1. Digitisation & Preservation Workshop (WDnP 2007) “Enhancing Organisational Excellence” Presentation Group 1-6

2. Outline Organisation Involved Group 1 Group 2 Group 3 Group 4 Group 5

3. Organisation Involved
No.
Organisation 1
ASTRO (Kuala Lumpur) 2
BERNAMA (Kuala Lumpur) 3
Curtin University of Technology (Sarawak) 4
Exxon Mobil (Kuala Lumpur) 5
Kementerian Pelajaran Malaysia (Putrajaya)
Kementerian Penerangan Malaysia (Kuala Lumpur) 6
Majlis Amanah Rakyat (Kuala Lumpur) 7
MIMOS (Kuala Lumpur) 8
National Productivity Corporation (Petaling Jaya, Selangor) 9
Open University Malaysia (Kuala Lumpur) 10
PETRONAS (KLCC) 11
Puncak Niaga (Shah Alam, Selangor) 12
Securities Commission (Kuala Lumpur) 13
STAR Publications (M) Berhad (Petaling Jaya, Selangor) 14
UNITEN (Kajang, Selangor) 15
Universiti Kebangsaan Malaysia (Bangi, Selangor) 16
Universiti Malaysia Sarawak (Sarawak) 17
Universiti Malaysia Terengganu (Terengganu) 18
Universiti Putra Malaysia (Serdang, Selangor) 19
Universiti Sains Malaysia (Penang) 20
Universiti Sains Malaysia (Kelantan) 21
Universiti Teknologi MARA (Shah Alam, Selangor) 22
Universiti Teknologi PETRONAS (Tronoh, Perak) 23
Perdana Leadership Foundation (Putrajaya)

4. Group: 1 Name: Yeoh Thean Kheng Zaini Amri Zabidin Almanizam Alias
Muhamad Md Haris
Abdul Halim Ariffin
Ismaiza Abdul Rahim
Siti Jamai’ah Laullah
Zalina Sayuti
Organisation:
STAR Publication (M) Bhd.
Universiti Malaysia Terengganu
Universiti Teknologi Petronas
BERNAMA
Perdana Leadership Foundation
Puncak Niaga
MIMOS Bhd.

5. Lessons Learned Material selection Scan Edit Convert to PDF
Loose leaf – flatbed, Book to scan
Bib ID
Save as .TIF / .BMP
Automatically update to folder
Scan
Edit
Crop
Binarization process – using iBook software
Convert to PDF
Store / Save
Save in patron at PLF
Indexing
Indexer will give bibliographic description eg: subject, title etc.
Save to Database
1. For retrieving and preservation

6. Applications in Your Organisation
Current State
Star Publication – Using DC4 System
News since 1995
The Star newspaper - daily (.PDF format)
Books catalogue
Digital Personality Profiles (text)
Other Media (Photos/Graphics, Videos, etc.)
UMT – ILMU
Exam papers from 2002 (.PDF format)
Backup in server and CD-R
UTP – Millennium
Exam papers from 1997 (.PDF format) in CD-R
Sharing with PETRONAS Group wide RC
BERNAMA – Customised system web-based (outsource)
Archiving News
Who’s who
Databank
MIMOS – VTLS
Most of born digital collections
PUNCAK NIAGA – not yet embark in digitisation

7. Cont’d… Next Step Star Publications – Using DC5 System UMT – ILMU
Theses and Practical Reports
Joining PERPUN PERDANA System
UTP – Millennium
Theses, Conference Papers, University Publications
Audio visual and multimedia
BERNAMA – new customised system (BLIS) web-bases
outsource
MIMOS
Most of born digital collections
PUNCAK NIAGA
Photos, News clippings related to company and profile

8. Group: 2 Organisation: Name: National Productivity Corporation
Universiti Malaysia Sarawak
ASTRO
Kementerian Pelajaran Malaysia
BERNAMA
Securities Commision
Kementerian Penerangan Malaysia
Name:
Norain Ahmad Kamil
Norazlina Abdul Rahman
Noraliza Awaludin
Mohd Hassan Zakaria
Mohamad Fikri Ahmad
Siti Wardah hj. Nawawi
Asrina hj. Ismail

9. tiff/bmp (master copy) 200dpi indexing (cataloguing part)
Lessons Learned
Techniques:
Training of the hardware / software
Data repository
back up system
Identify type of material to be scan
Image format:
tiff/bmp (master copy) 200dpi
PDF (user access)
indexing (cataloguing part)
end user
Processes involved:
Concept paper to get management by in
Objective of the project (mission and vision)
Cost
Work plan of the project
Digitisation project
short term (outsourcing)
long term (in-house)
Vendor evaluation

10. Cont’d… Scanner: COPIBOOK (Large Book Scanner) Search tools:
Flatbed scanner for A4
Search tools:
Virtua (VTLS)

11. Applications in Your Organisation
Current State Have start 1st stage but still in small scale
ASTRO – In house (Foreign magazine)
SC – In house (Unit trust document)
BERNAMA – In house (News clipping, Archive document [Tun Razak])
K. Pendidikan – Outsource (News clipping, Speeches, Thesis)
K. Penerangan – In house (News clipping, Article regarding Kementerian Penerangan and Profile of popular artist)
UNIMAS – In house (Thesis, News clipping, Special collection, Photos)
NPC – In house (News clipping), Out source – NPC Publication and photo

12. Cont’d…
Next Step
To embark into the big scale of digitisation practice
To embark in-house digitisation project
Plan to digitise other types of documents (AV materials, conference paper and photos)

13. Group: 3 Name: Organisation: Masfaliza Masmuda
Lili Sulastri Zainal Abidin
Mohd Hafiz Ahmad Zulkifli
Zaini Ahmad
Mohd Fuad Jamal
Normah Chik
Christina Urai Dang
Organisation:
BERNAMA
ExxonMobil Exploration & Production
Universiti Kebangsaan Malaysia
Majlis Amanah Rakyat
Universiti Tenaga Nasional
Kementerian Pelajaran Malaysia
Curtin University of Technology

14. Lessons Learned Processes involve: Exchanging idea Learn the process
How to prepare proposal
Software
Hardware
Quality checking
Collaboration
Techniques:
Scanning and converting
We learned that we have to have master image then convert to PDF.
Batch processing

15. Cont’d… Name of scanner : Latest scanner – copy book scanner
High end scanner for big project
A good quality PC – High speed RAM
Search tools
Virtual repository
Indexing

16. Applications in Your Organisation
Current State
Curtin University – Digitised collection
News clipping (about Curtin only)
Lecture note
Final year project for degree students
Pusat Dokumentasi KPM, Unit Arkib, ExxonMobil, Uniten, Curtin University in the beginning stage of digitisation.
BERNAMA and UKM already in process.
Not using the same scanner as PLF
Different collection
Different challenges
Government & Private – though it’s the same problem

17. Cont’d… Next Step To outsource
Planning a digital library / digital content
To influence / convince the management – to get approval
For university – to get ranking, SCOPUS & Science Direct

18. Group Name: 4 Name: Mohd Rodzi Ali Organisation Siti Khairiah Yusof
Muhammad Hazriq Ghazali
Mohd Kamal Mohd Napiah
Radiya Kassim
Mohd Nasir Harun
Organisation
Utusan Melayu
Universiti Putra Malaysia
Universiti Kebangsaan Malaysia
Universiti Sains Malaysia
Petronas
Universiti Teknologi Mara

19. Lessons Learned Processes involved
Identification of materials to digitise/preserve
Start up team – to start the digitisation process
Proposal paper – to continue the top management of our organisation
Budgeting
In-house/Outsource
Select appropriate vendors
Collaboration/sharing
Techniques
Raw materials selection e.g.: book, articles, etc.
Start scanning
Editing – using appropriate software
Data entry to OPAC
User view

20. Cont’d… Scanner Search tools Flatbed Scanner VIRTUA (VTLS) ADF
Overhead Colour Book Scanner e.g.: Digi-book
Microfilm scanner
Search tools
VIRTUA (VTLS)
IBM Content Manager
CD ISIS
E-print

21. Applications in Your Organisation
Current State Have start 1st stage but still in small scale
UKM – Since 1997, ADF (Fujitsu)
Petronas – Planning to digitise Technical Papers
USM – Document share e.g.: exam papers & ISO document
UPM – Planning to digitise thesis
Utusan – Waiting for tools, bound papers
UiTM – Planning to establish DDL (Document Digital Lab)

22. Cont’d… Next Step UKM – Upgarde tools / machines, add staff
Petronas – To buy machine, manpower (in-house)
USM – Expand to bound materials
UPM – Waiting for machine and software
Utusan – Waiting for machine to arrive so project will on
UiTM – Preparing paperwork

23. Group Name: d’LIMA Members Nor Azan Ibrahim Jamnah Mohd. Desa
Aznizultina Md.Nazar
Zulfa bt. Zainal Abidin
Siti Zakiah Itam
Fatialwani Mohd. Alwi
Ishak Mat Peah
Organisation
Universiti Sains Malaysia
PETRONAS
Universiti Putra Malaysia
Universiti Teknologi Mara
Majlis Amanah Rakyat
Perdana Leadership Foundation
Utusan Melayu

24. Applications in Your Organisation
Current State
Utusan:
96 collections – present
Format: PDF, Text, JPEG, Newspaper
Next Step
Utusan: : Backlog file
Planning: January 2008 – A1 Scanner

25. Cont’d… Current State MARA: Pekeliling, Memo Format: PDF, Text, JPEG,
Next Step
-Archive on Tokoh MARA
-Oral History
-Collecting ex-students etc.
-Students products, research technical reports

26. Cont’d… UiTM: Current State -Old documents – Microfiche
-ARMS – archive record mgt. system
-Limited technology / static
Next Step
-Proposed another digitisation project:
Docs on Dewan Latehan RIDA (>50 years)
Arkib / Muzium – Minimum access

27. Cont’d… UPM: Current State -No digtisation project Next Step
-Theses Digitisation Project
-In special room. Format in CD and convert to PDF
-Multimedia content

28. Cont’d… Petronas: Current State -Internal news -Intranet -PDF format
-Speeches of President and top management
Next Step
-Report from OPUS to be digitised

29. Cont’d… Current State PLF:
- Documents on Malaysian leaders, political parties etc.
- Newspapers, speeches, books, digital contents, articles, photos etc.
- PDF format
Next Step
- Road show to another libraries and departments
- Offer digitisation services to another departments

30. Cont’d… USM: Current State
- Abstract theses, exam papers, research papers, VC articles, reports, Koleksi Sasterawan Negara, Koleksi Malaysiana, newspaper clippings, EDocs, software
PDF, JPEG, PPT, word format
: 1 scanner
Next Step
Plan to purchase 3 scanners
EPrints: Open source software, Full text theses, multimedia etc.

31. Group Name: 6 Name: Mohammad Hafiz Morad Azlinda Abd Rahim
Organisation
Open University Malaysia
Universiti Malaysia Terengganu
Perdana Leadership Foundation
STAR Publication (M) Bhd.
PETRONAS
Universiti Teknologi Mara
Name:
Mohammad Hafiz Morad
Azlinda Abd Rahim
Syed Mohammad Helmy
Wan Zaslida Azura
Asha Devi Ramanand
Aminuddin Omar
Laili Ashikeen
Azniza Mohd Noor

32. Lessons Learned A. Processes involved
Item Selection – what item to be digitised – copyright clearance policy
Acquisition of suitable equipment:
Organisation Budget
Easy to implement
Determine the output :
black & white
grey scale
color
Identify storage :
price
where to storage?
life span

33. Cont’d… B. Techniques Scanning Digital camera Audio Video
Selection --> Conversion --> Indexing / Cataloging / Inventory --> upload to database (Off Site) --> Retrieval

34. Cont’d… C. Search tools Search engine OPAC
Federated Search – pull from other databases (with permission)
Level of authorization - password

35. Cont’d… D. Scanner Clipping – simple scanner
Photograph – UMAX (Medium Scanner)
Book / Maps / Chart / etc. – High end

36. Applications in Your Organisation
Current State
UMT – exam paper used ILMU System, for indexing – retrieval
OUM – exam paper (Newspaper clipping / Speech, etc.) – in database to retrieve
PLF – Newspaper, Books, Magazine, etc.
UiTM – Publication, Newspaper Clipping – Students and staffs records, special collection, etc.
PETRONAS – Oil & Gas News, Education News
STAR – Photos

37. Cont’d… Next Step UMT – Thesis, Disertation, Publication
OUM – Thesis, Special collection
PLF – Photo, Video, Nation development
UiTM – Photo, Video, Film
PETRONAS – 2nd phase converting historical on oil PETRONAS
STAR – Digitize bound vol., Clipping file