Digitisation & Preservation Workshop (WDnP 2007) Enhancing Organisational Excellence Presentation Group 1-6
Outline Organisation Involved Group 1 Group 2 Group 3 Group 4 Group 5 Group 6
Organisation Involved No. Organisation 1 ASTRO (Kuala Lumpur) 2 BERNAMA (Kuala Lumpur) 3 Curtin University of Technology (Sarawak) 4 Exxon Mobil (Kuala Lumpur) 5 Kementerian Pelajaran Malaysia (Putrajaya) 5 Kementerian Penerangan Malaysia (Kuala Lumpur) 6 Majlis Amanah Rakyat (Kuala Lumpur) 7 MIMOS (Kuala Lumpur) 8 National Productivity Corporation (Petaling Jaya, Selangor) 9 Open University Malaysia (Kuala Lumpur) 10 PETRONAS (KLCC) 11 Puncak Niaga (Shah Alam, Selangor) 12 Securities Commission (Kuala Lumpur) 13 STAR Publications (M) Berhad (Petaling Jaya, Selangor) 14 UNITEN (Kajang, Selangor) 15 Universiti Kebangsaan Malaysia (Bangi, Selangor) 16 Universiti Malaysia Sarawak (Sarawak) 17 Universiti Malaysia Terengganu (Terengganu) 18 Universiti Putra Malaysia (Serdang, Selangor) 19 Universiti Sains Malaysia (Penang) 20 Universiti Sains Malaysia (Kelantan) 21 Universiti Teknologi MARA (Shah Alam, Selangor) 22 Universiti Teknologi PETRONAS (Tronoh, Perak) 23 Perdana Leadership Foundation (Putrajaya)
Group: 1 Name: Organisation: 1. Yeoh Thean Kheng 1. STAR Publication (M) Bhd. 2. Zaini Amri Zabidin 2. STAR Publication (M) Bhd. 3. Almanizam Alias 3. Universiti Malaysia Terengganu 4. Muhamad Md Haris 4. Universiti Teknologi Petronas 5. Abdul Halim Ariffin 5. BERNAMA 6. Ismaiza Abdul Rahim 6. Perdana Leadership Foundation 7. Siti Jamai ah Laullah 7. Puncak Niaga 8. Zalina Sayuti 8. MIMOS Bhd.
Lessons Learned Material selection Scan Edit Convert to PDF Loose leaf flatbed, Book to scan 1. Bib ID 2. Save as.tif /.BMP 3. Automatically update to folder 1. Crop 2. Binarization process using ibook software Store / Save Save in patron at PLF Indexing Save to Database Indexer will give bibliographic description eg: subject, title etc. 1. For retrieving and preservation
Applications in Your Organisation A. Current State Star Publication Using DC4 System News since 1995 The Star newspaper - daily (.PDF format) Books catalogue Digital Personality Profiles (text) Other Media (Photos/Graphics, hi Videos, etc.) UMT ILMU Exam papers from 2002 (.PDF format) Backup in server and CD-R UTP Millenniumi Exam papers from 1997 (.PDF format) in CD-R Sharing with PETRONAS Group wide RC BERNAMA Customised system web-based (outsource) Archiving i News Who s who Databank MIMOS VTLS Most of fborn digital it collections PUNCAK NIAGA not yet embark in digitisation
Cont d B. Next Step Star Publications Using DC5 System UMT ILMU Theses and Practical Reports Joining PERPUN PERDANA System UTP Millennium Theses, Conference Papers, University Publications Audio visual and multimedia Joining PERPUN PERDANA System BERNAMA new customised system (BLIS) web-bases outsource MIMOS Most of born digital collections PUNCAK NIAGA Photos, News clippings related to company and profile
Group: 2 Name: 1. Norain Ahmad Kamil 2. Norazlina Abdul Rahman 3. Noraliza Awaludin 4. Mohd Hassan Zakaria 5. Mohamad Fikri Ahmad 6. Siti Wardah hj. Nawawi 7. Asrina hj. Ismail Organisation: 1. National Productivity Corporation 2. Universiti Malaysia Sarawak 3. ASTRO 4. Kementerian Pelajaran Malaysia 5. BERNAMA 6. Securities i Commision i 7. Kementerian Penerangan Malaysia
Lessons Learned Techniques: Processes involved: Concept paper to get management by in Objective of the project (mission and vision) Cost Work plan of the project Digitisation project short term (outsourcing) long term (in-house) Vendor evaluation Training of the hardware / software Data repository back up system Identify type of material to be scan Image format: tiff/bmp (master copy) 200dpi PDF (user access) indexing g( (cataloguing gp part) end user
Cont d Scanner: Search tools: COPIBOOK (Large Book Scanner) Virtua (VTLS) Flatbed scanner for A4
Applications in Your Organisation A. Current State Have start 1 st stage but still in small scale ASTRO In house (Foreign magazine) SC In house (Unit trust document) BERNAMA In house (News clipping, Archive document [Tun Razak]) K. Pendidikan Outsource (News clipping, Speeches, Thesis) K. Penerangan In house (News clipping, Article regarding Kementerian Penerangan and Profile of popular artist) UNIMAS In house (Thesis, News clipping, Special collection, Photos) NPC In house (News clipping), Out source NPC Publication and photo
Cont d B. Next Step To embark into the big scale of digitisation practice To embark in-house digitisation project Plan to digitise other types of documents (AV materials, conference paper and photos)
Group: 3 Name: Organisation: 1. Masfaliza Masmuda 2. Lili Sulastri Zainal Abidin 3. Mohd Hafiz Ahmad Zulkifli 4. Zaini Ahmad 5. Mohd hdfuad Jamal 6. Normah Chik 7. Christina Urai Dang 1. BERNAMA 2. ExxonMobil Exploration & Production 3. Universiti Kebangsaan Malaysia 4. Majlis Amanah Rakyat 5. Universiti Tenaga Nasional 6. Kementerian Pelajaran Malaysia 7. Curtin University of Technology
Lessons Learned Processes involve: Exchanging gidea Learn the process How to prepare p proposal Software Hardware Quality checking Collaboration Techniques: Scanning and converting We learned that we have to have master image then convert to PDF. Batch processing
Cont d Search tools Virtual repository Indexing Scanner Name of scanner : Latest scanner copy book scanner High end scanner for big project A good quality PC High speed RAM
Applications in Your Organisation Current State Curtin University Digitised collection News clipping (about Curtin only) Lecture note Final year project for degree students Pusat Dokumentasi KPM, Unit Arkib, ExxonMobil, Uniten, Curtin University in the beginning stage of digitisation. BERNAMA and UKM already in process. Not using the same scanner as PLF Different collection Different challenges Government & Private though it s the same problem
Cont d Next Step To outsource Planning a digital library / digital content To influence / convince the management to get approval For university it to get ranking, SCOPUS & Science Direct
Group Name: 4 Name: 1. Mohd Rodzi Ali 2. Siti Khairiah Yusof 3. Muhammad Hazriq Ghazali 4. Mohd Kamal Mohd Napiah 5. Radiya Kassim 6. Mohd Nasir Harun Organisation 1. Utusan Melayu 2. Universiti Putra Malaysia 3. Universiti Kebangsaan Malaysia 4. Universiti Sains Malaysia 5. Petronas 6. Universiti Teknologi Mara
Lessons Learned A. Processes involved Identification of materials to digitise/preserve Start up team to start the digitisation process Proposal paper to continue the top management of our organisation Budgeting In-house/Outsource Select appropriate vendors Collaboration/sharing B. Techniques Raw materials selection e.g.: book, articles, etc. Start scanning Editing using appropriate software Data entry to OPAC User view
Cont d C. Search tools VIRTUA (VTLS) IBM Content Manager CD ISIS E-print D. Scanner Flatbed Scanner ADF Overhead Colour Book Scanner e.g.: Digi- book Microfilm scanner
Applications in Your Organisation A. Current State Have start 1 st stage but still in small scale UKM Since 1997, ADF (Fujitsu) Petronas Planning to digitise Technical Papers USM Document share e.g.: exam papers & ISO document UPM Planning to digitise thesis Utusan Waiting for tools, bound papers UiTM Planning to establish DDL (Document Digital Lab)
Cont d B. Next Step 1. UKM Upgarde tools / machines, add staff 2. Petronas To buy machine, manpower (in-house) 3. USM Expand to bound materials 4. UPM Waiting for machine and software 5. Utusan Waiting for machine to arrive so project will on 6. UiTM Preparing paperwork
Group Name: d LIMA Members 1. Nor Azan Ibrahim 2. Jamnah Mohd. Desa 3. Aznizultina Md.Nazar 4. Zulfa bt. Zainal Abidin 5. Siti Zakiah Itam 6. Fatialwani Mohd. Alwi 7. Ishak Mat Peah Organisation 1. Universiti Sains Malaysia 2. PETRONAS 3. Universiti Putra Malaysia 4. Universiti Teknologi Mara 5. Majlis Amanah Rakyat 6. Perdana Leadership Foundation 7. Utusan Melayu
Applications in Your Organisation Current State Utusan: 96 collections present Format: PDF, Text, JPEG, Newspaper Next Step Utusan: 1939-1995: 1995: Backlog file Planning: January 2008 A1 Scanner
Cont d Current State MARA: Pekeliling, Memo Format: PDF, Text, JPEG, Next Step -Archive on Tokoh MARA A -Oral History -Collecting Cll ex-students t etc. -Students products, research technical reports
Cont d Current State UiTM: -Old documents Microfiche -ARMS archive record mgt. system -Limited technology / static Next Step -Proposed another digitisation project: a. Docs on Dewan Latehan RIDA (>50 years) b. Arkib / Muzium Minimum access
Cont d Current State UPM: -No digtisation project Next Step -Theses Digitisation iti Project -In special room. Format in CD and convert to PDF -Multimedia content
Cont d Current State Petronas: -Internal news -Intranet -PDF format -Speeches of President and top management Next Step -Report from OPUS to be digitised
Cont d Current State PLF: - Documents on Malaysian leaders, political parties etc. - Newspapers, speeches, books, digital it contents, t articles, photos etc. - PDF format Next Step - Road show to another libraries and departments - Offer digitisation services to another departments
Cont d Current State USM: - Abstract theses, exam papers, research papers, VC articles, reports, Koleksi Sasterawan Negara, Koleksi Malaysiana, newspaper p clippings, EDocs, software - PDF, JPEG, PPT, word format - 2003-2006: 1 scanner Next Step - Plan to purchase 3 scanners - EPrints: Open source software, Full text theses, multimedia etc.
Group Name: 6 Name: 1. Mohammad Hafiz Morad 2. Azlinda Abd Rahim 3. Syed Mohammad Helmy 4. Wan Zaslida Azura 5. Ah Asha Devi iramanand 6. Aminuddin Omar 7. Laili Ashikeen 8. Azniza Mohd Noor Organisation 1. Open University Malaysia 2. Open University Malaysia 3. Universiti Malaysia Terengganu 4. Perdana Leadership Foundation 5. STAR Publication (M) Bhd. 6. STAR Publication (M) Bhd. 7. PETRONAS 8. Universiti Teknologi Mara
Lessons Learned A. Processes involved Item Selection what item to be digitised copyright clearance policy Acquisition of suitable equipment: Organisation Budget Easy to implement Determine the output : black & white grey scale color Identify storage : price where to storage? life span
Cont d B. Techniques Scanning Digital camera Audio Video Selection --> Conversion --> Indexing / Cataloging g/ Inventory --> upload to database (Off Site) --> Retrieval
Cont d C. Search tools Search engine OPAC Federated Search pull from other databases (with permission) Level of authorization - password
Cont d D. Scanner Clipping simple scanner Photograph UMAX (Medium Scanner) Book / Maps / Chart / etc. High end
Applications in Your Organisation Current State UMT exam paper used ILMU System, for indexing retrieval OUM exam paper (Newspaper clipping / Speech, etc.) in database to retrieve PLF Newspaper, pp Books, Magazine, etc. UiTM Publication, Newspaper Clipping Students and staffs records, special collection, etc. PETRONAS Oil & Gas News, Education News STAR Photos
Cont d Next Step UMT Thesis, Disertation, Publication OUM Thesis, Special collection PLF Photo, Video, Nation development UiTM Photo, Video, Film PETRONAS 2 nd phase converting historical on oil PETRONAS STAR Digitize bound vol., Clipping file