DIGITIZATION OF THESES & RARE BOOKS : AN EXPERIENCE DR. D.K. VEER LIBRARIAN

1. DIGITIZATION OF THESES & RARE BOOKS : AN EXPERIENCE DR. D.K. VEER LIBRARIAN DR. BABASAHEB AMBEDKAR MARATHWADA UNIVERSITY, AURANGABAD

2. INTRODUCTION • Establishment of University – 23 Aug. 1958 • 52 years old library • The functioning of the university library started in Dec., 1959. • Foundation stone of the library building was laid on 16th October 1960 by the then Chief Minister of Maharashtra Shri. YashwantraojiChavan. • 25th March 1966. In May 1966 Library shifted to its new building on University campus. • Collection – 3.57 lakh books, theses, and bound volumes

3. Digitization of Theses and Rare Books: • 3528 Ph.D. theses and 2000+ rare books; • UGC has given 30 lakh

4. DIGITIZATION SOFTWARE: • IGP:ECMS • cost of package is Rs. 1.5 lakh. • The Dublin core metadata • Operating System : Linux • Full Technical Support • Interactive training tutorial Pack • Updates and Feature requests

5. CHRONOLOGICAL EVENTS OF EXECUTION OF DIGITIZATON WORK • Approval for Publish Tender • Published Tender in the Newspaper • Collection of Tender • Item for Purchase Committee • Intimation to All suppliers • Negotiation with suppliers

6. CHRONOLOGICAL EVENTS OF EXECUTION OF DIGITIZATON WORK • Submission of revised commercial bid in sealed envelop • Submission of Technical comments by technical Committee • Selection of Supplier • Order has placed • Proof of Concept • Confirmation of Order • Execution of Agreement • Digitization work started

7. Minimum Hardware and software requirement • Professional Image Scanner (HP Scanjet 8300 or Cannon),For face up scanning Book scanners of make Kodak File Master /Zeutschel OS12000G perfect book/Konica Minolta PS7000CMK II for upto A2 size. • face up scanning Book scanners • High performance document scanner

8. goals and tools • Accurate imaging • Color management • Post scan/digitization adjustment

9. Records for Digitization • Textual documents • Theses • Rare Books • Manuscripts • Oversized documents

10. Cleanliness of Work Area, • Cropping No cropping is allowed, the entire document has to be scanned. • Backing reflection • Scanning Encapsulated or Sleeved Originals

11. File Naming Scheme • Unique • Consistently structured • Well-defined • Persistent • Observant of any technical restrictions • Use leading 0’s to facilitate sorting in numerical order • Do not use an overly complex or lengthy naming scheme • Use lowercase characters and file extensions.

12. Storage requirements • The master image files are stored on hard drive systems with a level of data redundancy such as RAID drives, rather than on any Flash Drive. An additional set of images with metadata stored on a Write once High quality DVD is recommended and a backup copy should be stored offsite.

13. Minimum Steps involved in Digitization Process • Step-I duplicate checking • Step-II Scanning the images using the requisite formats, i.e. tiff, .PDF etc. • Step-III Cleaning of images Note: No cropping is allowed • Step-IV Extracting text from the images • Step-V Storing and maintaining back-up, • Step-VI Installation of Digital Library Solution

14. Infrastructure • All infrastructure Hardware-including Desktop computers, scanners and other equipment’s and all software to carry out the work of digitization are to be arranged by the agency at their own cost

15. Other Responsibilities of the executing agency • 1. Maintaining confidentiality about work • 2. Safe handling of rare books, theses, journals, rare magazines and manuscripts • 3. Handling and maintenance of the hardware installed by the agency will be the responsibility of the agency • 4. In case of any damage to content, same should be informed to the BAMU LIBRARY without delay by the agency. • 5. To provide all upgrades and patches for Selected Digital Library Software free of cost during the warranty period. • 6. The short listed vendor has to agree to maintain the software products for at least 5 years.

16. Confidentiality Agreement • An agreement will be signed between the BAMU LIBRARY and the agency for maintaining confidentiality of work as per the terms and conditions provided herein.

17. Payment • 90% payment shall be made on monthly basis on receipt of bill after verification of the work executed and rest after completion of project. The verification and payment may take up to 45 days.

18. Performance Guarantee • @ 10% of work order value • Valid for a period of sixty days beyond the date of completion of all contractual obligations of the vendor

19. Cancellation of Contract • If assigned work not found satisfactory • security deposit and Performance Guarantee shall be forfeited.

20. Penalty Clause • The supplier agrees to bear the penalty rate of 0.5% per week of the cost of the remaining work for the delayed completion of the project limited to 5% of project cost, if failed to complete the work within a stipulated period of six months from the date of execution of this agreement. This will be applicable for all the reasons for delay, except those caused from university side

21. EVALUATION OF TENDER DOCUMENT • Technical bid • Commercial Bid

22. Proof of Concept: • Digital Library of India • Library of Congress • Inflibnet.ac.in • Openj-gate.com • Vidyanidhi.org • Doaj.org

23. THANK YOU