Re:Mind Field Guide
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Finding Resources

Once you have laid out your project activities step-by-step, it’s essential to identify the resources you’ll need to make it all happen. This includes:

  • Space: Where will you store and process the materials?
  • Supplies: What equipment, software, and other materials are required for digitization?
  • Equipment: Do you need specialized hardware or software to capture and process the content?
  • Personnel: Who will perform the scanning, data entry, and quality control tasks?
  • Funding: How will you cover the costs of personnel, equipment, and supplies?

Pros and Cons of Vendor vs. DIY Digitization

When it comes to digitizing materials, you have two main options: vendor-digitization or do-it-yourself (DIY) digitization.

Vendor-Digitization: Outsourcing the digitization process to a third-party provider can be beneficial in terms of:

  • Expertise: Vendors have specialized knowledge and equipment for specific types of digitization.
  • Scalability: Vendors can handle large volumes of materials, freeing up your staff for other tasks.
  • Cost-Effectiveness: Vendors often provide a flat fee or per-item pricing, which can be more cost-effective than in-house processing.

DIY Digitization: Handling the digitization process in-house can be beneficial in terms of:

  • Control: You maintain complete control over the quality and speed of the digitization process.
  • Cost-Effective for Small Volumes: If you have a small volume of materials, DIY digitization might be more cost-effective than outsourcing.

Pros and Cons of Grant Funding

If you’re considering applying for grant funding to support your digitization project, here are some pros and cons to consider:

Pros:

  • Access to additional resources (financial, human, or technological) that can enhance your project’s scope and impact.
  • Potential for long-term preservation and access to digitized materials.

Cons:

  • Strict guidelines and requirements set by the grantor may limit your flexibility and creativity.
  • Additional reporting and administrative burdens may be imposed on your organization.

Making the Case to Leadership

When making the case to leadership, it’s essential to:

  • Clearly articulate the project’s goals, objectives, and expected outcomes.
  • Provide a detailed breakdown of costs, timelines, and resource requirements.
  • Highlight the benefits of digitization, such as improved accessibility, preservation, and research value.

Estimating Time and Costs

To accurately estimate time and costs, consider the following:

  • Break down the project into manageable tasks and estimate the time required for each.
  • Research and compare prices for equipment, software, and personnel services.
  • Factor in contingencies and potential delays to ensure a realistic timeline and budget.

Low-Cost Equipment

When it comes to low-cost equipment options, consider the following:

  • Second-hand or refurbished scanners and cameras can be purchased at significantly lower costs than new equipment.
  • Open-source software alternatives can provide similar functionality to proprietary software without the high price tag.
  • Repurpose existing equipment or materials to minimize waste and reduce costs.

Questions to answer

  • What space, supplies, technologies, personnel, training and outside assistance are needed?
  • Would it be better to outsource some or all of the capture and description work?
  • Can permanent employees do the work or will we need a term worker?
  • What new systems or training must be implemented, and how long will it take to complete this?
  • Who is available to manage the project?
  • Approximately how long will it take to capture, describe, and ingest the files?
  • Who can verify the quality of the work? How much digital storage will be needed to both preserve and provide access to these deliverables?
  • How will your organization set aside funds in its normal operating budget to care for your digital cultural heritage?
  • Will training be needed only at the beginning of the project or on an ongoing basis?
  • What free training materials could you use?
  • Does your organization belong to any professional association or networks that could either provide training or provide references to good sources of training?

Resources

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