University Libraries

In this model, you are responsible for providing information about your collection, preparing and shipping your materials, and creating metadata. We scan your items and process, upload, and digitally preserve your final content. Here are the steps for completing your project:

Before the project begins, you will:

• Work with your Portal contact to determine feasibility and costs
• Complete the Project Agreement (Word | PDF) and/or Online Rights Agreement (Word | PDF)
• Prepare your collection for digitization:
  • • Assign unique identifiers
    • Complete an item-level inventory and prepare the packing lists, using the form(s) appropriate for your project:
      • • Packing List for Books Word | PDF
        • Packing List for Serials Word | PDF
        • Packing List for Other Items Word | PDF
    • Complete the Metadata Super-Template Form Word | PDF
    • Prepare descriptions of your institution and collection on the Display Information Form Word | PDF
      • Find help with creating your partner description
      • Find help with creating your collection description
    • Pack your materials according to the packing and shipping instructions.
      • • Label your boxes consistently using the Box Labels Form Word | PDF
    • Ship or deliver your materials to the Digital Projects Lab

View these steps as a printable checklist: Word | PDF

When your materials reach the Digital Projects Lab, we will:

• Confirm delivery of shipped materials
• Check shipments against packing lists and communicate any discrepancies to you
• Evaluate condition of your materials for scanning and communicate any problems to you
• Scan items
• Complete upload of files to the Portal
• Send you status updates as requested
• Notify you of project completion

After your project is uploaded, we will:

• Send you copies of your digital images. Note: If your content files exceed 15 gigabytes, you will need to provide us with a USB 2.0 portable hard drive on which to ship your images
• Notify you when your collection is available in the Portal
• Invoice you for cost recovery (if applicable)
• Re-inventory and pack your materials
• Ship your materials or notify you that they are ready for pick-up
• Set up your editing system account (user names and passwords)
• Provide training on the Portal’s editing system for metadata records
• Review your initial ten metadata records and provide feedback

After your project is uploaded, you will:

• Create metadata records that comply with our Input Guidelines
• Submit your first ten records to the Digital Projects Lab for review
• Make any corrections required by the Lab and then create metadata records for your remaining items
  • • Complete your metadata within 6 months if you have fewer than 500 items
    • Complete your metadata within 1 year if you have more than 500 items