STARTUP PHASE (OCTOBER – DECEMBER 2008) • Prepare list of suitable titles for review by Advisory Board for selection • Convene Advisory Board to prioritize collections to be digitized. • Conduct preliminary research on titles • Liaise with project partner, Library of Congress (LC), National Endowment for the Humanities, and other award recipients to administer the project. • Develop bidding documents and post Request For Proposal/Quotation to digitization vendors and microfilm duplication vendors. • Review digitization vendor bids. • Advisory Board makes final selections based on vendor ability to provide product for high priority titles. • Select digitization vendor and/or microfilm duplication vendor and negotiate contract(s). • Provide LC with list of selected titles, to include title, chronological coverage, and LCCN • Establish web site to document and share project information. • Develop an agreed-upon production schedule with LC • Outline project timetables. • Order copies of microfilm material. • Assess available bibliographic description. • Host LC technical representative on site visit [schedule of visit currently unknown] SECOND QUARTER (JANUARY-MARCH 2009) • Purchase 2N silver negative MF, vendor(s) creates 2N silver negative MF from masters THIRD QUARTER (APRIL-JUNE 2009)• Additional technical analysis of selected titles may be required at this point • Hire a Technical Specialist (APT classification), who will perform review of microfilm content, perform digital file and metadata quality control, produce metadata throughout project. • Train Technical Specialist on quality control benchmarks. • Technical Specialist performs assessment of microfilm condition, note areas of concern, including missing issues. • Confirm digital file naming conventions. Assign unique identifiers to item level objects per LC guidelines. • First batch of film scanned (up to 10,000 pages). Vendor creates and initial metadata, OCR and PDF per technical specifications • Vendor validates deliverables using DVV and sends to Library • Technical Specialist revalidate all deliverables from vendor • Technical Specialist creates metadata as necessary for issue present indicators and page present indicators • Identify issues with unsuccessful sets. • Re-send unsuccessful reels to vendor for correction and reprocessing. • Ship first batch of files to LC • Submit first semi-annual report. • Attend annual program meeting/workshop held in Washington • Receive monthly batches of digital files (TIFF, JPEG2000, PDF, OCR) and metadata FOURTH QUARTER (JULY-SEPTEMBER 2009)from vendor. • Vendor validates deliverables using DVV and sends to Library • Technical Specialist revalidate all deliverables from vendor • Technical Specialist creates metadata as necessary for issue present indicators and page present indicators • Identify issues with unsuccessful sets. • Re-send unsuccessful reels to vendor for correction and reprocessing. • Technical Specialist conducts quality control on sample of records for each type of TIFF, JPEG2000, PDF, and OCR files. • Technical Specialist reconcile records to digital content and enrich content of records as necessary. • Ensure 15% of deliverables are validated and shipped to LC by end of June. • Receive monthly batches of digital files (TIFF, JPEG2000, PDF, OCR) and metadata SECOND YEAR (OCTOBER 2009-SEPTEMBER 2010)from vendor. • Receive reprocessed batch of digital files from vendor. • Technical Specialist conducts quality control on sample of reprocessed records for each type of TIFF, JPEG2000, PDF, and OCR files. • Vendor validates deliverables using DVV and sends to Library • Technical Specialist revalidate all deliverables from vendor • Technical Specialist creates metadata as necessary for issue present indicators and page present indicators • Identify issues with unsuccessful sets. • Re-send unsuccessful reels to vendor for correction and reprocessing. • Archive successful digital files, XML packages. • Copy to and begin monthly shipments to LC on firewire hard drive(s). • Deliver XML package, bibliographic metadata, microfilm technical metadata, digital • technical metadata, OCR files, and microfilm to LC. • Ensure 25% of deliverables are validated and shipped to LC by end of September. • Submit semi-annual report. • Receive monthly batches of digital files (TIFF, JPEG2000, PDF, OCR) and metadata from vendor. • Receive reprocessed batch of digital files from vendor. • Technical Specialist conducts quality control on sample of reprocessed records for each type of TIFF, JPEG2000, PDF, and OCR files. • Vendor validates deliverables using DVV and sends to Library • Technical Specialist revalidate all deliverables from vendor • Technical Specialist creates metadata as necessary for issue present indicators and page present indicators • Identify issues with unsuccessful sets. • Re-send unsuccessful reels to vendor for correction and reprocessing. • Archive successful digital files, XML packages. • Continue monthly shipments to LC on firewire hard drive(s). • Deliver XML package, bibliographic metadata, microfilm technical metadata, digital • technical metadata, OCR files, and microfilm to LC. • Submit grant reports as required. • Attend annual program meeting/workshop held in Washington • Continue organization and quality control processes with remainder of digital files. • Copy to and ship files on firewire hard drive(s). • Update CONSER MARC records for newspaper titles • Deliver XML package, bibliographic metadata, microfilm technical metadata, digital • technical metadata, OCR files to LC. • Identify, label and ship 2N negative microfilm to LC. • Ensure all digital assets are validated and shipped to LC by end of grant |