beyond the shelf : providing access to historic microfilmed materials

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Beyond the Shelf: Providing Access to Historic Microfilmed Materials A presentation for EDUCAUSE Mary Molinaro University of Kentucky Libraries

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Beyond the Shelf : Providing Access to Historic Microfilmed Materials. A presentation for EDUCAUSE Mary Molinaro University of Kentucky Libraries. What we did Why we did it How we did it Lessons learned. Why we think this is a viable model for others Our next steps. - PowerPoint PPT Presentation

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Page 1: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Beyond the Shelf: Providing Access to Historic Microfilmed Materials

A presentation for EDUCAUSE

Mary MolinaroUniversity of Kentucky Libraries

Page 2: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

Beyond the Shelf Unplugged

• What we did

• Why we did it

• How we did it

• Lessons learned

• Why we think this is a viable model for others

• Our next steps

Page 3: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Kentucky and the South

•Gateway•Local context for national issues

Page 4: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

Microfilm = Preservation

Page 5: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

soliNET and Microfilming

• Cooperative Preservation Microfilming Project (CPMP1-7)

• 1990-present

• Kentucky participation 1992-2004

Page 6: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

Bibliography of Kentucky History – J Winston Coleman

• 3,571 items

• 76 categories

• 18th century to mid-20th century coverage

• Published 1949

Page 7: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

Kentucky History on Microfilm

• Over 5,000 titles filmed as a part of the CPMP

• 1,500 titles from the Coleman bibliography

• 30,000 reels of historic newspapers and manuscripts

Page 8: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

Digitization = Better Access

• Users really prefer access from the desktop

• Expands access

Page 9: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

“Okay”, we said, “You want it, we’ll make it!

First question: Do we create files from –

• Source documents (which are likely brittle, bound and guarded by that ogre librarian with the nasty cattle prod)

or….

• Microfilm (leaving the master negative in the vault where it’s safe while using the service negative, or print master)?

Page 10: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

The choice was obvious

Our pilot proved that microfilm is the fastest and safest method to provide access while preserving the source documents.

Page 11: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Institute of Museum and Library Services (IMLS)

Page 12: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

What we proposed…

A 2 year project to create a fully searchable digital page image archive of 950 rare historic Kentuckiana books using a microfilm to digital methodology.

Page 13: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

The case we made …

• Digital images ensure easy access and wide distribution

• This hybrid, standards based non-proprietary approach can serve as a model for cost effective access and preservation for published materials

Page 14: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

The case we made …

• Students, teachers and scholars will use this material to support their research and teaching.

• Our collection has national significance and will be of interest to scholars and students outside Kentucky

Page 15: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

Collaboration

• Kentucky Virtual Library – Kentuckiana Digital Library

• UK Libraries– Electronic Information Access and

Management Center– Preservation Department

• soliNET• Kentucky Assn of Teachers of History

(KATH)

Page 16: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

Grant approved!

• IMLS awarded $210,237

• 2 year project October 2002-Sept 2004

Page 17: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

Ramp up

• Hired 2 Image Management Specialists

• Trained staff

• Ordered supplies

Page 18: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

So, how do we make these things?

• First we scan!

• Mekel M525 scanner

• Using the service master negative

• Manual scans instead of automatic

• Scanner splits images into their respective pages

Page 19: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

Challenge #1

• Mekel scanner’s “turnkey system” operated exclusively with Windows NT

• Windows NT was a real drag!– Slow as molasses– Crashed frequently– The blue screen of death lurked about when

scanning grayscale images

• Windows 2000 greatly improved productivity – installed July 2003 and it hasn’t crashed yet!

Page 20: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

Lessons Learned #1

• Quality matters!

• Quality costs!

Page 21: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Original source document (grayscale)

Page 22: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Source document as bitonal image, 600dpi (scanned as a grayscale image then converted to bitonal)

Page 23: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Microfilm bitonal image, 400dpi(scanned as a bitonal image, no conversion necessary)

Page 24: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Post QC(from microfilm)

Page 25: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Post QC image

Source document image

Microfilm image

Page 26: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Discovery and Access

Page 27: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

Cataloging Thin Air

• All of the Beyond the Shelf digital books were cataloged before they were actually created.

• Derive electronic records using constant data from the microfilm bibs

• Create purls using the OCLC number of the microfilm bib as the unique identifier.

Page 28: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Discovery: UK Library Catalog

Page 29: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Discovery: KY Virtual Library

Page 30: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Discovery: Kentuckiana Digital Library

Page 31: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Discovery: BTS Website

Page 32: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

Challenge #2

• Migration from Dynaweb to DLXS– Loss of functionality that we had come to

know and love– No longer had to create derivative images

(DLXS creates on the fly)

• End of year one 22% only complete– Not really utilizing student employees

Page 33: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

Costs – cheaper than we had estimated!

Estimate• 200,000 pages• 950 volumes• $1.60-$2.25 per page• $342 per volume

Actual• 226,386 pages• 1,069 volumes• $ .47 per page• $91.50 per volume

Page 34: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

How did this happen?

• We got better at the process

• We used students when we could

• DLXS streamlined the process

Page 35: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

Outcomes Based Evaluation

• Are Kentucky students learning better as a result of our project?

Page 36: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

What did we learn?

• Scanning from film is a viable option

• We could migrate platforms successfully

Page 37: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

We believe

In short, we’re making good stuff for the right reason, the right way.

Page 38: Beyond the Shelf : Providing Access to Historic Microfilmed Materials

Mary Molinaro University of Kentucky Libraries [email protected]

Next steps

• Digitizing the Coleman bibliography

• Moving from a project to a program

• Digitizing historic newspapers

Page 39: Beyond the Shelf : Providing Access to Historic Microfilmed Materials