Managing Your Digitization Project

Use these steps to plan and manage your digitization project.

1. Site Visit

Following your project nomination, the first step will be scheduling a site visit with a representative from Georgia HomePLACE. You can request a site visit by completing this form.

• During the site visit any of the following may be discussed:
• General introduction to HomePLACE and the Digital Library of Georgia;
• Evaluation of materials for digitization readiness;
• Discussion of digitization options and general outline of processes;
• Discussion of descriptive metadata requirements;
• Material receipt and/or delivery.

Prior to the visit, a representative sample of the materials proposed for digitization should be prepared, including examples of any descriptive information available for the materials (e.g. catalog cards, MARC records, spreadsheets, finding aids, etc.). During the visit, staff will assess materials for both fragility and appropriateness, so having samples available is very helpful.

If anything is to be brought back to GPLS/DLG following the site visit, the public library should have boxes and packing material ready so that materials can be safely transported.

Libraries may require further consultations beyond the initial site visit, which can be scheduled directly via email. Further guidance may also be provided via email or phone. Some libraries may not require site visits if their materials are adequately prepared, described, and ready for delivery.

2. Preparing Materials

Materials should be packed in travel-safe, human-liftable boxes and should be prepared prior to the arrival of whomever is picking up the materials. For books, the type of box that often holds reams of printer paper is a good size (nothing larger). If you are transporting a large number of small, archival boxes, placing a few of them inside a larger box facilitates the transportation process.

Please remember that HomePLACE staff are not professional movers! Packing materials too heavily or too insecurely represents a risk to the staff health and material safety.

If your library requires resources for purchasing archival-quality storage enclosures, including boxes, envelopes, sleeves, and supports, please contact HomePLACE staff for suggestions and recommendations.

3. Transferring Materials

Materials may be transported to GPLS via the following methods:

• Courier pick-up/drop-off;
• UPS;
• Pre-arranged, in-person pick-up/drop-off

If you choose to have HomePLACE staff collect your materials, most often the pick-up will be performed by a professional archivist/librarian in a suitably-sized vehicle, who has experience handling rare materials and will endeavor to ensure the safety of your materials during the transportation process.

Materials being imaged and described by HomePLACE and/or DLG staff will be stored in a secure, temperature-controlled room for the duration of their custody with HomePLACE. If materials are being imaged and described by a vendor, appropriate investigation into the vendor’s handling practices will be asked and cleared with the owning library prior to shipping materials.

Materials exhibiting signs of extensive fragility, disrepair, volatility, instability, mold, infestation, or other conditions that may adversely affect the materials, other collections, or HomePLACE staff and/or equipment may require further assessments or remediation prior to transportation and digitization.

4. Imaging & Metadata

Specific options for the completion of imaging and metadata work will be discussed during the site visit and project scoping. Imaging and metadata standards follow DLG’s Digitization Guide.

Derivative images, metadata, and archival masterfiles are hosted and stored by the DLG, and count against the library’s standard complimentary allotment of 30GB free space. If the project files exceed the amount of usable space, arrangements to accommodate the shortfall will be made during the project scoping process.

5. Marketing & PR

Following ingest of the images and metadata into the DLG portal, HomePLACE will work with the library to produce marketing and public relations materials, including:

• A press release;
• A collection webtile;
• A blog post to the DLG blog;
• Social media announcements.

Additional promotions will vary by project and may include printed material, additional resource guides, exhibits, articles, and other formats.