CARLI Book Digitization Initiative

Updated October 2011

A project to provide optimal access to and preservation of our unique materials in Illinois

CARLI has partnered with the Open Content Alliance to provide a digitization opportunity for Illinois academic and research libraries. This partnership with a known digitization leader supports:

• Building a significant digital collection (2,500+ works per year)
• Expanding access to physical collections through digitization
• Promoting e-access to CARLI resources

To view proposals that have been accepted since the program began in March 2008, visit the Funded Projects archive.

Materials that have already been digitized for CARLI by the Open Content Alliance are available on the Internet Archive site. A video tutorial is available to provide more information about searching for digitized materials on the Internet Archive site: Using the Materials from the CARLI Book Digitization Initiative (Running time: 4 minutes)

To find out how often materials are accessed on the Internet Archive site, visit Usage Statistics for Digitized Materials

DEADLINES:

Submissions are encouraged at any time. Project proposals will be reviewed and accepted throughout the year. CARLI may suspend this program at any time. Proposals submitted by the following dates will be reviewed within 30 days:

September 1, 2011
December 1, 2011
February 15, 2012
June 1, 2012

Please note that Director / Designee Signature Sheets are due on the same date. Please see documentation section for more information.

QUARTERLY INFORMATIONAL WORKSHOPS:

Online informational workshops about the Initiative and the application process will be offered quarterly 2-3 weeks prior to the submission deadline. The workshops will last approximately 60-90 minutes. These may also be arranged upon request. These may also be arranged upon request. Please send a note to support@carli.illinois.edu.

COST SHARE

Certain types of institutional publications including yearbooks, course catalogs, campus directories, and other internal publications will require a 50% cost share. Institutional minutes will not be funded for digitization at this time. Information about potential cost sharing will be provided in the quarterly proposal workshops or is available by contacting the CARLI Office at support@carli.illinois.edu .

The information below is to help institutions estimate a possible cost share only.  Until items are digitized, the exact amount of the cost share will not be known.

Current pricing per item digitized – cost shares would be half the amounts noted:
150+ images = $.10 per image
100-149 images = $.125 per image
50-99 images = $.15 per image
25-49 images = $.20 per image
10-24 images = $.25 per image

Folios = $.25 per image
Foldouts = $2.00 per foldout

Microforms
$.10 per image for book-like items
$.25 per image for newspaper-like items

PROPOSAL REQUIREMENTS

Project proposals must include the following information:

1. Completed cover sheet that includes a volume count and an estimated page count. (MS Word PDF)
2. Description of materials to be digitized that includes a statement on copyright and the right of the participants to digitized the proposed items. (1 paragraph)
3. How does the proposal meet the theme “Illinois Culture and Heritage”? (1 paragraph)
4. List of items to be digitized. (as an appendix) (PDF MS Excel)
5. Completed Director/Designee Signature Sheet for all participating institutions. (PDF)

PARTICIPANT RESPONSIBILITIES if your proposal is accepted:

1. Determine the official “contributor” name that should be used to indentify your institution and your materials on the Internet Archive web site and in any promotional materials.
2. Respond to requests for information to help create a collection/institutional page on the Internet Archive site or other requests for information to aid the project.
3. Prepare your materials for digitization in a timely manner, following the guidelines provided by CARLI. The digitization site will scan everything that institutions send to them, regardless of the condition of the item. Materials that should be excluded or rejected based on the condition of the item should be flagged to the attention of the digitization staff.
4. If requested, help with the setup of the z39.50 for your institution.
5. Create a shipping list for the materials you wish to have digitized.
6. Request shipping labels from the CARLI office.
7. Ship your materials.
8. Once your materials have been digitized, check the digitized files to confirm that you are satisfied with the digitization.
9. Send notes about digitization problems in a timely manner to the program coordinator.
10. Acknowledge when items may be shipped back to you.

DOCUMENTATION:

Required information for all proposals

• Application Instructions (PDF)
• Proposal Cover Sheet (MS Word  PDF)
• Director/Designee Signature Sheet (PDF)
• Spreadsheet for itemized appendix of materials to be digitized (PDF MS Excel)

Additional Information

• Book Scanning Criteria
• Shipping Spreadsheet (required for shipping materials in accepted proposals)

Archive

FY2011-12 Book Digitization Initiative

FY2011 Book Digitization Initiative

FY2010 Book Digitization Initiative

FY2009 Book Digitization Initiative

Proposals/Projects Accepted for FY2009 Initiative

If you have questions about the CARLI Book Digitization Initiative, please contact Elizabeth Clarage at 815-753-9168 (voice) or by e-mail at support@carli.illinois.edu.

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