On-ramps to PCC digital highways:
Digitization Activities and Trends
at
Pasadena City College
Compiled by:
Mary Ann Laun
Assistant Dean, Library Services
Pasadena City College
June 2007
15
Mary Ann Laun
Assistant Dean, Library Services
Pasadena City College
1570 East Colorado Blvd.
Pasadena, Ca 91106
15
TABLE OF CONTENTS
Introduction / 1Definitions and Methodology / 1
Digitization Goals / 2
Figure 1. Digitization Goals
Digitization Priorities / 3
Figure 2. Digitization/Preservation Priorities
Figure 3. Inventory of Resources to be Digitized / 5
Digitization Activities / 9
Access to Digital Collections on the Web / 9
Figure 4. Digital Collections on the Web
Target Audiences for Digital Archives / 10
Figure 5. Target Audiences for Digital Archives
Hindrances to Digitization Activities / 10
Figure 6. Hindrances to Digitization Activities
Awareness of the Need for a Digital Archive / 12
Figure 7. Awareness of the Need for a Digital Archive
Summary / 13
Recommendations / 15
Appendix A: Survey Instrument
Appendix B: Survey Response Summary
Appendix C: Survey Responses by Managers
Introduction
The purpose of this study is to document the current digitization activities and needs for Pasadena City College (PCC). A national digitization study was conducted in 2001 by the Institute of Museum and Library Services (IMLS). A follow-up study was then conducted in 2004 to assess the status of technology and digitization on a national level for libraries, museums, archives and state library administrative agencies. This report The Status of Technology and Digitization in the Nation’s Museums and Libraries (IMLS, January 2006) was a springboard for a sabbatical/administrative leave study of digitization activities in community colleges and at Pasadena City College.
The focus of this study is to:
· Assess where PCC is along the road of digital readiness and practice
· Identify needed “best practices” policies and procedures
· Identify priorities for resources currently being digitized and priorities for those projects that have not been started
· Identify and confirm barriers to digitization activities
· Raise awareness of digitization activities at PCC
Definitions and Methodology
The definition of digitization was drawn directly from the IMLS study and is defined as the “process of converting, creating and maintaining books, art works, historical documents, photos, journals, etc. in electronic representations so that they can be viewed via computer and other devices.”
Questions were drawn from the IMLS study and then modified for simplicity and local use. The survey sample consisted of all of the managers at PCC. Preliminary response rate was 60% with thirty managers responding.
This survey instrument (Appendix A) was designed using Surveymonkey.com and the survey was conducted in Spring 2007.
Digitization Goals
PCC managers were asked to select their three major goals for digitizing historical resources. The highest goals selected by the managers were:
· Preserve materials of importance or value 73.3%
· Increase access to collections/materials/files 40%
· Minimize damage to original materials 40%
· Save space in the institution 33.3%
· Provide greater information about the institution’s collections to artists, scholars, students, teachers, and the public 26.7%
Fig. 1: Digitization Goals
Digitization Goals / PCCresponses / PCC
% / Numbers of CC
Responses / 2007
CC
Study
% / 2004
IMLS
Study
%
Preserve materials of importance or value / 22 / 73.3% / 80 / 81.6 / 34.9
Increase access to collections/materials/files / 12 / 40% / 78 / 79.6 / 42.9
Minimize damage to original materials / 12 / 40% / 38 / 38.8 / 12.7
Provide access to materials via the Web / 7 / 23.3% / 40 / 40.8 / 36.5
Increase interest in the institution / 3 / 10% / 3 / 3.1 / 11.1
Save space in the institution / 10 / 33.3% / 6 / 6.1 / 3.2
Present more of the collection than is on display at any one time / 0 / 0 / 2 / 2 / 0
Save costs by eliminating duplication of materials / 4 / 13.3% / 0 / 0 / 0
Provide access to materials for specific audiences, e.g. reserve room materials for students / 0 / 0 / 13 / 13.3 / n/a
Provide greater information about the institution’s collections to artists, scholars, students, teachers, and the public / 8 / 26.7% / 9 / 9.2 / 7.9
Facilitate sharing of resources among institutions / 3 / 10% / 4 / 4.1 / 0.0
For distance or other e-learning programs / 0 / 0 / 13 / 13.3 / n/a
For internal record keeping for the college / 7 / 23.3% / 9 / 9.2 / n/a
Other (listed) / 0 / 0 / 0 / 0 / 1.6
Don’t know/Not applicable / 30.2
Note: IMLS data taken from Fig. 32 Goals for Digitization Activities. 2004 survey year
www.imls.gov/resources/TechDig05/academic-libraries.htm
Community College data extracted from Fig. 7 of Onramps to Digital Resources (Laun)
The IMLS academic library respondents rated “access issues” as the two highest goals:
· Increase access to collections/materials/files 42.9%
· Provide access to materials via the Web 36.5%
Digitization Priorities
PCC managers were asked to identify priorities for digitization/preservation:
· Historical documents/archives about a department/division 56.7%
· Photographs 56.7%
· Videotapes 36.7%
· Course material 33.3%
Fig. 2: Digitization/Preservation Priorities (if funding and staff allowed)
Digitization Priorities / PCCResponses / PCC
% / Numbers of CC
Responses / 2007
CC
Study
% / 2004
IMLS
Study
%
Correspondence, diaries and other personal records / 5 / 16.7% / 12 / 13.0 / 12.9
Course-related materials / 10 / 33.3% / 38 / 41.3 / 33.9
Films (reels, e.g. 8mm, 16mm, etc.) / 4 / 13.3% / 10 / 10.9 / 6.5
Videotapes / 11 / 36.7% / 29 / 31.5 / See films
Art objects, artifacts / 3 / 10% / 15 / 16.3 / 4.8
Government publications / 7 / 23.3% / 1 / 1.1 / 0
Historical documents/archives about a department or division / 17 / 56.7% / 55 / 59.8 / 38.7
Scrapbooks / 8 / 26.7% / 20 / 21.7
Theses and dissertations / 2 / 6.7% / 2 / 2.2 / 8.1
Journals and other serials / 1 / 3.3% / 9 / 9.8 / 3.2
Manuscripts / 0 / 0 / 9 / 9.8 / 6.5
Maps / 4 / 13.3% / 8 / 8.7 / 1.6
Music and other recorded sound / 2 / 6.7% / 8 / 8.7 / 3.2
Newspapers / 4 / 13.3% / 29 / 31.5 / 3.2
Photographs / 17 / 56.7% / 37 / 40.2 / 24.2
Rare books / 2 / 6.7% / 11 / 12.0 / 6.5
Sheet music / 0 / 0 / 4 / 4.4 / 1.6
Special exhibits / 2 / 6.7% / 13 / 14.1 / 6.5
Other (specified) / 9 / 30% / 27 / 29.4 / 1.6
Note: IMLS data taken from Fig. 16: Digitization Priorities. 2004 survey year
www.imls.gov/resources/TechDig05/academic-libraries.htm
Community College data extracted from Fig. 5 of Onramps to Digital Resources (Laun)
Other priorities identified by managers include:
· Instructional software DVDs and CDs
· Architectural, building and site plans
· Administrative documents (fiscal, payroll, legal, and financial documents)
· Yearbooks
· Press releases, DVD films, commercials, publications, newsletters, etc.
· Instructional and student records
· PCC catalogs
In addition to assessing priorities, managers were asked to provide descriptions of resources they would like to see digitized. This data was combined with the priority data to create an initial inventory of resources that could be digitized. Note: Editing was done for clarity and simplicity.
Fig. 3: Inventory of Resources to be Digitized
Department / Contact / Categories / DescriptionAcademic Support / Bob Miller / § Course-related materials
§ Government publications
§ Historical documents/archives about my department or division
§ Scrapbooks
Admissions and Records / Carol
Kaser Margaret Ramey / § Administrative documents
§ Student records
§ PCC catalogs / PCC catalogs from the earliest to current. The more recent years are digitized, but I do not know where all are stored and how to access past years. We reference old hard copies, they are taking up shelf space and deteriorating rapidly.
250 boxes
Business Services / Sherry Hassan / None at this time
Business and Computer Technology Division / Don Paxton / § Historical documents/archives about my department or division
§ Scrapbooks
§ Photographs / Photographs of faculty, staff and managers from the past, newspaper clippings of past events in the division
Child Development Center / Nicki Harmon / § Photographs / CDC takes hundreds of pictures of children at play. They need to be archived.
Engineering and Technology Division / Doug Haines / § Course related materials
§ Historical documents/archives about my department or division
§ Scrapbooks
§ Photographs / 300 + slides of the "old Print Shop",
three scrap books of printing stuff, mostly people and clippings,
three file folders with historical stuff
Facilities / Rick van Pelt / § Historical documents/archives about my department or division
§ Maps
§ Photographs / Architectural plans
Facilities / Bud Darling / § Government publications
§ Historical documents/archives about my department or division
§ Maps / Building and site plans
Fiscal Services / Dodie Burns / § Administrative documents / All payroll and employments records, legal claims,
permanent accounting records,
federal and state grants and loans 2,000,000 records
Fiscal Services / Maria Descalzo / § Government publications
§ Photographs / PCC photos showing the transformation from past to present, award winning works by students, breaking news about PCC campus and its students.
Health Sciences / Susan Clifford / § Correspondence, diaries/other personal records
§ Historical documents/archives about my department or division
§ Scrapbooks
§ Photographs / We have several boxes of historical material from the early nursing program days, and when the U-Bldg. was built.
The Huntington Memorial Hospital/ PCC Alumni Association also has material and the alumni from the HMH days are becoming fewer and fewer, (need to preserve this material)
International Student Office / Amy Yan / § Government publications
Languages / Ted Young / § Course related materials
§ Videotapes
§ Historical documents/archives about my department or division
Learning Assistance Center / John Wood / § Course related materials
§ Videotapes
§ Historical documents/archives about my department or division / Useful instructional media, old historical print materials
Library / Krista Goguen / § Correspondence, diaries/other personal records
§ Course related materials
§ Videotapes
§ Art objects, artifacts
§ Government publications
§ Historical documents/archives about my department or division
§ Scrapbooks
§ Theses and dissertations
§ Maps
§ Music and other recorded sound
§ Newspapers
§ Photographs
§ Rare books
§ Special exhibits
§ Yearbooks / Courier photographs, department information
Management Information Systems / Dale Pittman / § Historical documents/archives about my department or division
Mathematics / Carl Main / § Correspondence, diaries/other personal records
§ Course-related materials
§ Student records / Correspondence, student grade records, syllabi, final exams
Natural Sciences / Dave Douglass / § Course-related materials
§ Films (reels, e.g. 8mm, 16mm, etc.)
§ Videotapes
§ Art objects, artifacts
§ Government publications
§ Historical documents/archives about my department or division
§ Scrapbooks
§ Theses and dissertations
§ Journals and other serials
§ Maps
§ Photographs
§ Rare books / Currently digitizing photographs that were taken from the 20's, 30's and 40's of geology field trips. We also have photos from the late 80's and early 90's. These need to be preserved in an organized way.
Office of Career and Technical Education / Ellen Ligons / § Administrative records
§ Videotapes
§ Government publications
§ Historical documents/archives about my department or division / Annual Career and Technical Education Plans, such as:
1. The VTEA Plan
2. The Tech Prep Plan
3. All Economic Development Grant Applications
4. All SB70 Grant Applications
5. Program Completion Reports
6. Parts of the ARRC Report that relates to Career and Technical Education
Office Services / Eladio Fernandez / § Correspondence, diaries/other personal records
Outreach, Degree and Transfer Services / Dina Chase / § Course-related materials
§ Videotapes
§ Photographs / Course-related materials: PCC catalogs and schedules (please refer to Admissions). Videos and Photos: transfer orientation videos; miscellaneous photos of historical nature and transfer events (please refer to Public Relations).
Performing and Communication Arts / James Arnwine / § Videotapes
§ Historical documents/archives about my department or division
§ Music and other recorded sound
Photographs / Photographs of student musical groups and faculty, videotapes and DVDs of performances
Physical Education / Mike Jones / § Films (reels, e.g. 8mm, 16mm, etc.)
§ Videotapes
§ Historical documents/archives about my department or division
§ Newspapers
§ Photographs / Historical recognition awards, photographs, athletic accomplishments/data, significant milestones, possibly a secured library within the Physical Education building to display such items.
Physical Education / Skip Robinson / § Films (reels, e.g. 8mm, 16mm, etc.)
§ Photographs
Public Relations / Juan Gutierrez / § Photographs
§ Videotapes / Press releases, DVD films, commercials, publications and newsletters. Most are already being digitized, mostly as PDFs. We need to get these files to a central location and still be able to access them.
Special Services / Kent Yamauchi / § Course-related materials
§ Videotapes
§ Historical documents/archives about my department or division
§ Photographs
Staging Services / Tim Berreth / § Videotapes
§ Historical documents/archives about my department or division
§ Newspapers
§ Photographs / Yearbooks, photographs of buildings, photographs of art productions, personnel, alumni, landscaping, historical community events
Visual Arts and Media Services / Alex Kritselis / § Correspondence, diaries/other personal records
§ Course-related materials
§ Films (reels, e.g. 8mm, 16mm, etc.)
§ Videotapes
§ Art objects, artifacts
§ Historical documents/archives about my department or division
§ Scrapbooks
§ Newspapers
§ Photographs
§ Special exhibits / All gallery exhibitions, artists in residence, faculty professional work, student scholarship winners, students included in the student annual show, videos created regarding the division, photos and films regarding the division
Digitization Activities