DIGITISATION POLICY

Policy category Approved by Responsible Officer Contact officer Commencement date Review date: Collection Management Information and Communication Technology University Librarian Director Information Management Co-ordinator, Digitisation and Imaging August 2010 July 2012

PART 1

POLICY STATEMENT

This policy outlines the Librarys approach to digitisation of its scholarly and cultural collections for all strands of the triple helix (knowledge engagement, research, teaching and learning and enablers)

1.1

Objectives of policy

By digitising its collections, the Library aims to: provide current and potential users access to collections especially unique resources whenever they wish and enhance opportunities for increasing the number of potential users preserve fragile and rare collections and those at risk of obsolescence while increasing access to them promote the diversity and uniqueness of the University collections to enhance exhibition programs and encourage users to explore the physical Library attract philanthropic support for further digitation activities

1.2

Policy rationale

The University of Melbourne has an unsystematic approach to digitisation activities. While there are historical reasons for the current situation, the organization is at a competitive disadvantage in the sector.

1.3

Scope

This policy applies to digitisation of all collections and material managed and controlled by the Library.

1.4

Authority statement

Digitisation Policy

This policy is governed under both the University Information Principles and the authority of Regulation 8.1.R7 which allows the Vice-Principal (Information) and Chief Information Officer to impose conditions (including compliance with this policy) on users of central facilities.

1.5

Related legislation, policies and other documents

Regulation 8.3.R1 - Library Rules, Regulation 8.3.R2 - Computing and Network Facilities Rules Library Collection Policy University of Melbourne Cultural Policy Statement

1.6

Definitions

Digitisation: Digitisation is defined as being the conversion of analogue items into digital format for the purpose of extending access and, where appropriate, to assist with preservation. Scholarly Collections: Reference Collections Items to support learning and teaching in a variety of formats Specialist items to support research needs, eg maps, microforms etc Special collections and rare books Special and Cultural Collections: Each of the Cultural Collections owned by the University of Melbourne is an assemblage of physical (not digital or virtual) objects, which have historic, aesthetic, scientific, research, technical, social or spiritual significance. This significance goes beyond the collections role as an intellectual resource or carrier of information or evidence. The objects in a Cultural Collection may be naturally occurring or created by humans and can include living organisms. Although each individual object might not be rare or unique, each collection as a totality is unique and irreplaceable; if lost or destroyed, the collection may not be able to be re-created, regardless of available funding. Some of the collections were originally accumulated by private individuals, families or organisations, and later acquired by the University; this provenance contributes to the significance of these collections and cannot be replicated. 1

PART 2

RESPONSIBILITIES
The University Librarian is responsible for approving the policy Director, Collections is responsible for ensuring compliance with the policy Director Information Management is responsible for developing and reviewing the policy Co-ordinator Digitisation and Imaging Services is responsible for monitoring compliance with the policy Library Collection Managers and related professionals are affected by the policy

Definition extract from Policy and the Minimum Requirements for the Management of Cultural Collections http://www.unimelb.edu.au/culturalcollections/culturalcollectionspolicyminrequirementsjanuary2008.p df
1

Digitisation Policy

PART 3

PROCEDURES

Digitisation Principles 2
The Library will digitise items from its collections for the purpose of enhancing access for current and future users. It will also, where appropriate, use digitisation as a preservation tool and facilitate/streamline business processes The Library will aim to produce, preserve and present its digitised collections to the highest recognised technical standards. The Library will be responsive to the needs of its diverse range of users. The Library will adopt a scan once for many purposes policy to avoid duplication of effort when capturing data. Digital master images are not digitally manipulated or enhanced, except to compensate for defects in equipment. Quality assurance processes are applied to ensure that digital version of material from special collections represent the original item as closely as possible. Images are delivered online n a way appropriate to the format of the collection material. The Library will strive for the highest standard of security both in the creation of digital files and in their delivery, to ensure that the authenticity of the digital version of the original work is not compromised. The Library will use new technologies and select the most effective available for capture and delivery. The Library will ensure the documentation of its digitisation processes. The Library recognises that its role within its communities will mean that it will share its experience and expertise of digitisation with others. The Library aims to minimise duplication of its digitisation activity and to increase the quantity and diversity of digital content available to users at the national level, by working collaboratively with other national and international institutions. The Library employs widely accepted national and international standards and practices for digital capture, storage, preservation and access. Digitisation takes account of the copying provisions within the Copyright Act 1968.

Selection of material for digitisation

Selection will be made according to agreed selection guidelines and criteria. These will be drawn up according to the following: An appreciation of user requirements which will drive the selection and delivery of digitised material.

Adapted from the National Library of Australia - Collection Digitisation Policy http://www.nla.gov.au/policy/digitisation.html
2

Digitisation Policy

The Library will seek user feedback, including that of current and potential users, by means of online surveys, structured evaluation, web metrics (collecting and interpreting data). This will include quantitative and qualitative data. The expertise and knowledge of the collections possessed by the Librarys staff and Collections Managers will be a major factor when assessing potential digital content. A clear set of criteria for content selection will be established prior to the commencement of any digitisation project or programme. Efforts will be made to avoid duplicating digitisation undertaken by other bodies. Full consideration will be given to any preservation and conservation issues when selecting materials to be digitised. Decisions on selection will also be influenced by: o o o o o o o o o the availability of funding technical considerations availability of specialist staff (both technical and curatorial) the uniqueness of the items conservation requirements Copyright issues existence of catalogue or database partnership opportunities potential to generate institutional prestige

Digitisation Policy