MEDOC : A Method for Digitizing and Disclosing Special Collections.

Abstract

Scientific libraries are the keepers of large collections comprising manuscripts as well as special and early printed books. Such libraries have an important role as guardians of our cultural heritage. Within this context, the collections usually have a significant function as material for education and research purposes. The administration of these collections as valuable cultural objects usually collides with their practical use for education and research purposes. The public availability of a book does not quite enhance its life span. For this reason, there is a determined investigation of new ways for disclosing vulnerable and precious sources in order to make them accessible to the largest possible audience without endangering the original material itself. Digital disclosure appears to be an adequate solution for this purpose. What is more, this solution also provides an extra value by enriching the original sources in various ways. This added value proves to be of great significance to researchers, tutors and students. For instance, the publication of text sources in a machine-readable version offers the possibility of browsing texts in a better, faster and different way. Opposite to the large number of special collections in a library, usually stands a limited budget as well as variable interest from education and research departments. If it is considered to digitise a collection, it is necessary to come up with a sensible decision. MEDOC is specially designed to provide a basis for such a decision. It provides an instrument for obtaining this decision through a series of subsequent instructions. MEDOC carries a version number. Constant application of the method in specifying requirements and (im)possibilities regarding envisaged projects should lead to revised versions containing modifications, improvements and additions. MEDOC has been primarily developed with regard to manuscripts and early printed books. MEDOC distinguishes between digitising and enrichment. Digitisation involves a process during which a copy of the original sources is made. Enrichment deals with the organisation and addition of information. Both processes combined result in a digitally disclosed collection. MEDOC focuses on the digitisation process. Naturally, there is an interactive relation between digitisation and enrichment. For this reason, MEDOC is also concerned with drawing up a programme of requirements regarding enrichment. Realising a digital collection requires specific expertise. The added value of a digitised collection in the first place depends on input that is contributed by subject experts. Secondly, it also involves ICT skills. For a digital collection is in fact an information system that may have to be accessible via a network. Finally, understanding is required with regard to the interdependent factors like printed matter, colours, images and their representation on the computer screen. This knowledge is valuable in order to avoid distortion of the original collection. MEDOC is in fact a manual for selecting and setting priorities with regard to the digitisation of entire collections as well as individual sources. In addition, MEDOC provides insight into the required resources. To this end, the method systematically specifies and arranges all knowledge, options and obstacles that relate to realising a digitally disclosed version of the collection. MEDOC gives a clear picture of the collection within its actual context. At the same time, it describes the nature and extent of the collection in detail. Furthermore, it delineates a method for disclosing and enriching material by means of a programme of requirements. Finally, it offers a realistic estimation of the resources that are required for this purpose. In short, MEDOC provides an answer to the questions what, why and how. The 3 application of the method to various collections implies that these collections can be compared with respect to aspects like significance, time, personnel and costs. Consequently, a well-considered decision can be made in selecting from various collections, even in case of a limited budget. The essence of MEDOC comprises a series of questions that are put at the start of a digitisation project. For an outline of these questions, please refer to Appendix 1. In sections 4 to 8, the nature of the questions is explained in full. MEDOC has been arranged for the circumstances at the Utrecht University Library. Nevertheless, the questions relating to Utrecht can easily be transferred to the context of other libraries and bodies that act as keepers of cultural objects.