Digitization Services Planning Document

Updated: 12/9/10

Participants
Ed Liddle, Yassie Mostoufi, and Chris Novak with Debbie, Darlene, LaVonne and Thoreau from the building project team.

Charge
Consider public and work spaces, work flow, services provided, and other shared activity related to Library Digitization Services and a future Campus Digitization Center.

Library Consensus

• It makes sense to locate all library digitization services here, including digitizing for eReserves, electronic document delivery and special collections.
  • Special Collections wouldn’t have permanent staff work areas here.
• We expect to phase out use of Docutek software by the time we move back into the Library and to migrate electronic reserve functionality to iLearn.
• It would be much better to find a different location for the physical processing component of DDS. Ideally such a location would be on Ground due to proximity to loading dock.
• There should be a service point at this location and it should service both students and faculty.
  • One Stop for Reserves: eReserves plus Hardcopy Reserves and Media Reserves drop off.
  • Faculty primarily for eReserves and, in some cases, special projects.
  • Students for digital theses and ePortfolio preparation and submittal.
  • Copyright and general digitization advice would be provided to both students and faculty.

Open Questions / Discussion Items

• Finalize Staffing
  • Review org chart and decide who will have their primary work area in the workroom.
  • Consider reorganizing DDS: Moving Link+ staff/services to Distribution and putting the rest of DDS with Reserves in Digitization.
    
    • 2 of 3 DDS staff electronic.
      
    • Reserve staff for hard copy reserve moves to Dist area on first floor.
      
      • But books are dropped off in digitization center.
  • Remember to account for non-staff stations for students, eRes (digitization), Arial, etc.
• Finalize Services List
  • Service Counter
    • Accept docs for digitization and files to upload into eReserves/iLearn system from faculty
    • Distribute document creation/digitization guidelines to faculty
      • Include accessibility guidelines
    • Accept hard copy reserves (for delivery to / pickup by Distribution)
    • Accept media reserves (for delivery to / pickup by Media Services)
    • Assist faculty using digitization equipment in center
    • Accept digital theses for uploading
    • Assist students preparing digital theses
    • Assist students preparing work for ePortfolio
    • Refer users to other digitization resources in the Lib
      • Self-Service scanners in Info Commons
      • Media digitization in Multimedia Production Lab
    • (Future) Digitization jobs for departments using departmental accounts
  • Back of House
    • Reserves digitization
    • Document delivery digitization
    • Special Collections digitization
    • Create / support electronic exhibits
    • Support fac/staff presentations
  • Self-Service Area
    • Specialized digitization stations for fac, staff, students to independently prepare and submit files for:
      • iLearn / reserves
      • eTheses
      • ePortfolio
    • Training / tutoring stations
      • Similar to IRIS help lab, except for digitization tasks

Background
The digitization services space on the ground floor was originally designed to house Rapid Copy. Once it became clear that Rapid Copy would not be moving back into the Library it was too late to change the design of the space. Consequently, what we have to work with is a high-profile location with three distinct areas: 1) A highly visible open area just inside the main doors, 2) a private workroom and 3) a one or two person office. The building project team also has envisioned that area 1) will include a public service point, with some workspace behind it.

Workroom
Our current thinking is that this workroom will be the primary workspace for DDS and Reserves staff responsible for digitization and back-of-house processing. We are also thinking that there will be work areas available for Special Collections and Academic Technology (AT) digitization projects.

Service Point
We think the service point will support faculty needs related to reserves–hardcopy, electronic and media–and digitizing content for iLearn. It’s possible that both AT and Library staff would work at this service point.

Public Space
The public computing area was originally designed as something like the old Quick Print space in Rapid Copy. Now that the Rapid Copy center is not returning to the Library, we have to figure out how to make the best use of this area. Some ideas that we’ve considered include: self-service digitization stations for faculty and/or students; self-publishing stations for theses and creative projects; on-demand book printing; digital download stations; etc.

Office
The office would probably be for the supervisor of the Digitization Services.

Collaboration with AT
Digitization Services is primarily a Library space, but a mix of Library and AT services and/or functions will be available here. How this will come together is still to be determined.