Page 21 - Building Digital Libraries

CHAPTER 1

library should not assume that a web form that allows users or
staff to upload files one at a time or even in bulk will suffice.
Libraries have limited resources that only allow them to
acquire and protect a small percentage of the world of infor-
mation. It is therefore very important that library-managed
repositories are supported by well-scoped collection develop-
ment policies that ensure users will be able to interact with tar-
get collections as intended.
Discussions with stakeholders will help you understand
which workflows the repository must interact with, as well as
how resources might be added, modified, and used. Be aware that
stake holders often have unreasonable service expectations. For
example, if departments submit photo collections or datasets
consisting of thousands of files, these collections need good
metadata to be useful. But content providers don’t have the time
or experience to create well-structured metadata, and library
staff lack the domain expertise and time to create it for them.
Regardless of a system’s full capabilities, a major limiting factor
is the completeness and consistency of the metadata, and the
repository plan has to be built around what people will actually
work with and do rather than what one might imagine they
could work with and do.

Selling the Project

A digital repository needs support from all areas in an organization. While
projects to create digital repositories often generate considerable enthu-
siasm, they will have a significant impact on the services an organization
provides, as well as the staff responsible for maintaining those services. For
this reason, buy-in from an organization’s stakeholders, staff, and users is
critical to success. One of the first jobs of those planning a digital repository
is to garner this support.

How will you get support for the repository project?
Many repository projects consist of a small number of indi-
viduals who advocate for a project and effectively get people
to let them do it. However, a successful proposal needs sup-
port throughout the organization—from users and staff to the
administration, which in turn requires each of these groups to
have some ownership of the project.
The key to a successful repository project is to engage the
people who will ultimately use it early in the process so you can
understand how resources need to be acquired, managed, and
used. Doing this requires identifying people in all areas who
will ultimately be involved. These people will help you answer
questions such as:
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