DL Process- Syracuse University Library

SU Digital Library Program and Process

Digital Library Development Services (DLDS) is responsible for developing and managing Syracuse University Library's Digital Library (DL) program, establishing policies, priorities, and practices for the production, management, and provision of digital library content. The Program encompasses: library-initiated or sponsored activities to create digital collections; the production and management of digital objects; and coordination of DL projects. DLDS collaborates with Information Management and Systems Services (IMSS) to plan, implement, and monitor the systems and interfaces used to provide access to digital library projects, considering rights management, security, and usability issues. The DL program identifies and develops specialized staff, tools, resources, and relationships necessary to select, create, provide access to, preserve, and ensure the persistence over time of SUL's digital collections. In order to fulfill its mission, the Director of DLDS welcomes proposals for products and services that might be developed as part of the SU digital library.

This document provides background information on the DL program and associated processes to assist staff in preparing digital project proposals and to help rationalize the allocation of resources within the broader context of library priorities. To submit a DL project proposal, please complete the proposal form and criteria checklist and submit them to the Director.

How does SUL define a digital project?
The Library intends to build digital collections of enduring quality in support of the University's teaching and research mission. A digital project serves this mission and has specific start and end points, though the end may be far in the future. A DL project is linked to a library strategic goal and has a defined goal of its own. Projects may be standalone or components of a larger project.

Why consider a digital project?
Library digital projects add value to original materials in a number of ways, including by providing:

Surrogates of fragile and rare materials;
Broad dissemination of scarce and/or high-demand items;
Enhanced access, through search and browse capabilities, and through format-specific tools;
Enhanced intellectual context, through association with related materials in a project, or by association with materials in other digital projects;
Scholarly context, through subject specialist/faculty provided supportive and introductory materials.

What kinds of resources make up digital projects?
Library digital projects are intellectually cohesive bodies of material and may be:

Library owned materials;
University/faculty owned materials, when the Library becomes the custodian of the resulting digital object;
Consortial efforts, including any of the above, with the Library as either custodian or contributor of the resulting digital object;
A combination of the above.

Why do we need a process?

To document criteria and procedures by which requests for project support can be assessed and resources allocated.
To encourage systematic assessment, selection, and sequencing of DL projects, and to ensure that projects fit into the broader context of library planning.
To encourage careful consideration of the estimated costs of potential projects.
To foster an environment of open communication about project priorities and resource allocation.
To provide specific feedback on proposals that will not be acted upon so that developers may consider revising and resubmitting.
To promote broader understanding and consideration of the costs, benefits, and methodologies of DL projects.

The following excerpt from the CLIR publication, "Selecting Research Collections for Digitization," outlines some of the considerations to be taken into account when selecting projects:

"Selection for digitization is a complicated process having much in common with selection for purchase, microfilming, and withdrawal, and with other strategic decision-making that is integral to the work of libraries. The conversion of textual, visual, and numeric information to electronic form?from preparation and conversion to presentation and archiving?encompasses a range of procedures and technologies with widely varying implications and costs. The judgments we must make in defining digital projects involve the following factors: the intellectual and physical nature of the source materials; the number and location of current and potential users; the current and potential nature of use; the format and nature of the proposed digital product and how it will be described, delivered, and archived; how the proposed product relates to other digitization efforts; and projections of costs in relation to benefits."

How are project responsibilities delineated?
Digital projects at Syracuse University Library are collaborative efforts, drawing on the expertise of staff and faculty from within and outside of the library. The Digital Projects Coordinator works with the project sponsor to develop the project plan and manage the project. Specialists from throughout the library (and other campus units as needed), including preservation, metadata, digital imaging, and information technology may be assigned various responsibilities as members of the project planning team.

What kinds of standards are used?
Library digital projects are based on current or emerging standards and best practices in areas such as imaging and digital transfer, text encoding, metadata, markup languages, web accessibility, and interface design. Adherence to standards and best practices facilitates:

Long-term usability of the digital object
Compatibility with projects of consortial partners and peer institutions
Migration of digital objects/data to successor technologies

How are digital projects supported?
Library digital projects are staffed and supported in a number of ways. More than one source of support may be required for most digital projects.

Library funded staffing and operating support
Collaborative, project-based staffing and support from other areas.
University/faculty project-based support, in the form of direct funding, student hours, assistantships, services, etc.
External funding, through grants or other sources, including consortial agreements.

I have a project in mind. Where do I start?
Within the Library, the best place to begin is by discussing your idea with your department head. He or she will be able to help you begin shaping your ideas into a project proposal (use Word criteria checklist and project proposal forms). While we would prefer to accept all project proposals, we realize that this is not possible and we will evaluate each proposal according to the evaluation criteria. DLDS staff work with you to assess your project and its resource needs.