1. How do I prepare for a site visit?
The only items you need to prepare prior to our arrival are samples of the materials you are proposing be digitized (including samples of any descriptive information you have for the materials — catalog cards, MARC records, spreadsheets, finding aids, etc.). During the visit, we will assess materials for both fragility and appropriateness, so having samples available is very helpful. We want to see anything you have in mind, even if you suspect digitization is a long shot. Please also prepare a list of questions for us. We’re there to help you feel comfortable with the process, so no question should be considered unreasonable or silly. Lastly, if you have anything that you think we might bring back to the Digital Library of Georgia with us, after assessment, you need to have boxes and packing material ready so that we can transport it safely.
2. Does HomePLACE provide packing supplies for the items being digitized?
No. Participating institutions are responsible for obtaining their own packing supplies, including sturdy boxes and packing tape, for transport of materials. Depending on the type and fragility of items, you may also need some cushioning material (e.g., bubble wrap, packing peanuts, or crumpled kraft paper) to pad items and prevent shifting. Large sheets of sturdy cardboard may also be helpful if you need to package oversized material. Please ensure that choose a box of suitable strength and size for the items you are transporting.
3. What is a good-size box for transporting materials?
If you are transporting bound materials, we ask that you use boxes that are close to the size of the boxes that typically hold reams of printer paper (nothing larger). If you are transporting a large number of small, archival boxes, placing a few of them inside a larger box can help protect them during travel. If you are transporting larger materials, such as maps or posters, sandwiching them between two large pieces of sturdy cardboard and taping them securely generally offers decent protection. If you have several short, flat boxes (for example, those that are 16” x 20” x 1”) and you cannot find larger boxes to hold them, they can be transported as-is. In general, whatever size package you use, your materials should be held in sturdy containers that are travel-safe and human-liftable.
4. Does HomePLACE pick-up or transport materials?
Yes. Participating institutions are responsible for packing items, but advance arrangements may be made for the pick-up of materials by HomePLACE staff.
5. Will HomePLACE pack and unpack my materials?
No. Whether a shipping company or HomePLACE staffers come to collect your materials, those materials should be packed and ready to go prior to the collecting agency’s arrival. Upon return, the materials will be brought to the institution’s loading dock (if available), front desk, or another nearby location designated by the participating institution Participating institutions should have carts or dollies available for transporting multiple boxes at once.
6. Should I send duplicate non-bound items for digitization at the Digital Library of Georgia?
That is really up to you. HomePLACE recognizes that eliminating duplicate copies of this type of material (for example, postcards, photographs) can be very time-consuming, so we don’t require it. For our own collections, we often digitize multiple copies of the same items as they may have slight differences which could be important to those using the materials.
7. Should I send duplicate bound items for digitization at the Digital Library of Georgia?
No. Please remove any duplicate bound items from your set before you send your materials to the DLG. If DLG staffers finds duplicate bound items when preparing your materials for digitization, they will pick the cleanest copy, use that for digitization, and hold the other copies aside. If you are intentionally submitting multiple copies of the same bound items because they have minor differences, please include a note indicating that the duplicates were sent intentionally and that all copies should be digitized.
8. How long will the Digital Library of Georgia keep an institution’s materials?
It is difficult to give a specific answer to that question. The length of time the DLG will keep the materials depends on several factors, including the size of the collection, the uniformity of the materials, and the other collections in the lab at that time. On average, the entire process takes between a month and two months, but in specific cases it has been significantly shorter or longer.
9. What happens after participating institutions get their material back?
Imaged items will require additional work. The DLG only requires that a unique alpha/numeric identifier be assigned to each item prior to digitization. If your institution did not complete object descriptions suitable for use prior to digitization, you may need to create these records.
10. Will HomePLACE provide files for digitized materials?
Yes. HomePLACE will arrange for the transfer of master and/or derivative files via either removable media or the cloud (typically Google Drive or Dropbox).
11. Can HomePLACE provide technical information about the search/access process in the Digital Library of Georgia’s online interface?
Yes. Contact Georgia HomePLACE with questions regarding the search/access process, or to schedule staff trainings.
12. Will participating institutions have to report receipt of grant aid on end-of-year taxes?
No. The original grant was given to Georgia HomePLACE and the HomePLACE has taken care of all necessary reporting. Funding for this project is now provided by LSTA funds and participating institutions are merely third-party beneficiaries; for them, there is no responsibility to report the benefit.