Citation
Making Florida Newspaper Collections Accessible

Material Information

Title:
Making Florida Newspaper Collections Accessible
Creator:
Dinsmore, Chelsea
de Farber, Bess
Durant, Fletcher
Charnas, Alex
Perry, Laura
Spears, Laura
Publisher:
University of Florida
Publication Date:
Language:
English
Physical Description:
Grant application

Notes

Abstract:
In partnership with the state’s five Multitype Library Consortia, and the Manatee Public Library, the George A. Smathers Libraries project team plans to broaden the historical and geographical coverage of the Florida Digital Newspaper Library (FDNL) hosted by the Libraries, by providing public digital access to an additional 200,000 pages of pre-1925, Florida historical newspapers. This project will 1) select and digitally convert up to 201 reels of microfilm containing 33 titles, representing 15 Florida counties, to a digital format; 2) ingest the digitized items into the UF Florida Digital Newspaper Library (FDNL); 3) provide statewide training to library personnel on how to access and use FDNL, focusing on the newly digitized historic titles as examples of unique primary resources available through this collection; 4) create an online training resource in English and Spanish based on statewide trainings; 5) provide redundant storage for the collection’s preservation in perpetuity; 6) conduct pre- and post-training surveys for training participants; 7) publicize and promote newly digitized items and the FDNL to the citizens of Florida; and, 8) offer new digital files to the State Library for use in Florida Memory, and other repositories.
Acquisition:
Collected for University of Florida's Institutional Repository by the UFIR Self-Submittal tool. Submitted by Bess de Farber.
General Note:
Sponsor: Florida Division of Library and Information Services Program: Library Technology & Information Act (LSTA) Request: $53,040

Record Information

Source Institution:
University of Florida Institutional Repository
Holding Location:
University of Florida
Rights Management:
All rights reserved by the submitter.

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mods:abstract In partnership with the state’s five Multitype Library Consortia, and the Manatee Public Library, the George A. Smathers Libraries project team plans to broaden the historical and geographical coverage of the Florida Digital Newspaper Library (FDNL) hosted by the Libraries, by providing public digital access to an additional 200,000 pages of pre-1925, Florida historical newspapers. This project will 1) select and digitally convert up to 201 reels of microfilm containing 33 titles, representing 15 Florida counties, to a digital format; 2) ingest the digitized items into the UF Florida Digital Newspaper Library (FDNL); 3) provide statewide training to library personnel on how to access and use FDNL, focusing on the newly digitized historic titles as examples of unique primary resources available through this collection; 4) create an online training resource in English and Spanish based on statewide trainings; 5) provide redundant storage for the collection’s preservation in perpetuity; 6) conduct pre- and post-training surveys for training participants; 7) publicize and promote newly digitized items and the FDNL to the citizens of Florida; and, 8) offer new digital files to the State Library for use in Florida Memory, and other repositories.
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PAGE 1

Project Title:Making Florida Newspaper Collections Accessible 1. 2. Page 1 of 11 Applicant Information a. Organization Name: George A. Smathers Libraries b. FEID: 59-6002052 c. Phone number: d. Principal Address: University of Florida Gainesville, 32607 e. Mailing Address: P.O. Box 115500 Gainesville, 32607 f. Website: g. Organization Type: State University h. Organization Category: Library i. County: Alachua j. DUNS number: 969663814Applicant Director * Project Manager * First NameJudithLast NameRussellPhone Emailjcrussell@ufl.eduFirst NameChelseaLast Namehttps://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 1 of 31 3/12/2020, 3:40 PM

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3. 4. 5. Applicant DUNS number969663814Public Library has implem ented an Internet Safe ty Education Program? * Yes No Not ApplicableRural Economic Deve lopment Initiati ve eligible * Yes No DinsmorePhone352.273.0369Emailchelseaz@ufl.eduhttps://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 2 of 31 3/12/2020, 3:40 PM

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1. 2. 3. 4. Page 2 of 11Application Priority * Priority 1 of 1Targeted User Group(s) *Pick at least one but not more than three. Help Adults Statewide public Library staff and volunteersProject Serv ice Area *The municipality, county or region the project will serve. Help The entire State of Florida is c onsidered the proj ect service area.Project Summary *A concise, stand alone summary of the project. Incl ude the applicant name, who is to be served by the project and what project activities will occur in the project. Help The George A. Smathers Libraries (Libraries) at the Un iversity of Florida (UF), in partnership with the state's five Multitype Library Consortium institut ions, and the Manatee Public Library, request $53,040 to broaden the historical and geographical coverage of the Florida Digital Newspaper Library (FDNL) hosted by the Libraries, by prov iding public digital access to an additional 200,000 pages of pre-1925, Florida historical newspapers. This project will 1) select and digita lly convert up to 201 reels of microfilm containing 33 titles, representing 15 Fl orida counties, to a digital forma t; 2) ingest the digitized items into the UF Florida Digital Newspaper Library (FDNL); 3) provide statew ide training library personnel on how to access and use FDNL, focusing on the newly digiti zed historic titles as examples of unique primary resources available through this collection; 4) crea te an online training res ource in English and Spanish based on statewide trainings; 5) provide redundant storag e for the collectionÂ’s preservation in perpetuity; 6) conduct preand posttraining surveys for training partici pants; 7) publicize and promote newly digitized items and the FDNL to the citizens of Flori da; and, 8) offer new digital files to the State Library for use in Florida Memory, and other repositories. Florida newspapers are a state treasure, the historian and genealogist's best friend, and the community's collective memory. In the fast-pac ed world of todayÂ’s news, access to yesterdayÂ’s newspapers provide a critical, primary source for students of all ages. The Libraries began digitizing historic printed newspapers and har vesting digitally published Flor ida newspapers in 2005, replacing microform as the preferred means of preserving the j ournalistic history of the st ate. At the same time, the Libraries committed to long-term digital preserva tion of all materials in the UF Digital Collectionshttps://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 3 of 31 3/12/2020, 3:40 PM

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(UFDC). FDNL contains 922 newspaper ti tles, comprising 200,741 issues and 2,901,731 pages of both current and historic newspapers publi shed across the state of Florida. These digitally br owseable papers are freely available to all, online, at https://ufdc.ufl.edu /fdnl1. While all counties in Florida are represented in the current collection, there is gr eater coverage in metropolitan areas and broader coverage provided by contemporary papers. Several counties have no early hi storical coverage. The project team plans to add newspaper content for 15 counties, including Bay, Brevard, Citrus, De Soto, Duval, Escambia, Hernando, Leon, Manatee, Orange, Palm Beach, Polk, St. Johns, St. Lucie., and Volusia.https://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 4 of 31 3/12/2020, 3:40 PM

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1. 2. 3. 4. Page 3 of 11Gives an overview of the applicant and establishes who is applying for funds. The information provided in questions 1—6 should be answer ed for the applicant listed on t he project information section. If the project is being implemented by an outlet, mem ber or specific subset of the organization, the information in questions 1—6 can be provided for the s pecific subset as a part of the response to question 7.Where is the applicant lo cated geographically? *Help The University of Florida is located in Gainesville, the county seat and the largest city in Alachua County. According to the U.S. Census Bureau, Alachua County’s estimated population in 2018 was 269,956 and the total land area in 2010 was 875.02 square mi les. Alachua County, creat ed in 1894, contains nine municipalities and is located in the north centra l Florida region comprised of 11 counties, 33 municipalities and covers over 7,000 square miles.How many staff members do es the applicant have? *Help The staff of the Smathers Llibraries consists of 258 full-time and 150 part-time employees. The Digital Support Services, and Preservati on and Conservation departments empl oy 23 full-time staff members including three faculty librarians dedicated to di gital projects, digital pr eservation, and metadata.How many service outlets does the applicant have? *Help The Libraries maintain 10 service outlets in seve n libraries across the Un iversity of Florida main campus, Jacksonville, and St. Augustine. As a land grant, sea grant, space grant, and state funded institution, UF makes every effort to assist the citize ns of Florida in addition to the researchers, staff and students of the university community. The Libr aries house more than four million books and the University of Florida Digital Coll ections (UFDC) contains over 300 unique digital collections totaling nearly 15 million pages. At the beginning of 2020, cu mulative item views to UFDC totaled over one billion views. Of those, 305,681,311 views were of the Florida Digital Newspaper Library.How many registered borro wers does the applicant have, if applicable? *Helphttps://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 5 of 31 3/12/2020, 3:40 PM

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5. 6.85,000What is the governance of the applicant? *Help The University of Florida is a public land-grant, sea-grant and spac e-grant research university, and one of the most comprehensive universities in the Unit ed States. UF encompasses virtually all academic and professional disciplines. The UF Board of Trustees is the publ ic body corporate of the University of Florida. It sets policy for the institution, and serves as the institutionÂ’s legal owner and final authority. The UF Board of Trustees holds the institutionÂ’s resources in trust and is responsible for their efficient and effect ive use. The UF Board of Trustees consists of six citizen members appointed by the Governor and five citizen members appointed by the Board of Governors. The Chair of the Facu lty Senate and the President of the Student Body are also voting members. The President is appointed by the Boar d of Trustees and is the Chief Ex ecutive Officer of the University. The President is responsible for the general administr ation of all university activities. The Provost and Senior Vice President for Academic Affairs is the Ch ief Academic Officer and the second ranking officer of the University, acting for the President in his absence. The Provost/Senior Vice President supervises allocation of resources in academic areas, improvement of instructi on, coordination of instructional activities, development and improvement of research activities, evaluation of university academic activity, establishment of policy with respect to em ployment, promotion and tenure of academic faculty and implementation of the universityÂ’s Affi rmative Action/Equal Opportunity Program. The Dean of University Libraries r eports to the Provost and Senior Vi ce President for Academic Affairs. The Dean is responsible for the operations of the George A. Smathers Librar ies (www.uflib.ufl.edu). These responsibilities include the coordination of se rvices and ensuring access to scholarly resources.Provide any additional inform ation about the applicant to set the context for the project. This res ponse is optional.Helphttps://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 6 of 31 3/12/2020, 3:40 PM

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1. 2. 3. 4. Page 4 of 11The need section defines the problem to be solved by the project and who the targeted population to be served by the project. The need makes a case for funding the project.Size of the target population *21,477,737Who is the target population? *Help The target population for this project includes all 21,477,737 citizens of Florida (U.S. Census Bureau, estimate for 2019) with access to the internet. T he Current Population Survey (CPS) on Internet Use in 2009 revealed that 71.53% of the households in Florida use the internet. Florida Public Librar y Statistics for FY 2016-17 published online by t he Florida Department of State, Di vision of Library and Information Services indicate that every public library in the state provides some level of internet access. The number of terminals ranges from two at the Lantana Public Library to 1,040 at the Jacksonville Public library. The potential service area population for public libraries in Fl orida totals 20,440,749 according to the same report. (https://dos.myflori da.com/library-archives/services-f or-libraries/more-programs/librarydata-and-statistics/2017/)What are the unmet needs of the target population? *Help 1. A shrinking number of working microfilm readers around the state especially in public libraries with access to newspaper microfilm reduces ac cess to primary historical newspapers. The content on the microfilm reels is static, prev enting it from being easily searched or made accessible for modern methods of digital searching. 2. The journalistic history of Florida, as far bac k as the 1880s, is unevenly presented in current the Florida Digital Newspaper Library. 3. Many librarians and library staff members aro und the state lack sufficient training in performing successful searches for information held in FDNL.How are the target populat ionÂ’s needs not being met by the library or other community services? *Helphttps://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 7 of 31 3/12/2020, 3:40 PM

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Requests from patrons for assistanc e in finding information that exists only on microfilm (obituaries, stories from patrons’ youth, historic al high school sports scores, etc.) are received regularly by reference desk personnel at university and publ ic libraries. When directed to t he microfilm reels and readers, the modern patron often reacts with discomfort and confusion, and may abandon their search efforts. Patrons walk away from using this valuable source of information because they have become accustomed to the rapid “google” style res ponse to answering their own reference questions. There are a shrinking number of working microfilm r eaders around the state, espe cially in public libraries with access to newspaper microfilm, which contri butes to reduced access to primary historical newspapers. As microfilm readers age and break down, the parts to fix them are increasingly rare and the service companies that once re paired them are also vanishing. Libraries are not replacing the machines both because the newer models are expensive (s tarting at around $2,000), and because the demand for using the microfilm format is shrinki ng. http://www.ala.org/alcts /resources/collect/serials /microforms04 The content on the microfilm reels is static, preven ting it from being easily searched or made accessible for newer methods of digital research. Users with any kind of visual or r eading challenge are unable to make use of modern accessibility tools (computers sc reen readers, color filters, etc.) to allow them to read the old news they are interested in. Through the digital format, users wi ll be able to use screen readers or color filters or other modern technology to expand accessibility to those with visual disabilities. 2. Currently, about a third of Florida’s counties la ck digital access to their communities’ newspaper content (published prior to 1975) through FDNL. This limits access to historic information around the state to Florida’s population as a whole. Users lookin g for information from counties such as Citrus, De Soto, Duval, and Escambia will most likely have to travel to libraries in those counties to read those papers, and they may encounter microfilm readers t hat are not functioning, or non-existent. Even InterLibrary Loan services are not always helpful sinc e many libraries will not lend their reels out, and if they do, the receiving library must also have a usabl e microfilm reader and the us er must then do their reading in the library, while the library is open. 3. The number of people using the newspaper collec tions in the FDNL has expanded rapidly over the years. The total number of non-robotic views for th ese collections has increas ed dramatically from 10 million in 2011 to 307,880,268 in February, 2020. Major national efforts supporting the conversion of newspaper microfilm, including t he National Digital Newspaper Proj ect (NDNP) which UF has been a part of for over 10 years have helped to increase intere st in these collections. Entering its fourth round of two-year project funding, the Libraries has utilized this project to make over 250,000 pages of historic Florida newspapers freely avail able online. These NEH funded proj ects have limitations based on copyright and publication years, therefore making those newspapers targeted for the LSTA project ineligible for inclusion in current and previously NEH sponsored digital pr ojects. A prior LSTA grant award in 2013 brought the suite of Jewish Floridian newspapers into the collection. These newspapers continue to be the most read titles in FDNL. The continued growth of interest in researching Florida newspapers brings with it a need for more training ar ound the state so that library staff members are equipped to effectively mediate users’ r equests for assistance and access to data. 4. Unlike in past years, current funding (2019 – 2021) received by UF for the NEH sponsored National Digital Newspaper Project pr ohibits the use of NEH funds or in-ki nd contributions for outreach or user-training activities to pr omote and broaden access to FDNL. This means that LSTA funding, should it be awarded, will fill an important gap for educating new us ers and promoting broader access to this growing collection of historical newspapers.https://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 8 of 31 3/12/2020, 3:40 PM

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5. 6. How does the project relate to the applicant’s long ra nge plan or enhance the mission of the organization? *Help The University of Florida’s miss ion is to enable students to lead and influence the next generation and beyond for economic, cultural and societal benefit. To that end, the Libraries—the largest academic and public library system in Fl orida—executes its mission to collaborate with UF faculty, students and staff as well as the University’s co llaborators and constituents, to fa cilitate knowledge creation that contributes to UF’s standing as a preeminent publ ic research university . The Libraries encourage creativity and the inquiry necessary to support the Un iversity’s global ambition s and to play an important role in attracting and retaining top students, faculty, and staff. To accomplish its mission the Libraries: offer key services at the point of need to meet the r equirements of the University enterprise; initiate and participate in collaboration and comm unity building; and assure effectiv e, efficient and equitable access to pertinent information resources for all library users. The Libraries staf f leverage unique expertise, skills and roles to: facilitate and drive innovation and discovery; fo cus on the user experience and user needs for decision making; engage in assessment and evidence-based decisi on making; promote a productive, diverse and team-based wo rking and learning environment; foster an internal environment with equal partnership among all employees, bas ed on the principles and practices of courtesy, professionalism and mutual respect; and provide an environment that encourages library faculty and staff to innovate, experiment and ad apt. To accomplish its mission and goals, the Libraries implement six strategic directions: 1) library in struction, consultation and liaison services; 2) creative and dynamic content management; 3) integrated space and technology se rvices; 4) diversity, equity and inclusion; 5) transformative collaboration; and, 6) impr oved individual and community health and wellness. This project supports the Libraries mission, goals, and strategic direct ions by leveraging existing assets to add missing newspaper titles to its digital collec tion, thus providing long-term preservation to content currently endangered because it is on ly available on microfilm. As the designated state repository for digital newspaper content, the Libraries seeks to reduce dependency on micr ofilm readers, allowing Florida’s citizens any time, anywhere access to these primary hi storical resources. Through access to complimentary library instructional presentations and collaborative rela tionships across the state, both librarians and citiz ens will learn how to search the Florida Digital Newspaper Library, which represents Florida in the National Digital Newspaper Program, a cooperative natio nal effort among the states and the federal government to locate, catalog and pres erve microfilm newspapers published in the United States from the 18th century to the present. Provid ing a digital version of these historic Florida newspapers will serve part of the Libraries missi on and open this important content to the widest possible audience, enabling content searches, text hi ghlighting, computer aided access, and other timesaving aids to access content online wit hout scrolling through reels of microfilm.Additional Factors fo r Consideration / Continuing Project Status Report.Helphttps://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 9 of 31 3/12/2020, 3:40 PM

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1. Page 5 of 11List all project part ners and their roles below. A dd as many additional partners as needed. Help # Partner NamePartner Role 1Northeast Florida Library Information Network NEFLIN, the Northeast Florida Library Info rmation Network, provides members with access to training, resour ce sharing, research and development, partnerships for grant funding, leadership opportunities, and additional services through relationships with other organizations. Located in Or ange Park, outside of Ja cksonville, NEFLIN serves 550 libraries in 24 counties throughout NorthEast Florida. Role: NEFLIN will support this project by spons oring and hosting at least one of the instructional presentations developed through this projec t session during this grant period. They will serve as an outlet for inform ation about the updated FDNL collection. 2Southeast Florida Library Information Network SEFLIN, the Southeast Florida Library Information Network, is a non-profit membership organization of Southeast Florida libraries dedicated to supporting cooperation between all library types in its service area. The SEFLIN region includes Broward, Martin, Miami-Dade, and Palm Beach counties with a service population of over six million. F ounded in 1984, SEFLIN strives to pioneer innovative services that support library staff and library services. Ro le: SEFLIN will support this project by sponsoring and hosting one of the instruct ional presentations developed through this project session during this gr ant period. They will serve as an outlet for information about the updated FDNL collection. 3Panhandle Library Association Network PLAN, the Panhandle Library A ssociation Network, is a Mu ltitype Library Consortium (MLC), serving the sixteen-county region comprising the Florida Panhandle. Their members include academic, public, specia lized, and school libraries. PLAN is governed by a Board of Direct ors composed of member library directors elected by the general membership. Role: PLAN will support this projec t by sponsoring and hosting one of the instructional presentati ons developed through this project session during this grant period. They will serve as an outlet for information about the updated FDNL collection. 4Southwest Florida Library Network SWFLN, the Southwest Florida Library Networ k, is one of the five, regional consortia of Multitype Library Consortium in the stat e of Florida. SWFLN serves the counties of Charlotte, Collier, DeSoto, Hendry, Lee, and Monroe. Role: SWFLN will support this project by sponsoring and hosting one of the instructional pr esentations developed through this project session during this grant period. They will serve as an outlet for information about the updated FDNL collection.https://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 10 of 31 3/12/2020, 3:40 PM

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# Partner NamePartner Role 5Tampa Bay Library Consortium TBLC, the Tampa Bay Library Consortium, Inc. is a nonprofit Multitype Library Consortium that assists and empowers over 120 libraries. All ty pes of libraries – public, academic, school and s pecialized – are members. Together these libraries serve over 6.3 million Florid ians in central Florida, or over a third of Florida’s population. TBLC serves in 19 of Florid a’s 67 counties: Citrus, Desoto, Glades, Hardee, Hernando, Highlands, Hillsbor ough, Indian River, Lake, Manatee, Okeechobee, Orange, Osceola, Pasco, Pinellas, Polk, Sarasota, Sumter, and Saint Lucie. Role: TBLC will suppor t this project by sponsoring and hosting one of the instructional presentations developed throu gh this project sessi on during this grant period. They will serve as an outle t for information about the updated FDNL collection. 6Manatee County Public Library System The Manatee County Public Library Sy stem supports the County’s growing community and visitors through a wide range of educational and technological resources and programs at seven faciliti es in downtown Bradenton (Riverwalk), the east county region, the south county area, Holmes Beach, Palmetto and Ellenton. This past year, Manatee Libraries was visi ted by nearly 850,000 customers. Role: Manatee Public Library will su pport this project by providin g 24 reels of microfilm for a local paper. They will also send library staff to the training offered in their region and serve as an outlet for information about the updated FDNL collection.https://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 11 of 31 3/12/2020, 3:40 PM

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1. Page 6 of 11Activities# Activity NameActivity Narrative Activity Outputs 1Selection and acquisition of historic Florida newspaper microfilm reels (July 2020) In preparation for this proposal, the project team reviewed titles in the Florida Digital Newspaper Library (FDNL) collection, looking for c ounties with limited or no historic coverage in place. Microfilm holdings in the Libraries were then reviewed to develop a list of potential titles where UF holds the microfilm, and representation in FDNL was limit ed. Preference was given to the newspapers with the most pre-1924 issues available. The results comprise a list of 33 titles, repr esenting 15 counties. Libraries staff will review the quality of the avai lable shelf-copy of the microfilm and where no damage is detected, these reels will be prepared for shipment to the digital conversion vendor. If damaged reels are discovered, the library will acquire duplicates from the service that maintains the master reels. 1. Number of staff hours spent reviewing microfilm quality 2. 201 selected microfilm newspaper reels 3. Four shipments prepared to send to vendorhttps://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 12 of 31 3/12/2020, 3:40 PM

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# Activity NameActivity Narrative Activity Outputs 2Conversion of digital format by Creekside Digital (August 2020 March 2021) The Librar ies will ship portable drives to the vendor on which to load the digitized files as the digital images are created from scanning the microfilm. Once the digitization is completed, Creeksi de will return the hard drives loaded with newspaper digi tal files and reels to UF in batches. All vended digital imaging will be completed in accordance with established professional standards. Imaging methods depend on object characteristi cs, and follow prin ciples and guidelines established by the Library of Congress, National Digital Newspaper Program, Moving Theory into Practi ce: Digital Imaging for Libraries and Archives (Anne R. Kenney and Oya Y. Rieger [Mountain View, CA : Research Libraries Group, 2000], and Cornell University's Digital Imaging Tutorial. Specific ations for imaging (i.e., scanning, text, and metadata) are based on digitization specifications previously established by UF and other partners for the statewide Florida Digital Newspaper Library (FDNL) cooperative (http://ufdc.ufl.edu/fdnl1/digit/). T hese specifications are optimized for data exchange with or harvesti ng by other digital libraries such as the NewspaperCat (http://newspapercat.org); U.S. National Science Foundation, National Sci ence Digital Library; the U.S. Institute for Museum and Librar y Services, National Leadership Grant collection; and, the OAIste r at the University of Michigan. Creekside Digital uses nextgeneration microfilm digitization hardware and software from NextSc an. Their staff has been trained on this equipment by NextScan employees. These scanners incorporate fiber optic li ghting sources and proprietary microprocessors into their desi gn, providing top-quality scans and ensuring that digitized images repr esent the frames on the film as accurately as possible. The NextStar software produced by NextScan takes an innovative approach to roll film digitization. Rather than performing frame detec tion “on-the-fly” and outputting images as the film passes through the scanner, the NextStar software captures the entire roll of film as a contiguous “ribbon.” The microfilm operator is then able to visually “audit” this ribbon to ensure that the frame detection software has correctly defined image boundaries. This eliminates the chance of misfiring frame detection algorithms cropping or skipping images due to changes in image density on the film – a common problem when dealing with older materials on microfilm of o ften dubious quality. All ribbons are initially captured in 10-bit grayscal e, regardless of the final output’s color depth (e.g., 8-bit grayscale or black and white). Once setup (lamp/gamma and focus) is complete, the operator actually scans (“captures”) the roll, creating a ribbon. Each ribbon represents the entire roll of film – leaders, targets, every single frame, and all of the 1. Tiff, .JPG, .JP2, .PDF, and .txt files for 200,000 pages returned to UF Digital Services in four batches.https://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 13 of 31 3/12/2020, 3:40 PM

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# Activity NameActivity Narrative Activity Outputs black space between each frame. No images are actually output as the film passes through the scanner – instead, the ribbons are stored as raw binary image data on servers until they are audited during a Quality Assuranc e (QA) session. Once digital capture of a ribbon is complete, the NextStar software will perform initial frame detection upon the ribbon and automatically identify the frame boundaries for each roll of film. A human operator vi sually performs QA on 100% of the images created by Creekside Digital using this tool. For NDNP-specification projec ts, the operator will ensure that images have sufficient “oversca n” for the required downstream processing (e.g., de-skewing, cr opping, and 2-up splitting). When the vendor has created the digital files (.Tiff, .JPG, .JP2, .PDF, .txt), they will be shipped, using the porta ble hard drives provided, to the Libraries Digital Support Services staff.https://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 14 of 31 3/12/2020, 3:40 PM

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# Activity NameActivity Narrative Activity Outputs 3Digital images ingestion and processing by the Libraries Digital Support Services Department (October 2020 May 2021) Once the digital files are received by Digital Support Services staff, Metadata Encoding and Transmission Standard (METS) metadata will be created in the UF Digital Collection (UFDC), and enhanced both automatically and manually as objects move thr ough the workflow. The UFDC system assigns a unique Bibliographic Identifier to each title-object processed, which is used to trac k the item, and contains the issueobjects which are assi gned a unique Volume Identifier. This title and issue level metadata allows for pr oper serial hierarchy, allowing users to search and browse with in a particular title by date and issue. The METS files include technical and structural data about each image, as well as descriptive and adminis trative information. Any pre-existing metadata (e.g., from library catalog records) will be imported into the UFDC system before beginning the process of ingesting the vendor digitized files. After t he vendor digitized files are received, all aspects of image control and digital package creation will be controlled by the UFDC Toolkit, an integrated software package that controls der ivative image formation, quality control review at the package level, and deployment to UFDC servers. The system automatically will load the TIFF, JPG, JPG2000 and JPG thumbnail images as well as PDF and TXT files provided by the vendor. A Quality Control tool displays thumbnails of each image in sequential order for staff review. Errors will be noted and returned for re-imaging of items, where possible. At this point, an objectÂ’s METS file will contain basic structural and administrative metadata, as well as any pre-existing descriptive metadata imported at the start of the process. After quality control completion, the digital package will move to METS file validation. Staff will ensure that all package-level metadata conforms to national METS, to local extensio n schemas, to UFDC requirements, and for long-term digital preserva tion in UFÂ’s Tivoli tape backup system, as well as a library storage backup system. With final package approval, staff will use the UFDC Toolkit to transfer the package to the UFDC server for public access and metadata harvesting, and send the package to the UF Tivoli tape backup system for preservation archivi ng. Discovery of the historic newspapers can now occur in several ways: 1) the FDNL homepage made available as part of UFDC; 2) MARC records with linked 856 fields in the online cata logs of UF, WorldCat, etc.; 3) MARCXML record feed available for download and ingest into any catalog by any institution; 4) Open Access Initiative (OAI) compliant metadata harvested by digital repositories; and 5) complete electronic packages offered to Fl orida Memory and other Florida repositories. Discoverability of the digital objects will be enhanced 1. 33 title level records created in FDNL 2. 200,000 page level files loaded to FDNL in four batches.https://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 15 of 31 3/12/2020, 3:40 PM

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# Activity NameActivity Narrative Activity Outputs by the variety of search and brow se options. Users will be able to conduct keyword and subject s earches across all of the newspapers for this project and all of the newspapers in the Florida Digital Newspaper Library (FDNL) simultaneously from the main FDNL page. Alternatively, they will search each newspaper title individually. All issues of the newspapers for this project will be provided as downloadable PDFs and they will be openly available for full text searching issue level browsing through FDNL. In addition, all digital objects wi ll be discoverabl e via the UFDC homepage, so that users can search them in conjunction with all of the other digitized materials (m ore than 14 million pages) held by UF and its digital library partner in stitutions. Because the entirety of the UFDC is indexed and searchable through commercial search engines like Google, all of these resources will also be available through any general web search. Advanced searching allows even further refinement of results. Th e map browsing and searching tools in FDNL allow users to view, browse, and search all newspapers on a map. All of the newspapers will display in the correct geographic position and context, alongsi de other Florida newspapers (http://ufdc.ufl.edu/newspapers/map). Each newspaper page may be displayed as a page image (a static JPG image), a zoomable image (JPEG2000), and a thumbnail overview showing all of the pages for ease of browsing (JPG images). The selected newspaper issue may be read or downloaded in PDF format for later use, for printing, and to support accessib ility. Each newspaper title and all issues can easily be linked to via a permanent URL.https://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 16 of 31 3/12/2020, 3:40 PM

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# Activity NameActivity Narrative Activity Outputs 4Creation and delivery of instructional presentations (November 2020 September 2021)In partnership with Journalism and Mass Communications Librari an, April Hines, project leaders Chelsea Dinsmore (Digital Supp ort Services) and Fletcher Durant (Preservation and Conservati on) will create a 45-minute instructional presentation on how to best use the Florida Digital Newspaper Library for historic al and genealogical needs. This training will be offered in person ac ross the state of Florida, via Multitype Library Consortium par tners which serve a variety of library personnel from academic , public, K-12 schools, and nonprofit organizations. After the live sessions have been delivered, a recorded online version of the training will be made widely available in both English and Sp anish, for ongoing use as training content and resource tool. Pres entations customized for each Florida region will cover: 1) An overview of the Florida Digital Newspaper Library; 2) A brief st ory of papers added through this grant project; 3) Instructions on how to access the newspapers from FDNL; 4) The number of issues and years available in FDNL; and, 5) Instructions on how to search these and other Florida newspapers online. The online vers ion of the training will be recorded in a webinar format us ing Zoom Online Meeting software. The brief history segment will in clude an overview of some of the traditional newspaper columns, a summary of the important historical issues c onfronted in example newspaper issues, and glimpses into the life and times of the various communities in Florida. Recorded trainings will be available online through links from the Libraries tutorials sites an d the University of Florida Digital Collections homepage. Dinsmore, Dur ant, and/or Hines will travel to the partner institutions and provide instructional presentations to library personnel. In-per son training on accessing FDNL will focus on using local papers published in proximity to those attending the trainings as examples to demonstrate full text searching, browsing, page image zooming and printing. To expand the reach of trainings, project leaders will propose training presentations at the annual meetings of the Florida Genealogical Society and the Florida Library Association, both anticipated in May, 2021. 1. At least five live training presentations presented around the state, hosted by Multitype Library Consortium partners 2. One English language video version with closed caption of the training made available on the FDNL Homepage 3. One Spanish language video version with closed caption of the training made available on the FDNL Homepagehttps://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 17 of 31 3/12/2020, 3:40 PM

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# Activity NameActivity Narrative Activity Outputs 5Promotion of new newspaper content and online training about FDNL (March September 2021) Through a promotional campaign, other Florida public, college, university, and school libraries will be made aware of and encouraged to link to the online training presentation from their websites. Project leaders, Chelsea Dinsmore and Fletcher Durant, will create a narrative highlighting the added newspaper titles in an updated broc hure for the FDNL collection. They will accomplish this in coll aboration with the Libraries Director of Communications, Barbara Hood. They will also receive guidance in creating printed and electronic promotional and instructional materials such as brochures and flyers to send to partner institutions and their constituents ahead of training sessions. 1. Updated electronic and 1000 printed brochures promoting access to FDNL distributed during the trainings and made available to public library systems around the state. 2. Links to recorded training sessions provided to statewide partners. Links to recorded training sessions added to FDNL. 6Evaluation of Instructional Presentations (March August 2021) The primary method of evaluation for this project will take the form of pr e and post training surveys. A pretraining survey will be delivered to attendees at the beginning of the in-person instructional presentat ions to assess their level of awareness of and comfort accessi ng and using the Florida Digital Newspaper Library (FDNL). After each session, a post-training survey will be delivered to the same participants. One live training session will be deliver ed in Spanish and preand postsurveys will be delivered in Spanish at that sess ion. The surveys will include the outcome questions required for a Library Workforce Instruction program. The goal of the surveys will be to validate an increase in the knowledge and skills of the participants regarding use of FDNL. Participants may also be asked to identify other local newspaper resources that would benefit their communities by being included in the FDNL project in future years. 1. Number of pre and post surveys completed 2. Analysis of pre and post survey resultshttps://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 18 of 31 3/12/2020, 3:40 PM

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2.# Activity NameActivity Narrative Activity Outputs 7Preparation and submission of grant reports Utilizing data collected from the pre and post surveys, and tracking information provided by the v endor and project team, a mid-year and final report will be prepared and submitted. 1. mid-project report 2. final reportList all resources needed an d identify which activities they will support. Use a comma to separate Activity numbers. * #ResourceActivity Number(s) 1Project team contributed time (Libraries funded)1, 2, 3, 4, 5, 6, 7 2201 microfilm reels1, 2, 3 3Creekside Digital (LSTA contractual funds)2 4Libraries Digital Support Services staff (Libraries funded)3 5Libraries Director of Communication (Libraries funded)5 6University of Florida Digital Co llections platform (SobekCM)3, 4 7MLC partners4, 5 8Manatee Public Library partner1, 4, 5 9Libraries print shop equipment and staff time (Libraries funded)4, 5 10Libraries printing supplies (Libraries funded)4, 5 11UF Centralized Digital Storage (Libraries funded)2, 3 12Six portable hard drives (Libraries funded)2 13Zoom and PPT software (UF funded)4, 5 14Libraries Assessment Librarian (Libraries funded)5, 6, 7https://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 19 of 31 3/12/2020, 3:40 PM

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1. 2. 3. Page 7 of 11Publicity Communications *Describe the plans to promote and public ize the entire project. Indicate w ho will be responsible for carrying out the publicity activities. How will the tar get audience be informed about the project? Help The project will be promoted both internally through University of Florida media outlets which reach approximately 56,000 students and 10,000 faculty and staff members, and externally through news releases to media outlets. News of this import ant digital collection will be passed on to Florida genealogical societies. The link to the newly added papers, as part of FDNL, will be provided throughout the state via the Multitype Library Consortium partners and to the publi c libraries as part of promoting the training program. El ectronic and printed brochures and flyers comprising instructional and promotional information about FDNL will be among the materials created for broad distribution.Sustainability *Describe plans to continue or sustain the project once funding ends. Help The digital archive of the newly added newspapers will be maintained in perpetuity. In practice consistent for all UF hosted digi tal projects, all digita l archives (including redundant archives) are maintained. Currently, two primary archives are mainta ined by Libraries and the Un iversity of Florida. UF maintains an internal ready-access archive of all file s in the University of Florida Digital Collections (UFDC). Files are saved to a tape archiving system and tapes are retained in environmentally controlled storage. Information about tapes and their cont ents are logged in the UFDC system (SobekCM), with MD5 checksum numbers and file format and version info rmation, in association with administrative and bibliographic metadata. The Databases queue disks and files for inspection every three years and migration every 10 years or upon fo rmat obsolescence. A second version of the same content is stored on “slow-discs” or “brown stora ge” which allows for access when high-resolution images are requested by users. This secondary storage is also backed up and images are retained in a secondary location.Digital ImagesHelpAre digital images being created? * Yes No Not ApplicableAre metadata records being added to th e statewide database in the Florida Electronic Library? Yeshttps://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 20 of 31 3/12/2020, 3:40 PM

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NoIf not, provide explanationhttps://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 21 of 31 3/12/2020, 3:40 PM

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1. Page 8 of 11The evaluation plan describes how the pr oject will be evaluated as it is impl emented. It will also provide the measures to determine the project's success. Outcome The outcome measures changes in knowledge, skills, behavior or condition of the customer as a result of the project. The Division requires at l east one required outcome for each pr oject. Select at least one of the required outcome(s) that will best measure the succes s of the project. Additi onal outcomes can be added if desired, but are not required. The required outcomes for the grants are: The targeted population uses information or se rvices that were not previously available. The targeted population uses technology to get information. The targeted population demonstr ates an increase in their know ledge, skills or abilities. Indicator Indicators show how well the project is meeting an outcome. An indicator answers the question "how do we know that an outcome is achieved?" It is the statistics or data gathered to prove your results. Provide at least one indicator for the outcome. Li st additional indicators, if needed. Source For each indicator listed, list the who or what that wi ll provide the data that yo u will use to evaluate the outcomes of the project Method For each source listed above, list the method by whic h the data used to determine the indicator will be collected. HelpEvaluation Narrative *Describe who will be responsible for the evaluation and when the evaluation will occur during the project. Describe any questionnaires, surveys, or test instruments to be used. Desc ribe any reports the evaluation will produce. Describe how the evaluation will be used to make changes within the project year. If you wish to include evaluation samples (not required), they can be uploaded in the attachments section of the application. Help With leadership from the assessm ent librarian, the project team will develop pre and post training surveys which will serve as the primary method of ev aluation for this project. T he pre-training survey will be delivered to attendees at the beginning of the inperson instructional present ations to assess their level of awareness of and comfort accessing and using the Florida Digita l Newspaper Library (FDNL). After each session, a post-training survey will be del ivered to the same participants. One live training session will be delivered in Spanish and preand pos tsurveys will be delivered in Spanish at that session. The surveys will include the outcome ques tions required for a Library Workforce Instructionhttps://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 22 of 31 3/12/2020, 3:40 PM

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2. 3. 4. 5.program. The goal of the surveys will be to invest igate any change in the knowledge and skills of the participants regarding use of FDNL. Participants ma y also be asked to identify other local newspaper resources that would benefit their communities by being included in t he FDNL project in future years.Outcome Use Of New Information Services * Not ApplicableThe targeted population uses informati on or services that were not previously available. #IndicatorSourceMethodOutcome Uses Technology * Not ApplicableThe targeted population uses tec hnology to get in formation. #IndicatorSourceMethod 1Newly added newspaper content is accessed online UFDC usage statistics (nonrobotic) SobekCM system generated statistics provides view and visit counts at title levelOutcome Increase KSAs * Not ApplicableThe targeted population dem onstrates an increase in their knowledge, skills or abilities. #IndicatorSourceMethod 1150 library personnel will successfully increase their awareness and knowledge of FDNL content and tools pre and post completed surveys analysis of surveysAdditional Outcomes #OutcomeIndicatorSourceMethod 1200,000 pages of historic newspaper content added to FDNL vendor supplied tracking and confirmed files Creekside Digital receipt of files on hard driveshttps://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 23 of 31 3/12/2020, 3:40 PM

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1. Page 9 of 11The budget explains and justifies the LSTA and matchi ng funds required to implement the project. It should be clearly related to project activi ties. Each section of the budget is comprised of two required parts: the budget narrative and budget detail of the proposed amounts. The narrative provides a detailed explanation and justification of proposed LSTA and matching expenditures. For each amount listed in the detail, the narrative should show how the amounts were calculated, for both grant and matching (if applicable) funds, i.e., include ca lculations, unit costs, or breakdown of costs. Help If a project requests less than $10,000 ($0-$9,999) in gr ant funds, no matching funds are required. All other projects must provide local matching funds that equal a minimum of one-third (1/3) of the amount of federal funds requested or awarded.Salaries and BenefitsShow combined salaries benefits to be paid to each person employed in the project, or who will be used as match for the project on a separate line. The narrative should indicate what the benefits percentage is for the salaries. Fees and expenses for cons ultants should be included under the Co ntractual Services section. For each position listed, provide the full-time equi valency (FTE) based on the local workweek.Salaries and Benefits Detail *#Position Title F.T.E.Grant FundsCash MatchTotal 1Chair, Digital Support Services0.05$0$7,365$7,365 2Journalism Librarian0.03$0$2,820$2,820 3Head, Preservation0.03$0$3,147$3,147 4Assessment Librarian0.01$0$1,234$1,234 5Production Manager, Digital Support Services 0.01$0$969$969 6Digital Content Expert0.01$0$647$647 Totals:$0$16,182$16,182Salaries and Benefits NarrativeProject leader, Chelsea Dinsmore, serves as the Chai r of Digital Support Services contributing 5% effort in her role which includes oversight of digitization of selected collections. Journalism Librarian, Apri l Hines, will contribute 3% effort to share expertise in newspaper history,https://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 24 of 31 3/12/2020, 3:40 PM

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2. 3.instructional design, and delivery of c ontent for teaching about this media. Preservation Librarian, Flet cher Durant, will contribute 3% effort to coordinate assessment of microfilm quality and will assist in instructi onal design and delivery related to t eaching about preservation of digital artifacts. Assessment Librarian, Laura S pears, will contribute 1% effo rt to develop pre and post survey instruments, analyses of surveys results, and production of grant reports. Production Manager, Laura Perry, will c ontribute 1% effort to oversee t he workflow process as materials are ingested into UFDC/FDNL. Digital Content Expert, Alexis Charna s, will contribute 1% effort to ensure the correct ingestion of content and metadata into the UFDC/FDNL.Contractual ServicesInclude costs for specific services to be performed by an outside organization or individual under contract. Examples include: consultant fees, rentals, advertising, s peaker's fees and wiring costs. Briefly describe services to be provided by contract. HelpContractual Services Detail *#Description Grant FundsCash MatchTotal 1Creekside Digital$40,000$0$40,000 Totals:$40,000$0$40,000Contractual Services NarrativeFor digitization of microfilm r eels, Creekside Digital has agreed to charge $.20/page image, which equals $40,000 for 200,000 pages. An estimate for th is work is attached as a separate document (creeksideDIGITAL.pdf)Library MaterialsDescribe type and numbers of ma terials to be purchased. HelpLibrary Materials Narrative Is the library purchasing materials for the library's collection? Yes NoIf yes, are bibliographic records bein g loaded into the statewide database? Yes NoIf no, provide an explan ation of why the record s are not being loaded.https://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 25 of 31 3/12/2020, 3:40 PM

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4. 5. 6. 7. SuppliesDescribe the supplies needed for the pr oject. Supplies may include computer supplies, toner, paper, postage, etc. HelpSupplies Narrative TravelIndicate amounts to be used for travel associated wi th the project. Any travel conducted with grant or matching funds Must be done in accordance with Section 112.061, Florida Statutes. In the narrative indicate the traveler's position, destination, purpose, and how the travel relates to achieving project purposes. HelpTravel Detail *#Description Grant FundsCash MatchTotal 1Travel costs to MLC sites$0$0$0 Totals:$0$0$0Travel NarrativeExpenses related to travel to the partner sites for del ivery of instructional presentations will be covered by the MLC partners whenever possible, otherwise co vered by the Libraries. Travel planning has yet to be confirmedEquipmentThe costs for equipment and furniture to be purchased and used by the project are covered in this category. Examples include computers, desks, and chairs. Include on ly items with a useful life of at least one year and an acquisition cost of $1,000 or more. Small items of equipment that do not meet this definition should be shown in the "Other" category. Li st all equipment to be purchased. Describe the type of equipment and explain how equipment will be used to support the project. HelpEquipment Narrative OtherInclude costs for any items that do not fall under t he categories above. Some examples include printing and small equipment costing less than $1,000. HelpOther Detail *#Description Grant FundsCash MatchTotal 1Indirect Cost$13,040$0$13,040 Totals:$13,040$5,275$18,315https://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 26 of 31 3/12/2020, 3:40 PM

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#Description Grant FundsCash MatchTotal Totals:$13,040$5,275$18,315 2Indirect Cost$0$5,275$5,275Other NarrativeLSTA cash request includes $13,040 in indirect cost s based on 32.6% "other s ponsored activities" rate (see attached F&A Rate documentation) of the cash request amount, $40,000, required by the University of Florida, Di vision of Sponsored Programs LSTA cash match contribution includes $5,275 in foregone indirect costs based on 32.6% of salaries and fringe benefits ($16,182) contributed to th e project from state of Florida funds.Total LSTA Request:$53,040Total Matching Funds:$21,457https://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 27 of 31 3/12/2020, 3:40 PM

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1. 2. 3. 4. 5. 6. Page 10 of 11Debarment Form * Federal Funding Accountab ility and Transparency Act (FFATA) * Internet Safety Certific ation Form. Applie s only to public libraries. Lobbying Activiti es Form Certificate of Good Standing Support Materials (optional) FileTitleDescriptionSizeTypeView (opens in new window) Letter to Chelsea Dinsmore 3-2-2020NEFLIN.pdf NEFLIN Letter of Partnership Commitment 2087 [KB] View file PLAN-Letter_of_Support.pdfPLAN Letter of Partnership Commitment 493 [KB] View file UoF Support Letter_Seflin.pdfSEFLIN Letter of Partnership Commitment 34 [KB] View filehttps://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 28 of 31 3/12/2020, 3:40 PM

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FileTitleDescriptionSizeTypeView (opens in new window) support for George A. Smathers Libraries digitization LSTA grant .pdf SWFLN Letter of Partnership Commitment 202 [KB] View file TBLC Letter of Support.pdfTBLC Letter of Partnership Commitment 44 [KB] View file Support letter UFManatee Libraries.pdfManatee Public Library Letter of Partnership Commitment 298 [KB] View file creeksideDIGITAL_Univ_of_Florida_NDNPLite_Quote_022720.pdf Creekside Digital Cost Estimate 265 [KB] View file LSTATitleReelList.pdfSelected Florida Newspaper Titles 32 [KB] View file Map of coverage for LSTA proposal.PNGGeographic Coverage of Selected Newspapers 34 [KB] View filehttps://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 29 of 31 3/12/2020, 3:40 PM

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1. Page 11 of 11Review and Submit I hereby certify that I am authorized to submit this application on behalf of George A. Smathers Libraries and that all information indicated is true and accurate. I acknow ledge that my electronic signature below shall have the same l egal effect as my written signatur e. I am aware that making a false statement or representation to the Department of Stat e constitutes a third degree felony as provided for in s. 817.155, F.S., punishable as provided for by ss. 775.082, 775.083, and 775.084.Guidelines Certification I hereby certify that I have read and understand the guidelines and all applicat ion requirements for this grant program as outlined under sect ion 257. 12-15, Florida Statutes and 1B-2.011, Florida Administrative Code.Signature (Enter fi rst and last name)Judith C. Russellhttps://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 30 of 31 3/12/2020, 3:40 PM

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https://www.dosgrants.com/GrantApplication/PrintPreview?gid=7281 31 of 31 3/12/2020, 3:40 PM