[Anchasl-l] NEDCC Seeks Survey Participants

[Robert James]

----- Forwarded by Robert James/MCLibrary/mc/Duke on 04/25/2005 04:42 PM 
-----


"Shannon O'Brien" <sobrien at tdcorp.org>
Sent by: owner-padg at ala.org
04/22/2005 10:36 AM
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        Subject:        [PADG:430] NEDCC Seeks Survey Participants


The Northeast Document Conservation Center (NEDCC) is conducting a 
research project supported by IMLS to assess the preservation needs of 
digital collections in museums, libraries and archives across the nation.
NEDCC needs your participation in a survey to gather data on the current 
status of digital collections. The data will be used to develop tools that 
can assist organizations in planning for the preservation of digital 
resources, with the ultimate outcome of helping organizations provide 
long-term access to growing digital resources. 
The survey can be completed at: www.tdcorp.org/surveys/NEDCC and will take about 30 minutes.  Please note: one person in your 
organization may not be able to answer all of the questions.  Therefore, 
it may be necessary to first look at all the questions and gather input 
from other departments before completing the survey online.  (A paper 
version is attached below for your reference OR access and print the 
survey from the website link noted above.) 
If you cannot complete all questions, please do the best you can as any 
answers you provide will still be helpful to us. 
We understand that this is a significant investment of your time and 
appreciate your participation in helping address the needs of digital 
collections preservation. 
Data and a report from this survey will be made available on NEDCC's 
website with links to partner sites when ready. 
 
Thank you in advance for your help.
 
 
 
 
NEDCC Digital Collections Survey 
 
 
The Northeast Document Conservation Center (NEDCC) is currently working 
with its partners to develop a methodology for assessing the preservation 
needs of digital collections in museums, archives, and libraries as an 
increasing number of organizations seek to digitize their collections and 
make them available through a digital network. 
 
 
 
As part of this work, NEDCC has created the following survey to determine 
the status of digital collections at other organizations.  The results of 
this survey will be made available on the NEDCC website and shared with a 
project advisory committee, made up of 12-15 nationally recognized experts 
representing museum decision-makers.  This information will then be used 
to create and disseminate practical assessment tools and guidelines to 
assist organizations in planning for the maintenance and preservation of 
existing digital resources.
 
 
 
Please complete all questions as they fit with practices at your 
organization by Monday, May 9th, 2005.   This survey will take about 30 
minutes to complete.  While we understand that this is a significant 
investment of your time, your participation is critical in helping address 
the needs of digital collections preservation. 
 
 
 
We understand that one person in your organization may not be able to 
answer all of the questions.  Therefore, it may be necessary to gather 
input from other departments before completing the survey.  One suggestion 
is to print out the survey, gather the needed information, and then fill 
out the survey online.  Even if you cannot complete all questions, please 
do the best you can as any answers you provide will still be helpful. 
 
Thank you in advance for your participation!
 
If you have any questions about the survey, please feel free to contact 
Rebecca Hatcher at NEDCC by phone at (978) 470-1010 or by email at 
rhatcher at nedcc.org.  You may also contact Shannon O'Brien at (617) 
728-9151 or via email at sobrien at tdcorp.org. 
 
 
 
Institutional Profile 
 
 
Please select the category which best describes your institution: 
 
 
 ? Archives 
 
 ? State Library 
 
 
 ? Historical Society
 
 ? Art Museum
 
 ? College/University Library
 
 ? Ethnology/Anthropology Museum
 
 ? Public/Municipal Library 
 
 ? Natural History Museum
 
 ? School Library 
 
 ? Science/Technology Museum
 
 ? Other:  Please fill in below 
_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
 
 
How many FTEs are employed in your institution? (Note: "FTE" = full-time 
equivalent)
 
 
 ? 1 to 20
 
 ? 101 to 500
 
 ? 21 to 100
 
 ? 501 or greater
 
 
What is your institution's annual operating budget?
 
 
 ? Up to $250,000
 
 ? More than $20 million up to $50 million
 
 ? More than $250,000 up to $1 million
 
 ? More than $50 million
 
 ? More than $1 million up to $20 million
 
 
What is your primary role within your institution?
 
 
 ? Administrator
 
 ? Information technologist
 
 ? Librarian
 
 ? Registrar 
 
 ? Conservator
 
 ? Other:  please fill in below
 
 ? Photographer
 
 ? Archivist 
 
 ? Preservation officer
 
 ? Curator 
___________________________________________________________________________________________________________________________________________________________________________________
 
 
 
Preservation Readiness
 
 
Here is a short list of common preservation activities. Which, if any, is 
your institution likely to engage in during a typical year? (Select ALL 
that apply)
 
 
 ? User/staff education on preservation issues
 
 ? Making or purchasing protective enclosures for re-housing of 
collections
 ? Fundraising for preservation
 
 ? Item-level condition assessment of objects
 
 ? Environmental monitoring
 
 ? Item-level conservation treatment
 
 ? Emergency preparedness activities
 
 ? Visual documentation
 
 ? Creation of preservation surrogates
 
 ? Other:  please fill in below 
 
____________________________________________________________________________________________________________________________________________________________________________
 
 
Indicate how many staff members in your institution are assigned 
responsibility for some preservation activities.
 
staff with full-time preservation responsibilities: 
_________________________________________________________________________________
 
staff with part-time preservation responsibilities: 
_________________________________________________________________________________
 
 
Does your institution have written policy, planning, or procedure 
documents in the following areas?
 
 
 
Mission and goals
 ? Yes
 ? No
 ? Being Developed 
 
 
Strategic planning
 ? Yes
 ? No
 ? Being Developed 
 
 
Collection development 
 ? Yes
 ? No
 ? Being Developed 
 
Emergency preparedness
 ? Yes
 ? No
 ? Being Developed 
 
Exhibitions 
 ? Yes
 ? No
 ? Being Developed 
 
Preservation 
 ? Yes
 ? No
 ? Being Developed 
 
 
Creation of digital resources 
 ? Yes
 ? No
 ? Being Developed 
 
 
 
 
Is there someone in your institution whose primary responsibility is to 
make preservation decisions?
 
 
 ? Yes
 ? No
 
 
In a typical year, approximately what percentage of your institution's 
annual budget is allotted for preservation activities?
 
 
 ? No funds allocated
 
 ? 6% to 10%
 
 ? Less than 1% (but not zero)
 
 ? Over 10%
 
 ? 1% to 5%
 
 ? Unknown
 
 
Over the past five years, allowing for inflation, has your preservation 
budget:
 
 
 ? Remained stable (including "no funds allocated," above)
 
 ? Decreased
 
 ? Increased
 
 ? Unknown
 
 
Has a general preservation survey (e.g., a Collection Assessment Program 
survey) been performed at your institution?
 
 
 ? Yes
 
 ? No
 
 
Has a collections condition survey been performed at your institution?
 
 
 ? Yes
 ? No
 
 
 
 
 
Information Technology Infrastructure
 
 
Does your institution have information technology services in the 
following areas?
 
 
Desktop Support
 ? Yes
 ? No
 ? Being Developed 
 
 
Network Support
 ? Yes
 ? No
 ? Being Developed 
 
 
File management and storage
 
 ? Yes
 ? No
 ? Being Developed 
 
 
Back-up and disaster recovery
 
 ? Yes
 ? No
 ? Being Developed 
 
Centralized hardware and software acquisition and maintenance
 
? Yes
 ? No
 ? Being Developed 
 
 
Security and protocols (authentication, authorization, etc)
 
 ? Yes
 ? No
 ? Being Developed 
 
 
Which, if any, of the following information technology applications for 
digital collections management does your institution currently support? 
(Select ALL that apply)
 
  ? Digital imaging (e.g., scanning, direct digital capture, digital 
photography)
  ? Web development/design
  ? Collection information management database
  ? Publicly searchable collections database
 
 
Does your institution have an information technology department?
 
 
 ? Yes
 ? No
 
 
Indicate how many FTE(s) in your institution are assigned responsibility 
for some information technology activities:
 
___________________________________________________________
 
 
Is there someone in your institution with primary responsibility for 
information policy?
 
 
 ? Yes, this is a full-time responsibility
 
 ? Yes, this is a part-time responsibility
 
 ? No
 
 
If yes, what is their title?
___________________________________________________________________________________________________________________________________________________________________________________
 
 
Is there someone in your institution with primary responsibility for 
systems administration and/or database administration?
 
 
 ? Yes, this is a full-time responsibility
 
 ? Yes, this is a part-time responsibility
 
 ? No
 
 
Approximately what percentage of your institution's annual budget is 
allotted for information technology?
 
 
 ? No funds allocated
 
 ? 6% to 10%
 
 ? Less than 1% (but not zero)
 
 ? Over 10%
 
 ? 1% to 5%
 
 
 
 
 
Over the past five years, allowing for inflation, has your information 
technology budget:
 
 
 ? Remained stable 
 
 ? Decreased
 
 ? Increased
 
 ? Unknown
 
 
How many workstations does your information technology department support?
 
 
 ? 1-10
 
 ? 51-100
 
 ? 11-50
 
 ? More than 101
 
 
What percentage of your institution's workstations are networked?
 
 
 ? 0 to 25%
 
 ? 51%-95%
 
 ? 26%-50%
 
 ? 96%-100%
 
 
What best describes your Internet access?
 
 
 ? No Internet access 
 
 ? Dial-up
 
 ? Broadband
 
 ? Other:  please fill in below
 
_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
 
 
Does your institution systematically update hardware?
 
 
 ? Yes
 
 ? No
 
 
Does your institution systematically update software?
 
 
 ? Yes
 
 ? No
 
 
 
Digital Collections: Creation and Acquisition
 
 
Digital collections may include born digital material and digital 
surrogates originating at the institution; or born digital material and 
digital surrogates originating from outside the institution that have been 
acquired through purchase or donation. This definition of digital 
collections does not include digital material licensed by the institution 
with perpetual access, which is not stored by the institution.
 
 
 
Is your institution creating or has your institution created digital 
assets from physical source materials? 
 
 
 ? Yes
 
 ? No
 
 ? Unknown
 
 
If so, from which of the following types of source materials? (Select ALL 
that apply)
 
 
 ? Flat works on paper/photographic prints
 
 ? Analog audio and video
 
 ? Film
 
 ? Books and other multi-page items
 
 ? Microfilm
 
 ? Three dimensional objects
 
 
 ? Other:  please fill in below 
 
_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
 
 
Is your institution collecting/acquiring/creating digital assets?
 
 
 ? Yes
 
 ? No
 
 ? Unknown
 
 
If so, which of the following types of digital material are you 
collecting/acquiring/creating? 
(Select ALL that apply.)
 
 
 ? Simple text
 
 ? Music, spoken word, or other audio materials
 
 ? Encoded text (e.g., blogs, websites, listservs, pdf documents)
 
 ? Applications, operating systems or other software
 
 ? Photography or other still images
 
 ? Documentation or research data 
 
 ? Moving images 
 
 ? Geographic or geo-spatial data
 
 ? Any art or visual materials with a database or digital component
 
 
What percentage of items in these collections include both digital and 
analog components in a single work? (for example, a book with a CD, an art 
installation which includes digital material) 
 
 
 ? 0 to 25%
 
 ? 51%-75%
 
 ? 26%-50%
 
 ? 76%-100%
 
 
Of all the items you consider to belong to digital collections, are the 
majority (Select ONE):
 
 
 ? Unique (single copy works) 
 
 ? Replicated in other analog versions 
 
 ? Replicated in multiple digital versions 
 
 ? Replicated in both digital and analog versions. 
 
 
In general, does your institution know which file formats (e.g., tiff, 
jpg, psd, .mov) exist in its collections?
 
 
 ? Yes, for almost all files
 
 ? Yes, for some files
 
 ? No
 
 
 To the best of your knowledge, how many formats do you have for each 
genre identified above?
 
 Text 
 
 ? Fewer than 3 formats
 ? 3 to 5 formats
 ? More than 5 formats
 
Encoded text 
 ? Fewer than 3 formats
 ? 3 to 5 formats
 ? More than 5 formats
 
 
Still images 
 ? Fewer than 3 formats
 ? 3 to 5 formats
 ? More than 5 formats
 
 
Moving image
 ? Fewer than 3 formats
 ? 3 to 5 formats
 ? More than 5 formats
 
Sound 
 ? Fewer than 3 formats
 ? 3 to 5 formats
 ? More than 5 formats
 
 
 
Geo-spatial 
 ? Fewer than 3 formats
 ? 3 to 5 formats
 ? More than 5 formats
 
Digital Collections: Delivery
 
 
In this section, the term "collections" refers to digital resources 
discussed in the previous section.
 
 
Who may access digital collections? (Select ALL that apply).
 
 
 ? Internal staff
 
 ? On-site visitors
 
 ? Selected external users (controlled availability via the internet or 
other network)
 
 ? Worldwide users (General availability via the internet or other 
network)
 
 
How do you provide access to your digital collections? (Select ALL that 
apply.)
 
 
 ? Through a website associated with your organization
 
 ? Stand-alone computer
 
 
 ? Through a website associated with another organization
 
 ? CD-ROM/other removable media
 
 ? Other:  please fill in below 
 
 
_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
 
 
To facilitate discovery and use of digital collections, have you created 
descriptive metadata (i.e., name, subject or other information to identify 
a work) for digital assets? 
 
 ? No, not for any items
 
 ? Yes, for some items
 
 ? Yes, for all items
 
 
Rate the importance of the following goals of your digital program on a 
scale of 1 (least important) to 5 (most important):
 
 
Identification (e.g., collections management, cataloging, etc.) 
 ? 1
 ? 2
 ? 3
 ? 4
 ? 5
 
Study and use by local users
 ? 1
 ? 2
 ? 3
 ? 4
 ? 5
 
 
Study and use by remote users
 ? 1
 ? 2
 ? 3
 ? 4
 ? 5
 
Publication
 ? 1
 ? 2
 ? 3
 ? 4
 ? 5
 
 
To replace collection items in the event of disaster, deterioration, etc. 
 ? 1
 ? 2
 ? 3
 ? 4
 ? 5
 
 
Documentation of condition
 ? 1
 ? 2
 ? 3
 ? 4
 ? 5
 
 
 
 
 
 
Reduce handling
 ? 1
 ? 2
 ? 3
 ? 4
 ? 5
 
 
To contribute to a collaboration/consortium
 
 ? 1
 ? 2
 ? 3
 ? 4
 ? 5
 
Generating revenue
 
 ? 1
 ? 2
 ? 3
 ? 4
 ? 5
 
 
 
Digital Collections: Administration and Management 
 
 
The term "collections" refers to the digital resources discussed in the 
previous two sections.
 
 
In general, are digital collections subject to quality control while they 
are maintained?
 
 
 ? Yes
 ? No
 
 
If your institution creates digital collections, approximately what 
percentage of your institution's annual budget is allotted to this 
activity?
 
 
 ? No funds allocated
 
 ? 6% to 10%
 
 ? Less than 1% (but not zero)
 
 ? Over 10%
 
 ? 1% to 5%
 
 
 
 
 
If your institution acquires digital collections, approximately what 
percentage of your institution's annual budget is allotted to this 
activity?
 
 
 ? No funds allocated
 
 ? 6% to 10%
 
 ? Less than 1% (but not zero)
 
 ? Over 10%
 
 ? 1% to 5%
 
 
Approximately what percentage of your institution's annual budget is 
allotted to manage and sustain digital collections you have created or 
acquired?
 
 
 ? No funds allocated
 
 ? 6% to 10%
 
 ? Less than 1% (but not zero)
 
 ? Over 10%
 
 ? 1% to 5%
 
 
Over the past five years, allowing for inflation, has the budget allotted 
to manage and sustain digital collections:
 
 ? Remained stable 
 
 ? Decreased
 
 ? Increased
 
 ? Unknown
 
 
 
How does your institution fund or intend to fund digital preservation?
 
 ? Through grants
 
 ? Through the regular budget 
 
 ? Through a combination of grant and budget funds
 
 ? Other:  please fill in below 
_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
 
 
Is there someone in your institution for whom digital preservation is a 
primary responsibility?
 
 
 ? Yes
 ? No
 
 
Do any of the IT staff identified previously have responsibility for 
digital collections?
 
 
 ? Yes
 ? No
 
 
Do any of the preservation staff you identified previously have 
responsibility for digital collections/work with electronic formats?
 
 ? Yes
 ? No
 
 
Does your institution support staff development/professional education and 
training in the area of digital preservation?
 
 ? Yes
 ? No
 
 
Digital Collections: Administration and Management 
 
 
If your institution has written policy, planning, or procedure documents 
in the following areas, do they address digital holdings?
 
 
Mission and goals
 ? Yes
 ? No
 ? Being Developed 
 
 
Collection development 
 ? Yes
 ? No
 ? Being Developed 
 
 
 
Emergency preparedness
 ? Yes
 ? No
 ? Being Developed 
 
 
Exhibitions 
 ? Yes
 ? No
 ? Being Developed 
 
 
Preservation 
 ? Yes
 ? No
 ? Being Developed 
 
 
Strategic planning 
 ? Yes
 ? No
 ? Being Developed 
 
 
Public services
 ? Yes
 ? No
 ? Being Developed 
 
 
Rights and licensing
 ? Yes
 ? No
 ? Being Developed 
 
 
Of the digital preservation strategies listed below, select all that your 
institution has actively discussed implementing:
 
 
 ? Migration
 
 ? Refreshing data
 
 ? Data back-up
 
 ? Outsourcing (to an external managed repository)
 
 ? Maintenance of legacy equipment
 
 ? Emulation
 
 ? Other:  please fill in below 
 
 
 
 
 
_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
 
 
What is the maximum lifespan required to retain any digital material?
 
 
 ? 1-3 years
 
 ? 4-10 years
 
 ? 11-25 years
 
 ? Longer than 25 years
 
 
What is the maximum lifespan to retain deliverability and usability of 
digital material/serve intended purpose?
 
 
 ? 1-3 years
 
 ? 4-10 years
 
 ? 11-25 years
 
 ? Longer than 25 years
 
 
Where are digital collections stored? 
 
 
 ? In house, in systems your institution manages

 ? By a partner organizations
 
 ? Outsourced to a storage vendor
 
 ? Combination of these methods
 
 
 
Digital Collections: Administration and Management 
 
 
What media are used for storing digital collections? (Select ALL that 
apply.)
 
 ? Removable magnetic media (e.g., floppy disks, zip disks, flash memory)
 
 
 ? Online magnetic media (e.g., networked hard drives)
 
 ? Optical 
 
 ? Tape 
 
 
Are you employing a back-up strategy for your digital assets? 
 
 
 ? No 
 
 ? Yes, they are backed up once
 
 ? Yes, they are backed up regularly
 
 
Are digital assets insured?
 
 ? Yes
 ? No
 ? Unknown
 
 
What is the level of access to stored digital collections?
 
 ? On-line (e.g., Internet,  network connection)
 ? Off-line (e.g., stored on removable media such as a CD/DVD/floppy disk)
 ? Both 
 
 
Digital assets require metadata for management.  Of the following types of 
metadata, which do you create for your digital collections? (Select ALL 
that apply.)
 
 
 ? Technical metadata (i.e., information that described the production 
process or digital attributes of the work)
 
 ? Administrative metadata (i.e., to track access privileges, rights, 
ownership of material)
 
 ? Descriptive metadata (i.e. name)
 
 ? Structural metadata (for purposes of aggregation of data)
 
 
For the metadata indicated above, which of the following methodologies do 
you use for management? (Select ALL that apply.)
 
 ? None
 ? Stand-alone database/s
 ? File-directory conventions
 ? Integrated database
 
 
 ? File structure
 
 
Digital Collections: Rights and Licensing
 
 
As before, "collections" refers to the digital resources discussed in the 
previous three sections. 
 
 
Rate the extent to which the following statements are accurate on a scale 
of 1 (not at all accurate) to 5 (very accurate):
 
 
We consider copyright and intellectual property concerns in digitizing 
material. 
 
 ? 1
 ? 2
 ? 3
 ? 4
 ? 5
 
We feel confident making copyright licensing and/or digital copyright 
decisions which relate to our digital collections. 
 
 ? 1
 ? 2
 ? 3
 ? 4
 ? 5
 
 
Copyright/licensing concerns deter us from acquiring/creating and 
intending to preserve digital collections 
 
 ? 1
 ? 2
 ? 3
 ? 4
 ? 5
 
We record and maintain rights metadata to limit delivery of collections to 
authorized users. 
 
 ? 1
 ? 2
 ? 3
 ? 4
 ? 5
 
 
 
 
 
 
 
We do enforce or anticipate enforcing your rights/licensing agreements. 
 
 ? 1
 ? 2
 ? 3
 ? 4
 ? 5
 
 
Do you attempt to acquire digital rights to materials when you 
acquire/collect digital materials? 
 
 
 ? Yes
 ? No
 
 
Do you distinguish any of the following when managing digital collections? 

 
 
 ? Materials for which your organization holds copyright
 
 ? Materials in the public domain
 
 ? Materials under the copyright protection of another entity
 
 ? Materials of unknown copyright status 
 
 
 
Thank you very much for your response to the NEDCC survey! 
 
Your participation in this effort is much appreciated.
 
 
 
 
 
Shannon O'Brien
Associate
TDC
31 Milk Street, Suite 310
Boston, MA 02109
Phone: (617) 728-9151
Fax:  (617) 728-9138
 
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