Alfred University Libraries
Digital Projects/Collection Checklist Date
• The form is designed to assist with planning and documenting digital projects. It should be completed for all projects that involve adding content to AURA, SharedShelf, and New York Heritage.
• It is recommended that project managers consult with the Digital Projects Work Group as needed to gather input about policies, procedures, or standards for individual projects.
• This form should be kept indefinitely to aid future collection managers. Attach any supplementary project documentation.
Project Manager
Other Project Staff
Project Description
Target Completion Date
Target Repository
☐ AURA ☐ SharedShelf ☐ New York Heritage ☐ Other________________________
Metadata scheme: ☐ Dublin Core ☐ VRA Core
☐ This project requires that a new collection be established in the repository
☐ This project requires a new data entry template
Rights: At least one of the following must be true ☐ source materials are in public domain
☐ source materials are owned by Alfred University or NYSCC
☐ copyright holder is willing to confer distribution rights and documentation is on file
☐ at least two attempts have been made to contact the copyright holder without success, the material does not pose an undue risk, and documentation is on file
Preservation
Is long-‐term access to digital surrogates a project goal?
☐ Yes ☐ No
Is the original material fragile? If yes, please describe any special handling requirements:
Imaging
☐ In-‐house
Staff assigned
☐ External vendor
Vendor name and contact details:
Date shipped to vendor:
Date images received from vendor:
Scanning specifications/notes:
File Management
Scanning/file conversion standards:
Master file X Required File type: Resolution:
Access file ☐ Required File type: Resolution:
Thumbnail ☐ Required File type: Resolution:
File Storage Location:
File Naming Conventions
Master files
Access files
Thumbnails
Scanning equipment used
Post imaging workflow requirements
☐ crop background ☐ de-‐skew ☐ check for all pages and page order ☐ color correct Project Notes
Project Timeline
_______Project checklist and file established
_______Materials gathered and prepared for imaging ______Project presented to DPWG for input
_______Right to digitize established (see criteria above) _______New repository collection established (if applicable) _______Metadata guidelines established with input from Ellen _______New metadata template established (if applicable)
_______Imaging standards established, including post-‐processing steps _______Needed equipment is available
_______Staffing assigned and trained for imaging work OR external vendor identified _______Staffing identified and trained for metadata work
_______Any batch uploading coordinated with Brett (AURA) or John (SharedShelf) _______Pilot test completed, with quality control check by project manager _______Metadata and images uploaded to repository
_______Master files moved to dark storage
______Project evaluation completed and discussed with DPWG
Date of Project Evaluation
Project Evaluation Notes
