
Project Name: Preserving Access to Florida's Newspapers
3. Preservation Resources optimizes scanning process based on findings for page scans
optimized for optical character recognition (OCR) and mark-up in standard XML
compliant format. (See specifics in UF Digitization Standards and Procedures,
Attachment 2)
Vendor performs quality control on product and ships successful products to the
University of Florida on CD-ROM. Products not meeting the vendor's quality control
standards are reprocessed.
4. University of Florida's Digital Library Center, specifically its Text Conversion and
Mark-up unit, reviews the product for acceptance, verifying both image and text
quality per production standards cited above. Rejected products are returned to the
vendor for correction.
5. The Center's staff process accepted products into its archive management systems,
saving uncompressed TIFF 6.0 files and ASCII text with XML-compliant TEI mark-
6. The Center's staff derives JPEG and DjVu formats from the TIFF for use on the
Internet, and these images are sent with the text files, brought together within the
TEI-Lite mark-up, to the Florida Center for Library Automation's Digital Library
Services Division.
7. The FCLA Division verifies the TEI and the receipt of related text and image files.
Problems are referred back to the Digital Library Center for correction.
8. Verified files are then mounted in the XPAT system and on-line quality control
occurs. Items not passing quality control are separated for correction. Items passing
quality control are released to the public.
9. The University of Florida will archive uncompressed digital images and texts to CD-
ROM following quality control review of the vendor's product and in-fill of
information from the original.

3. Timeline

October-December 2002 (1st Q) Hiring and initial training occurs. Early
gathering and cataloging of newspapers begins. 60 reels produced and

January Sept. 2003: Commence digitization services.

January March 2003: (2nd Q) Gathering and cataloging continue at full speed.
Filming begins full level production. 120 reels produced and approved. Early
reels sent out for duplication.

March 29 Aug. 30, 2003 Filling in digitization information and miscellaneous
additional mark-up.

Library Name: University of Florida Libraries
Project Name: Preserving Access to Florida's Newspapers

April June 2003: (3rd Q) Gathering and cataloging continue at full speed.
Filming continues. 120 reels produced and approved. 2nd quarter reels
duplicated and sent to storage.

July September 2003: (4th Q) Gathering and cataloging tapers to a close.
Microfilm records entered into OCLC and NOTIS. 100 reels produced and
approved. 3rd quarter and majority of 4th quarter reels sent for duplication and

October 2003 and beyond: Remainder of 4th quarter reels duplicated and sent to
storage by Preservation Department staff.

Publicity will take the form of press releases as newspapers are microfilmed and
added to the USNP Florida Database and when the Florida Sentinel has been
scanned and is available for web search access. Press releases will be made
available to the general press community as well as to the library listserves and

Sustainability will be ensured as the University of Florida maintains its
commitment to an archival collection of Florida newspapers. Pending the success
of the digitization of the Florida Sentinel, University of Florida will continue to
digitize significant historical Florida newspapers.

<* t"

Library Name: University of Florida Libraries
Project Name: Preserving Access to Florida's Newspapers

G. Budget Page and Narrative

Salaries and benefits

The salaries funded through this grant include:

1- Project Coordinator (1.0 FTE);
1.0 x $27,000=$27,000 + 28% benefits $7,560 = $34,560

1-Microfilm Technician (1.0 FTE);
26 titles =@ 480 reels/30,000 exposures =2040 hrs needed
Pay rate=$8.50/hr x 2040=$17,340 + 28% benefits $4855 = $22,195

1- Microfilm Quality Control Technicians (Total .2 FTE);
30,000 exposures @ 75/hr=408 hrs
Pay rate=$6.50/hr x 408 = $6,240

The Project salaries indicated are commensurate with those currently paid within the state
university system for the skills required.

The amount shown for cost share of UF salaries is calculated by multiplying the yearly
salary of the individual by the percentage of their time allocated to this. These calculations
do not include the cost of benefits.

Contractual Services
Microfilm Duplication: Vendor = Preservation Resources (Assumption of 1.66 reels per
day, thus 8.3 reels per week 48 work weeks = 400 camera master reels for the project.)
400 print masters @ $27 each = $10,800
800 positives @ $27 each = $21,600
800 polysulfide treatments @ $7 each = $5,600
Total for duplication: $38.000 ( LSTA funds)

Microfilm Processing: Vendor = University of Florida (Assumption of 1.66 reels per day,
thus 8.3 reels per week 48 work weeks = 400 camera master reels for the project.)

400 Camera masters processed @ $10 each = $4,000
Total for processing = $4,000

Microfilm storage services (UF cost share) @ $.34/reel per year = $136/year for 400 reels

Microfilm camera maintenance annual cost (UF cost share) @$4,500 per camera

Digital Conversion & Mark-up ... $1500 rounded from $1486 total
1 year x 26 weeks/weekly = 52 issues x 2 pages per issue = 104 page images.
104 images x ($0.40 conversion from film to raster image + $0.45 conversion from
image to text) = 104 images x $2 = $208

Library Name: University of Florida Libraries
Project Name: Preserving Access to Florida's Newspapers

Temporary image/text delivery format:
1 image @ 8-bit w/LZW compression = @ 45 MB
208 images x 45 MB = 9360 MB / 625 MB (RW media with buffer) = 15 disks x $2 =
Vendor microfilm preparation and quality control:
104 images x 0.5 hour = 104 hours x $10 = $520

Library Materials:
Raw Film: Vendor = Kodak (Assumption of 1.66 reels per day, thus 8.3 reels per week *
48 work weeks = 400 camera master reels for the project.) This will be cost share by UF.
400 camera masters @ $9 each = $3,600 (UF cost share)
Total for Library Materials: $3.600 (UF cost share)

Clamshell Boxes and Reel ties: Vendor = University of Florida (Assumption of 1.66 reels
per day, thus 8.3 reels per week 48 work weeks = 400 camera master reels for the
400 boxes @ $.60 each = $240
400 reel ties @ $.25 each = $100
6 archival storage boxes @ $6.45 each = $38.70
6 shipping boxes @ $1.25 each = $7.50
Total for Supplies: $386 (UF cost share)

2 computers to support work of Project Coordinator and Microfilmer @ $1800 each =
$3600 UF Cost share
Total for Equipment: $3,600 (UF cost share)


Mileage to support pickup of newspapers from various Florida libraries and subsequent
delivery of microfilm reproductions. Calculated at 8 total trips of @ 300 miles each =
$.29/miles= $609. Plus 4 overnight stays @ $80/night = $320.
Total for Travel $929.

J *

Library Name: University of Florida Libraries
Project Name: Preserving Access to Florida's Newspapers



University of Florida Personnel
Microfilm Technician .10 $0 $ 2,539
Microfilm Supervisor .10 $0 $3,600
Cataloging Supervisor .05 $ 0 $1,905
Catalog Specialist .10 $0 $2,748
Journalism/ Social Sciences Librarian .05 $0 $ 2,520
Florida History Librarian .05 $0 $1,961
Markup Specialist .15 $ 0 $4,920
Database programmer .05 $ 0 $2,562
Digitization Quality control OPS .06 $0 $702
Total UF Salaries 0.71 $0.00 $23,457.00

Project Staff (Funded by Grant)
Project Coordinator 1.00 $34,560 $0
Microfilm technicians 1.00 $ 22,195 $0
Microfilm quality control technicians 0.5 $ 6,240 $ 0
Total Project Salaries 2.5 $63,390.00 $ 0
TOTAL SALARIES $63,390 $23,457.00


Preservation Resources Microfilm Duplication $38,000 $0
University of Florida Processing Services $0 $4,800
Microfilm camera maintenance Crowley Microfilm Services $0 $4,500
Microfilm storage fee NUS $0 $136
Preservation Resources Digital Conversion & $1,500 $0
Total Contractual Services ___$39,500.00 $9,436.00

LIBRARY MATERIALS (Include type and numbers of materials to be purchased)
Raw microfilm 400 $0 $4,320
CD ROM media 50 $0 $100

SUPPLIES (List supplies needed)
Clamshell boxes 400 $0 $288
Reel ties 400 $0 $120
Archival boxes 6 $0 $40
Storage boxes 6 $0 $8
CD-ROM jewel cases 50 $0 $20
TOTAL SUPPLIES \ $0.00 $476.00

* I

Library Name: University of Florida Libraries
Project Name: Preserving Access to Florida's Newspapers

T R A V EL ............................................................ ..............................
Newspaper pickup & microfilm delivery mileage 8 round trips $609 $0
Newspaper pickup and microfilm delivery travel $0 $320
TOTAL TRAVEL $609 $ 320

Computer workstations 2 @ $1800 each $0 $3,600

TOTAL $102,959 $42,109

Florida Newspapers to be Microfilmed
Attachment 1

Title Chrono County
St. Andrews Buoy 1893 1909: Dec St. Andrews Bay
Lynn Haven Citizen issues from: 1919: Apr.26 1920: Jan Lynn Haven Bay
Bay County Beacon-Tribune issues: 1916: July 1923: Mar Panama City Bay
Melbourne Times 1918-1924, 6 bound vols Melbourne Brevard
County Record ??? Blountstown Calhoun
have bound volumes: 1921: Mar.- 1933:
Farm and Live Stock Record Sept Jacksonville Duval
have bound volumes: 1879: May 21 -
Florida Agriculturist 1908: Mar. Jacksonville Duval
West Florida Press 1947-1949 Brownsville Escambia
v. 1, no. 1 (3/14/1985)-no. 56 (Apr. 10,
1986); missing no.24 (Aug. 31, 1985) v. 2
no. 5-14,17-18, 20-23, 25, 29, 31, 35, 39,
41-44, 46, 47, 49-50, 52. v. 3 no.l, 12, 15,
22, 23, 26, 29, 34, 36-37, 40;45, 52; v. 4
no.5, 7, 17 23, 25-26, 28, 31-33;
Escambia Free Press Pensacola? Escambia
scattered issues 1949-1960
Warrington Sun gaps

v. 1, Apr 27; June 22); v. 2 no.8, v. 4 no.9,
12; 1933 (4 issues); 1934 (5 issues); 1935
Pensacola Herald (2 issues); 1938 (v. 11), 1 issue Pensacola Escambia
Havana Herald Bound volumes 1948-present Havana Gadsden
Star (Port St. Joe) late 1930's to date Port St. Joe Gulf
Jasper News has bound volumes: 1934 present Jasper Hamilton

UF, UWF holdings (film 1898-1963,
paper 1989-) completed with Newspaper
Holmes County Advertiser Office (bd vols from 1940's present) Westville Holmes
UWF holdings completed? UWF has
issues: 1920-1940; 1942-1973; 1976; 1985-
Graceville News present Graceville Jackson
has loose issues: 1906-1907; 1913; 1915-
1918; 1920-1921; and bound volumes:
Monticello News 1918: Feb. 22- 1928: July 20 Monticello Jefferson
Eustis/Lake Region News has bound volumes: 1924 19??. Eustis Lake
Capital Outlook 1977 1986: June; 1987 present Tallahassee Leon
1930,1936,1940,1950,1956,1968, 1969-
Bristol Free Press 1975,1977-1978 Bristol Liberty
Fort Walton
Northwest Florida Daily News misc issues from 1946? Beach Okaloosa
Okaloosa News-Journal 1918-1934 Crestview Okaloosa
Spray 1926-1927 Camp Walton Okaloosa
Belle Glade News 1941 Belle Glade Palm Beach
Belle Glade Herald 1949-1952 Belle Glade Palm Beach
Everglade News scattered issues from 1920's; Belle Glade Palm Beach
Everglade Observer scattered issues from 1955- Belle Glade Palm Beach
Pahokee News and Philosophy 1933 Pahokee Palm Beach
Boca Raton News 1955-1970 Boca Raton Palm Beach
Boynton Beach News 1948-1958; 1962-1963 Boynton Beach Palm Beach
Boynton Beach News-Journal 1968-1986 Boynton Beach Palm Beach
Whiting Tower ??? Milton Santa Rosa

Page 1 of 2

Florida Newspapers to be Microfilmed
Attachment 1

Title Chrono Cy County
.. SLAugustine ,' -..t o--"
Misc -;: a re .. neSt pa ar.
Misc newspaper issues
Florida Dispatch have bound copies: 1877-1895 Live Oak Suwannee
has issues: 1902-1903; 1912; 1918-1921; De Funiak
Breeze 1935; 1939-1940; 1942-1943 Springs Walton
Chipley Banner claims issues 1892-1942 IChipley Washington

Page 2 of 2

University of Florida Digitization Standards and Procedures
March 2002
The vendor's product is both image and full-text versions. Image is raster format
ITU TIFF 6.0 file, shipped with LZW compression, and created at original size to
600 dpi resolution, gray-scale (i.e, 8-bit or 256 shades of gray). Full-text is ASCII
standard text with XML mark-up using the University of Florida's and the
Florida Center for Library Automation's TEI-Lite DTD sub-setted for XPAT. The
vendor applies a 99.95% accuracy rate for texts not obscured on film.

The University of Florida has selected Preservation Resources as its vendor.
Preservation Resources is the sole North American service contractor for OLIVE
OCR software. OLIVE (http://www.olivesoftware.com/company.htm) was
originally programmed by the Israeli Intelligence Agency and subsequently
applied to newspaper digitization applications. The product is widely
recognized as the most accurate OCR software available commercially. OLIVE is
sensitive to textual and contrast variations such as fading and uneven microfilm
image density. In large part, OLIVE is only unable to deal with items obscured
by dark gutter shadow, holes, dark stains, and overlays. In addition to OCR,
OLIVE also automates mark-up, a process of putting hidden markers in the text
to indicate information such as headlines, by-lines, and article text, as well as
pictures, advertisements, and other graphics.

The International Telegraph Union's Tagged Image File Format (ITU TIFF
version 6.0) is the defacto standard for losses image capture in libraries and
archives (cf, Kenney, Anne and Stephen Chapman. Digital Imagingfor Libraries
and Archives. Ithaca, NY : Cornell University Libraries, 1996. TIFF is the required
image archive (i.e., digital master) format of PALMM, the digital library of the
State of Florida's universities (cf, http://palmm.fcla.edu/strucmeta/tiff.html).
Images are shipped using LZW compression, a lossless image compression
scheme, which reduces file size for transport on CD-ROM or by other means.
Blown back to original size, 600 dpi digital resolution meets the guidelines
established by Cornell for image quality. Gray-scale images preserve the original
image quality of text and graphics.

The University of Florida derives Internet deliverable file formats from the TIFF
digital master file. JPEG display and thumbnail files are created using batch
processing routines of Abobe Acrobat and ThumbsPlus software. JPEG is a non-
proprietary international standard image compression scheme and is the
preferred image delivery format of PALMM (cf,
http://susdl.fcla.edu/strucmeta/jpeg.html). For additional legibility, DjVu images
will be created using LizardTech encoders. LizardTech is the developer of the
DjVu format. DjVu shares the behaviors of Adobe Acrobat PDF; both bundle

* p J

University of Florida Digitization Standards and Procedures
March 2002
pages together and have a zoom feature. DjVu, however, compresses files 100
times greater than PDF. For large files, such as those created when digitizing
newspapers, DjVu provides an image to the user 100 times faster than PDF. DjVu
is the standard image delivery format of the University of Florida's Caribbean
Newspaper Imaging Project (CNIP) (cf,
http://www.uflib.ufl.edu/cnip/multipages/basicsearch.asp), a project funded by
the Andrew W. Mellon Foundation.

ASCII is the American (and an international) standard for character information
used to encode Western languages. ASCII is a subset of the more comprehensive
international UNICODE standard for encoding all languages. XML (eXtensible
Mark-up Language) is increasingly the standard for all mark-up. The TEI
document type definition (DTD) will be encapsulated with XML that is, it will
be encoded in XML compliant format. The TEI DTD is the standard tagging
scheme for the Text Encoding Initiative, the defacto standard for encoding texts
used in the Humanities and Social Sciences. TEI-Lite is a minimal subset of full
TEI. Tagging schemes are used to associate text with categories of information
such as author, title, subject, etc. TEI-Lite is sufficiently rich to record this
information and information about headlines, by-lines, and articles, as well as,
persons, places and classes of things expressed with headlines and articles.

The University of Florida mounts text with the Florida Center for Library
Automation's Digital Library Services Division. The Division supports the XPAT
text system distributed by the University of Michigan. XPAT "reads" a subset of
the TEI-Lite DTD (document type definition), in this case, as applied to
newspapers. TEI-Lite associates text with page images, such that users who wish
to see how the text appeared in the newspaper may retrieve the JPEG or DjVu
electronic images as desired.

Consistent with standard library preservation practice, both the University of
Florida's Digital Library Center and the Florida Center for Library Automation
maintain digital masters. And, both have in place plans for regular periodic
review of stored files, "refresh" procedure for the recovery of lost bits of digital
information, and migration procedures that guard against the obsolescence of
storage media and formats.

Havana Herald Havana Publishing Company
103 W. 7th Avenue Havana, Florida 32333 (850) 539-6586 Fax: (850) 539-0454 E-mail: hherald@tds.net

February 21, 2002

Cathy Mook
Preservation Department
University of Florida
George A. Smathers Libraries
P.O. Box 117007
Gainesville, FL 32611-7007

Dear Ms. Mook:

Please accept this letter in support of the micro-filming grant you are seeking at the University of Florida. As a week-
ly newspaper whose issues go back to 1947, we understand the importance of micro-filming historical documents.
Presently our newspapers are bound in large volumes and stored within our office. They are susceptible to damage
and the older volumes have become yellowed and fragile. We are worried about their preservation and feel it would
be a terrible waste to lose this historical accounting of our community.

Please give favorable consideration to the library's request to preserve the history of Havana -- and Gadsden County
-- through micro-filming.


John "Nick" Bert

II)R-11-2002 MON 03:17 PI'I INTER LIBRARY LOAN 850 474 3338 P. 01


March 8, 2002

Ms. Martha Hruska
Director of Technical Services
George A. Smathers Libraries
University of Florida
Gainesvillo, FL 32611

Dear Ms. Hruska:

I am writing to indicate my support of your LTSA grant proposal for the filming of
additional Florida newspapers. The University of West Florida was one of the
original partners in the NEH-funded Florida Newspaper Project and this library is
one of the oldest and largest regional research centers for Florida history. We
have concentrated on the West Florida region in order to complement the
regional aspects of other Florida universities. Today, we have over 700
collections of family, business, organization, and government records as well as
rare books, photographs, and newspapers dealing with the West Florida region.

We strongly support the efforts of the University of Florida in microfilming Florida
newspapers because such work complements our own efforts In preserving the
state history. Florida is perhaps one of the worst states for the preservation or
the written record due to the climate and frequent natural disasters (hurricanes,
etc.) that have occurred in the State since settlement. The Florida Newspaper
Project highlighted the scarcity and poor condition of many of our newspapers
and their preservation coupled with ongoing preservation of still-published
newspapers through microfilming is crucial -- not only for our students but for the
many researchers working in public and family history.

I look forward to continuing to work with your staff in cooperatively helping in
efforts such as the filming of Florida newspapers and other endeavors.

Sincerely yours,

Deohi DeBlolt
University Librarian
Special Collections and West Florida Archives

S 11000 Unlvorsly Parkway, Pensacola, FL 32514-5750 05)/474-2492
SAn Eq Opp"orlunitylAfli~mllin v ilcon Institllon .

Martha Hruska

From: Rebecca Saunders [saunder@nwrls.lib.fl.us]
Sent: Tuesday, February 26, 2002 4:16 PM
To: mhruska@ufl.edu
Subject: Newspapers
Here are the holdings for the papers you asked about. As I have noted many are in very bad condition. We
would still love for you to microfilm them. I am sending as a WORD attachment. If you need another format, let
me know.

Rebecca B Saunders
Automated Systems Administrator
Technical Services Department Administrator
Local History Room Supervisor
Northwest Regional Library System
Bay County Public Library
Phone: 850-872-7500 x18
FAX: 850-872-7507


University of Florida Home Page
© 2004 - 2011 University of Florida George A. Smathers Libraries.
All rights reserved.

Acceptable Use, Copyright, and Disclaimer Statement
Powered by SobekCM