1. Applying MPLP to Digitization: A Project Manager’s Perspective Cristela Garcia-Spitz Project Manager, Digital Library Program, University of California, San Diego Western Roundup, April 30, 2010

2. More Product, Less Process Make materials available expediently and efficiently Strive for simplicity There is not a single formula for arrangement applicable to all collections Focus on the needs of the user, as well as the reality of limited resources Try to provide the researcher with the most meaningful, concise, and accurate information possible, considering limitations of time and resources The simpler the better Remember that researchers are coming to research, so you don’t have to do it for them in advance Use your time wisely Factor in labor costs Establish real quantitative benchmarks for productivity Set priorities Develop baseline figures for planning and comparison Maximize the proportion of holding available for effective use Eliminate redundancies, streamline workflows, minimize handling, and make selective use of outsourcing Good processing is done with a shovel, not with a tweezers MPLP

3. UCSD Digital Library Program April 30, 2010Western Roundup3

4. UCSD Digital Library Program April 30, 2010Western Roundup4

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6. Consists of +21,000 multi-format negatives taken between 1964 and 1986 Access & preservation level scanning Excel spreadsheet for inventory Access database for description Description at the role level Robert Glasheen Photograph Collection April 30, 2010Western Roundup6

7. Robert Glasheen Photograph Collection April 30, 2010Western Roundup7

8. Robert Glasheen Photograph Collection April 30, 2010Western Roundup8 Melanesian Projects Time Estimates: –4 minutes per image for entering information in the AT –2 records per minute to export the records Based on these estimates: –21,000 images X 4.5 min/image = 1575 hrs –2 students @ 20 hrs/wk = 78.75 weeks –~1.5 years of work (no breaks, +plus training, supervision, meetings, unexpected twists & turns)

9. Robert Glasheen Photograph Collection April 30, 2010Western Roundup9

10. Robert Glasheen Photograph Collection April 30, 2010Western Roundup10 Simple formula to estimate time: Determine: –optimistic value, D(o) –pessimistic value, D(p) –realistic value, D(r) Then: –Duration = ( D(o) + D(p) + 4 x D(r) ) / 6

11. Robert Glasheen Photograph Collection

12. April 30, 2010Western Roundup12

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15. Purpose/Priority (Access/Preservation) Value Anticipated Use/Audience Format Type(s)/Size of the Collection Condition Existing Metadata, Tools and Resources Staffing Requirements Metadata and Access Requirements Copyright Status Institutional Support (Buy-in) Funding Project Proposal Process April 30, 2010Western Roundup15

16. Continue setting priorities, capturing & utilizing benchmarks & metrics Letting one project inform the other Work on more documentation, best practices, communication tools Factoring in user’s needs Moving Forward April 30, 2010Western Roundup16

17. Acknowledgements: Mandeville Special Collections Library: Lynda Claasen, Steve Coy, Rubi Palomares Metadata Analysis and Specification Unit: Arwen Hutt, and Brad Westbrook Digital Library Program: Robin Chandler and Gabriela Montoya Preservation: Roger Smith IT Department: Vivian Chu, Esme Cowles, Matt Critchlow, Declan Fleming, Ron Joyce, Joy Sargis, Longshu Situ, Huawei Weng, Steve Wieda Strategic1 Executive Committee: Luc Declerck, Martha Huska

18. Consists of 9 rolls of 35 mm microfilm containing 233 documents and publications created between 1965 and 1998 Access project (internal use only) Excel spreadsheet for inventory Archivist Toolkit for description based on the finding aid Armed Revolutionary Organizations in Mexico Documents April 30, 2010Western Roundup18

19. Armed Revolutionary Organizations in Mexico Documents April 30, 2010Western Roundup19

20. Armed Revolutionary Organizations in Mexico Documents April 30, 2010Western Roundup20

21. Quality Control: –Estimated 10 files/hr X 233 docs = 23.3 hrs –Actual 14.43 hrs / 233 docs = ~3.7 min/pdf Re-scanning and editing pdfs: –121 out of 3410 pages or 3.55% were problematic –~4 days to rescan and edit (+training to use in-house microfilm scanners) Entry in the Archivist Toolkit: –2 min/doc X 233 docs = 466 min (7.77 hrs) Armed Revolutionary Organizations in Mexico Documents April 30, 2010Western Roundup21

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23. Acknowledgements: Mandeville Special Collections Library: Lynda Claasen, Steve Coy, Rosa Longacre, Ryan Luz, Kelly McAnnaney, Rubi Palomares, Michele Wyngard Metadata Analysis and Specification Unit: Arwen Hutt, Trish Rose, and Brad Westbrook Digital Library Program: Robin Chandler and Gabriela Montoya Preservation: Roger Smith IT Department: Vivian Chu, Esme Cowles, Matt Critchlow, Declan Fleming, Ron Joyce, Joy Sargis, Longshu Situ, Huawei Weng, Steve Wieda Strategic1 Executive Committee: Luc Declerck, Martha Huska