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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, 2009 Coverage of this Presentation • IRRI : a brief background • A few words on Digitization • Key considerations in digitizing the collection • Digitization Projects at IRRI: Library and Communication and Publications Services • 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 http://beta.irri.org/index.php/Home/Welcome/Front page.html Why the Need for Digitization? • Digitization is the process of converting information into digital format , i. e. analog content into machine-readable format • 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 Preservation • 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 http://www.collectionscanada.gc.ca/8/3/r3-409- e.html Free full text source of digitization Guidelines in the WWW http://www.clir.org/pubs/reports/hazen/pub74.html 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- Library-initiated 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 literature 5. Selected pages from IRRI-assisted theses 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 Literature • 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 searchable) 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 research • 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 database 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 one • Data stored on a CD-ROM • Project funded by the US Dept.of Agriculture CPS Project : IRRI Published Books • Digitized in-house by the Communication and Publications Services (CPS) • Access points: 1. Library’s OPAC – Bibliographic records carry links to the full text http://ricelib.irri.cgiar.org 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 http://www.ricephotos.org/ IRRI’s digital photos at Flickr http://www.flickr.com/photos/ricephotos/ 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 http://caspian.switchinc.org/~distlearn/resources/digitization .html Thank you. References: Digitization 2008. In : Whatis?com. Available at http://whatis.techtarget.com/definition/0,,sid9_gci896692,00.html 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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