Digitization Initiatives at the IRRI Library

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					Digitization Initiatives at the
International Rice Research
       Institute (IRRI)

                   Mila M. Ramos
                 Chief Librarian, IRRI

    TANCO 2009 Information Management Product
 Launching Astoria Plaza Manila, Pasig City, August 18,
 Coverage of this Presentation
• IRRI : a brief background
• A few words on Digitization
• Key considerations in digitizing the
• Digitization Projects at IRRI: Library and
  Communication and Publications
• Future plans
       Basic Information about the
  International Rice Research Institute
• A private, nonprofit research organization,
  established in 1960, with staff working in 14
  countries in Asia and Africa.
• Based in Los Baños, Laguna adjacent to the
  UPLB campus
• One of the 15 centers (located worldwide)
  supported by the Consultative Group on
  International Agricultural Research (CGIAR)
• CGIAR - a strategic partnership of 64 member
  countries working in collaboration with many
  governments as well as public and private
  organizations worldwide.
           IRRI’s Mission
“to reduce poverty and hunger, improve the
     health of rice farmers and consumers,
       and ensure that rice production is
          environmentally sustainable”
              IRRI’s web site at
Why the Need for Digitization?
• Digitization is the process of converting
  information into digital format , i. e.
  analog content into machine-readable
• Digitizing information makes it easier to
  preserve, access, and share.
     Gains from digitization
• Broader and enhanced access
• Preservation for next generation users
• Eliminates risks (e.g. disappearance of
  print on acid paper, breakage of brittle
  paper materials, etc.)
• Savings in money and space
             More Gains
• Adds value to the Library (libraries
  showcasing digital collections project a
  better image)
• Benefits for education – enhanced format
  allows wider access; staff learns new
  technologies; facilitates information
  delivery (e.g. educational modules on web
  sites, distance learning tools)
   Key Considerations in Digital
• Selecting materials for digital
  preservation (policies must be set)
• Systems design – must preserve content
  integrity and offer sustained intellectual
  access for future generations of users
• Storage media – microforms, CD-ROM,
  internal or external hard drives?
         More considerations
• Copyright - Permission need to be obtained for
  copyrighted materials. (Normally, we impose
  restricted access to copyrighted materials.)
• Budget - Digitization may be expensive at the
  outset, but the long-term benefit should be the
  main issue.
• Whether to outsource or to do it in-house.

It is important to focus on small-scale rather
Than large- scale digitization, e.g. rare books;
sub-sets of subject collections, etc. as this is
more attainable
  Sample Digitization guidelines in the WWW
Free full text source of digitization Guidelines in
                    the WWW
      Options Open to IRRI
• Do in-house digitization (need for
  personnel, equipment (scanners),
  software (Search & retrieval & OCR)
• Outsource the work to private entities
  (faster and more economical as long as
  the desired standards are met)
• IRRI uses both.
    Digitization Projects at IRRI-
1. Printed rice bibliography
2. English translations of foreign language
  technical rice literature
3. News Clippings about Rice and IRRI
4. Current and retrospective technical rice
5. Selected pages from IRRI-assisted
Project 1: Rice Bibliography conversion -
Basic rice bibliography (1951-1960) (881
                pages) ….
…+ 28 vols. of annual supplements + 12
  issues of Rice Literature Update =
       1 CD-ROM (outsourced)
 Project 2: Digitization of Rare English
    Translations of Technical Rice
• Rice literature written in Japanese, Russian,
  Italian, Portuguese, etc. with no English
  summaries were translated into English
• Digitized into tape earlier but due to IT
  advances, the OS was outmoded, and retrieval
  was not longer possible.
• Outsourced in 2005
• Available in CD-ROM format, with search
  interface embedded(Alchemy), OCR (text
     Rice Translations: Before & After
573 folders now in 1 CD-ROM (outsourced )
 Project 3 : Newspaper Clippings
      About Rice and IRRI
• news Clippings on rice and IRRI from
  major local newspapers are compiled
  regularly since 1961
• mounted on coupon bond from 1961 up
  to 2005
• very useful when conducting historical
• Risk of disappearance of print due to
  acid paper
Individual Folder of clippings
Newspaper Clippings File 1961-
 current = 8 bays, 7 rows each
Digitized Newspaper clippings(1961-2005) =
            8 CDs (outsourced)
IRRI in the News Interface
     Project 4 : Electronic Rice
   Technical Literature (Ongoing)
• Born digital materials + those scanned in-
  house – journal articles, book chapters, etc.
• Stored in a dedicated server (50+ GB of space
  allocated to the Library)
• The full text documents (pdfs) are
  electronically linked to bibliographic records in
  the rice database
• Access Points: Library’s OPAC and the rice
Access via the rice database
  Project 6: Enhanced Access to IRRI
  Supported Theses and Dissertations
• Covers 1,395 theses written by IRRI scholars
  from 1963 up to 2008
• In-house digitization of selected pages only:
  Title page, Abstract, Table of contents (due to
  copyright restrictions)
• Library assistants were involved
• We had one scanner and purchased a new
• Data stored on a CD-ROM
• Project funded by the US Dept.of Agriculture
   CPS Project : IRRI Published
• Digitized in-house by the Communication
  and Publications Services (CPS)
• Access points:
  1. Library’s OPAC – Bibliographic
  records carry links to the full text
  2. Google Books http://books.irri.org/
OPAC Access
Free Access to IRRI’s e-Books
      via Google Books
CPS Project: IRRI’s Digital Photos at
       IRRI’s digital photos at Flickr
               Future Plans
• Engage in more digitization projects when
  funds become available
• Continue populating the collection with
      a. born digital (by searching the web or
      availing of free trial access offers or
      requesting from authors or partner
      libraries), or
      b. scanned materials
• To have all the records in the rice database
  carry links to full text electronic resources
• To enable users to access rice literature with a
  few mouse clicks via their desktops at least
  within the IRRI campus
    Online Learning Materials on Digitization at
                      Thank you.

Digitization 2008. In : Whatis?com. Available at
Gorman, G. E. & Dorner, G. E. 2009. Digital preservation and
   information management education in the Asian context. In:
   Towards dynamic libraries and information services in Southeast
   Asian countries: proceedings of the XIV General Conference,
   Congress of Southeast Asian Librarians (CONSAL XIV). Hanoi:
   CONSAL. p. 14-22.
Hughes, L. M. 2004. Digitizing collections: strategic issues for the
   information manager. London: Facet Publishing. 327 p.
Yasuo, A. 2009. Preservation management: a key for library
   development. In: Towards dynamic libraries and information
   services in Southeast Asian countries: proceedings of the XIV
   General Conference, Congress of Southeast Asian Librarians
   (CONSAL XIV). Hanoi: CONSAL. p.43-46.

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