Hyku Cookbook: Digital Collections Project Proposal

1. Library/Unit^*
2. What is the full name of the collection as you would wish it to appear in Digital Collections?^*
3. Has the collection been processed?^*
• Yes
• No^†
• Partially [Note: this answer will lead to another question]

Does the partially processed portion constitute an entire series that could serve as the starting point of the digital collection?^*

• Yes
• No^†
4. To what degree is the collection processed? ^*
• Has finding aid in ArchivesSpace or other public web page
• Has finding aid or inventory aid for internal use^†
• Rehoused but not described^†
• Other (please describe) ^†
5. Please provide the URL for the finding aid, website, or catalog record.^*

Collection materials' copyright and privacy concerns must be resolved before they can be made freely available worldwide.

6. Are the rights to the collection secured for digitization?^*
   • Yes
   • No^†
   • Not sure^†

7. Please explain how the rights status has been determined.^*
   • Unpublished, and creator has been deceased for 70+ years
   • Unpublished by unknown creator 120+ years ago
   • Published prior to 1930
   • Published without copyright notice, 1930-1977
   • Published 1930-1963 but copyright not renewed
   • Rights assigned to curatorial unit
   • Government work-for-hire
   • Other (please explain)
8. Please elaborate on the choice selected above.^*
9. Does the collection have any known restrictions or privacy concerns?^*
   • No
   • Yes (please explain)
10. Provide documentation that secures the rights, if applicable.

A proposed digital collection must be able to be digitized in-house with existing equipment and personnel and without concern for damage to the materials, unless funding has been secured for outsourcing, hiring, and/or preservation or conservation treatment.

11. Assess the physical condition and readiness for scanning of the materials. Please describe any preservation or conservation issues.^*
12. Which type(s) of items will need to be digitized? (Please choose all that apply.)
    • Still images (including documents)
    • Sound recordings
    • Moving images
    • Microfilm
    • Other
13. If the materials are already in digital format, please describe who/when/how (to what specifications) the digital files were created.

Congratulations! Your proposed collection has met the minimum requirements for Digital Collections. Please answer the following questions to tell us more about its content.

14. Project Liaison Name^*
15. Please enter the email address of the Project Liaison.^*
16. Phone Number for Project Liaison
17. Other contacts to keep in the loop about the project (if applicable)
18. Funding source (if applicable)
19. Describe the content of the proposed collection.^*
20. What is the size of the collection? Include approximate number of items as applicable.^*
21. What time period(s) does the collection cover?^*
22. What geographical area(s) does the collection represent?^*

23. To the best of your ability, please prioritize your reasons for proposing this addition to Digital Collections, with 1 being highest and 10 being lowest. ^*

• Community – would build or retain partnerships
• Cost – would reduce burden on Libraries or unit
• Discoverability/usability – would make it easier to navigate and use the collection
• Importance/prestige – would make items of key historical or intellectual content more widely accessible outside UofL
• Preservation – digital surrogate would reduce the handling of original item
• Representation – would add underrepresented locations, subjects, time periods, etc.
• Requests – would provide access to materials in high demand
• Strategic initiative – would support a UofL, Libraries, or unit strategic initiative
• Teaching – would be useful for instruction
• Unite – would unite a dispersed physical collection or supplement other digital collection(s)

Once you have completed all information to the best of your ability, please submit the proposal.

Thank you for completing the Digital Project Proposal. The Digital Initiatives Team will be in touch about the proposal's acceptance or rejection. If the minimum requirements were not met, you should have been asked to revise and resubmit.