1. Pre-Course Assignment
Pauline Simpson
Cayman Islands/IODE GE-MIM
Grant Writing for Digital Projects
17-21 September 2012
IODE Project Office
Oostende, Belgium

2. Pre-Course Assignment : Project Outline
Bring a written description of your digital project
which includes sections on:
Project Partners
What is to be digitized and why and to what quality
Infrastructure requirements  (staff, equipment, logistics, timelines etc)
Funding request (breakdown the components),  identify if you can offer matching funding or in-kind support
Identify at least one local/national funding agency to which you could submit a proposal. 

3. ONLY a Project Outline

4. What is Your Digital Project?
Need much more than:
‘ I want to digitize 100 books’
‘I want to digitize this collection of photographs’
‘I want to digitize this serial collection’
‘I want to setup a digital reproduction unit’
‘I want to move to a ‘Digital Library’ environment’

5. Project Outline – Pre-Requisite
To submit a good grant proposal you need a good project outline supported by decisions and hard facts – BEFORE looking for funding.
Funding Agencies’ deadlines – often tight so pre-preparation is important
No time then to be making decisions and obtaining partner agreements, costings etc.

6. Preparation of your Digital Project
Digitization Steering Group
Comprising:
Management?
Library members
Partners representatives and/or advisors
Interdepartmental representatives
Multi-skilled team to support the project
Scope the Project
Project Management
Project Plan /Documentation
Decide on the Project Title and Acronym

7. Preparation of your Digital Project
Needs Analysis - Survey and/or Focus Group – what needs to be digitized and who is the target audience

8. Preparation of your Digital Project
Needs Analysis - Survey and/or Focus Group – what needs to be digitized and who is the target audience
Selection Criteria - What and how many - pilot first?

9. Preparation of your Digital Project
Needs Analysis - Survey and/or Focus Group – what needs to be digitized and who is the target audience
Selection Criteria - What and how many - pilot first?
Copyright - Only documents owned by the partners or out of copyright material or permissions exercise?

10. Preparation of your Digital Project
Needs Analysis - Survey and/or Focus Group – what needs to be digitized and who is the target audience
Selection Criteria - What and how many - pilot first?
Copyright - Only documents owned by the partners or out of copyright material or permissions exercise?
Image Specifications - Preservation +/Access – what professional standards?

11. Preparation of your Digital Project
Needs Analysis - Survey and/or Focus Group – what needs to be digitized and who is the target audience
Selection Criteria - What and how many - pilot first?
Copyright - Only documents owned by the partners or out of copyright material or permissions exercise?
Image Specifications - Preservation +/Access – what professional standards?
Metadata Schema – available in house, introduction of specialised schema, staff training

12. Preparation of your Digital Project
Staffing
- Skill set in house - training
- Contract staff/Scanning Bureau?
- In House - work environment – space, temperature, humidity
- Quality control

13. Preparation of your Digital Project
Staffing
- Skill set in house - training
- Contract staff/Scanning Bureau?
- In House - work environment – space, temperature, humidity
- Quality control
Hardware
- Available
- Scanner specification, purchase or lease

14. Preparation of your Digital Project
Staffing
- Skill set in house - training
- Contract staff/Scanning Bureau?
- In House - work environment – space, temperature, humidity
- Quality control
Hardware
- Available
- Scanner specification, purchase or lease
Scanning Software
- Specification/purchase

15. Preparation of your Digital Project
Staffing
- Skill set in house - training
- Contract staff/Scanning Bureau?
- In House - work environment – space, temperature, humidity
- Quality control
Hardware
- Available
- Scanner specification, purchase or lease
Scanning Software
- Specification/purchase
Storage Medium
- Long term maintenance – archive copies of master images

16. Preparation of your Digital Project
Staffing
- Skill set in house - training
- Contract staff/Scanning Bureau?
- In House - work environment – space, temperature, humidity
- Quality control
Hardware
- Available
- Scanner specification, purchase or lease
Scanning Software
- Specification/purchase
Storage Medium
- Long term maintenance – archive copies of master images
Online Access to the collection
- Web, IR, Library Catalogue

17. Online Access
How will the results of your digital project be made available?
- Search tools - will creation of indexes/finding aids be necessary to assist
users in accessing information?
- Web Page - will all the documents be offered as one collection website as
well as individual library websites?
- Institutional/Thematic Repository – only organization authors?
- Library catalogue
- Will you offer records and/or content to:
National Library Collections
International Collections (Europeana)
Open Content Alliance (Internet Archive2)
(think about export formats etc)

20. support a Grant Proposal
Useful Inclusions
Outline Project Plan to
support a Grant Proposal

21. A Visual Workflow is helpful
workflow at the most basic level, by wlef70, on Flickr
perhaps with a few more steps!

22. A Visual Workflow is helpful

23. A Visual Workflow is helpful

25. Budget Expenses Year One Year Two Year Three Salaries Consultants/
Trainers
Hardware & Software
Office Supplies
Travel
Web Design
Meetings/
Conferences/
Workshops
Resource Development
Overhead
Other
TOTAL EXPENSE

26. Budget Income Year One Year Two Year Three Grant Other (In-Kind)
Other Requested
TOTAL INCOME
TOTAL EXPENSES
Justification of Budget items:

27. Complete your Project Outline
Spend the remaining session time,
ensuring that your
Project Outline is finished
(preparation and decisions made now will make completing your grant proposal in the practical sessions much easier)

28. Project Outline should include:
Project Decisions
Partners/Steering Group
Needs analysis
Selection criteria
Copyright
Image specifications
Metadata
Staffing
Hardware
Software
Storage medium
Online access
Timelines
Budget
Project Description
Title / Acronym! Overview
Partners Scope/Justification
Objectives
Project Process
Technical specifications Constraints Deliverables Tasks
Innovations
Project Timelines
Project Evaluation
Project Budget

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