Skill Two: Needs Assessment
After deciding to create a digital exhibition, the librarian/archivist should perform a needs assessment to list anything required for the project. The list will include everything from staff and supplies to time and workspace. After compiling a list, the librarian/archivist will determine which resources are readily available and which needs will need to be acquired. The library/archives may already have sufficient supplies, a large workroom and staff members who are knowledgeable in technology, but it may need to acquire a scanner, a digital camera, digital storage devices and software. Each new purchase should be researched for quality, specifications and suitability. The librarian/archivist will likely be the one to select and recommend the new purchases. It may help to look at other collections during your own needs assessment.
Many universities and cultural institutions are now building digital collections. Browsing other digital collections may be useful before embarking on your own. Establish a benchmark for your collection by comparing the content and presentation styles, image quality and added features of other collections. Where can you find digital collections to browse? Professional associations are always a great place to start! For example, the Visual Resources Association (VRA) has assembled a useful list of resources, information sources, standards, and software and the list includes links to online collections.
Once you decide how to configure your collection, you are ready to shop for the necessary tools. The VRA list mentioned above includes many Content Management Software (CMS) options. This will likely be the hardest decision. If your library is part of a consortium or if it collaborates with or shares resources with any other institutions – or plans to do so – it may be advisable to consider using the software others are already using. If the decision rests solely on what will best serve your needs, factors to consider include: availability of official and unofficial technical support, ease of use, the learning curve and opportunities for training, the longevity and reputation of the software developer, and price.
Next, you will need photo editing software and the options abound! Most cameras and scanners are equipped with basic software packages. Often, these programs are sufficient for adjusting brightness, contrast, color, and cropping of the images. If more advanced editing options are preferred, Adobe offers their Photoshop software in varying price ranges and packages. However, there are free and open source options available including Picasa from Google ) and IrfanView.
While you are deciding on the software to purchase or acquire, you will also want to consider how to create, capture and store your digital images. While many projects can be accomplished with a scanner alone, some objects may be better served by a digital camera. The good news is prices have really come down on both of these tools, but the bad news is the selection and range of quality is wider than ever before. With so many numbers, ratios, decimal points, and file sizes to compare, how should one decide on which tools to buy? Talk with your colleagues about what they are using, if they are happy with the results, and if they would recommend their equipment to you. Read reviews from independent websites like CNet and be wary of reviews offered by manufacturers. Before making your final selections, if at all possible, try before you buy. You want to ensure the camera is comfortable to hold with easy, intuitive controls and the image quality meets the standards of your own eye. You should also check to see if the scanner is simple to use or does it have a plethora of mysterious buttons? And remember: size does matter! Check the size of the scanner to ensure it will fit within the allotted workspace. Does it fit on your desk or work table? Is the scanning bed large enough to accommodate the objects you plan to digitize? Make sure to try out the scanning functions, too.
Your needs assessment is almost complete. Just a few details remain. For example, once the images are captured, you will need to store them somewhere. Does your institution have sufficient server space to accommodate your content management software and digital collection? Do you have DVDs and external hard drives to store the backups? What about human resources? Make sure the Systems Librarian has enough time to help you set everything up. Also, you may want student assistants or other support to capture and catalog the images and the time to write an effective how-to manual, and provide training for them. Developing quality digital projects is time consuming!
Next Up: Skill Three: Knowledge of Technologies
