Task Force on Digitization Principles and Processes

The charge of the task force was "to capitalize on the momentum gained at the April 6, 2006 Library Council meeting on digitization we propose forming a small ad hoc task force to build upon the progress made in defining our emerging vision for digitizing collections from the MIT Libraries.  The summary of that meeting outlines many of the assumptions and challenges we face in developing a digitization program and provides the raw material for creating a set of principles and the framework for moving us forward. 

Tasks:

• Define a set of principles to select appropriate digitization projects.
• Recommend a system and an appropriate body to review, evaluate, and prioritize projects.
• Develop a template for digitization proposals that will prompt for the elements necessary for consideration, including but not limited to funding, legal issues, delivery mechanism, technical implications, and curatorial responsibility.

In developing these recommendations the Task Force should utilize the work resulting from the April 6 meeting and follow up related questions as needed with appropriate staff.  The recommendations should be forwarded to the Acting Associate Director for Collection Services by January 23, 2007 to allow for review prior to Library Council discussion at the February meeting."

Membership:

Jennifer Banks
Rebecca Lubas
Tom Rosko
Ann Whiteside, Convener
Nina Davis-Millis, consultant on technical issues

Highlight from the report that is relevant to the July 22nd discussion- Appendix A - Principles (the full report can be found here):

Appendix A
Working Principles for Digitization Projects
In January 2007, The MIT Libraries created The Dome, and we are beginning to define the goals and parameters of our digital collecting efforts.  There is still much planning and decision-making to be done in order to create a formal digital library program.  In order to move our digital collections initiative forward and to take advantage of opportunities as they arise, we suggest the following principles be applied to the evaluation of potential digitization projects.

• Projects will be selected for long-term collection building. Decisions will be based on the same logic used in selection for other parts of our collections (curriculum needs, research needs, and scope of our collections).

• Rationale for digitizing content includes:

• • The content is unique or in need of MIT-specific access requirements.

• • The content in digital form will be enhanced because of better searchability, or easier access.
  • The original format is at risk and digitizing is one strategy for preserving the content.
• Rights information (ownership and copyright) must be verified, and the MIT Libraries should be given rights to use and disseminate the content, if not immediately, then within an acceptable timeframe.
• The content of the project must be open to at least the MIT Community.
• The digitization of the content should build on previous technical developments for our digital library and contribute to the overall goals and priorities of our digital library program.
• There should be an understanding of how the content will initially be used in digital form.  Delivery requirements for the content should contribute to technology strategies of the MIT Libraries.
• Standard formats should be used in digitization, and appropriate standards for digitization and preservation will be applied to unique and archival materials.
• Appropriate levels of metadata - administrative, technical, descriptive, and preservation - should be applied. 
• There will be a plan for the project that should include initiation, completion, and sustainability. The plan should address considerations such as selection, collection management/curation, access, technical requirements, staffing resources, etc.
• Support for the project will be allocated from departmental resources, or from Institute or other external funding if available.