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In relation to concerns relating to the progress on the digitization project with other departments and campuses, the issues that were raised ranged from problems with communication and transporting of theses from other campuses to Howard College where the project is run. Lack of communication within departments and campuses results in theses being scanned more than once and transportation affects the workflow as theses sometimes did not arrive in time for the scanning process to start.
This stalls the digitization progress.
One of the interviewees was quoted as saying:
Campuses work in silos. There has to be communication. There is a need to talk and work as a team so as to be part of the library as a whole.
Another one was quoted as saying:
Duplication of theses is happening often because there is no communication. We do not know who to communicate with, and who makes decisions to resolve digitization queries.
4.4.3 Strategies and policies
On the issue of strategies and policies, everyone interviewed was positive of the fact that the library has a strategic plan, but when it came to the digitization policy, only two (22.2%) confirmed that there was a digitization policy in place. Seven (77.8%) interviewees responded that there was no digitization policy in place.
With regards to how the digitization project referenced in the strategic plan, most of them did not have anything to say, and those who did, mainly spoke about the new digitization unit that was about to be established.
4.4.4 Equipment/facilities
The general view on the availability of the equipment for the digitization project was that, even though the computers and scanners are there, the digitization project
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needs to have its own offices with high-tech equipment to ensure more speed and efficiency with the processes.
4.4.5 Staff training
Eight (88.9%) interviewees indicated that they received training on the theses and dissertations project even though some of them were not directly involved in the digitization project and one (11.1%) indicated he or she did not receive any digitization training. When asked what the criteria were to decide who should attend training, most of them claimed that all staff involved in the digitization project received training.
They were further asked, as members of library management and/or the Digitization Committee, whether or not they have ever organized training for digitization staff and what training it was they organized. Two (22.2%) of the interviewees indicated that they organized one-on-one training. One (11.1%) indicated that he/she organized the initial training and made sure that everyone involved attended. Six (66.7%) indicated that they had never organized training.
Interviewees were asked if continuous staff training was necessary and why? Most of them felt that continuous training for digitization was necessary, to ensure confidence in staff and more positive attitudes. Database versions change now and then and staff need to be up-to-date with the changes. One was quoted saying “we are dealing with IT, which is very dynamic. Now we are using new DSpace platform which needs training. Trial and error delays progress.”
4.4.6 Staff support
With regards to promoting the digitization project and gaining staff support within the university management, university community, library management and library staff, there were a variety of responses from the interviewees. Three (33.3%) interviewees felt that the theses and dissertations digitization project was well advertised in all of
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the four above-mentioned categories. Four (44.4%) interviewees had different views about promotion and support. Some felt that the project was only promoted within the library and only to those involved in the project. They felt that some of the library staff did not know anything about the project. Other interviewees indicated that, even though the project was promoted in the three areas (library management, university management and library staff), it was only in some segments of those areas, like the research office and subject librarians. The last two (22.2%) interviewees stated that the projects were never promoted and, as a result, do not have that much support, especially from academics.
Those who indicated that there was promotion and support for the theses and dissertations digitization project stated that promotion was done by means of user education, meetings and word-of-mouth.
4.4.7 Technical support
The interviewees were asked if the library had library-based technical staff who understands the technical needs of digitization to be able to help out with technical issues, whenever necessary. Eight (88.9%) interviewees indicated that the library did not have a library-dedicated technical person, but a person is being trained to be able to support the project from a technical point of view. One (11.1%) interviewee pointed out that this was catered for in the new structure, which has a systems manager, and the issue of having a library-based technical staff who would be able to take care of the IT-related issues. The person added that the library was heading in that direction.
The technical-related problems usually experienced were identified as DSpace not working, server down or system too slow. Harvesting data was mentioned by one (11.1%) of the interviewees as a problem that needs to be solved. Some of the people interviewed did not know how often and how long it takes to resolve technical problems, because they are not working directly with the project, but are informed
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about problem issues in meetings as managers. Those who responded indicated that technical problems did not happen often, and that the length of time to fix them depended on the type of problem, ranging from a couple of hours to a few days.
4.4.8 Library challenges
Most interviewees indicated that the project was 70% to 90% complete. Some of the campuses are completely finished with theses and dissertations that had to be done, based on the decision to digitize all doctoral and masters theses up to the year 2000.
When asked about the success of the project, seven (77.8%) of the interviewees indicated that the project was a success, and the other two (22.2%) were not sure whether or not the project was successful. One (11.1%) interviewee indicated that the project’s success was based on the high usage of digitized theses and dissertations, especially the doctoral theses.
The main library challenge that was identified by most interviewees was not having leadership or a supervisor, as well as using staff from other sections, instead of the unit having its own department and staff. Other issues that were identified as challenges are hardware problems, funding and expertise.
4.4.9 Time and budget
The interviewees were asked if they were involved in decision-making concerning the budget and staff support. Three (33.3%) interviewees indicated that they were involved, five (55.6%) indicated that they were not involved and one (11.1%) did not comment. When asked who else was involved in the budget and staff support decisions, the common response by the five (55.6%) interviewees was that it was the Director of Libraries. Other responses ranged from Director and Head of Research, Director and other staff that initiated the project, Director and Library management, and one (11.1%) interviewee indicated that the new library structure would address the issue of handling the budget and staffing issues. At the moment it was not clear.
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On responding to the question whether or not the digitization costs fit within the planned budget and if the project was worth the cost, six (66.7%) of the interviewees were positive of the fact that the costs fit with the planned budget and that the project is worth the cost. The remaining three (33.3%) interviewees were not sure of whether the costs fit within the planned budget, but positive of the fact that the project was worth the cost. They all felt that it promoted either visibility and/or accessibility. One (11.1%) interviewee pointed out that it is the university’s pride to see its researchers work getting exposure through digitization.
When asked if the library has enough time to complete the retrospective theses and dissertation digitization project, most responses were yes, the project was almost complete. Only one (11.1%) interviewee did not think so because “human resources is becoming thinner and thinner.”