Scanning and Digitizing Todd Maniscalco & J.P. Brannan August 9, 2016

Agenda Introductions Service Description Value Proposition Metrics Cost Security More information Q&A

Introductions Service owner: Todd Maniscalco Service manager: Kelly Chan Other service delivery team members: Student employees in Academic Technology Center Service uses otherwise-unused reserve capacity from the ATC (time when ATC is not completely busy).

Service Description Service name: Scanning and Digitizing Product(s): N/A (Professional Service) Description: This service converts media into digital formats to be used in course instruction. (See examples on next slide.) Customers are required to review, acknowledge, and accept Cornell (University Counsel-Approved) guidelines regarding copyright, DMCA, and fair use. Available to: Faculty, Instructional Professionals Fee to end user? No Service tier: Two

Instructional Services Integrations Relevant Services are Highlighted in Yellow. Plagiarism Detection (Turnitin) Via Blackboard API and LTI (Learning Tools Interoperability) SIS (Peoplesoft) Classroom Polling (i>clicker) Blackboard ePortfolios (Digication) Course site request Term-based managed enrollment Lecture Capture (Panopto) Video Streaming (Kaltura) Online Training (Lynda.com) Library Reserves (Ares ) Publisher Tools (Pearson, others)

Service Examples Converting… 35mm slides Floppy disks (5.25”& 3.5”) Zip disks Paper notebooks & docs Cassettes & Microcassettes Mini-DV, Hi8, Digital 8, VHS tapes DVDs Into digital format for… Cornell network storage Course management system (Blackboard) Customer-provided portable media (CD, DVD, flash drive, etc.)

Value Proposition Value proposition Allows instructors with existing course material to convert this material for use in current/online instructional settings. Many individual courses do not have technology budgets. Customer impact Instructors are able to use the material that they prefer and deem to be the most effective in delivering academic instruction. Course material can be stored/consolidated in central systems (but doesn’t have to be) and it can be shared. Key benefits Aggregates the fixed equipment costs of doing this across the university. Students receive quality course instruction. Student employees learn valuable skills. Central provisioning of this service ensures standardized compliance with fair use and copyright regulations.

Coordination with CU Library Library has facilities that do this for a fee (Cornell DCAPs). Some librarians refer faculty who don’t have a budget for digitizing course materials to us. In this way we are able to help ensure that quality of course instruction doesn’t suffer do to budget constraints. Materials requiring archival quality/handling and projects/formats beyond our capabilities, e.g. laser disc or Betamax, are referred to DCAPs. We and library have the same policy requirements and forms covering copyright responsibility.

Metrics Month Apr 2016 May 2016 Jun 2016 # of Projects 27 11 4 # of Hours Worked 132 18.75 20.5 See Full Quarterly Report Online at https://cio.cornell.edu Note: Spring term classes started January 27, 2016. Note: Academic Technologies workload tends to reflect the academic calendar.

Cost Cost to deliver the service: Fee for service: None Note (Labor subtotals): Staff Labor: $9,924/year Student Labor: $4,836/year FY 16 Total Cost $18,436 Hardware & Software $1,000 Labor (see below) $15,760 Staff Support $838 Administrative Overhead

Cost Per Unit Total Annual Cost: $18,476 # of projects annually: 227 Cost per project: $81.40 Marginal Costs: Student employee costs (~$12.21/hr) Additional expenditures required if demand exceeds capacity of available hardware. Additional staff training costs incurred if demand warrants hiring additional student staff

Security What risks does use of the service mitigate? Financial loss Reputational harm Loss of instructional material How does the service mitigate risks? Digital conversion provided by trained staff familiar with the equipment Contractual constraints and customer education (copyright / fair use waiver) Allows for electronic backup for original materials

More information Service web page: http://atc.cit.cornell.edu/services/ Service level expectations: https://www.it.cornell.edu/services/sle.cfm Service catalog entry: https://catalog.it.cornell.edu/admin/49 Service quarterly report: http://cio.cornell.edu/resources/it-reports-documents-and-presentations/itcornell-quarterly-metrics/scanning-and-digitizing

Questions? Academic Technologies: acadtech@cornell.edu Academic Technology Center: 607-255-9760