chrshoruflibufledu Retrospective Dissertation Scanning at the University of Florida Overview History of ETDs and Retrospective Dissertation ScanningRDS at UF Basic questions to consider How UF answered these questions ID: 583388
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Slide1
Presented by Christy Shoreychrshor@uflib.ufl.edu
Retrospective Dissertation Scanning at the University of FloridaSlide2
Overview
History of ETDs and Retrospective Dissertation Scanning(RDS) at UF
Basic questions to consider
How UF answered these questions
Changes to the project
New
contact point with authors
Move to off-site scanning
New copyright policy = from
opt-in
to
opt-out
Money
Cost of project
How it’s
covered
UF workflows, then and nowSlide3
Electronic Thesis and Dissertations and Retrospective Dissertation Scanning at UF
1998
–
ETD pilot project
2001 – Fall catalog requires incoming students submit ETDs
2007
–
Last print dissertation submitted
2008 – Retrospective Dissertation Scanning (RDS) pilot project
2009 – RDS project scanning moves off-site
2011 – Article informs new copyright policy for dissertations
2012 – Move to opt-out procedure for RDS projectSlide4
Looking at Retrospective Digitization: Some Basic Questions
What is the goal of your project? Why digitize?
What to digitize?
Do you contact authors for permission
(copyright consideration)
?
How get author info
?
Digitize
o
nsite or through vendor?
How
to capture and convert
?Slide5
Looking at Retrospective Digitization: Some Basic Questions (continued)
How deliver and
display?
Who can access
?
Who are the stakeholders?
Internal and
External
How to manage quality control
?
How much does it cost? Where get funding for project
?Slide6
Original RDS Project Concept
Goal: quick and easy
worldwide access
of UF’s dissertation
scholarship
Dissertations
Treat all titles as if in copyright
Digitize only with author permission
Contact info from Alumni Association
E-mail where available
Domestic Snail Mail address
3 points of contactScan in-house, sheet-feed scannerPost in IR (powered by SobekCM)Build tracking database
12,114
16,078
8,730Slide7
Then things began to change…Slide8
Change 1 - Additional Contact
Originally had 3 contact points with authors
Permission Form
Thank
You
sent upon receipt of Permission Form
Final Thank You
sent when digital version was created, includes URL
Added a 4
th
point of contact
Letter from Development Officer seeking funds to continue the project ; sent 1 month after Final Thank YouSlide9
Change 1 - Additional Contact (continued)
Implications:
Send contact information to development office 1 month after final letter sent
Additional correspondence to track in database
Incoming funds to help with continuation of project
Results:
Letters sent June 2011 - April 2012:
1,065
Donations Received: 26
Total Donations: $3,400Slide10
Change 2 – Where We Scan
Scan In-House
Scan at Internet Archive
1 Month
300
Dissertations
13 months
300
DissertationsSlide11
Change 2 – Where We Scan
(continued)
Pros
Cons
Could scan higher volume / faster rate
Housed, and searchable on Internet Archive website
Neutral
Continue
with sheet-feed to avoid blank pages
Less control over quality
control
and
correctionsAdditional steps to track in our databaseMust ingest copy into IRMust Add Internet Archive URL to catalog
Additional time for author requested correctionsSlide12
How Much Does It Cost?
(some things we noticed from scanning at UF)
External
shipping there and back
cost per page and cost per foldout
Internal
Building, maintaining, updating list / tracking system
Cost to contact authors for permission
Time spent on quality controlSlide13
How Much Does It Cost?
(2011 / opt-in procedure)
Vendor figures rely mostly on student-staff for pre- and post-scanning procedures; this was a shift from full-time staff for some steps when scanning was done in-house.
Average dissertation: 185 pages; average shipment to IA: 50 books
“Scanning” with vendor includes shipping costs, and rate of $0.10/page and $2.00/foldout
One-time costs for building Database: $6,560.64
Annual cost to maintain tracking database: $250
In House (UF’s Digital Library Center)
Scanning with Vendor
(Internet Archive [IA])
Pre-scanning Steps: $14.93
Pre-scanning Steps: $10.94
Scanning: $12.14
Scanning: $19.81
Post-scanning
Steps: $ 2.96
Post-scanning Steps: $ 2.44
Total per volume: $30.02Total per volume: $33.18Slide14
Change 3: New Copyright Policy
2011, Gail Clement and Melissa Levine publish article “Copyright and Publication Status of Pre-1978 Dissertations: A Content Analysis Approach”
The gist of this is that pre-1978 dissertations are considered published for copyright purposes
Leads to new copyright policy –
change from opt-in to opt-out procedures
For more information, see the
Copyright Considerations in the University of Florida Retrospective Dissertation Scanning
Project
poster by Christine Ross and Christy ShoreySlide15
Copyright Policy
Created at request of Dean of Libraries by Scholarly Communications Librarian in conjunction with UF Legal Counsel
Dissertations
Deemed Out-of-Copyright
Scan and
make it available online for
public access
Keep digital master for preservation purposesSlide16
Copyright Policy (continued)
Dissertations
Deemed In-Copyright
Make
diligent efforts to locate the
author and
advise
them of intention
to scan
and
make it available online for
public access Contact Information Found:Author given 60 days from second written notice to reply; if no reply, scan and post dissertation If author declines permission (opts-out) for public access, dissertation scan solely for preservation
No Contact Information Located:Publically post a list of the authors and works intended for digitization Post for minimum of 90 days
If author does not respond within 90 days, scan and post the dissertation Slide17
Copyright Policy (continued)
Subsequent Contact by Copyright Holder
If author contacts us after dissertation has been scanned and placed publicly online, seek permission
If permission denied, promptly remove public access; retain
the digital files for
preservation purposesSlide18
Change 3: New Copyright Policy (continued)
Implications:
Need to
track
copyright
status
Need to
re-contact
all no-answers from opt-in (2,349)
Need to conduct reasonable efforts to find contact
information (2,813)
Manual check against Alumni ListDirected Internet searches, based on techniques learned from our Digital Library CenterBeyond Google: Authoritative Resources for Locating Copyright Holders poster by Dina Benson and Matthew MarinerSlide19
Change 3: New Copyright Policy (continued)
Implications
(continued)
:
Post on public forum for 90 days to give chance to opt out
www.uflib.ufl.edu/mydissertation
Update
database
to
track
all the new
informationSlide20
How Much Does it Cost:Additional Costs of new Opt-Out Procedures
Development and maintenance of webpage
Expansion of tracking database
Increased Pre-Scan time
Verifying copyright status
Manual search of data sets for contact information
Concentrated Internet search to find contact information
Per item Scanning and Post Scanning steps don’t change, just increase in volume as scope of project growsSlide21
Funding
Library Binding Fee / Library Processing Fee –
Collected with each dissertation, even when moved to ETDs
Used to pay student
assistants
Carry-forward in library
b
udget
$
7,000 to pilot project with digitizing at Internet Archive
$200,000 contracted with Internet Archive for scanning, (primarily, but not limited to, retrospective dissertations)
Some donations from authors to continue projectWill seek allotment from budget and/or carry-forward to continue project when current contract is exhaustedSlide22
Comparing workflows, then and now…Slide23
Gather Contact Information
Tracking Database
Contact Authors
E-mail
Snail Mail
Postcard
Snail Mail
Postcard
OR
Signed Permission Form Arrives
Opting In
Permissions and Notifications
THENSlide24
Gather Contact Information
Tracking
Database
Contact Authors
with Deadline
OR
Deadline Arrives
Computer Matches
Manual Search
Internet Search
E-mail
Snail Mail
Postcard
30 Days
30 Days
Snail Mail
Postcard
45 Days
No Reply
Form Returned
Opt Out
Seeking updates
OR
No
Thanks
URL Please
Print Tracking Form and Proceed
Contact Info Found
OR
No Contact Info
Copyright Check
Post on Website for 90 days
NOW
Permissions and NotificationsSlide25
Physical Processing and Digitization
Dissertations
to
Internet Archive
100 % Page Collation
Permission Form
In Hand
THEN
Ship Dissertations
to be Scanned
Disbind
Dissertations
Retrieve Dissertation
from StacksSlide26
Ship Dissertations
to be Scanned
Dissertations
to
Internet Archive
Disbind
Dissertations
100 % Page Collation
Retrieve Dissertation
from Stacks
Form In Hand:
Public Access Option Form
Requesting Update
Opt-Out
Copyright Form
Out of copyright, no contact info
Generic Tracking Form
In copyright, contacted but no reply
In copyright, no contact info, no web reply
NOW
Physical Processing and DigitizationSlide27
Post-Scanning Processing
Internet Archive
Scanning Complete
100 %
Quality Control
Digital Version
Box, Rebind
or Withdraw
Local Holdings
Update Catalog
Download copy to IR
Add
to Florida Digital Archive
Thank
you with
URL to Dissertation
Request for
Donation
THEN
Notify AuthorSlide28
Internet Archive
Scanning Complete
100 %
Quality Control
Digital Version
Box, Rebind
or Withdraw
Local Holdings
Update Catalog
Download copy to IR
Add
to Florida Digital Archive
Notify Author
Thank you with
URL to Dissertation
Request for
Donation
Yes /
No Reply
Opt- Out
Yes /
No Reply
Opt- Out
Omitted
Dark
Dark
Requested Updates
No Reply /
Opt- Out
NOW
Post-Scanning ProcessingSlide29
Quick and
easy worldwide
access
of UF’s dissertation scholarshipSlide30
References
Articles
Gail
Clement. and Melissa Levine. "Copyright and Publication Status of Pre-1978 Dissertations: A Content Analysis Approach."
portal: Libraries and the Academy
11.3 (2011): 813-829
.
Posters
Copyright Considerations in the University of Florida Retrospective Dissertation Digitization Project :
Christine Ross and Christy
Shorey
(ufdc.ufl.edu/IR00000920) Beyond Google:
authoritative resources for locating copyright holders: Dina Benson and Matthew Mariner (ufdc.ufl.edu/AA00011438) Slide31
Contact
Christy Shorey
Retrospective Dissertation Scanning Project Coordinator
University of Florida
George A.
Smathers
Libraries
chrshor@uflib.ufl.edu