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

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

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)

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.

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

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

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

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

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

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

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

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)

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

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

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

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

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

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

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

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

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)

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

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

Applications in Your Organisation Current State Utusan: 96 collections – present Format: PDF, Text, JPEG, Newspaper Next Step Utusan: 1939-1995: Backlog file Planning: January 2008 – A1 Scanner

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

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

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

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

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

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 2003-2006: 1 scanner Next Step Plan to purchase 3 scanners EPrints: Open source software, Full text theses, multimedia etc.

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

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

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

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

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

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

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