Establishing standards and processes will help ensure that digitization projects fulfill their objectives. The Iowa DOT Library (now closed) developed a set of digitization standards and a digitization workflow to guide its efforts to produce digitized items that could be easily accessed, read and preserved. Former Iowa DOT Librarian Leighton Christiansen—now librarian/data curator for NTL—and colleagues detailed these frameworks in a 2016 conference paper (see Digitization Process below).
To produce digitized items that are uniformly accessible, document standards should address:
Establishing a standard workflow will help libraries process digitization projects efficiently and accurately estimate the resources needed for future projects. Sample steps may include:
Accurately projecting the staff time and costs required for a digitization project can be challenging. Using a digitization cost calculator can help libraries create estimates that account for a range of considerations, including:
The digitization cost calculator mentioned above includes data on the speeds of different types of equipment.
Example
The Iowa DOT Library created detailed estimates of the time required to digitize printed research reports; these are detailed in a 2016 conference paper.
Outsourcing
In-house digitizing may not be feasible for some libraries, especially for large quantities of material. Outsourcing the task to an experienced firm may be a more cost-effective option.
The nonprofit Northeast Document Conservation Center (NEDCC), founded in 1973 as “the first independent conservation laboratory in the United States to specialize exclusively in the conservation and preservation of paper-based collections,” maintains a website that offers a wealth of information about digital preservation, including outsourcing digitization. Guidance considers in-house versus outsourced digitization and describes the advantages and disadvantages of both.
NEDCC notes that organizations can outsource specific elements of the digitization process, including:
For those opting to outsource, NEDCC provides a detailed discussion of vendor relations that addresses locating potential vendors, preparing a request for information and request for proposal (including samples), evaluating responses from vendors, developing a contract, and working and communicating with vendors.
Example
The University of Nevada, Las Vegas Library has developed a webinar examining the pros and cons of in-house digitizing and outsourcing. Additional resources on costs, staffing and equipment are available in the NTL Digitization Resource Guide.
Learn more about the digitization process:
Resource guides:
American Library Association Digitization Resource Guide
Copyright and Open Access Quick Guide
NTKN Communities of Practice: