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Digitising the Collections: LISWA's Strategic Directions
"Western Stories"

Presentation by Dr Lynn Allen, Chief Executive Officer and State Librarian, Library and Information Service of Western Australia at the National Consultative Meeting on the Management of Australian Physical-Format Digital Publications, National Library of Australia, October 27-28 1997

  1. The Challenge
  2. The Aim of LISWA's Digitisation Policy
  3. Framework
  4. Definitions
  5. LISWA Policy and Planning
  6. Purpose of Digitisation of the Collections
  7. Guiding Principles
  8. Intellectual Property Issues
  9. Indexing Digital Files
  10. Technical Standards
  11. Digital File Deployment
  12. Performing the Work
  13. Strategic Objectives to 2003

1. The Challenge New technologies and improved communications offer LISWA the opportunity to provide public access to its collections from any location in the world and for 24 hours each day. Cliches of the “global village” and the “virtual library” are a reality. The power of modern computers coupled with improved speed of communications networks allows the identification and retrieval of large amounts of data from any location to any computer on the international network. The volume of information available on the network and the number of computers connected are growing exponentially.

This new world offers LISWA the opportunity to provide access to the unique collections of material in its care and to promote knowledge and understanding of Western Australia to Australians as well as to the rest of the world.

LISWA responds to this challenge in two ways:

  1. firstly by digitising important parts of the collections to provide a database of Western Australian materials; and
  2. secondly by using these digital resources to tell stories of Western Australia in a unique way to give citizens a resource of identity, and sense of place.

2. The Aim of LISWA's Digitisation Policy

The aim of LISWA's policy to digitise collection content is to develop, over time, a digital archive of collection surrogates of primarily unique material that is representative of the richness and diversity of LISWA’s collections and that can be used for a variety of purposes by a range of clients.

3. Framework

LISWA's approach to digitisation of the collections is described in two documents:

  1. this strategic directions document, which provides the broad approach and general principles governing all digitisation projects; and
  2. LISWA's Collection Digitisation Procedure Instruction which presents the model to be followed in the development, documentation, approval and management of particular digitisation projects.

4. Definitions

Digitisation
The process of converting data - represented by characters of text, images, analogue audio recordings, or video recordings - to a series of digits which can be stored by a computer and represented on a computer screen or played through speakers.

Metadata
Data that describes other data. In the context of this policy, metadata means elements of data which describe the digital file e.g. its title, author, subject etc. The data may be embedded in the same digital file it describes or it can be stored outside it.

Surrogate
Something that replaces or serves as a substitute for another. (Webster)

5. LISWA Policy and Planning

Information and Beyond : strategic directions 1997 - 2001 provides the context for the development of LISWA's digitisation policy.

The document states that two of LISWA's primary concerns are:

  • removing barriers which prevent or limit clients' access to our services ; and
  • promoting services and resources which increase clients' abilities to find and use information. (Page 20)

Relevant objectives are :

  • to provide Western Australians with improved access to information held in Australia and overseas (3.3);
  • to improve access to Western Australia's documentary heritage and information on Western Australia (6.1);
  • to make Western Australian information accessible from many perspectives (6.2);
  • to define targeted groups' specific needs in relation to documentary heritage and develop new services to meet those needs (6.2.9);
  • to help people from interstate and overseas gain ready access to Western Australian information (6.3);
  • to improve access to public records (7.1);
  • to use information technology to deliver flexible services, support partnerships and to manage our resources well (8.5).

6. Purpose of Digitisation of the Collections

There are six reasons why LISWA may undertake projects to digitise parts of the collections under our control. These are:

  1. to improve access;
  2. to provide new cultural or learning experiences;
  3. to present interpretations of the collections;
  4. to assist in the preservation of the collections;
  5. to increase understanding of library services and collections; and
  6. to improve efficiency.

In practice, individual digitisation projects will be undertaken for a combination of these reasons. Nevertheless it is important that the chief reason for each project is clearly expressed in the relevant Project Plan.

6.1 Improving access to the collections

Many of the items held in the Battye Library, and by definition all the items in the Public Records Office, are unique. If not unique, many items are rare and are suffering the consequences of heavy use by interested researchers. By digitising such items and making them viewable on the Internet they will become accessible to many people at the same time and anywhere in the Internet world.

One approach is a thematic focus where items in a variety of different formats may be digitised, as in the Stuart Gore Project. This will improve access by bringing parts of the collection together in a different way to provide interesting cultural experiences and to assist in presenting new interpretions. The attention of clients may be brought to materials that had been neglected previously.

Projects undertaken for these purposes will identify their target clients and define the benefits that will be provided.

6.2 Preserving the collections

Many items in the collections are fragile and suffer from repeated handling by clients. Provision of access to digital surrogates, within the Alexander Library Building, will reduce the wear on original documents.

In the short term, digitisation will not be treated necessarily as a strategy to provide "preservation copies" of important cultural materials. Individual project plans may include the creation of microfilm, or other preservation media, as an integral part of a digitisation project.

Longer term, developments in the preservation possibilities of digital media will be monitored and new and proven strategies adopted as appropriate.

6.3 Promoting LISWA’s services

Digital surrogates of items may be published on the LISWA website as a strategy for attracting attention to the treasures that are held in the collections. This benefit will be enhanced by indexing the items digitised so that they are easily located using the Internet search engines and LISWA’s bibliographic tools.

A “digital experience” will form part of the activities planned for each of the Public Programs themes (3 per year).

7. Guiding Principles

LISWA's digitisation strategy is guided by the following principles. These will serve to assist in decision making regarding the direction of digitisation activity.

Every project plan will identify, clearly, the purpose(s) of the project and the target clients.

  • Clear identification of target clients will assist in later measurement of the effectiveness of each project.

Digitised files will be aimed at clients at a wide variety of levels and needs, from original research to recreational use.

  • LISWA will aim to cater for the full spectrum of client needs from historical research to quick reference. Images will be digitised at low, medium and high quality (as defined by agreed standards) to provide for all levels of use.

Selection of items/collections for digitisation will be focussed on known, current needs of clients and anticipated future needs.

  • LISWA will draw upon its experience, gained over a long period, of providing library and information services to a wide range of clients in the Alexander Library Building, and through local public libraries. Clients will be served directly over the Internet.

Items in the collections should be digitised only once.

  • The aim will be to produce digital “masters” with as wide an application as possible. Current technology may restrict the quality of images that can be displayed or networked but the process should anticipate future improvements in these areas by creating high quality digital files, available to provide publication quality prints on request now, and to provide improved compressed file formats that may be developed in the future.

Copyright clearances will be negotiated when necessary.

  • It is important that the legal rights of copyright owners are respected. LISWA is motivated by a concern for the rights of donors and potential donors of Western Australian heritage materials.

International standards will be followed whenever they are available. Best practice will be identified and followed when agreed standards are not available.

  • International technical standards for the creation, display and networking of digital objects will be followed. Conventions in the indexing of digital objects will be followed whenever they are available.

Priority will be given to unique West Australian materials, not likely to be provided by any other agency, and for which LISWA has a special responsibility.

  • The collections of the J.S. Battye Library of West Australian History and the Public Records Office contain many unique items which help define our cultural identity. Making these items available on the Internet not only improves access to them for the people of Western Australia but also helps to market and promote Western Australia interstate and overseas.

LISWA will seek actively to collaborate with cultural and educational institutions, as well as organisations in the private sector, in the development and completion of digital projects.

  • Collaboration with other institutions, both in Australia and overseas, is important if LISWA is to play a part in the definition of national standards. It is important to maximise opportunities for sharing costs, expertise and experience by maintaining enough flexibility in our own program to enable quick response to requests for assistance or partnership.

LISWA will share its experience and expertise by making all documentation regarding digital projects available through the LISWA website.

  • Many cultural institutions in Australia and overseas have provided full documentation of their digitisation programs on their web sites. Several institutions have published their tender documents on the Internet. LISWA will follow this example of sharing as much as possible of our internal documentation and technical specifications.

8. Intellectual Property Issues

8.1 Digitising copyright material

No materials will be digitised by LISWA unless it is certain that:

  • the material is no longer protected by copyright; or
  • copyright in the material has been acquired by LISWA; or
  • permission has been given, in writing, by the copyright owner for digitisation of the material and for subsequent publication of the digital file.

8.2 Protecting LISWA's digital collection

Ownership of digital files will remain with the Crown. Every digital file published will have a clear indication of the identity of the copyright owner. Clients will be cautioned regarding their ability to download and use files. Advice will be made available regarding client procedures to obtain a legitimate copy of the file.

Developments in technological solutions to ensure the protection of digital material, e.g. digital watermarking, will be monitored and applied as appropriate.

9. Indexing Digital Files Improvement of access to the collections is a key objective of the digitisation program. It is essential, therefore, that all digital files are indexed well so that they can be found, both by a search on the Innopac database, as well as by a search by an Internet search engine.

Collection level records will be added to the Innopac database and index records made for individual items that have been digitised. All indexing will conform to LISWA standards. LISWA will co-operate with national efforts to control the vocabulary used in the indexing of digital objects.

National and international developments in metadata structure will be closely monitored and will be applied as appropriate.

10. Technical Standards

Technical standards will conform to standards determined by the Digitisation Standards Committee of the Ministry for Culture & the Arts. Agreed international and Australian standards will be monitored and will be followed.

LISWA will endeavour to influence the development of national and international standards as appropriate but will not invent standards for its own purposes.

Practice at library and museum sites will be monitored closely and whenever an agreed standard is not available current "best practice" at other sites will be followed or improved upon.

11. Digital File Deployment

Digital files created may be published on the LISWA website, may be available through designated workstations in the Alexander Library Building and may be published in physical format. The standards employed in the creation of digital files will anticipate this variety of uses that may be made of the files in the future.

12. Performing the Work

All digitisation projects will be supported by documentation prepared by the officer leading the “Western Stories” project and other LISWA staff. Advice from experts outside LISWA may be sought in making decisions regarding the choice of materials to be digitised.

Digitisation of materials held in the collections may be performed by LISWA’s own staff or by a contractor chosen through the normal tender process. Tender documents will state where the digitisation work is to be performed, i.e. whether the contractor may work in the Alexander Library Building or in their own premises. If it is necessary, for original materials to be taken to other premises, strict guidleines for their handling will be included in the tender documents.

Staff will be appointed on contract to work as researchers or indexers on particular projects.

13. Strategic Objectives to 2003 Over the five years, 1998 to 2003, LISWA will undertake the following program to digitise parts of the collections.

Important collections within the Battye Library Pictorial Collection will be systematically scanned, and indexed through Innopac, providing greatly improved access for clients. These projects may be funded by sponsorship or by grants. Each collection identified will be described within a prospectus which will be used to attract sponsorship funding.

A selection of the most important documents in Western Australia’s heritage will be digitised and made available for use by the community.

Themes adopted each four months in the Centre for the Book will be supported by the creation and publication of a multimedia production on a closely related topic. The production will draw on the database of indexed digital files already created and will add new material from the documentary, pictorial, film and oral history collections to tell a story or to provide a cultural experience.

A large scale thematic project, on a Western Australian subject to be determined, will be undertaken. This project will incorporate materials in a variety of original formats, will involve the employment of a research person, and probable collaboration with other cultural institutions. The resulting product may be deployed on the Internet or published as a CD-ROM. Additional funding will be sought for this purpose.


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Last updated 6 January 1998
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