Transcript Applying MPLP to Digitization: A Project Manager’s Perspective Cristela Garcia-Spitz Project Manager, Digital Library Program, University of California, San Diego Western Roundup, April 30,

Applying MPLP to Digitization:
A Project Manager’s Perspective
Cristela Garcia-Spitz
Project Manager, Digital Library Program, University of California, San Diego
Western Roundup, April 30, 2010
More Product, Less Process
Make materials available expediently and efficiently • Strive for
simplicity • There is not a single formula for arrangement
applicable to all collections • Focus on the needs of the user, as
well as the reality of limited resources • Try to provide the
researcher with the most meaningful, concise, and accurate
information possible, considering limitations of time and
resources • The simpler the better • Remember that researchers
are coming to research, so you don’t have to do it for them in
advance • Use your time wisely • Factor in labor costs •
Establish real quantitative benchmarks for productivity • Set
priorities • Develop baseline figures for planning and comparison
• Maximize the proportion of holding available for effective use •
Eliminate redundancies, streamline workflows, minimize
handling, and make selective use of outsourcing • Good
processing is done with a shovel, not with a tweezers •
UCSD Digital Library Program
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UCSD Digital Library Program
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Robert Glasheen Photograph Collection
• Consists of +21,000 multi-format negatives taken
between 1964 and 1986
• Access & preservation
level scanning
• Excel spreadsheet
for inventory
• Access database
for description
• Description at the
role level
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Robert Glasheen Photograph Collection
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Robert Glasheen Photograph Collection
Melanesian Projects Time Estimates:
– 4 minutes per image for entering information
in the AT
– 2 records per minute to export the records
Based on these estimates:
– 21,000 images X 4.5 min/image = 1575 hrs
– 2 students @ 20 hrs/wk = 78.75 weeks
– ~1.5 years of work (no breaks, +plus
training, supervision, meetings, unexpected
twists & turns)
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Robert Glasheen Photograph Collection
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Robert Glasheen Photograph Collection
Simple formula to estimate time:
• Determine:
– optimistic value, D(o)
– pessimistic value, D(p)
– realistic value, D(r)
• Then:
– Duration = ( D(o) + D(p) + 4 x D(r) ) / 6
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Robert Glasheen Photograph Collection
Processing Statistics
Number of Files
3000
2500
2000
1500
1000
500
0
Files Sent
Files Received
Files Ingested
Batch 1
1000
990
980
Batch 2
1756
1725
1694
Batch 3
2517
2501
0
Batch 4
625
624
0
Batch 5
1542
1805
0
Batch 6
908
814
0
Robert Glasheen Photograph Collection
Processing Timeline
8/10/2010
6/21/2010
5/2/2010
3/13/2010
1/22/2010
12/3/2009
10/14/2009
8/25/2009
7/6/2009
Batch
Batch
Batch
Batch
Batch
Batch
1
2
3
4
5
6
Date Sent to Luna
8/2/2009
8/17/2009
9/9/2009 10/23/2009 11/23/2009 12/17/2009
Date Received from Luna
8/24/2009 9/22/2009 10/13/2009 11/3/2009
1/5/2010
2/16/2010
Date Ingested into the DAMS 11/13/2009 3/25/2010
8/1/2010
6/1/2010
8/1/2010
6/1/2010
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Project Proposal Process
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Purpose/Priority (Access/Preservation)
Value
Anticipated Use/Audience
Format Type(s)/Size of the Collection
Condition
Existing Metadata, Tools and Resources
Staffing Requirements
Metadata and Access Requirements
Copyright Status
Institutional Support (Buy-in)
Funding
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Moving Forward
• Continue setting priorities, capturing &
utilizing benchmarks & metrics
• Letting one project inform the other
• Work on more documentation, best
practices, communication tools
• Factoring in user’s needs
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Acknowledgements:
Mandeville Special Collections Library: Lynda Claasen, Steve
Coy, Rubi Palomares
Metadata Analysis and Specification Unit: Arwen Hutt, and
Brad Westbrook
Digital Library Program: Robin Chandler and Gabriela Montoya
Preservation: Roger Smith
IT Department: Vivian Chu, Esme Cowles, Matt Critchlow,
Declan Fleming, Ron Joyce, Joy Sargis, Longshu Situ, Huawei
Weng, Steve Wieda
Strategic1 Executive Committee: Luc Declerck, Martha Huska
Armed Revolutionary Organizations in Mexico Documents
• Consists of 9 rolls of 35 mm microfilm
containing 233 documents and publications
created between 1965 and 1998
• Access project
(internal use only)
• Excel spreadsheet
for inventory
• Archivist Toolkit
for description
based on the finding aid
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Armed Revolutionary Organizations in Mexico Documents
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Armed Revolutionary Organizations in Mexico Documents
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Armed Revolutionary Organizations in Mexico Documents
• Quality Control:
– Estimated 10 files/hr X 233 docs = 23.3 hrs
– Actual 14.43 hrs / 233 docs = ~3.7 min/pdf
• Re-scanning and editing pdfs:
– 121 out of 3410 pages or
3.55% were problematic
– ~4 days to rescan and edit
(+training to use in-house
microfilm scanners)
• Entry in the Archivist Toolkit:
– 2 min/doc X 233 docs
= 466 min (7.77 hrs)
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Acknowledgements:
Mandeville Special Collections Library: Lynda Claasen, Steve
Coy, Rosa Longacre, Ryan Luz, Kelly McAnnaney, Rubi
Palomares, Michele Wyngard
Metadata Analysis and Specification Unit: Arwen Hutt, Trish
Rose, and Brad Westbrook
Digital Library Program: Robin Chandler and Gabriela Montoya
Preservation: Roger Smith
IT Department: Vivian Chu, Esme Cowles, Matt Critchlow,
Declan Fleming, Ron Joyce, Joy Sargis, Longshu Situ, Huawei
Weng, Steve Wieda
Strategic1 Executive Committee: Luc Declerck, Martha Huska