Developing and Managing Digital Collections - Research Paper Example

Table of Contents Table of Contents 1 Question 1 Challenges in developing and managing digital collections 1 Challenges in Developing And Managing Digital Collections 3 Conclusion 9 References 11 Question Collection building has always been a major focus of libraries. Identify and discuss the challenges libraries face in developing and managing digital collections of information resources while at the same time they build and manage their non-digital collections. Also, analyze the current trends and practices in collection development for both digital and non-digital collections. Challenges in developing and managing digital collections Collection development has always been a major focus of library administration. However, I’m sure our forefathers did not have in mind all the formats that information can be in stored today. Each library’s collection has some uniqueness that attracts users (Atkins, 2006). For the most part, libraries are looked upon to house almost anything that anyone wants to preserve. Much of what we have in our special collections are materials that were given as gifts so that they could be preserved. We also purchase material so knowledge can be shared and preserved. Over the years, we have acquired much more than books and within the last twenty years, our collections have become a hybrid of many sources. Shifting collections or revamping collection development policies has not been an easy task for librarians who must confront users who believe all reading materials have a place in the library an should never be discarded. At the advent of collections being converted to machine readable formats, collection develop specialist begin to experience the agony of deciding what should be purchased in print and what should be purchased in digital format. Contrary to the beliefs of some, digitalization does not make collection decisions any easier. All collections are equally important, and the burden lies on the collection development librarian to identify the weakness and strengths of the collections and work to build the weak areas and keep the strength that is left in the stronger areas. This is not an easy task when dealing will an enormous collection, be it in print, digital or artefacts. Burge et al (2008) in his article states that the variety of materials and technologies used in the creation of digital collections is large and has been expanding rapidly. Moreover, preservation and conservation of digital collections is becoming a great concern for libraries (Burge et al, 2008, p.133). So then, how do develop and manage digital collections of information resources while at the same time build and manage non-digital collections. This paper will address this issue. Challenges in Developing And Managing Digital Collections Resource Discovery: One of the major challenges is to develop method of consistently and uniquely identifying and retrieving networked information, irrespective to its format and location. Metadata standards are still in developing phase, and therefore, a solution to the global resource discovery problem is still unresolved (Kunty, 1996). One of the major challenges is to develop method of consistently and uniquely identifying and retrieving networked information, irrespective to its format and location. Metadata standards are still in developing phase, and therefore, a solution to the global resource discovery problem is still unresolved. The basic challenge faced by digital collections is the traditional usage of papers. People are so much dependent on using papers as documents, records and other collections that they hardly trust in digital libraries. The concept of physical files maintenance is so much common up till now that people do not really surviving without it. The possibility of file corruption or data manipulation is somewhat possible in digital collection. Corrections, manipulation in physical documents is somewhat traceable. However, this challenge is mitigated by the advancements and blessings of Information Technology. There are number of ways to allow limited access to users, with the help of which, it is not easy to change the document. However, fraud incidents are recorded even in banks using quite expensive systems. Cost Factor is yet another constraint faced by librarians to acquire efficient, effective, secure and smart systems in affordable prices. The greatest benefit of manual physical document management is its cheap cost. The digital library maintenance is quite expensive so is a challenge for librarians to go for this option. Copy right constraints create trouble for online libraries as many writers sell limited issues in their desired prices. Collection, duplication and publication of documents, written by others may create trouble for librarians as some writers may not want somebody to digitalize his document without his permission. Scanning hard copy to digitalize it can bring problems to the publishers. It is also not possible for any librarian to take permissions from all the writers. Digital documents can be corrupted, deleted or lost by any system error. However, physical are hard copies are also open to disasters so this is the weakest challenge faced by a librarian. Backup maintenance in digital system can nonetheless reduce the loss chances (Kunty, 1996). According to NISO Framework Working Group, (2007), a good digital collection should be; created according to an explicit collection development policy; described so that a user can discover characteristics of the collection, including scope, format, restrictions on access, ownership, and any information significant for determining the collection’s authenticity, integrity, and interpretation; actively managed during their entire lifecycle; broadly available; respect intellectual property rights etc. Moreover, it should be exchangeable across platforms, broadly accessible, formatted according to a recognized standard or best practice, should be coherent, meaningful, and usable outside of the context in which it was created (NISO Framework Working Group, 2007 p.4-51) Most academic libraries have ceased purchasing print copy for most of their serials and have opted to purchasing subscriptions that using cost less for usage. This is not only cost saving to the library, but it is a great way to free up much needed space. Migrating to the electronic access is not an easy task. The content is easier for users to access, but managing subscriptions takes enormous amounts of time. Staff is needed to address all the aspects listed by the NISO Framework Working Group. These things however, are the greatest challenges in funding. Most libraries are facing difficult economic times. Budgets are constantly cut. Libraries are striving with less. The only alternative is to juggle. So we juggle. We evaluate our collections based on the collections of our peer institutions. We identify our weaknesses and then we shop to get the best bang for our bucks! It’s a challenge. Collection librarians need to be constantly looking over their budgets to see where they can get the most out of their money. Many times, when it comes to purchase serials and periodicals, purchasing electronic formats give us more for the money. To keep our book collection at the strength they already are, we purchase by approval plans and pay close attention to our selection policies. Budgets get smaller and smaller. Our greatest challenges lies at obtaining the finances that will allow us to follow the guidelines. Our materials in all formats are getting utilized but our preservation budgets and the power to purchase new materials and preserve others gets smaller and smaller each year. The major problem faced by the libraries in digital collection is the proper identification of the exact owners of the digital productions. If the user needs more information about the producer of the digital collection, it is difficult to achieve just like the non-digital forms of library collections. Non digital collections may have the addresses, signatures etc of the owners whereas the digital collections may not have such physical identification marks. The digital collection can be altered by the users even without the knowledge of the libraries or the librarians whereas non-digital collections cannot be altered. For example, it is impossible for the users to make any changes in a printed book. But it is possible for the users to make changes in digital collections if they want. It is difficult for the libraries to identify the changes or the culprits. “It is a common misconception that once recorded onto standard media that digital information will last forever. Magnetic tape, optical discs, and hard disk drives all have limitations on how long their data will last if left unattended” (Breeding, 2002). Digital collections are normally saved on Medias like floppy disks or compact disks which can be damaged over a period of time because of the frequent use. For example, compact disks may develop scratches over a time period and it may stop working when the scratches become severe. If the libraries don’t have another copy, it is difficult to retrieve data from the damaged disc. Moreover, the technology is changing day by day and libraries often don’t archive equipment that can read the data. New emerging technologies come everyday. We have shelves of VHS videos, but not a working VHS player. This is an example of inadequate planning for change of media. There are only two options to fix this problem. Purchase the same material in updated format or purchase, if you can find it, replacement equipment. Who knows another advanced technology may replace the digital technologies in future? We already have blue ray technology replacing DVD’s. This could be a roller coaster ride that we never get off! The preservation efforts are normally not available in house. Project to update collections can be very costly which requires the collection development librarian to consider use of items before making commitments to preserve some material in the collection. When the technology changes through generations, the libraries should update their digital collections in order to make keep in pace with the advancements in technology. If the libraries failed to update the digital materials to the next stage immediately after the introduction of the new technology, they will not be able to do it later. For example, microfilms collections are likely to be replace by electronic databases because the microfilm might be out of print or the collection is no longer available in that format. Therefore, when major parts of the collection gets damaged or lost, the entire collection may need to be purchase again. Thus updating of the collections based on the development of the format is important in the sustainability of digital collections. For a digital collection to be sustainable it will require a certain level of ongoing maintenance like; ensuring the resource is available to all those who need it; user authentication, management of access privileges, virus protection, backup systems, and storage of archival copies; systems to control correct use of digital assets; keeping up to date with emerging technologies and need staff and equipment to support and administer all the operations of these task. (Sustainability of Digital Collections, 2008). Maintenance of digital collections is another major challenge faced by libraries. Non-digital items are vulnerable to the climatic conditions or physical damages whereas the digital collections are vulnerable to many other security threats like virus attacks, and misuse. For example, it is possible for a user to plant a virus on the digital collection he used and damage the digital systems of other users deliberately. Same way it is possible for the digital users to copy or manipulate the entire thing for their commercial purpose easily. Moreover they can add unwanted things to the digital collections in order to destroy its standard or value. MacKenzie Smith (2005) argued that the digital formats of the digital collections are various and are dictated by the short-term needs of faculty and researchers who have innovation as their driving force; thus, their motivation to use only "good," standard digital formats is very low. In his opinion, libraries and archives will have to deal with this material whether or not there are well-understood ways to keep it usable over time (Smith 2005, p.1). For example, some libraries use doc (Document) files whereas some others may use pdf (Portable document format) files. Moreover in the US and the UK like countries, Dspace platforms are used for storing digital collections. This does not mean that other countries are using the same formats and if we do add material to our collection that we are not able to access, we are defeating the purpose. This is why collection development librarians frown on purchasing digital material from foreign countries. In other words, a standard digital format is not used worldwide for storing digital collections which prevent people from accessing all the digital collections available in the world. Current trends in collection development for both digital and non-digital collections Neil Beagrie (2005) has argued that personal digital collections are currently a trend especially among the youths. Personal archive" of record; a "personal library" of externally generated articles, PowerPoint slides, music, video and monographs; or other materials such as working papers or family photographs intended either solely for personal access or for sharing with others etc are currently used in personal digital collections (Beagrie 2005). Digital collections are visible almost everywhere. Most of the people across the world are currently using mobile phones which can handle volumes of digital data like audio, video, photographs, messages etc. Many people are using digital cameras to capture digital images. Ipods, mp3 players, DVD’s computers all can store and handle huge volumes of digital data. Breeding (2002) has argued that materials printed on paper have proven to be truly long lasting. In his opinion, manuscripts from hundreds, if not thousands, of years have survived to our generation whereas digital information may survive only for few decades (Breeding 2002). Even though digital collections are conquering the world as far as libraries are concerned, it doesn’t mean that the non-digital library collections are vanishing. In fact with the introduction of better printing technologies and good quality papers, the life of the printed materials have increased a lot and hence the importance of the no-digital media has not lost yet. In fact most of the people are not comfortable in operating the digital collections whereas non-digital collections are more user-friendly. Conclusion Digital collections are slowly conquering the libraries, but the importance of non-digital collections have not lost yet because of the easiness in handling and preserving of non-digital media. Digital media are undergoing constant changes and hence the libraries should make necessary updating of the digital collections which is a difficult task. On the other hand non-digital collections don’t have such worries. Non digital collections can survive for hundreds of years whereas digital collections can survive only for decades. References Atkinson, R. (2006). Six Key Challenges for the Future of Collection Development. Library Resources & Technical Services, 50(4), 244-251. Retrieved from Academic Search Complete database. Beagrie Neil (2005), Plenty of Room at the Bottom? Personal Digital Libraries and Collections, Retrieved on 17 June 2010 from http://www.dlib.org/dlib/june05/beagrie/06beagrie.html Breeding, Marshall.(2002), Digital preservation: building digital collections that will outlast current technologies, Retrieved on 15 June 2010 from http://www.librarytechnology.org/ltg-displaytext.pl?RC=9718 Breeding, M. (2002). Preserving Digital Information. Information Today, 19(5), 48. Retrieved from Computers & Applied Sciences Complete database. Burge Daniel, Nishimura Douglas, Estrada Mirasol and Mellon Andrew W, (2008), Summary of the DP3 Project Survey of Digital Print Experience within Libraries, Archives, and Museums, Retrieved on 17 June 2010 from http://www.dp3project.org/pdfs/ArchivingDP3Survey.pdf Kuny, T. (1996). The Digital Library: Myths and Challenges. Retrieved June 18, 2010, from IFLA: http://archive.ifla.org/IV/ifla62/62-kuny.pdf NISO Framework Working Group, (2007), A Framework of Guidance for Building Good Digital Collections Retrieved on 17 June 2010 from http://www.niso.org/publications/rp/framework3.pdf Sustainability of Digital Collections, (2008), Retrieved on 17 June 2010 from http://www.jiscdigitalmedia.ac.uk/crossmedia/advice/sustainability-of-digital-collections/ Smith MacKenzie (2005), Exploring variety in digital collections and the implications for digital preservation Retrieved on 17 June 2010 from http://findarticles.com/p/articles/mi_m1387/is_1_54/ai_n27862543/ Read More