Digitizing ODINs Partnership IOC, IODE OceanTeacher Academy, Digital Asset Management October 2,5-7, 2009 Oostende, Belgium Linda Pikula NOAA

The Scientific Communication Life-Cycle The Scientific Communication Life-Cycle *Björk, B-C (2007): “A model of scientific communication as a global distributed information system”, Information Research, 12(2) paper 307

Communicating the Results

Benefits to Digitization Widespread dissemination of scientific studies Speed of communication accelerated Ease of access Share management information Preservation of research Other?

Definition of Gray Literature The Grey Literature Network Service defines grey literature as "information produced on all levels of government, academics, business and industry in electronic and print formats not controlled by commercial publishing i.e. where publishing is not the primary activity of the producing body." (Luxembourg, 1997 - Expanded in New York, 2004). Examples of grey literature include technical reports from government agencies or scientific research groups, working papers from research groups or committees, white papers, or preprints. The term grey literature is often, but not exclusively, used for scientific research. The identification and acquisition of grey literature poses difficulties for librarians and other information professionals for several reasons. Generally, grey literature lacks strict bibliographic control, meaning that basic information such as author, publication date or publishing body may not be easily discerned. Similarly, non-professional layouts and formats and low print runs of grey literature make the organized collection of such publications challenging compared to more traditional published media such as journals and books.[2]

Digital Assets may be considered gray

What is Gray in Your Institute? Argentina Belgium Bulgaria Croatia Cuba Indonesia Kenya Malaysia Mauritania Namibia Solomon Islands Tanzania Togo Ukraine Vietnam Number of items Number of items

Current Methods Online of Distribution of Scientific Information Repositories Marine oceanographic and aquatic OceanDocs Aquatic Commons Harvester- Avano IFREMER

Usage Statistics on OceanDocs IOC, IODE Repository Downloads Year 2008 152,112 2009 239,705 Total 391,818 Views 2008 50,086 2009 140,336 Total 190,422 Over 391,818 downloads

Usage Statistics on Aquatic Commons The total downloads to date are over 70,000 files. The chart below indicates downloads per month from repository start in August of 2007 to August 2009

Statistics on Aquatic Commons

Status of Your Collections 2009

ODIN Print Holdings-2009 Ukraine 150,00 Argentina 25,100 Vietnam 10,000 Kenya 6,000 Malaysia 13,400 Tanzania 7,000 Belgium 108,270 Senegal 5,000 Solomon Islands 5,000 Odessa,Ukraine 19,259 Croatia 22,000 Namibia 6,000 Bulgaria 10,000 Indonesia 123 Cuba Togo

ODIN Digital Documents Ukraine 2,347 Argentina 1,550 Vietnam Kenya 500 Malaysia 746 Tanzania 40 Belgium 5,551 Senegal 200 Solomon Islands 2,500 Odessa,Ukraine 300 Croatia Namibia - Bulgaria 400 Indonesia 317 Cuba Togo

ODIN HOLDINGS VIDEOS Ukraine 15 Argentina - Vietnam - Kenya 15 Malaysia 100 Tanzania 100 Belgium 44,455CD,100 dvd Senegal 50 Solomon Islands 500 Odessa,Ukraine - Croatia - Namibia 50 Bulgaria 15 Indonesia 7 Cuba Togo

ODIN Holdings Audio 2009 Ukraine - Argentina - Vietnam - Kenya - Malaysia 50 Tanzania 30 Belgium Senegal 50 Solomon Islands 100 Odessa,Ukraine Croatia - Namibia 70 Bulgaria some cassettes Indonesia Cuba Togo

ODIN Holdings –Images, photos,etc. Ukraine 15,560 Argentina - Vietnam - Kenya 200 Malaysia 100 Tanzania many Belgium 1,200 Senegal 100 Solomon Islands1,000 Odessa,Ukraine - Croatia – 7,000 Namibia 200 Bulgaria 500 Indonesia 2,692 Cuba Togo

Challenges to Digitizing and Needs Analysis

Case Studies Examples from your libraries showing needs and challenges Like the following: Small case studies • Assessment of the technical requirements for digitizing legacy collections; • Assessment of the financial and human resources required; • Repatriation of publications in digital format to the originating institution; • Lessons learned in digitization and the preparation of guidelines for national institutions

Case Studies The results of these case studies highlight the problems that developing country institutions would need to confront to make available their legacy publications in digital form. In addition to hardware and software not yet readily available in many institutions, problems includ such basic issues as poor document print quality and non standard size of older publications that required considerable pre-processing (photocopying and standardization) and image processing after scanning. Given the number of institutions involved and taking into account the limited resources , it is obvious that a more rational and cost-effective digitization programme would be needed for the important, widely dispersed and often at risk collections of developing country marine science publications. Internet Archive their advice was already pointing in the direction of large-scale digitization in locations where the bulk of the material is held.

Trust for Mutual Understanding Soros Foundation MacArthur Foundation Internet Archive (no $) Cooperation with IAMSLIC Dept of Education TICAF Grants- to digitize research material from other countries Your ideas?

Class Needs Digitization Specialized Digitization Oversize-Maps,Newspapers Rare Books Video server large capacity Photos Slides Metadata Preparation Automated library catalog to organize and access digital and rest of collection (metadata) Eg ABC ISIS, KOHA, Greenstone

Class Needs Emergency Preparedness 1. Digital Masters 2. Redundancy 3. Migration Procedures for Digitization 1. Metadata Standards 2. Software 3. Copyright Clearance 4. Scanning specifications 5. Equipment operation specifications 6. Digital Rights Management 7. Document Creation Standards