Danielle Mericle: Fiona Patrick: DCAPS: DCAPS DCAPS Digital Consulting & Production Services

About Founded in 2003 to provide a “one-stop” approach to digital collection building Cost-recovery service model formulated for long-term sustainability of operation, with secondary account for “non-billables” Based in Olin & Kroch Libraries Provides wide range of services, consultations and referrals campus-wide

Services include: Digitization of library, university, or personal assets, including monographs, manuscripts, & photographic materials Color managed workflow Image processing & reformatting Development of metadata standards and guidelines Project management services Web-design Limited support for a/v collections Online collection delivery on standardized library platforms Archiving & preservation of university assets Copyright advise On-campus consultations (free of charge)

COPYRIGHT TECHNOLOGY SUPPORT METADATADIGITAL MEDIA DCAPS ELECTRONIC PUBLISHING

COPYRIGHT TECHNOLOGY SUPPORT METADATADIGITIZATION ELECTRONIC PUBLISHING DIGITAL MEDIA Project Coordination for DCAPS Still Image & AV Digitization Image Processing / OCR Structural and Tech Metadata Web Design & Programming Application Development Content Management Systems DCAPS

COPYRIGHT TECHNOLOGY SUPPORT METADATA DIGITAL MEDIA DCAPS ELECTRONIC PUBLISHING METADATA Metadata Standards Subject Schemes Descriptive Metadata Structural Metadata Preservation Metadata

COPYRIGHT TECHNOLOGY SUPPORT METADATA DIGITAL MEDIA DCAPS ELECTRONIC PUBLISHING COPYRIGHT Education & Awareness Copyright Clearance IP & Licensing Consultancies Digital Rights Management

COPYRIGHT TECHNOLOGY SUPPORT METADATA DIGITAL MEDIA DCAPS ELECTRONIC PUBLISHING TECHNOLOGY SUPPORT Hardware and Software Selection Archiving Web Hosting Image Database Management Storage Management

COPYRIGHT TECHNOLOGY SUPPORT METADATA DIGITAL MEDIA DCAPS ELECTRONIC PUBLISHING ELECTRONIC PUBLISHING ePublishing system (DPubS) Print-on-demand Development and support Business model development

Grant Writing Needs Assessment Project Planning & Management Liaison to Other Service Providers * Public Services * Preservation & Conservation * Digital Preservation * Outsource Digitization *Cornell Service Providers Fiscal Management DCAPS

DCAPS within CUL Library Technical Services Digital Scholarship Services CUL Information Technologies Metadata GroupTechnology Support Digital Media Group E-Publishing Copyright Services CUL UNITS

Campus-wide digitization efforts DCAPS/Olin Library (as described) Mann Library Outsourced digitization of library assets Partnership with DCAPS to load content into DLXS Johnson Museum High-end digitization of museum assets Partnership with DCAPS to deliver content via Luna Cornell Academic Technologies On-demand digitization for faculty and grad students Innovation in teaching grants program Blackboard support Other Faculty digitizing efforts Cornell Business Services Digital Services Analog records conversion for department/university Outsourcing and referrals with DCAPS

Campus-wide services network

Visual Resources Working Group Provides a forum for discussion of issues related to digital resources on campus, including collection building and development, research and instructional support, policy creation, and public outreach Members composed of wide range of key-stakeholders, including Digital Scholarship Services, CUL-IT, Public Services, Johnson Museum, and unit libraries Maintains list-serve to triage requests for instructional support for use of digital images; faculty digitization, and copyright services Co-chaired by DMG & Public Services

DCAPS in detail Centrally managed projects Provides broad campus support with relatively small staff Full accountability- budget, timelines, and deliverables Roughly 65% cost-recovery; 35% institutional support Large and small scale projects- patron requests to mass digitization efforts In-house and outsourced digitization Partnerships with College of Arts & Sciences; Johnson Museum; College of Art, Architecture & Planning Consultation and advice for non-DCAPS but Cornell-based projects to support best practices

Overview of project types RMC patron & exhibit requests Faculty requests Departmental and Institute Large scale: grants, Adam Matthews, A & S collaboration Client Types 09/10

Sample 2010 projects Arts & Sciences faculty grants program- 5 faculty driven projects Arts & Sciences ongoing digitization to support faculty teaching needs Adam Matthews- project to digitize 60,000 pages of rare pamphlet material from Cornell Wason Collection Ongoing partnership with Rare & Manuscript Division to digitize Cornell holdings (exhibitions; grant projects; patron requests) Collaboration with Biology on NSF grant (consultation only)

DCAPS Project management expectations  Plan: timelines, budgets, deliverables  Assist in selection; copyright clearance  Coordinate production: digitize, metadata, delivery, archive  Document  Test  Promote  Preserve  Maintain, update  Invoice

Annual Production July ’09 – June ‘10 Actual Data July’10 –June’11 Projections 15 discrete projects/ ongoing patron requests 32,500 images In-house: 24,000 Outsourced: discrete projects/ ongoing patron requests 135,000 images * In-house: 75,000 Outsourced: 60,000 Approximately 5.3 FTE on projects * in-house (50K Adams Matthews + 25K all other), outsourced (30K Liberian + 30K Nepali Textbooks)

Cost recovery items (billable to recharge account) Non-billable items (charged against “subsidy” account) All digitization efforts (collation, scanning, post-processing, qc, archiving) Project management Metadata design and work Web design Hosting & delivery Collection development Long-term archiving of university assets File migration Billing & business management Initial consultations Copyright consultations Web & delivery platform upgrades Within the DCAPS model, all production work is cost-recovery. DCAPS BUDGET

Project estimates

Imaging order form

Budget monitoring YearlyMonthlyBy project Annual reports on budget balance (+/- 10%) Annual predictions for upcoming work, including non-billables Staffing justifications based on project workload Yearly review of rates with Division of Financial Affairs Monthly statistics analysis on work done; work billed against FY budget predictions Regular tracking of “unbillable” work; % reviewed against subsidy account Quarterly invoices for large projects; upon project completion for small projects Careful monitoring for “scope-creep”

Budget details- recharge account 2009/ /2011

Yearly projections

QuickBooks reports FY comparisons Service types Customer types Expenses

Tracking tools BudgetProduction QuickBooks Excel templates Time reporting Costs Confluence wiki (smaller projects) Filemaker database (larger projects)

Marketing Cornell Grants programs lead to secondary followup projects Cornell Chronicle project profiles Referral network between campus service providers Presence at campus events – DCAPS booth Global Registry of Digital Collections Credits page w/contact info on all sites

Recent initiatives / partnerships Google/ Microsoft Adam Matthews agreement Mass print-on-demand with Amazon New single title POD with CreateSpace Signale – new web/print scholarly publishing model 2CUL – with Columbia University Library

Pros/ cons of model PROSCONS Provides proof of revenue to justify service Requires accurate cost modeling, resulting in ability to estimate projects to high degree of accuracy Reduces scope-creep Sets expectations for annual production goals Quantify additional staff in terms of cost-recovery Risk of alienating core users (faculty, curators) who expect free services from institution Does not support full range of preservation activities (difficult to pass on maintenance costs to user) Requires.5 FTE to oversee business modeling and budget balancing Can leave staff vulnerable to shifting economies

References Cornell Imaging Tutorial Faculty Grants Registry of Digital Collections