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What do you do if your library wants to digitize collections and make them accessible online?

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Embarking on the journey to digitize your library's collections is a significant step toward modernizing your services and expanding access to information. It involves converting physical materials into digital formats, a process that can enhance preservation while making resources available to a wider audience online. With careful planning and execution, digitization can breathe new life into rare and valuable collections, ensuring they continue to educate and inspire for generations to come.

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Carlos Gabriel Moreira de Almeida

Doutor em Medicina e Ciências da Saúde na área de concentra??o de Neurociências pelo Instituto do Cérebro do RS

1 Assess Needs

Before you dive into digitization, it's crucial to assess your library's specific needs. Consider the types of materials in your collection that would benefit most from being digitized, such as rare books, maps, or photographs. Evaluate the condition of these items and determine if they require any special handling. You also need to think about the end-users and how they will access and interact with the digital content. This initial assessment will guide your project's scope and help you allocate resources effectively.

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Carlos Gabriel Moreira de Almeida

Doutor em Medicina e Ciências da Saúde na área de concentra??o de Neurociências pelo Instituto do Cérebro do RS
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I would support the idea. Once every legal aspect is clear, and you have good servers and search engines, it could be really helpful. The same book could be accessible to millions of people. Some people can't go very often to libraries, due to time, geographic or even physical limitations, so digitalizing could make knowledge more conveniently accessible. Everything is digital nowadays, our bank accounts, school/university assignments, thesis, articles. The digitalization also helps to preserve the information. Because the physical documents have a limited lifetime, while their digital backups are timeless.

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2 Plan Digitization

Once you've assessed your needs, it's time to plan the digitization process. This involves deciding on the technical specifications for your digital files, such as resolution and file formats, which will affect the quality and usability of the digitized materials. You'll also need to choose the right hardware and software for scanning or photographing your items, and consider the logistics of workflow and storage. A well-thought-out plan ensures a smooth transition from physical to digital.

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Anne W.

Grant Writer | Researcher | Digital Health & eLearning Consultant | AI-Powered Education Specialist | Gamification & Digital Transformation Expert | Stakeholder Engagement | ?? #RMBFearlessThinker Finalist Pos 3 2023
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One thing I've found helpful when planning library collection digitization is a prioritization based on a trifecta: preservation need, user demand, and copyright status. Focus on materials at risk of deterioration for preservation, like fragile documents or rare books. Digitizing them creates a durable backup and increases accessibility without handling originals. Analyze library circulation data and user inquiries to identify materials with high usage or research value. Prioritizing these ensures the digital collection caters to actual user needs. Finally, ensure copyright allows digitization and public sharing. Focus on public domain works or those with cleared permissions to avoid legal issues.

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3 Set Standards

Setting standards is an essential part of ensuring the longevity and accessibility of your digital collections. Establish consistent metadata standards to describe and catalogue your digitized items, making them easily searchable and retrievable. Select file formats that are widely accepted and ensure long-term preservation. Adhering to these standards will help maintain the integrity of your digital collections and facilitate their integration with other digital libraries.

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4 Digitize Materials

With a plan in place, you're ready to start digitizing your materials. Handle each item with care, especially if they are fragile or valuable. Use the equipment and settings you've chosen to create high-quality digital replicas of your physical items. This step can be time-consuming, but it's crucial for capturing the detail and essence of each piece. Remember to back up your files regularly to prevent data loss.

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5 Create Access

Creating access to your digitized collections is about more than just putting them online; it's about making them discoverable and user-friendly. Develop an intuitive interface for your digital library, where users can search, browse, and view items easily. Ensure that your website is accessible to all users, including those with disabilities, by following web accessibility guidelines. The easier it is to navigate your digital collections, the more people will use them.

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6 Maintain Collection

Finally, maintaining your digital collection is an ongoing process. Regularly update your software and hardware to keep pace with technological advancements. Monitor your digital files for signs of corruption or degradation and create backup copies to safeguard against data loss. Engage with your user community to get feedback and make improvements. A well-maintained digital collection remains a valuable resource over time.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What do you do if your library wants to digitize collections and make them accessible online?

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1 Assess Needs

2 Plan Digitization

3 Set Standards

4 Digitize Materials

5 Create Access

6 Maintain Collection

7 Here’s what else to consider

Library Services

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What do you do if your library wants to digitize collections and make them accessible online?

1

2

3

4

5

6

7

1 Assess Needs

2 Plan Digitization

3 Set Standards

4 Digitize Materials

5 Create Access

6 Maintain Collection

7 Here’s what else to consider

Library Services

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