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Phase 2 (2010-2012)

STARTUP PHASE (OCTOBER – DECEMBER 2010)
• Prepare list of suitable titles for review by Advisory Board for selection
• Convene Advisory Board to prioritize collections to be digitized - 5 December 2010.
• 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.

SECOND QUARTER (JANUARY-MARCH 2011)
• Send sample batch - 10 February 2011
• Purchase 2N silver negative MF, vendor(s) creates 2N silver negative MF from masters
• Additional technical analysis of selected titles may be required at this point
• 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

THIRD QUARTER (APRIL-JUNE 2011)
• Receive monthly batches of digital files (TIFF, JPEG2000, PDF, OCR) and metadata
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.

FOURTH QUARTER (JULY-SEPTEMBER 2011)
• 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.
• 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.

SECOND YEAR (OCTOBER 2011-SEPTEMBER 2012)
• 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