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Bigger planneededManaging the Collective CollectionRichard Ovenden, Keeper of Special Collections and Associate DirectorBodleian Library, University of Oxford
DEDICATED TO THE MEMORYOFIAN MOWATOCLC devoteeUniversity Librarian, Edinburghbest of men
Uniformity vs. Uniqueness The sameness of e-resources New aggregations and mass digitization Response:– Adding value– Local unique– Global unique Digital archival collections: special challengesMissed opportunitiesIn the flesh: what is the value of the real?Funding issuesManagement issues for the new collections3/16/2009OCLC Presentation
The uniformity of e-resources Its so easy 3/16/2009OCLC Presentation
3/16/2009OCLC Presentation
Digital resources 2007-8 Over 6 million downloads from ourlicensed collectionsSignificant growth in the acquisition of electroniccollections– 2002-3 12,000 electronic journals– 2008-9 29,500 electronic journalsIntensively used:Science Direct: second heaviest user in the UKJSTOR: Oxford is the heaviest user worldwide3/16/2009OCLC Presentation
3/16/2009OCLC Presentation
Current Acquisitions New books:– 40,000 purchased in 2007/08– 84,000 acquired through Legal Deposit Current journal subscriptions:– 12, 095 (print)– 18, 570 (online)– 110,000 journal parts acquired through Legal Deposit 2,000 Maps and atlases 1,200 music scores3/16/2009OCLC Presentation
3/16/2009OCLC Presentation
New aggregations and massdigitization Meta-aggregators– Google: G5 to G23– Google in-copyright deal changes things– Will Google acquire other digital libraries?– ArtStor– JISC: EEBO plus ECCO plus EEBO TCP3/16/2009OCLC Presentation
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Adding value New services–––––Tagging: Electronic EnlightenmentText encoding: EEBO TCP Oxford-MichiganText mining: Oxford Google copySocial taggingAPIs New business models––––All free (Medieval and Renaissance manuscripts)Free but with advertising (? Political posters)Some free, some not (Electronic Ephemera)All subscription (Electronic Enlightenment)3/16/2009OCLC Presentation
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Local unique Sensiblestewardship oflocally-generatedassets:– Institutionalrepositories– University archives– Research Data3/16/2009OCLC Presentation
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Global unique Selected and curated content that hasbeen actively acquired throughcompetition– ‘Traditional’ Special collections– Personal digital collections– Copy-specific printed books3/16/2009OCLC Presentation
Research infrastructure: funny lists,catalogues and finding aids Social networking and Web 2.0 Nothingnew Citation lists View indexes First-line index Iconographic indexes– Hassall’s Vassells– Shared through ArtStor AND provided locally3/16/2009OCLC Presentation
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Global unique: researchopportunities AcquisitionExhibitionBookDigital resourceConferencesExhibition tourAcademic kudos3/16/2009OCLC Presentation
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Shakespeare Quartos ArchiveJISC-NEH funded
Two versions of a speech?Hamlet, Q1, 1603, STC 22275BL C.34.k.1, Sig. E4vHamlet, Q2, 1605, STC 22276BL C.34.k.2, Sig. F4v
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3/16/2009OCLC Presentation
How do you make God laugh?Tell Him your future plansSource: Woody Allen
Personal digital collections:new phenomenon, new problem Bodleian a major repository of private papers 15% of the entries in the Oxford Dictionary ofNational Biography based on Bodleian archivalholdings Politics: 6 British Prime Ministers, etcLiterature: Tolkien, Kafka, C S Lewis etcIntellectuals: Isaiah Berlin, Bruce Chatwin etcOrganisations: Conservative Party, Anti-Apartheid Movement etc Rapid growth in personal media capture: depthand breadth: Digital images, video, sound, personal digitization Standard ‘Office’ materials: email, word processed files, spreadsheets Communication media: webpages, blogs3/16/2009OCLC Presentation
3/16/2009OCLC Presentation
Personal digital collections: newphenomenon, new problem Major issue: how do we change and adapt to these newcreating/collecting realities in order to maintain ourrole as a national and international repository?3/16/2009OCLC Presentation
Personal digital collections:questions and implications Cultural phenomenon: does it have the sameimportance as paper? Changing attitudes among creators / difference between publicand private realms Digital archaeology Official ‘fear of disclosure’ Do the digital equivalents of letters and drafts ofliterary work have a value? Zadie Smith’s email Clutag Press Archive: Bodleian’s first digital purchase Even if you want to preserve your digital ‘stuff’yourself, how do you do it?3/16/2009OCLC Presentation
3/16/2009OCLC Presentation
Personal digital collections:signifiers Commercial players– BT Digital Vault ‘Protect, share, store, and manage’– Apple Timecapsule ‘You no longer have to worry about losing yourdigital life’– Social networking sites Online deaths Who controls a deceased persons profile and dataon MySpace or Facebook?3/16/2009OCLC Presentation
3/16/2009OCLC Presentation
3/16/2009OCLC Presentation
Personal digital collections: thechallenge Challenge to thearchival sector to offerbetter, more trustedservices tocreators/donors3/16/2009OCLC Presentation
The journey:past, present and future Previous and related work at Bodleian futureArch – objectives & implementationprinciples Current methods of coping and howfutureArch's developments will help3/16/2009OCLC Presentation
Our new project Transform hybrid archive capacity over 3yrs Implementation principles:––––Holistic view of the archival lifecycleWork with relevant communitiesRetain archival principlesGood fit with wider Library digitalarchitecture– Distribute responsibilities – involve keypersonnel– Work with real collections3/16/2009OCLC Presentation
Policy objectives Establish hybrid archives workflow forwhole lifecycle Establish roles & responsibilities(curatorial and technical) Establish and implement budgetarychanges3/16/2009OCLC Presentation
Cultural objectives Address cultural & organisational changes Train curatorial staff (distributingknowledge of digital curation) Provide curatorial staff with tools thatallow them to apply existing skills Two one-year graduate traineeships forwould-be digital archivists Share lessons with other institutions3/16/2009OCLC Presentation
Cultural objectives Address cultural & organisational changes Train curatorial staff (distributingknowledge of digital curation) Provide curatorial staff with tools thatallow them to apply existing skills Two one-year graduate traineeships forwould-be digital archivists Share lessons with other institutions3/16/2009OCLC Presentation
Infrastructure objectives Establish Bodleian Electronic Archives &Manuscripts (BEAM) as a permanentproduction-level service Deliver suitable infrastructure for BEAM,which shares common components withOxford Digital Library (ODL) and OxfordUniversity Research Archive (ORA) 3/16/2009OCLC Presentation
Collections objectives Develop new relationships with creators/donors ofpapers Engender confidence in our digital curationcapabilities Insert the Library earlier in the donor workflow Enable easy, regular and secure electronic transfers tothe Library Process our (identified) born-digital backlog Ramp up collection development of hybrid archives3/16/2009OCLC Presentation
Research support objectives Develop secure, on-site, access services forreaders, which integrate finding aids withaccess to born-digital material Expose metadata about hybrid archives tothird-party web services (where suitable) Incorporate archives into Search OxfordLibraries Online (SOLO).3/16/2009OCLC Presentation
On to current methods ofcoping. How we undertake some activities in thearchive lifecycle now Issues with current practice How futureArch will make it better3/16/2009OCLC Presentation
Accession process Currently: uncertainty re. extent/nature of digital holdings,despite survey work Encourage capture of format information at accession, anddirection of digital material to different (but related)workflow3/16/2009OCLC Presentation
Acquisition from older media Equipment, software and documentation– Acquire, store and maintain Slow, specialist, but small-ish quantitiesDraw on enthusiast expertiseDevelop and document processesProcesses obliterate metadata3/16/2009OCLC Presentation
From manual to automated(mass) extraction Modern offline media in archival collections –more of it. Currently: imaged disk by disk Post futureArch:Up to 100 discs at once– En masse forensic imaging– Error logs– Hashing– Analysis of disksUp to 150 diskettes at once– Operates unattended3/16/2009OCLC Presentation
Extraction from diverse media Currently: configure solutions for media Post futureArch: forensic workstationsupporting multiple devices:– Various hard drives & storage devices (e.g. IDE, SATA, SCSI) – Floppies, CDs and DVDs– Compact Flash, Micro Drives, Smart Media, Memory Stick,Memory Stick Pro, xD Cards, Secure Digital Media andMultimedia Cards– Write protection of source media, hashing, logs, data preview3/16/2009OCLC Presentation
Extract from Web? Currently: no strategies or tools foracquiring components of an archive thatare scattered among online services Post futureArch:– Test extraction from different services(exploring legal and technical issues) – Develop curatorial guidelines and how-tos– Raise awareness among curatorial staff3/16/2009OCLC Presentation
Donor submission Currently:– Submission byemail, etc.– Relationships withdonors Post futureArch:– secure onlinesubmission toolfor donors– Better assistancefor donors3/16/2009OCLC Presentation
Storage and preservation Post futureArch: Currently:– DAMS storage layer– Small data safe (media) – Fedora repositories– Stand-alone storage– Regular directory structures– Repository services(authentication, PIDs,– Accession-level metadataaccess preservation, etc.) collected in spreadsheet– Accessible to curators– Lower level tool-generatedmetadata stored alongside– Improved ingest anddata in directory structuremetadata generation– Manual technology watch– Preservation planning andstrategies developed andimplemented throughPlanets tools3/16/2009OCLC Presentation
Processing and Cataloguing Currently:– Digital archivist supplies copies (sometimes re-formatted) tocataloguers - security concerns– Need new tricks for examining material (diplomatics) – Technical requirements (software, dual monitors) – Spreadsheets used for appraisal and arrangement– Intellectual arrangement takes precedence over format– 'MS. Digital' shelfmark Post futureArch:– Cataloguers have direct access to material via repository– Ability to update auto-generated repository metadata– Appraisal, arrangement and format transformations facilitatedthrough repository services– Elimination of security concerns (no copies) 3/16/2009Presentation– Established cataloguingOCLCrulesand tips
Arrangement using spreadsheets Used by Bodleiancataloguers forarranging archives Eliminateduplicates (hashvalues), oftenfound in personalarchive (backups) Assign and sortinto series anddate arrangements3/16/2009OCLC Presentation
AccessNow Few collections catalogued and accessible Exploring ideas around presentation Access via locked down reading room laptop Manual processes – preparing access environments Isolation of archival finding aidsPost futureArch Certain collections made accessible 'Publication pathways' for opening collections to researchers Researcher interfaces driven by content models & assoc. services Leverage relevant ORA interfaces and Fedora services Better linkage between finding aids and digital archives Develop reproduction services Thin client reading room service (Sun ray) Exposure of some metadatatoPresentationSOLO and the wider web3/16/2009OCLC
Castle papers catalogue:Fonds-level MS. Digital shelfmark– Signals format to users and staff– Fits with Bodley’s traditions3/16/2009OCLC Presentation
Castle papers catalogue:Fonds-level Arrangement aims to integrate digital and non-digital3/16/2009OCLC Presentation
Castle papers catalogue:Lower levels Describing extent3/16/2009OCLC Presentation
Presenting born-digital archives Links to borndigital materialfrom EAD at allhierarchical levelsrepresented inthe finding aid Links back to theEAD finding aid Links to aninventory of thedigital-onlymaterial in acollection3/16/2009OCLC Presentation
Presenting born-digital archives 3/16/2009Keeping metadata in place while user reads fileAllowing browsing between filesAccess to format-specific functionalityBut, standardising interfacesOCLC Presentation
Missed opportunities Printed bits and pieces Ephemera of the web– Georgia– Burma3/16/2009OCLC Presentation
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In the flesh What value has the object for research,how can you realise this value? Lure of the real Research training Exhibitions as research outputs Library as a cultural and social player –new definitions of the contribution oflibraries to society Importance of communications and PR3/16/2009OCLC Presentation
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3/16/2009OCLC Presentation
Funding issues Resource allocation: How to shift fromfunding sameness to funding originalityand uniqueness– Use scale of the uniform to generateeconomies– Shift resources to the unique Uniqueness the pull for external funding Partnerships and collaboration3/16/2009OCLC Presentation
3/16/2009OCLC Presentation
3/16/2009OCLC Presentation
JISC Paul Mellon Centre for Studies in British Art Marc Fitch FundAndrew W Mellon Foundation HeritageLottery FundV&A Purchase Grant Fund PRISM FundFriends of the Bodleian Friends of the National Libraries The ArtFund John R Murray Charitable Trust Bernard H BreslauerFoundation Strachey Trust Samuel H KressFoundation Gladys Krieble Delmas Foundation WirelessPreservation Trust FritzThyssen StiftungPRIVATE DONORS
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New management issues Implications of Google– Faults in the corpus– Google is not curated Preservation of the unique more importantthan ever Who will bear the cost of keeping print? New models of collaboration– Can the mass digitizers club together?3/16/2009OCLC Presentation
Conclusion A E Housman: the arsenals ofNemesis are located in therecesses of the Bodleian Library. Q: Do libraries still have a role asarsenals of research information? A: Yes, if we focus on the unique;– Content– Skills– Profile and presentation Collective power of the unique3/16/2009OCLC Presentation
Richard OvendenKeeper of Special Collections andAssociate Directorrichard.ovenden@ouls.ox.ac.uk44 1865 28771583/16/2009OCLC Presentation
– 2002-3 12,000 electronic journals – 2008-9 29,500 electronic journals Intensively used: Science Direct: second heaviest user in the UK JSTOR: Oxford is the heaviest user worldwide. 3/16/2009 OCLC Presentation. . Libra
