Docstoc

Wellcome Library

Document Sample
Wellcome Library Powered By Docstoc
					                                      Wellcome Library
             Digitisation Implementation Plan: 2007-2011




Wellcome Trust Digitisation Implementation Plan – Updated January 2008   1
Contents
1    Context and purpose of document.................................................................................... 4
2    Drivers for digitisation ....................................................................................................... 4
3    Digitisation principles ........................................................................................................ 5
4    Candidate digitisation projects: two approaches .............................................................. 6
     4.1     In-house projects..................................................................................................... 6
     4.2     External projects...................................................................................................... 7
         4.2.1      Wellcome Film ................................................................................................. 7
5    Implementation: resource and management implications ................................................ 7
     5.1     Staffing .................................................................................................................... 7
     5.2     Approval route for digitisation projects .................................................................... 8
         5.2.1      In-house projects ............................................................................................. 8
         5.2.2      External projects.............................................................................................. 8
     5.3     Timetable................................................................................................................. 9
     5.4     Management structure ............................................................................................ 9
     5.5     Budget ................................................................................................................... 10
         5.5.1      Project costs .................................................................................................. 10
         5.5.2      Operational costs .......................................................................................... 10
         5.5.3      Costs over time ............................................................................................. 10
6    Conclusion...................................................................................................................... 10
Annex A – Digitisation selection criteria................................................................................ 11
Annex B – The approval process – diagrammatically........................................................... 12
Annex C – Digitisation: implementation timetable................................................................. 13
Annex D – Digitisation projects: proposed management structure ....................................... 14




Wellcome Trust Digitisation Implementation Plan – Updated January 2008                                                                    2
Executive summary: key points
1. The importance of digitisation has already been recognised by the Trust, which has
   made funding available for five years from Central Funds for this activity. This document
   defines an implementation plan that will enable the Library to deliver a large-scale
   digitisation programme.

2. By increasing access to its collections through digitisation, the Library will be able to
   meet user expectations and provide better services. These developments will greatly
   expand the potential reach of the Library and help to reinforce its position as the leading
   international resource for the study of the history of medicine.

3   Digitisation is expensive, time-consuming and requires extensive handling of original
    materials. Consequently, to maximise return on investment and protect the original
    items, the following six principles have been defined:

    The Library will develop digitisation projects, based on clear and demonstrable needs
    and benefits. [Annex A details the Digitisation Selection Criteria.]

    The Library will adopt a standards-based approach to digitisation.

    Digitisation will be undertaken on a “do it once – do it right” approach.

    Digitised collections will, where practical, be stored and made available though the
    existing Library systems.

    Digitised collections will be made freely available to all.

    All projects will be formally evaluated.

4. To take forward the digitisation programme, two types of project have been identified; “in
   house” and “external”. “In-house” projects are ones where the Library already has the
   relevant skills and equipment (photographic and scanning services), but needs additional
   resource – most typically, temporary staffing – to be able to undertake these projects to
   deliver a critical mass of digitised material. “External” projects are those where the
   creation of the digital surrogate is best outsourced to an external vendor.

5. Candidate “in-house” projects will reviewed by the Library Advisory Committee, with final
   approval from the Information Management Group.

6. “External” projects will typically be bigger, and more expensive (on a per-project basis)
   than the “in-house” initiatives. As a result of this, it is recommended that:

    a) all proposals are subjected to formal, external peer review
    b) all contracted work that arises under this programme will be subjected to a full
       competitive tendering process.

    Each “external” project will require formal approval from the Trust’s Strategic Awards
    Committee. The full approval process is detailed in Annex B.

7. Once this Plan has been approved, the intention is to begin implementation immediately.
   A high-level timetable is provided in Annex C.



Wellcome Trust Digitisation Implementation Plan – Updated January 2008                           3
8. To manage the entire digitisation programme, a Digitisation Programme Manager should
   be recruited. The overall proposed management structure is shown in Annex D.

9. This Implementation Plan provides a clear methodology and management structure to
   deliver a digitisation programme that will enable world-wide access to a significant
   corpus of material, drawn from the Library’s rich collections. The programme of work set
   out in this Plan is ambitious, but with the level of resource and commitment outlined
   here, is fully achievable.


1 Context and purpose of document
The Library Strategy 2006-20091, approved by the Board of Governors in July 2006,
articulates the need to develop the range of electronic services that will both improve the
services the Library offers to its users, and enhance access to the collections. With regard
to digitisation, the strategy recognises the need to develop a digitisation programme, based
on the Library’s unique holdings.

As digitisation enables visitors – both in-house and remote – to explore the collections in
new and unique ways, within the broad context of health and well-being, the digitisation
programme is also fully in accord with the aspirations of Wellcome Collection. The projects
suggested below will provide opportunities for public engagement as well as facilitating
research for the serious scholar.

The purpose of this document is to set out an implementation strategy that will enable the
Library to draw down allocated funds to deliver a large-scale digitisation programme.

This plan also provides the Executive Board and the Library’s Senior Management Team
with a high-level timetable for moving this strategy forward and provides an overview of the
resources which will be required for this plan to be realised.



2 Drivers for digitisation
The primary objective of the Library’s digitisation programme is to increase access to its
collections. Although the creation of digital surrogates can also be seen as way of helping
preserve the original object, this is not the key driver.

By increasing access to its collections through digitisation the Library will be able to:

•      Meet user expectations

            o    Growing perception – fuelled by mass digitisation projects like Google Books and
                 the EU’s eContentPlus programme – that if it is not on the web, it does not exist.

•      Provide better services

            o    24x7 access to digitised collections
            o    Enables new and innovative research (e.g. programmatic linking of content to
                 other related resources), and content to be re-used in unique and different ways


1
    Wellcome Library Strategy – 2006-09. Available at: http://library.wellcome.ac.uk/assets/wtx034924.pdf



Wellcome Trust Digitisation Implementation Plan – Updated January 2008                                      4
         o    Ensures that the previous investment in the collection (cataloguing, storage,
              conservation) is not lost as users make digital the preferred mode.

Such developments will greatly expand the potential reach of the Library and help to
reinforce its position as the leading international resource for the study of the history of
medicine.


3 Digitisation principles
The following principles will govern all future digitisation projects undertaken by the
Wellcome Library.

The Library will develop digitisation projects, based on clear and
demonstrable needs and benefits.
        With over 2.5 million objects in the Library’s collections, comprising print, manuscript,
        audio, film and pictures, clear selection criteria are required.

        Annex A specifies the criteria – such as audience need, partnerships etc – which will
        be used to assess all potential digitisation projects.

The Library will adopt a standards-based approach to digitisation.
        A standards-based approach will help to ensure that all files (images, audio etc.)
        created under the auspices of this digitisation programme can be preserved (and
        reused). Standards that will be adhered to include:

         •    Scanning standards (e.g. Minerva Digitisation Guidelines)
         •    File format standards (e.g. TIFF, MPEG2 etc.)
         •    Metadata standards (e.g. MARC21, ISAD(G), Dublin Core, NLM Journal
              Archiving DTD etc.)

Digitisation will be undertaken on a “do it once – do it right”
approach.
    •    Capture once – use many times. Digitisation is expensive, time-consuming and
         requires extensive handling of original materials. Digitisation projects will focus on
         creating high-quality master files, from which many derivatives can be created for
         specific uses (e.g. web delivery).

    •    Scan from earliest generation of original as possible. To capture the most
         information the Library will digitise from the earliest generation of the original that it is
         practical to use.

    •    Establish quality assurance processes. A structured quality assurance programme –
         using both automated and human checks – will be devised and implemented for each
         project.

Digitised collections will, where practical, be stored and made
available though the existing Library systems.



Wellcome Trust Digitisation Implementation Plan – Updated January 2008                               5
    •    Images will be stored in MIRO – the Library’s image repository.

    •    Metadata will be stored in the most appropriate repository. Thus, if we digitise a
         number of books, then we should make the digitised object available from the
         bibliographic record within Millennium; if we digitise objects from the archive
         collection, then the archive record must hold a link to the digital surrogate.

    •    For some collections, it may also be necessary to create new web-based delivery
         systems. In such cases the Library will exploit the interoperability protocols – such
         as OAI-PMH, Z39.50 – to ensure users enjoy a seamless approach to the Library’s
         holdings.

Digitised collections will be made freely available to all.
    •    All items digitised will be made freely available to all. No charges will be levied, and
         registration will not be required.

    •    To encourage rich and innovative uses of the collections, where possible, digitised
         objects will be licensed under the Creative Commons, Attribution, Non-commercial
         licence. See: http://creativecommons.org/licenses/by-nc/2.0/uk/

 All projects will be formally evaluated.
        To assess the value of each project to the educational and professional audiences we
        are addressing, each project will be formally evaluated. For in-house projects this will
        take the form of looking at usage figures, costs etc, whist the “external” projects will be
        subjected to a more formal evaluation exercise.

4 Candidate digitisation projects: two approaches
In essence there are two types of digitisation project that the Wellcome Library will undertake
over the coming few years – in-house projects, and external projects.

4.1 In-house projects
An “in-house” project can be defined as one where the Library already has the relevant skills
and equipment (photographic and scanning services), but needs additional resource – most
typically, staffing – to be able to undertake these projects to deliver a critical mass of
digitised material.

The “in-house” approach will be particularly suited to digitising rare and fragile objects –
where the Library would not wish to send items to external contractors – and for digitising
new acquisitions (e.g. AIDS posters, Special Purchase Fund acquisitions etc.) and do this on
a much bigger scale than has been possible hitherto. This approach would also enable the
Library to respond to proposals in a nimble and opportunistic way. In general, it is anticipated
that these projects will be on a much smaller scale (in terms of funding) than the external
projects.

Section 5.2.1 describes the approval process for releasing funds to support in-house
projects.




Wellcome Trust Digitisation Implementation Plan – Updated January 2008                              6
4.2 External projects
External projects can be defined as those where the creation of the digital surrogate is best
outsourced to an external vendor.

Mass digitisation projects – where external vendors have the equipment and infrastructure to
manage the digitisation of hundreds of thousands of pages of text – or projects which require
specialist digitisation equipment (such as transferring moving film to the Digibeta format) are
highly suited to this external approach. In general, it is anticipated that these projects will be
on a much bigger scale (in terms of additional funding) than the in-house projects.

Although these external projects may also require additional project staffing, the biggest
element of cost will be around the actual creation of the digital surrogates.

Section 5.2.2 describes the approval process for releasing funds to support external
projects.

The first “external” project will run over two years from October 2007:

4.2.1 Wellcome Film
Increasingly, the users of the material held in the Moving Image and Sound Collections are
working in digital, rather than analogue, formats. To accommodate this, and to improve
access to the collection generally, this project would seek to convert a significant proportion
of the Library’s holdings to digital format, and make these available (in a Web-supported file
format, such as .WAV, and .MOV) over the Internet. [ENTER WEB ADDRESS HERE ONCE
PAGES ARE ONLINE]


5 Implementation: resource and management implications
Detailed below is a mechanism, along with a recommended approval process, for releasing
funding in a way that is both fully accountable and not overly bureaucratic.

5.1 Staffing
As a matter of priority it is recommended that the Library seeks to appoint a Digitisation
Project Manager (DPM), on a fixed-term contract, to manage all digitisation projects
undertaken by the Wellcome Library within this Plan.

The DPM will be responsible for developing project proposals, managing approved projects,
and managing the virtual team, as detailed in Annex D.

Funding for the DPM – and all other project staff that will be recruited to implement this Plan
– will be sourced from the digitisation fund.

It should also be made clear that existing Library staff (especially Heads of Collection) will be
required to assist in approved digitisation projects, for example, working with contracted staff
on issues such as cataloguing and conservation queries.

Greater availability of items from the collections in digital form will raise the profile of the
Library and this will increase usage of the collections, including those that remain in
analogue form. The University of Oxford, for example, have reported this phenomenon
following the digitisation of some of their rare manuscripts2.

2
 Scoping the future of the University of Oxford’s Digital Library Collections. Online at:
http://www.bodley.ox.ac.uk/scoping/full.html


Wellcome Trust Digitisation Implementation Plan – Updated January 2008                             7
It is worth noting that the experience of other libraries shows that digitisation projects leads
to an increase in staff numbers. For example, the National Library of Scotland recruited an
additional seven staff for its programme of digitisation3, whilst the University of Oxford’s
Vision for 2008 recognised that the introduction of its digitisation services would incur
additional staffing costs4.

The recently published ‘Handbook on Cost Reduction in Digitisation’5 concludes that “people
costs are usually the highest cost” in any digitisation project, and suggests that the best way
to manage these are to automate processes and outsource where possible. Section 5.2.2
below, describes the processes the Library will adopt to minimise costs.

5.2 Approval route for digitisation projects

5.2.1 In-house projects
The DPM will, in consultation with Library staff and adhering to the principles articulated in
this Plan, define the priority projects – over the next four years – and calculate what
additional resource will be required to implement them.

On an annual basis – which will be timed to coincide with the annual budgeting process –
the fully costed proposals for in-house projects will be presented to the Information
Management Group (IMG) for final approval.

Prior to IMG approval, the annual programme of activity (with costs) will have been
presented to the Library Advisory Committee for consideration and comment.

Annex B provides a diagrammatical overview of the approval process


5.2.2 External projects
As discussed above, the external projects will typically be bigger, and more expensive (on a
per-project basis) than the in-house initiatives. As a result of this, it is recommended that:

    a) all proposals are subjected to formal, external peer review
    b) all contracted work that arises under this programme will be subject to a full
       competitive tendering process.

The full approval process will be as follows:

    •    The Digitisation Project Manager (DPM) will, in consultation with Library staff and
         adhering to the principles articulated in this plan, define a priority project.

    •    DPM will produce a detailed project outline and a notional estimate of cost. The
         implications on ISD of these projects will also be considered at this time.

    •    The LAC will be asked to give “in principle” support for the project.


3
  National Library of Scotland, Annual Report, 2003. Available online at:
http://www.nls.uk/professional/annualreport/docs/areport02.pdf.
4
  University of Oxford Vision for 2008. Available online at:
http://www.bodley.ox.ac.uk/librarian/visionplus/vision2008.doc - see Operational Plan – item 9.
5
  Handbook on cost reduction in digitisation. Minerva Plus Project, 2006. Available online at:
http://www.minervaeurope.org/publications/CostReductioninDigitisation_v1_0610.pdf


Wellcome Trust Digitisation Implementation Plan – Updated January 2008                             8
    •    The detailed project proposal will be sent to at least three external assessors, for
         comment and assessment.

    •    The project outline– along with the comments from the external assessors and the
         notional costings – will be presented to the Strategic Awards Committee in the usual
         way.

    •    If the competitive tendering process results in costs which are significantly higher
         (15% or above) than that presented to the SAC, then the revised costings will be re-
         submitted to the EB for final approval.

Annex B shows this process diagrammatically.

5.3 Timetable
Once this Plan has been approved, the intention is to begin implementation immediately. In
June the Wellcome Film proposal – the first “external” project – will be taken to the Strategic
Awards Committee. In parallel with this, a Digitisation Project Manager should be recruited
to manage this programme of work over the next four years.

Annex C provides a high-level timetable of the key activities from April 2007 to September
2011.

5.4 Management structure
As highlighted above (see 5.1), a Digitisation Project Manager will be required to oversee
and deliver this extensive programme of digitisation.

Though the post-holder will report to the Head of e-strategy, the DPM will effectively
establish a virtual team, comprising staff from the photographic and cataloguing services in
the Library.

Annex D shows the proposed management structure.




Wellcome Trust Digitisation Implementation Plan – Updated January 2008                          9
5.5 Budget
5.5.1 Project costs
Project costs will be determined by thorough scoping of projects, both “in-house” and
external, which will form a key part of the approvals process for each project. Formal
tendering will be carried in the case of external projects.

Staffing for projects, as well as any necessary equipment purchases, and outsourced
digitisation suppliers will be funded through digitisation budget as allocated by Central
Funds.

5.5.2 Operational costs
Inevitably some approved projects will incur ongoing operational costs. This may take the
form of hardware support, software licences, and external hosting charges.

To manage this, all projects submitted for approval will explicitly define the ongoing
operational costs. These costs will be met through the Library’s operational budget.

5.5.3 Costs over time
Digitisation – which can include preparatory conservation work and cataloguing, as well as
the creation of digital surrogates – is an expensive activity. The Library, however, will
manage these costs – and thus ensure a good return on investment – by adopting the
following processes:

•   Seek external partners to share costs
•   Expose projects to competitive tendering exercises
•   Undertake large scale projects, thereby allowing economies of scale to be reaped.

Over time, the costs of digital creation – as well as hardware and software costs – are likely
to fall. However, we must also recognise, especially in regard to the “in-house” projects, that
temporary staff costs are a key element in the Plan, and these costs are unlikely to decline
by the same rate.

6 Conclusion
This Implementation Plan provides a clear methodology and management structure to
deliver a digitisation programme that will enable world-wide access to a significant corpus of
material, drawn from the Library’s rich collections.

Once in digital form, this material will be used in new and innovative ways. For example,
material from WellcomeFilm may be embedded into virtual learning environments, whilst the
digitisation of the Medical Officer of Health reports will enable researchers to look at the
epidemiology of health and disease over time, and, computationally, compare and contrast
this information with current data.

The programme of work set out in this Plan is ambitious, but with the level of resource and
commitment outlined here is fully achievable.




Wellcome Trust Digitisation Implementation Plan – Updated January 2008                        10
Annex A – Digitisation selection criteria
  With over 2.5million objects in the Library’s collections, comprising print, manuscript, audio,
  film and pictures, clear selection criterion are required. When considering digitisation
  projects the following criteria will be considered:

  A1 Audience
  Although digitised objects will be accessible to all – and will appeal to many of the Library’s
  audiences – the focus will be on meeting the needs of the educational and professional
  audiences.

  A2 Scholarly and historical value
  The Library will select groups of materials that make up important and useful online
  collections, based on their materials scholarly and historical value. These include:

      •    Collections based on subjects or genres, especially those in which the Library’s
           collection is strong. Candidate projects include the Medical Officer of Health
           Reports, films held in the Moving Image and Sound archive, and materials from the
           Library’s rich archival collections.

      •    Items that are in heavy demand.

      •    Materials that will be useful for the teaching of the history of medicine, at the
           undergraduate/post-graduate level.

  A3 Feasibility
  Before any project can be approved, the Library will need to satisfy itself that the project is
  feasible. Specifically:

      •    Can the relevant rights and permissions be secured?

      •    Is it technically possible to capture the image? For example, if digitisation could only
           be achieved by damaging the original object, this would, in most cases, be
           unacceptable.

      •    Have the candidate objects been catalogued? The Library will give a preference to
           digitising objects for which bibliographic records already exist.

  A4 Uniqueness
  The Library will give a lower priority to digitising material that has been digitised by other
  institutions and publishers.

  A5 Geographical and linguistic considerations
  Given the international nature of the collections, neither geographical nor linguistic
  considerations will be a major factor in deciding whether a collection should be digitised.

  A6 Partnerships
  The Library will actively seek partners for its digitisation projects, and prioritise those projects
  for which partners can be identified. Typically, such partners will be expected to part-fund a
  digitisation initiative – either financially, or in-kind – or provide some other contribution.
  Other, valid contributions would include academic input, and/or supply of objects which are
  not held by the Library, but are required for the project.

  A7 Critical mass
  The Library will undertake projects that will create a critical mass of digitised resources. To
  this end, selected objects will, where possible be digitised in their entirety. To be clear, it will
  still be possible to cherry pick within a collection, but for those items selected a “cover to
  cover” digitisation approach will be adopted.

  Wellcome Trust Digitisation Implementation Plan – Updated January 2008                            11
Annex B – The approval process – diagrammatically

                                                             Digitisation
                                                               Project
                                                              Manager




                                                              Project
                                                              scoping




                                     “In house”                             “External”


                              Seek “in-principle”                Seek “in-principle”
   Not approved               approval from LAC                  approval from LAC.                   Not approved
                                                                 Discuss with ISD

                                         Approved                     Approved


                    Not                   IMG for
STOP              approved                Approval                    Project sent
                                                                      for external
                                                                      peer review

                                         Approved
                                                                      SAC for                Not
                                                                      approval             approved            STOP
                                        Project
                                      commences
                                                                      Approved

                                                                                         If tender
                                                                      Tendering          costs            EB
                                                                                         exceed
                                                                      process            projection
                                                                                         > 15%

                                                                       Project              Approved        Not Approved
                                                                     commences
                                                                                                                STOP




  Wellcome Trust Digitisation Implementation Plan – Updated January 2008                                        12
Annex C – Digitisation: implementation timetable
  Year       Jan – Mar                  Apr - June                         Jul - Sept         Oct - Dec

  2007       Prepare Plan               Seek approval for Plan             Recruit DPM        Prepare 07-08
                                        from LSMT, LAC and EB                                 plans for priority
                                                                                              “in-house”
                                                                                              projects
                                        Submit Wellcome Film
                                        as the 1st external
                                        project” to be approved
                                        under this Plan


  2008       Seek approval              Recruit staff to                   Begin “in-house” projects
             from IMG for “in-          implement ““in-house”
             house” projects            projects”


             Undertake                  Plan 2nd “external”                Seek approval      Undertake
             procurement for            project                            from SAC for 2nd   procurement for
             Wellcome Film                                                 “external”         2nd external
             project                                                       project            project

                                        Prepare plans for priority         Seek approval
                                        “in-house” projects for            from IMG for
                                        year 2008-09                       2008-09 “in-
                                                                           house” projects


  2009       Begin 2nd external         Prepare plans for priority         Seek approval
             project                    “in-house” projects for            from IMG for
                                        year 2009-10                       2009-10 “in-
                                                                           house” projects


  2010                                  Prepare plans for priority         Seek approval          Review
                                        “in-house” projects for            from IMG for       Impetration Plan
                                        year 2010-11                       2010-11 “in-
                                                                           house” projects         Plan 3rd
                                                                                                  “external”
                                                                                                    project

  2011          Seek approval           Seek approval & funding                  Implement revised Plan
              from SAC for 3rd             for revised Plan
              “external” project




  Wellcome Trust Digitisation Implementation Plan – Updated January 2008                                       13
Annex D – Digitisation projects: proposed management
structure



                                                           Head of e-
                                                            strategy




                                                   Virtual Management Team


                       Digital                             Digitisation                  Cataloguing
                      Imaging                                Project                      Services
                      Manager                               Manager                       Manager



                                    Library “champion”                       Library “champion”


                                         “In house”                             “External”
                                           projects                              projects




 Imaging &                                            Other Staff                      Cataloguing Staff
 Preservation Staff                        (e.g. QA, Rights Management)


      Notes

                 Digitisation Project Manager. 1 FTE, Fixed term for the period of the strategy

                 Other staff –cataloguers, imaging staff etc. will need to be employed, based on
                 the needs of approved projects

                 Local “champion”. Existing staff whose specific role in each project will be
                 worked out on a case-by-case example

                  Virtual teams




Wellcome Trust Digitisation Implementation Plan – Updated January 2008                                     14

				
DOCUMENT INFO