The Panhandle Library Access Network’s Digitization Conference is one not to miss if you are in the Panama City Beach area. PLAN has been a fantastic partner throughout the years for many libraries and organizations including us. The conference has an impressive group of speakers from Florida State University, ResCarta, Pew Research Center, Florida International University, University of Nevada Reno, University of North Florida, Dominican University, Digital Library of the Caribbean, Penn State and LYRASIS on various topics ranging from copyright law, collaboration, leveraging digital projects, challenges of collections and more! Check out the presenters & their topics and register today!

Where We’re Going, We Don’t Need Roads (Keynote Address)

In this session, Robert Miller, CEO of LYRASIS, will talk about the changes and opportunities libraries, archives and museums have undertaken since last year’s PLAN Digitization Conference and what lies ahead for us in the Future. We might not need roads but we do need collaboration, communication and paths towards discovery, access and sustainability.

Presented by: Robert Miller, Chief Executive Officer, LYRASIS

The Future is Now at Libraries (Keynote Address)

Lee Rainie, director of Internet, Science and Technology research at the Pew Research Center, will describe the five years of the Center’s library research and how it provides libraries a roadmap for planning for the future. He will cover the latest findings of the Center about digital trends now and in the next few years – including the coming of the fourth and fifth digital revolutions – and how they will affect knowledge-building and learning institutions like libraries.

Presented by: Lee Rainie, Director of Internet, Science, and Technology Research at the Pew Research Center

Crash Course in Dublin Core

Dublin Core is a very popular metadata element set that is used in many digital projects around the globe.  This crash course will introduce participants to the “Simple” and “Qualified” versions of Dublin Core, Dublin Core attributes, and how to encode Dublin Core in XML.

Presented by: Karen Snow, Ph.D., Assistant Professor & Ph.D. Program Director at the Graduate School of Library & Information Science Dominican University

Grants and Grantwriting for Digital Projects

This session focuses on preparing for and writing grants, especially for digitization projects. Since many digitization grants are funded through the National Endowment for the Humanities (NEH), the Institute of Museum and Library Services (IMLS), and the National Historical Publications and Records Commission (NHPRC), this session is based upon those particular granting entities’ requirements. Discussion will include matching your institution’s project with the appropriate funding agency, preparing to write a proposal, and the key elements of a grant.

Presented by: Thomas F. R. Clareson, Senior Consultant for Digital & Preservation Services, LYRASIS

Copyfraud & Digital Archives

Preparing digital archives creates many copyright concerns. In this session we’ll look at forms of potential copyfraud – false claims of copyright – that archives place on digitized works via terms of use, metadata, and other control mechanisms. By attempting to restrict access to works via well-intentioned but false copyright claims and other claims over the use of works, do libraries’ attempts to control downstream uses diminish the attempt to make their archives more useful to the public? We will specifically look at collection copyright evaluation and how to choose rights statements to avoid inaccurate and incorrect claims of copyright.

Presented by: Brandy Karl, Copyright Officer, Pennsylvania State University

Challenges and Opportunities in Collecting the History of a University

The department of Special Collections and Archives can be utilized as a resource for broader university support. Such a department is a great example of how important an institution’s history is within a community and preserving that history. However, there are significant challenges in preserving the history of a university including relationship building, donor access, and policies. The success of this will be determined by the professional’s approach to conquering the opportunity. Aisha Johnson, Head of Special Collections and Archives of the University of North Florida will discuss the challenge of development and collaboration with external entities for relationship building.

Presented by: Aisha M. Johnson-Jones, Ph.D., Head of Special Collections and Archives, Thomas G. Carpenter Library, University of North Florida

 We Work for the Users: User-centric Digitization in Digital Libraries

The Digital Library of the Caribbean (dLOC)—a unique, open access, collaborative, international, multi-lingual digital library for resources from and about the Caribbean and circum-Caribbean, providing access and ensuring preservation for Caribbean materials (digitized and born-digital)—is a destination for finding digital content, community for capacity building, and includes a suite of tools, documentation, and practices designed with and for the dLOC users for digitization and digital curation. In this presentation, participants will learn about the dLOC tools, different digitization methods and approaches at various levels of scale, and overall approaches for making digitization work through community collaboration across institutions with different needs, goals, and materials, from fragile and unique historic documents to born digital AV and more.

Presented by:
Chelsea Dinsmore, Director Digital Production and Services, University of Florida Libraries
Miguel Asencio, Program Director, Digital Library of the Caribbean, Florida International University

Support Your Local Rural Library! Utilizing Digital Resources in Small or Remote Communities

Rural libraries and other memory institutions, such as museums, archives, and historical societies, are vitally important to their communities. Remote communities have the most to gain from online digital resources accessed through their local libraries because they have limited resources and non-existent budgets. Because rural libraries and other memory institutions are so important to their communities they can be leaders in implementing the digital preservation of precious local archival material. We have the opportunity to introduce digital resources to rural librarians and support digital initiatives they may want to implement within their communities. This may seem like a daunting task, but it isn’t.

This session will offer an overview of strategies used in Nevada to familiarize remote rural libraries and memory institutions with resources offered through the DPLA. This will include examples of ways to reach out to rural librarians to understand their needs without having to drive for hundreds of miles. In addition, suggestions on how to establish and support digital preservation efforts in rural communities will be offered, as well as challenges that are unique to local areas.

Presented by: Amy J. Hunsaker, Digital Initiatives Librarian at the University of Nevada, Reno

How to Successfully Leverage Collections, (Very) Limited Resources, and the Internet to Get Things Done: Digitizing a Small Special Collection at the University of Toronto

This session will present a case study about how we were able to digitize a small unique collection of curriculum documents on a limited budget and with limited staff resources at the University of Toronto (UofT).  The challenges of the environment at UofT – limited financial and human resources, diverse collections in many different formats, etc. – are quite common amongst libraries.  Given those constraints we had to figure out how to create a successful digitization project on a non-existent budget.  Combining a low cost scanning method, an intern from UofT’s iSchool, and library staff we were able to leverage our limited resources to scan, preserve and share an important reference resource for curriculum scholars.  The presentation will tell our story, share examples of the digitized materials and conclude with some practical tips and advise about project management, social media, and finding creative solutions to everyday challenges.

Presented by: Michael Meth, Associate Dean, Research and Learning Services Florida State University Libraries

What Collaboration Can Do! Digital Library of the Caribbean (dLOC): Governance and Building Communities of Practice

The Digital Library of the Caribbean (dLOC) began in 2004. In the past 12 years, dLOC has successfully faced numerous challenges—technology, language, resources, capacity—and has met and overcome them as a community. In this joint presentation, dLOC team representatives will discuss dLOC’s model for international collaborations, relationships, and partnerships with over 42 partner institutions, scholarly collaborators, and community members. Over the past 12 years, dLOC has developed through collaboration into as a socio-technical (people, policies, communities, technologies) platform supporting collaboration among partner institutions, developing and enhancing communities of practice, and building intellectual infrastructure. The dLOC Director, Technical Director, and Digital Scholarship Director will present on dLOC’s history, the dLOC model, and specific projects as examples of what collaborative international libraries can do.

Presented by:
Miguel Asencio, Program Director, Digital Library of the Caribbean, Florida International University
Laurie N. Taylor, Ph.D., Digital Scholarship Librarian, University of Florida
Chelsea Dinsmore, Director Digital Production and Services, University of Florida Libraries

The South Florida Folklife Collection: Digitizing Thirty Years of Ethnographic Research

Since 1986, the South Florida Folklife Center, a division of HistoryMiami Museum has identified, documented, and worked to preserve the living cultural heritage of the region’s diverse community. The South Florida Folklife Collection is the result of this work, and consists of both two-dimensional archival materials and three-dimensional artifacts collected over the last 30 years. The collection’s seventy-five linear feet of archival materials include approximately 20,000 photographs, 700 audio and video recordings, ephemera, field notes, reports, and commercial music recordings. In 2014, HistoryMiami Museum undertook an initiative to conserve, make accessible, and engage the public with the holdings of this unique collection by digitizing a large percentage of the materials and creating a finding aid for the entire collection. The project is in its final phase of completion, and this presentation will discuss how the initiative was developed and managed with particular focus on the digitization process.

Presented by: Vanessa Navarro, Folklife Specialist, Miami History Museum

Well Planned is Half Done: Planning Projects in the Digitization World

Project management is what all archivists and librarians do on a daily basis…we just don’t always call it that and we’re rarely taught it in school. Where a majority of the work happens when it comes to managing a digitization project is in the planning stages. What are you going to digitize? How are you going to digitize it? Who is going to do all the work? This session will look at how to define and plan out your project, exploring tools that will help in the scoping stages of a project as well as ways to continually evaluate your plan once a project gets up and running.

Presented by: Krystal Thomas, Digital Archivist, Florida State University

Finding Local and Collaborative Funding for Digital Projects

Developing digitization grant proposals for state, local and foundation funding sources will be addressed in this session, with a special focus on multi-institutional collaborative grants.  In addition, working with donors, friends groups, local and alumni organizations, and other potential funders will be covered.

Additionally, we will discuss ways in which local organizations can help a digital program through means other than funding.  A special feature of this session will be discussion of attendees’ grant ideas and funding strategies.

Presented by: Thomas F. R. Clareson, Senior Consultant for Digital & Preservation Services, LYRASIS

Get to know MODS

The Metadata Object Description Schema (MODS) is becoming a popular metadata option for digital libraries.  This XML-based scheme is a good choice if you are looking for a metadata standard that was designed to describe digital resources that is not as simple as Dublin Core or complex as MARC.  This session will introduce participants to the features of MODS and how it differs from other metadata standards.

Presented by: Karen Snow, Ph.D., Assistant Professor & Ph.D. Program Director at the Graduate School of Library & Information Science Dominican University

Digitization Basics: Capture/Conversion – Creating /Applying Metadata – Formats and Storage – Validation

This one-hour session covers the basics of file formats, file naming, directory structures and storage of completed digital objects will be examined along with various validation techniques.  Long term preservation of digital archives and a discussion of fixity and future proofing will complete this session.

This course enables the attendee to:

  • Understand the types of equipment, software and time required to convert analog objects to digital.
  • Identify the various types of metadata and how they can be created.
  • Understand the difference between a digital file and a digital object.
  • Understand the use of OCR/AAT software and its limitations.
  • List best practice formats for long term storage and reuse.

Presented by: John Sarnowski, Director, The ResCarta Foundation

 You’re Digitizing Everything, Right? : Developing Selection Criteria and Workflows for Digital Collections

You’ve heard it before — “Well, it will all be online soon anyway.” — and you’ve wondered how you can possibly meet community expectations that everything you have be online. This session will focus on different methods for developing selection criteria that balance the needs of your community with your organization’s capabilities – now and as they evolve. With limited time and resources, how do you make digitization decisions that have the greatest positive effect on your organization’s goals and your community’s needs? We’ll consider major criteria for decision making — rights issues, community impact, uniqueness, preservation concerns, workflow capabilities — and look at ways to leverage selection plans to grow resources and capacity.

Presented by: Kathleen McCormick, Associate Dean of Libraries for Special Collections & Archives, Florida State University

 Adapting University Archives to a Born-Digital World

The mission of university archives is collection, preservation, and accessibility to institutional history. Our collections support alumni, university foundations, and play a crucial role in demonstrating the value of the university within the community. Material collection has become more challenging in environments where the majority of communication is email, policies are written and accessed through online means, and faculty scholarship is rarely in physical form. We live and work in a born-digital world. This presentation will address these emerging challenges and the innovative methods which university archives can utilize in order to thrive in a digital environment.

Presented by: Melissa Minds VandeBurgt, Head of Archives, Special Collections, and Digital Initiatives, Florida Gulf Coast University