License Review and Negotiation: an introduction Ann Okerson SLA Preconference on Licensing Doha, Qatar April 2008 #1 Building Capacity for Digitization – a case study Yale University Library Ann Okerson Doha – WDL – December 2010

Barriers to digitization What we had in 2000: –Great collections –Excellent traditional Middle East subject specialist –Traditional cataloging expertise (romanized Arabic & Persian) –Vision for multi-partnered Arabic/Middle East project(s) –US government agency (Dept of Education) interested in expanding foreign language materials and skills in the US –Experience of digitizing English language materials What we didnt have in 2000: –Experience in non-Western digitization beyond scanning on demand –Sufficient experience with metadata needed for digital objects (description, administrative, preservation, etc.) –[Non-western language digitization was a young and standards-thin field]

How we started With something we understood: a bibliographic records building blocks project (OACIS), * Allowed us to: –Learn how to have success with funding agencies –Hire an experienced technical project manager with some Arabic ability* –Identify current experts for advice & interns (e.g., BA) Emerging standards, software –Start to understand the environment – steep learning curve Attend appropriate meetings, participate in lists, read read read –Identify potential partners to contribute and share content Develop long-term partner agreements* –Learn how to work digitally with non-Western languages Understand different types of descriptive records (metadata) Build crosswalks/conversions between different practices of partners* –Develop rigorous discipline & project management techniques Create effective workflows –Complete a project successfully; sustain it beyond the life of the grant

How we continued #2: built on bibliographical project adding searchable journal full text via AMEEL (A Middle Eastern Electronic Library) – 250,000 pages Built on relationships with funding agencies Retained Project Manager from OACIS –Hired more staff with technical experience & Arabic language –Provided more training for staff & student workers & existing ME staff Created advisory board (including Dr. Adly from BA) Established partnerships with commercial organizations (OCR packages, outsourcers, publishers)* Learned how to contract legally for equipment and services Obtained necessary permissions for materials in copyright* Produce documentation that others can use Helped others to work on their own projects in their libraries –Digitization workshop held in collaboration with the BA, December 2007 –Digitization workshop in US a year later –Lending workshop in Amman, Jordan –Bring in interns and fellows to work with us (their funds, our funds)

Where we are today Received further grants: –Iraq ReCollection (NEH) (National Library & Archives Iraq) More journals digitization – 100,000 pages –Islamic Manuscript Gallery - IMG (JISC/NEH) (SOAS) Some manuscripts & manuscript catalog digitization –Gateway to Gazettes – G2G (US Dept of Education) Syria and Palestine, 1919 – 1948 (Rights from Syria & UK-PRO) Mixture of languages, frequencies, formats (complexity of rare volumes, microforms, foldouts, maps, fragile items) –Islamic Fundamentalist audio-tapes (via Arcadia Fund) We have begun contributing selectively to WDL Applying for: –Grant (with Halle University, Germany) for more journals digitization & better linking/discovery infrastructure –Grant for building an Arabic Reference & Reading Room

Key factors in success Hard work and continuing dedication –Excellent core staff that continues from project to project (MOST IMPORTANT) – 8 years –Careful selection and prioritization for all projects –Lots of outreach and presentations and sharing –Successful project completion, time after time –Our own library takes us seriously and we can make a case for some resources –Frequent contacts from campus and outside - seeking projects, services, and internships (we try to help) –Continuous self-education about digitization –We dont promise what we cant deliver Always searching for new possibilities & partners

Whats been hard for us Finding resources to create metadata – cant digitize without appropriate metadata foundations Optimizing our workflows for full-text digitization projects Constantly searching for funding, even as we work on the projects themselves –Finding more sources of funding beyond US and West Dealing with rights and permissions (Iraq story)* World politics (OFAC story)* –Inability to easily deliver equipment and software to ME partners Commercial relationships and contracts –Linking to paid content in AMEEL Building sustainable projects that continue after external funding is gone (e.g., ongoing infrastructure & migration) So much more to do and we wish it were going faster!

License Review and Negotiation: an introduction Ann Okerson SLA Preconference on Licensing Doha, Qatar April 2008 #1 Questions?