Digitization Progress and Digitization Progress and Challenges at Gandhi Challenges at Gandhi

Smriti Library of LBSNAASmriti Library of LBSNAA

Rajender Singh BistRajender Singh BistSenior Library & Information AssistantSenior Library & Information Assistant

Lal Bahadur Shastri National Academy of Lal Bahadur Shastri National Academy of Administration, Mussoorie (Uttrakhand)Administration, Mussoorie (Uttrakhand)

E-mail: rsbisht@lbsnaa.ernet.inE-mail: rsbisht@lbsnaa.ernet.in

IntroductionIntroduction The Lal Bahadur Shastri National Academy of

Administration, Mussoorie is a premier training institution for the higher civil services in India.

Digitization at Gandhi Smriti Library of LBSNAA aims at preservation and cost-effective technical solution for efficient development and delivery of digital services.

Digitization of non-copyright documents is underway by CDAC, Noida for the Digital Library of India Project.

The paper describes the digitization process and progress, highlights the technical challenges experienced.

Digitization: Tools & Technological Digitization: Tools & Technological IssuesIssues

Digitization requires a scalable technology Digitization requires a scalable technology solution and techniques. solution and techniques.

Technological issues like accessibility; Technological issues like accessibility; search engines; fiber optic connectivity; search engines; fiber optic connectivity; manpower; training; DL management skills; manpower; training; DL management skills; ICT skills; information skills; management ICT skills; information skills; management skills; research and project management skills; research and project management skills needs to be considered. skills needs to be considered.

The basic hardware and software The basic hardware and software requirements.requirements.

The Project ProposalThe Project Proposal

DL team- PLIO, ALIO, Two SLIAs and one DL team- PLIO, ALIO, Two SLIAs and one Machine operator.Machine operator.

February 2005- assigned the task of preparing February 2005- assigned the task of preparing a comprehensive project proposal. a comprehensive project proposal.

Digitization needs-investigating our resources Digitization needs-investigating our resources i.e. manpower, equipment, Hardware software i.e. manpower, equipment, Hardware software infrastructure, money, time, free use, and infrastructure, money, time, free use, and deciding the target users etc. deciding the target users etc.

Study of the workflow of operations for the Study of the workflow of operations for the entire process including its functional design.entire process including its functional design.

The document categories segregated as The document categories segregated as institutionally produced and the non-copyright institutionally produced and the non-copyright rare publications. rare publications.

Services Planned Under DL ProjectServices Planned Under DL Project

Electronic Current Content service- capturing the Electronic Current Content service- capturing the contents of journals in digitized form attaching contents of journals in digitized form attaching them to e-resources.them to e-resources.

E-Books & E-journals databases (Presently Ebrary & E-Books & E-journals databases (Presently Ebrary & EBSCO).EBSCO).

Institutional Publication including Academy Journal Institutional Publication including Academy Journal 'Administrator'.'Administrator'.

Sharing resources through networking with Sharing resources through networking with Administrative Training Institutions (In process).Administrative Training Institutions (In process).

Reference Databases.Reference Databases. Gandhi Smriti Library Archives Online. (To be Gandhi Smriti Library Archives Online. (To be

hosted in live environment after procurement of hosted in live environment after procurement of NAS/SAN).NAS/SAN).

DELNET and other library resources.DELNET and other library resources.

Digital Library of India (DLI) Project and GSLDigital Library of India (DLI) Project and GSL

The Digital Library Project was envisaged by The Digital Library Project was envisaged by Carnegie Mellon University USA as “Million book Carnegie Mellon University USA as “Million book Universal Digital Library (UDL) Programme”. DLI is Universal Digital Library (UDL) Programme”. DLI is a non-commercial project for digitizing non-a non-commercial project for digitizing non-copyrighted books.copyrighted books.

CDAC is one of the agencies for scanning CDAC is one of the agencies for scanning documents for this project. This project is documents for this project. This project is coordinated by Indian Institute of Science, coordinated by Indian Institute of Science, Bangalore and is supported by Ministry of Bangalore and is supported by Ministry of Communication and Information Technology, GOI.Communication and Information Technology, GOI.

GSL was recognized as one of the sources of multi GSL was recognized as one of the sources of multi lingual data for DLI project-MOU between LBSNAA lingual data for DLI project-MOU between LBSNAA and CDAC, for rights to digitize books, journals was and CDAC, for rights to digitize books, journals was signed on 8th November 2005.signed on 8th November 2005.

Since November 2005 about 6,500 documents Since November 2005 about 6,500 documents covering more than 28.5 lakh pages have been covering more than 28.5 lakh pages have been scanned. scanned.

Digitization MethodologyDigitization MethodologyA digitization station requires an efficient and A digitization station requires an efficient and highly integrated digitization system highly integrated digitization system consisting of hardware; software and a set of consisting of hardware; software and a set of workflow management processes are workflow management processes are followed. followed.

The CDAC set up a digitization station at the The CDAC set up a digitization station at the GSL with their gadgets, accessories and the GSL with their gadgets, accessories and the rest of infrastructure is provided by the rest of infrastructure is provided by the Academy. Academy.

Figure. 1 explains digitization process details.Figure. 1 explains digitization process details.

Figure 1. Digitization ProcessFigure 1. Digitization Process

Image Processing and Batch Image Processing and Batch

ProcessingProcessing

Bach Processing Using Scan fix Bach Processing Using Scan fix

4.214.21

Sample Metadata EncodingSample Metadata Encoding

Digital Library Application Digital Library Application SoftwareSoftware

Selection of the software for creating as Selection of the software for creating as

well as delivering the digitized contents. well as delivering the digitized contents. Software choosing is probably the most Software choosing is probably the most

important aspect of technology important aspect of technology infrastructure for a DL. infrastructure for a DL.

Retrieval be interlinked with the Retrieval be interlinked with the bibliographic database, therefore it was bibliographic database, therefore it was decided to procure the LS Digital software-decided to procure the LS Digital software-DRMS (Digital Resource Management DRMS (Digital Resource Management System), which would provide a unique System), which would provide a unique feature of integration of digital resources feature of integration of digital resources with the bibliographic records. with the bibliographic records.

Linking MechanismLinking Mechanism

LS digital procured. Digital contents linked LS digital procured. Digital contents linked in the initial testing phase, to our online in the initial testing phase, to our online catalogue, where the e-resources option catalogue, where the e-resources option can directly take a user to the full text of can directly take a user to the full text of the digitized document. the digitized document.

On searching the catalog the results will be On searching the catalog the results will be displayed. displayed.

The bibliographic record to which the full The bibliographic record to which the full text is attached will show an e-resource text is attached will show an e-resource icon. In order to view and access the full icon. In order to view and access the full text of the document the users will simply text of the document the users will simply have to click the e-resource button. The have to click the e-resource button. The links to the digitized data to the links to the digitized data to the bibliographic data is depicted in figure.bibliographic data is depicted in figure.

Linking…Linking…

Linking…Linking…

Technical Hurdles ExperiencedTechnical Hurdles Experienced

Technical support is an advantage with commercial Technical support is an advantage with commercial packages, but there is a little possibility to able to packages, but there is a little possibility to able to extend their functionality as these packages are extend their functionality as these packages are proprietary and one cannot have access to source proprietary and one cannot have access to source code. code.

After testing LS Digital's functionality and limitations, After testing LS Digital's functionality and limitations, we had to get the digitized documents converted to we had to get the digitized documents converted to PDF. PDF.

Problem encountered - storage area. Due the lack of Problem encountered - storage area. Due the lack of technological know-how we were not able to estimate technological know-how we were not able to estimate the storage requirements earlier, therefore the linking the storage requirements earlier, therefore the linking is awaiting enhancement of the server capacity. is awaiting enhancement of the server capacity.

Many of the technical challenges have necessitated Many of the technical challenges have necessitated the review process of the infrastructure and several the review process of the infrastructure and several new requirements are to be dealt with in the wake of new requirements are to be dealt with in the wake of the DL implementation.the DL implementation.

Technical Infrastructure to Integrate DL Technical Infrastructure to Integrate DL with LBSNAA Resources and with LBSNAA Resources and

ApplicationsApplications

IT applications running are, the Internal Workflow IT applications running are, the Internal Workflow software for finance, payroll, leaves, stores etc, E-software for finance, payroll, leaves, stores etc, E-learning solutions based on Intranet, LSPremia for learning solutions based on Intranet, LSPremia for library Automation, Website of LBSNAA.library Automation, Website of LBSNAA.

GSL is developing viable solution in terms of storage GSL is developing viable solution in terms of storage requirements along with data integrity, backup and requirements along with data integrity, backup and availability.availability.

Hardware need to be consolidated and controlled at Hardware need to be consolidated and controlled at one location. one location.

Therefore a unified data centre is proposed to be Therefore a unified data centre is proposed to be configured with the components such as servers, configured with the components such as servers, server farm area etc, network services, database server farm area etc, network services, database and applications server, SAN, computations and and applications server, SAN, computations and network infrastructure.network infrastructure.

Enhancing Storage & Access Enhancing Storage & Access ConsiderationConsideration

The current available storage capacity is 0.2 The current available storage capacity is 0.2 terabytes (200GB). The books already scanned need terabytes (200GB). The books already scanned need this space i.e. 0.2 terabytes for hosting. For storing this space i.e. 0.2 terabytes for hosting. For storing the entire digital collection the storage capacity is the entire digital collection the storage capacity is required to be enhanced to about two terabytes. required to be enhanced to about two terabytes.

NAS (Network Attached Storage) / SAN (Storage NAS (Network Attached Storage) / SAN (Storage Area Network), would provide a complete solution Area Network), would provide a complete solution for integrated, access of the LBSNAA resources. for integrated, access of the LBSNAA resources.

As the library will create, license access to more and As the library will create, license access to more and more digital content, the need for an easy to use more digital content, the need for an easy to use interface becomes increasingly important. interface becomes increasingly important.

GSL's intention is to redesign a website that is GSL's intention is to redesign a website that is reliable and up to date with the DL interface that is reliable and up to date with the DL interface that is intuitive to accommodate the needs of users.intuitive to accommodate the needs of users.

Lessons Learnt and SuggestionsLessons Learnt and Suggestions A clear-cut digitization plan required.A clear-cut digitization plan required. Select and compile material prior to the scanning. Select and compile material prior to the scanning. For very brittle documents Photoing with a digital camera is For very brittle documents Photoing with a digital camera is

a better option.a better option. Work needs to be divided into functional areas with Work needs to be divided into functional areas with

assigned duties.assigned duties. Necessary to ensure IT expertise.Necessary to ensure IT expertise. understand the technical know how before starting the understand the technical know how before starting the

project.project. Selection of the appropriate software solution should be Selection of the appropriate software solution should be

planned according to DL objectives.planned according to DL objectives. A study and review of the existing technical infrastructure A study and review of the existing technical infrastructure

of the institution is essential, as new requirements can be of the institution is essential, as new requirements can be planned accordingly in advance.planned accordingly in advance.

Devising a preservation strategy, specifying the security Devising a preservation strategy, specifying the security requirements, investigating how users will search and requirements, investigating how users will search and access the contents, exploring how the digital archive access the contents, exploring how the digital archive integrates with the operational systems, free access, integrates with the operational systems, free access, imposing restrictions etc. are the areas which need to be imposing restrictions etc. are the areas which need to be researched.researched.

ACKNOWLEDGEMENTACKNOWLEDGEMENT

I owe my sincere thanks to Prof. A.S. I owe my sincere thanks to Prof. A.S. Khullar (IAS), Library In charge, for his Khullar (IAS), Library In charge, for his efforts and contribution made towards efforts and contribution made towards realizing the digitization project at the realizing the digitization project at the Gandhi Smriti Library. Gandhi Smriti Library.

I am grateful to Dr. V.N. Shukla, Director I am grateful to Dr. V.N. Shukla, Director (Spl. Application), C-DAC, Noida for his (Spl. Application), C-DAC, Noida for his continued support and guidance and also continued support and guidance and also acknowledge the efforts of the team that acknowledge the efforts of the team that works in for the project at the Academy. works in for the project at the Academy.

THANK YOUTHANK YOU