State Library Administrative Agencies
In this chapter, we provide an overview of the state library administrative agency (SLAA) data and a summary of comparisons with the data from the 2001 survey.
1. SLAA OVERVIEW
1.1 Technology overview
- Availability of funding: Most SLAAs (97.5%) had funding for technology in the past 12 months, and all of them plan to obtain technology funding in the next 12 months.
- Adequacy of technology funding: Of the SLAAs surveyed, 84.6 percent report that the majority of their technology needs are adequately funded.
-
Maintaining and adding technologies: All SLAAs agree that their institutions are able to maintain their current levels of technology, but they are less positive on their institutions’ ability to add new uses of technology to meet evolving needs.
-
Technology capacity: One-fifth of SLAAs (20.5%) indicate that their capacity currently meets their mission, and nearly half (46.2%) indicate that their capacity almost meets their mission.
-
Technology in use: All SLAAs used broadband Internet connection, computerized catalogs of library or other collections, desktop computers, e-mail, local area networks (LANs), and office productivity software in the past 12 months. In addition, all of them had Web sites in the past 12 months.
- Staff for technology activities: The majority of SLAAs (77.5%) do not have enough skilled staff to accomplish their technology activities.
- Needs assessment: Of the SLAAs surveyed, 45.0 percent conduct assessments of user and visitor needs, and 50.0 percent do not.
1.2 Digitization overview
- Digitization policies: Overall,
fewer than half of SLAAs have digitization policies
in place across the range of policy areas. The
three most common policies in place are related
to the following: digital format, with 42.5
percent of SLAAs having these policies; metadata,
with 38.5 percent having these policies; and
access, with 37.5 percent having these policies.
The three most common policies in development
are related to the following: materials to be
digitized, with 40.0 percent developing these
policies; quality control, with 40.0 percent
developing these policies; and institutional
repository, with 35.0 percent developing these
policies.
- Provide direct funding or services to
other institutions for their digitization activities:
The majority of SLAAs (70.7%) provide funding
or services to other institutions for digitization.
Of these, about three-fourths (75.9%) support
cooperative digitization projects or partnerships;
72.4 percent support statewide digitization
projects; 69.0 percent support digitizing special
collections; and 58.6 percent support providing
access to digital products like collections
online.
- Funding for digitization activities:
The majority of SLAAs (73.2%) had funding to
support digitization in the past 12 months.
In the next 12 months, 75.6 percent of SLAAs
plan to obtain digitization funding.
- Digitization priorities: For all
the SLAAs surveyed, the primary digitization
priorities include historical documents/archives,
government publications, and photographs. For
65.0 percent, digitizing historical documents/archives
is a priority; for 52.5 percent, digitizing
government publications is very important; and
for 35.0 percent, digitizing photographs is
a priority.
- Materials and images digitized:
In the past 12 months, 42.5 percent of SLAAs
digitized 1 to 500 items and 12.5 percent digitized
1,001 to 5,000 items. 22.5 percent reported
no digitization activities in this period.
- Materials or images still to be digitized:
Just more than one-half (51.3%) of SLAAs indicate
that they have more than 25,000 items left to
digitize, and 15.4 percent have none to digitize.
- Undertaking digitization activities:
To perform digitization activities, 67.5 percent
of SLAAs train current staff, 37.5 percent reassign
current staff, and 20.0 percent digitize materials
off-site at another institution’s digitization
center.
- Making digital images available:
The majority of SLAAs (82.5%) make some or all
of their digital images available to the public.
Most SLAAs (79.5%) rely on the Web to make the
images available, and 23.1 percent provide on-site
access to these images.
- Needs assessment: Almost one-fourth
(22.5%) of SLAAs conduct assessments of user
or visitor needs for digitized materials and
images in their institutions although most (72.5%)
do not.
- Collaboration: The majority of SLAAs
are active collaborators: 80.8% collaborate
with academic libraries: 61.5 percent collaborate
with state archives; 57.7 percent, with other
state government agencies; 53.8 percent, with
museums; 50.0 percent, with public libraries;
and 50.0 percent collaborate with historical
societies.
- Capability for digitization activities:
SLAAs rate themselves strongest in “staff skills
and expertise,” “established procedures for
preparation for creating digital images,” and
“established procedures for the management of
images and files.” “Funding” and “established
digitization plan” were their weakest areas.
- Hindrances to digitization: Overall,
SLAAs cite “lack of funds” and “lack of staff
time” as the strongest hindrances to digitization.
2. SLAA ANALYSES
This section highlights key survey findings for SLAAs.
2.1 Demographics
A total of 42 SLAAs participated in the survey. One survey was removed from the analyses due to a large amount of incomplete data, resulting in a final sample size of 41. However, not all SLAA participants responded to every question, so the sample sizes in the tables below might be slightly lower than 41.
Budget
Figure 1 shows the percentage of SLAAs by annual budget. All of the SLAAs report budgets of more than one million dollars.
| FIGURE 1. SLAA BUDGET |
| Budget |
Percent (n=39) |
| Less than $250,000 |
0.0% |
$250,001–$500,000
|
0.0% |
$500,001–$750,000
|
0.0% |
| $750,001–$1,000,000 |
0.0% |
| $1,000,001–$5,000,000 |
41.0% |
| $5,000,001–$10,000,000 |
12.8% |
| $10,000,001–$25,000,000 |
30.8% |
| More than $25,000,000 |
15.4% |
Note: Data are based on responses to survey question D; respondents were asked to select only one option.
Staff Size
Figure 2 shows the staff size of the SLAAs surveyed. The majority of SLAAs (59.0%) report a staff size of 26 to 75.
| FIGURE 2. SLAA STAFF |
| Staff |
Percent (n=39) |
| 5 or fewer |
2.6% |
| 6–10 |
0.0% |
| 11–25 |
7.7% |
| 26–75 |
59.0% |
| 76–150 |
20.5% |
| 151–250 |
7.7% |
| 251–500 |
0.0% |
| 501–1,000 |
0.0% |
| 1,001–1,500 |
2.6% |
| More than 1,500 |
0.0% |
Note: Data are based on responses to survey question E; respondents were asked to select only one option.
The total number of SLAAs is small in comparison with other survey respondent groups (e.g., public libraries, museums), so we do not provide breakouts of the SLAA data by budget size because there would be too few respondents in each category to draw meaningful conclusions.
2.2 Technology
Technology Funding
Almost all (97.5%) SLAAs had funding for technology in the past 12 months and all of them plan to obtain technology funding in the next 12 months.
| FIGURE 3. FUNDING FOR TECHNOLOGY |
| |
Percent (n=40) |
| In the past 12 months, did your institution have funding for technology? |
| Yes |
97.5% |
| No |
2.5% |
| Don’t know/Not applicable |
0.0% |
| In the next 12 months, do you plan to have funding for your technology? |
| Yes |
100.0% |
| No |
0.0% |
| Don’t know/Not applicable |
0.0% |
Note: Data are based on responses to survey questions 1 and 2; respondents were asked to select only one option.
Adequate Funding of Technology Needs
Most SLAAs (84.6%) report that the majority of their technology needs are adequately funded.
| FIGURE 4. PERCENTAGE OF TECHNOLOGY NEEDS THAT ARE ADEQUATELY FUNDED |
| Percent |
Percent (n=39) |
| 0% |
57.9% |
| 1–25% |
13.7% |
| 26–50% |
11.7% |
| 51–75% |
12.2% |
| 76–99% |
2.7% |
| 100% |
1.1% |
Note: Data are based on responses to survey question 3; respondents were asked to select only one option.
Maintaining and Adding Technology
Figure 5 shows the mean ratings of an institution’s ability to maintain or add technology based on a 5-point scale, with “1” meaning strongly agree and “5” meaning strongly disagree. Therefore, ratings less than 2.5 indicate agreement, ratings between 2.5 and 3.5 indicate neither agreement nor disagreement, and ratings greater than 3.5 indicate disagreement.
All SLAAs agree that their institutions are able to maintain their current levels of technology, but they are less positive on their institutions’ ability to add new uses of technology to meet evolving needs.
| FIGURE 5. ABILITY TO MAINTAIN AND ADD TECHNOLOGY
|
| My institution is able to: |
| Average Rating (n=40) |
| Maintain its current level of technology |
2.2 |
| Add new uses of technology to meet evolving needs |
3.1 |
Note: Data are based on responses to survey question 4. The scale for this question was 1, meaning strongly agree, to 5, meaning strongly disagree.
Extent of Technology Capacity
One-fifth of SLAAs (20.5%) currently have the technology capacity necessary to meet their mission, and nearly half of them (46.2%) report that their technology capacity almost meets their mission.
| FIGURE 6. TECHNOLOGY CAPACITY TO MEET MISSION |
| Response Option |
Percent (n=39) |
| Currently meets our mission |
20.5% |
| Almost meets our mission |
46.2% |
| Is short of meeting our mission |
28.2% |
| Does not meet our mission |
5.1% |
| Don’t know/Not applicable |
0.0% |
Note: Data are based on responses to survey question 5; respondents were asked to select only one option.
Technologies Used in the Past 12 Months
Every SLAA (i.e., 100% of all those surveyed) used the following seven technologies in the past 12 months:
- Broadband Internet connection
- Computerized catalog of library and other collections
- Desktop computers
- E-mail
- LAN (local area network)
- Office productivity software
- Web site for its institution
| FIGURE 7. SLAAS THAT USED THE FOLLOWING TECHNOLOGIES IN THE PAST 12 MONTHS |
| Technology |
Percent (n=40) |
| Accounting/payroll/human resources software |
87.5% |
| Broadband Internet connection |
100.0% |
| Computerized catalog of library or other collections |
100.0% |
| Computerized collections management system |
70.0% |
| Database software or system for membership development |
41.0% |
| Desktop computers |
100.0% |
| E-mail |
100.0% |
| GIS (geographic information systems) applications |
47.4% |
| Integrated library system (ILS) |
95.0% |
| Intranet |
77.5% |
| LAN (local area network) |
100.0% |
| Marketing and promotion software and systems |
20.5% |
| Meta- or federated searching in online collections and catalogs |
46.2% |
| Modem (dial access) Internet connection |
16.2% |
| Multimedia services or collections |
56.4% |
| Notebook or tablet computers |
74.4% |
| Office productivity software, including word processing, desktop publishing, and spreadsheets |
100.0% |
| PDAs (personal digital assistant handheld devices, e.g., Palm Pilots) |
70.0% |
| Personal information management (PIM) software |
21.6% |
| Point-of-sale software and systems |
0.0% |
| RFID (radio frequency identification) in services or collections |
7.7% |
| Software to manage public-access computers and printing |
56.4% |
| Video tours |
2.6% |
| Virtual reality tours |
2.6% |
| Web portal or gateway for services or collections |
70.0% |
| Web site for your institution |
100.0% |
| Wireless network, including WiFi |
42.5% |
| Other |
7.1% |
Note: Data are based on responses to survey question 6; respondents were asked to select all that apply.
Almost two-thirds of SLAAs (65.0%) used 16 or more technologies in the past 12 months.
| FIGURE 8. PERCENTAGE OF SLAAS THAT USED THE FOLLOWING NUMBER OF TECHNOLOGIES IN THE PAST 12 MONTHS |
| Number |
| Percent(n=40) |
| 0 |
0.0% |
| 1–5 |
0.0% |
| 6–10 |
2.5% |
| 11–15 |
32.5% |
| 16–20 |
62.5% |
| 21 or more |
2.5% |
Note: Data are based on responses to survey question 6.
Staff Capabilities
More than three-fourths of SLAAs (77.5%) report that they do not have enough skilled staff to accomplish their technology activities.
| FIGURE 9. EXTENT TO WHICH SLAAS HAVE SUFFICIENT SKILLED STAFF TO ACCOMPLISH TECHNOLOGY ACTIVITIES |
Response Option |
Percent(n=40) |
| We do not have enough skilled staff to accomplish our technology activities. |
77.5%
|
| We have the right amount of skilled staff to accomplish our technology activities. |
20.0% |
| We have more than enough skilled staff to accomplish our technology activities. |
0.0% |
| Other (please list) |
2.5% |
| Don’t know/Not applicable |
0.0% |
Note: Data are based on responses to survey question 10; respondents were asked to select only one option.
Needs Assessments
Forty-five percent of SLAAs conduct assessments of user and visitor needs, while 50 percent do not.
| FIGURE 10. CONDUCT NEEDS ASSESSMENTS FOR TECHNOLOGY-SUPPORTED SERVICES
|
| Response Option |
Percent(n=40) |
| Yes |
45.0% |
| No |
50.0% |
| Don’t know/Not applicable |
5.0% |
Note: Data are based on responses to survey question 12; respondents were asked to select only one option.
2.3 Digitization
Digitization Policies
As a group, the SLAAs surveyed have established or are developing digitization policies in all areas. However, for each type of policy, at least one-third of them either do not have digitization policies in place or in development or they responded “don’t know/not applicable”. The top three digitization policies that SLAAs have in place are for the following:
- Digital format, with 42.5 percent having such policies.
- Metadata, with 38.5 percent having such policies.
- Access, with 37.5 percent having such policies.
The top three digitization policies that SLAAs have in development are for the following:
- Materials to be digitized, with 40.0 percent having such policies.
- Quality control, with 40.0 percent having such policies.
- Institutional repository, with 35.0 percent having such policies.
| FIGURE 11. DIGITIZATION POLICIES |
| Type of Policy |
Policies in place (n=40) |
Policies in development (n=40) |
No policies in place or in development/ Don’t know (n=40) |
| Access |
37.5% |
30.0% |
32.5% |
| Best practices |
25.0% |
22.5% |
52.5% |
| Conversion of digital files to next-generation formats |
12.8% |
25.6% |
61.5% |
| Digital format (e.g., TIFF, GIF, PAL) |
42.5% |
22.5% |
35.0% |
| Evaluation |
17.5% |
30.0% |
52.5% |
| Institutional repository |
25.0% |
35.0% |
40.0% |
| Intellectual property issues |
30.0% |
17.5% |
52.5% |
| Materials to be digitized |
22.5% |
40.0% |
37.5% |
| Priorities for digitization |
27.5% |
32.5% |
40.0% |
| Preservation |
35.0% |
27.5% |
37.5% |
| Quality control |
25.0% |
40.0% |
35.0% |
| Standards |
30.0% |
32.5% |
37.5% |
| Metadata |
38.5% |
25.6% |
35.9% |
| Security |
30.8% |
25.6% |
43.6% |
| Other |
0.0% |
12.5% |
87.5% |
Note: Data are based on responses to survey question 16; respondents were asked to select all that apply.
Direct Funding to Other Institutions for Digitization
Almost three-fourths of SLAAs (70.7%) provide direct funding or services to other institutions for their digitization activities. Of these, 75.9 percent support cooperative digitization projects or partnerships; 72.4 percent support statewide digitization projects; 69.0 percent support the digitization of special collections; and 58.6 percent support providing access to digital products like online collections.
| FIGURE 12. DIRECT FUNDING TO OTHER INSTITUTIONS |
| Response Option |
Percent(n=41) |
| Yes |
70.7% |
| No |
26.8% |
| Don’t know/Not applicable |
2.4% |
Note: Data are based on responses to survey question 17; respondents were asked to select only one option.
| FIGURE 13. ACTIVITIES FUNDED BY DIRECT FUNDING |
| Response Option |
Percent(n=29) |
| Digitizing library collections is funded by my institution. |
31.0% |
| Digitizing special collections (like rare books or historical documents) is funded by my institution. |
69.0% |
| Supporting cooperative digitizing projects or partnerships is funded by my institution. |
75.9% |
| Accessing digital products (e.g., historical collections online) is funded by my institution. |
58.6% |
| Supporting statewide digitizing projects, such as developing strategic plans, surveying collections, and implementing digitizing facilities, is funded by my institution. |
72.4% |
| Supporting interstate digitizing efforts, such as developing strategic plans, surveying collections, and implementing digitizing facilities, is funded by my institution. |
3.4% |
| Other |
17.2% |
Note: Data are based on responses to survey question 17; respondents were asked to select all that apply.
Digitization Funding
Almost three-quarters of SLAAs (73.2%) had funding to support their digitization activities in the past 12 months.
| FIGURE 14.
FUNDING TO SUPPORT DIGITIZATION ACTIVITIES
|
Response Option |
Percent (n=41) |
| Yes |
73.2% |
| No |
24.4% |
| Don’t know/Not applicable |
2.4% |
Note: Data are based on responses to survey question 18; respondents were asked to select only one option.
Materials for Digitization
The top three materials that SLAAs digitized in the past 12 months or are currently digitizing are as follows:
- Government publications, with 15.4 percent digitizing these materials.
- Correspondence, diaries, and other personal records, with 12.8 percent digitizing these materials.
- Maps, with 8.1 percent digitizing these materials.
The top three materials that SLAAs plan to digitize in the next 12 months are as follows:
- Historical documents/archives, with 12.8 percent digitizing these materials.
- Newspapers, with 10.5 percent digitizing these materials.
- Government publications, with 10.3 percent digitizing these materials.
| FIGURE 15. MATERIALS THAT HAVE BEEN DIGITIZED IN THE PAST 12 MONTHS OR ARE CURRENTLY BEING DIGITIZED |
| Material |
Digitized more than 12 months ago(n=40) |
Digitized in last 12 months or currently digitizing(n=40) |
Plan to digitize in next 12 months(n=40) |
Plan to digitize more than 12 months from now(n=40) |
| Correspondence, diaries, and other personal records |
17.9% |
12.8% |
2.6% |
10.3% |
| Course material |
5.4% |
0.0% |
0.0% |
2.7% |
| Education and training material about the collections |
8.1% |
2.7% |
0.0% |
8.1% |
| Films, videotapes |
5.3% |
7.9% |
5.3% |
7.9% |
| Government publications |
41.0% |
15.4% |
10.3% |
12.8% |
| Historical documents/archives |
35.9% |
5.1% |
12.8% |
10.3% |
| Images of items in the collections (e.g., art work, artifacts, furniture, plants, animals) |
11.1% |
0.0% |
0.0% |
11.1% |
| Information on the institution |
28.9% |
5.3% |
2.6% |
7.9% |
| Journals and other serials |
13.5% |
2.7% |
2.7% |
2.7% |
| Manuscripts |
20.5% |
2.6% |
7.7% |
5.1% |
| Maps |
27.0% |
8.1% |
0.0% |
13.5% |
| Music and other recorded sound |
5.4% |
0.0% |
2.7% |
10.8% |
| Newspapers |
7.9% |
5.3% |
10.5% |
15.8% |
| Photographs |
40.5% |
2.7% |
2.7% |
8.1% |
| Rare books |
15.4% |
2.6% |
2.6% |
15.4% |
| Records about the collection |
8.3% |
2.8% |
0.0% |
11.1% |
| Sheet music |
5.6% |
0.0% |
5.6% |
0.0% |
| Special exhibits |
18.9 |
0.0% |
2.7% |
13.5% |
| Theses and dissertations |
0.0% |
0.0% |
0.0% |
2.7% |
| Other (please list) |
20.0% |
10.0% |
0.0% |
0.0% |
Note: Data are based on responses to survey question 20; respondents were asked to select all that apply.
Primary Digitization Priorities
The top three digitization priorities for SLAAs are as follows:
- Historical documents/archives, with 65.0 percent indicating this priority.
- Government publications, with 52.5 percent indicating this priority.
- Photographs, with 35.0 percent indicating this priority.
| FIGURE 16. DIGITIZATION PRIORITIES |
Priority |
Percent (n=40) |
| Correspondence, diaries, and other personal records |
7.5% |
| Course material |
2.5% |
| Education and training material about the collections |
2.5% |
| Films, videotapes |
5.0% |
| Government publications |
52.5% |
| Historical documents/archives |
65.0% |
| Images of items in the collections (e.g., art work, artifacts, furniture, plants, animals) |
12.5% |
| Information on the institution |
12.5% |
| Journals and other serials |
5.0% |
| Manuscripts |
5.0% |
| Maps |
10.0% |
| Music and other recorded sound |
0.0% |
| Newspapers |
25.0% |
| Photographs |
35.0% |
| Rare books |
12.5% |
| Records about the collection |
0.0% |
| Sheet music |
0.0% |
| Special exhibits |
7.5% |
| Theses and dissertations |
0.0% |
| Other (please list) |
5.0% |
| Don’t know/Not applicable |
7.5% |
Note: Data are based on responses to survey question 22; respondents were asked to select their institution’s top three priorities.
Number of Digital Materials Created in the Past 12 Months
Most SLAAs created digital images in the past 12 months, including 42.5 percent that created 1 to 500 images. However, 22.5 percent of SLAAs report having created no images.
| FIGURE 17. NUMBER OF DIGITAL MATERIALS OR IMAGES CREATED IN THE PAST 12 MONTHS |
Number |
Percent (n=40) |
| 0 |
22.5 |
| 1–500 |
42.5% |
| 501–1,000 |
5.0% |
| 1,001–5,000 |
12.5% |
| 5,001–10,000 |
2.5% |
| 10,001–25,000 |
7.5% |
| More than 25,000 |
7.5% |
Note: Data are based on responses to survey question 23; respondents were asked to select only one option.
Number of Additional Images Remaining to Be Digitized
The majority (51.3%) of SLAAs have more than 25,000 digital materials or images left to digitize.
| FIGURE 18. NUMBER OF DIGITAL MATERIALS OR IMAGES LEFT TO BE CREATED |
Number |
_Percent (n=39) |
| 0 |
15.4% |
| 1–500 |
12.8% |
| 501–1,000 |
2.6% |
| 1,001–5,000 |
5.1% |
| 5,001–10,000 |
7.7% |
| 10,001–25,000 |
5.1% |
| More than 25,000 |
51.3% |
Note: Data are based on responses to survey question 24; respondents were asked to select only one option.
Undertaking Digitization Activities
SLAAs undertake their digitization activities by the following:
- Training current staff to perform these activities: 67.5 percent use this means.
- Reassigning current staff to perform these activities: 37.5 percent use this means.
- Digitizing their materials off-site at another institution’s digitization center: 20.0 percent use this means.
| FIGURE 19. MEANS OF UNDERTAKING DIGITIZATION ACTIVITIES |
Response Option |
Percent (n=40) |
| Contractual staff were hired to perform these activities in-house. |
12.5% |
| New institutional staff were hired to perform these activities. |
15.0% |
| Current staff were trained to perform these activities. |
67.5% |
| Current staff were reassigned to perform these activities. |
37.5% |
| Volunteers perform these activities. |
7.5% |
| These activities are performed by commercial vendors off-site. |
10.0% |
| Materials are digitized off-site at another institution’s digitization center. |
20.0% |
| Other (please list) |
7.5% |
| Don’t know/Not applicable |
15.0% |
Note: Data are based on responses to survey question 26; respondents were asked to select all that apply.
The Availability of Digital Image Collections to the Public
More than three-fourths of SLAAs (82.5%) make some or all of their digital image collections available to the public.
| FIGURE 20. PUBLIC AVAILABILITY OF DIGITAL IMAGE COLLECTIONS |
Response Option |
Percent (n=40) |
| Yes, some of our digital image collections are available to the public. |
37.5% |
| Yes, all of our digital image collections are available to the public. |
45.0% |
| No, our digital image collections are not available to the public. |
2.5% |
| Don’t know/Not applicable |
15.0% |
Note: Data are based on responses to survey question 27; respondents were asked to select only one option.
How Digital Image Collections Are Made Available
More than three-fourths (79.5%) of the SLAAs make their digital image collections available to the public via the Web.
| FIGURE 21. HOW DIGITAL IMAGE COLLECTIONS ARE MADE AVAILABLE |
Response Option |
Percent (n=39) |
| On the premises on our computer network (LAN) |
23.1% |
| On the Web |
79.5% |
| Through a third party |
20.5% |
| Don’t know/Not applicable |
15.4% |
Note: Data are based on survey question 28; respondents were asked to select all that apply. Table only includes respondents who reported that they make some or all of their digital image collections available to the public.
Needs Assessments
Only 22.5 percent of SLAAs conduct assessments of user or visitor needs for digitized materials and images in their institutions. Overall, however, almost three-fourths of them (72.5%) do not conduct assessments.
| FIGURE 22. NEEDS ASSESSMENTS |
Response Option |
Percent (n=40) |
| Yes |
22.5% |
| No |
72.5% |
| Don’t know/Not applicable |
5.0% |
Note: Data are based on responses to survey question 35; respondents were asked to select only one option.
Collaboration
Almost two-thirds of SLAAs (65.0%) collaborate (through specific partnering agreements) with other institutions and organizations to digitize materials.
| FIGURE 23. COLLABORATION TO DIGITIZE MATERIALS |
Response Option |
Percent (n=40) |
| Yes |
65.0% |
| No |
32.5% |
| Don’t know/Not applicable |
2.5% |
Note: Data are based on responses to survey question 37; respondents were asked to select only one option.
When SLAAs collaborate to digitize materials, 80.8 percent turn to academic libraries; 61.5 percent turn to state archives; and 57.7 percent turn to other state government agencies.
| FIGURE 24. COLLABORATION WITH OTHER INSTITUTIONS AND ORGANIZATIONS |
Response Option |
Percent (n=26) |
| State library agencies |
15.4% |
| Academic libraries |
80.8% |
| Individual public libraries |
50.0% |
| Private libraries |
19.2% |
| Museums |
53.8% |
| Consortia |
30.8% |
| State archives |
61.5% |
| Special libraries |
23.1% |
| Historical societies |
50.0% |
| Federal government agencies or archives |
7.7% |
| Other state government agencies |
57.7% |
| City, municipal, or other local government agencies or archives |
19.2% |
| Universities and colleges |
26.9% |
| Community organizations |
3.8% |
| Private companies |
3.8% |
| Foundations |
3.8% |
| State library associations |
15.4% |
| State museum associations |
3.8% |
| Other professional associations |
0.0% |
| Other |
3.8% |
Note: Data are based on responses to survey question 37; respondents were asked to select all that apply.
Capabilities in Initiating, Accomplishing, and Sustaining Digitization Activities
Overall, SLAAs rate themselves capable at initiating, accomplishing, and sustaining digitization activities in most areas. They rate themselves deficient at having established digitization plans and in funding.
Figure 25 shows the average ratings of an institution’s capability at initiating, accomplishing, and sustaining digitization activities based on a 5-point scale, with “1” meaning deficient and “5” meaning fully capable. Therefore, ratings less than 2.5 tend to indicate deficiency and ratings greater than 2.5 tend to indicate capability.
| FIGURE 25. CAPABILITY TO INITIATE, ACCOMPLISH, AND SUSTAIN DIGITIZATION ACTIVITIES |
Capability |
Average Rating (n=40) |
| Staff skills and expertise |
2.9% |
| Equipment and software |
2.6% |
| Funding |
1.8% |
| Established digitization plan |
2.2% |
| Established digitization policies |
2.5% |
| Established quality standards |
2.7% |
| Established procedures for preparation for creating digital images |
2.8% |
| Established procedures for the management of images and files |
2.8% |
Note: Data are based on responses to survey question 39; respondents were asked to rate each capability. The scale for this question was 1, meaning deficient, to 5, meaning fully capable.
Hindrances to Digitization Activities
Overall, SLAAs agree that “lack of funds,” “lack of staff time,” and “other projects have higher priorities” are the greatest hindrances to their digitization activities.
| FIGURE 26. HINDRANCES TO DIGITIZATION ACTIVITIES |
Digitization activities in your institution are hindered by: |
Average Rating
(n=40)
|
| Lack of staff time |
2.0 |
| Lack of staff skills and expertise |
2.7 |
| Lack of funds |
1.9 |
| Lack of sufficient equipment and/or software |
2.3 |
| Lack of an established digitization plan |
2.8 |
| Lack of established digitization policies |
3.0 |
| Lack of established quality standards |
3.2 |
| Lack of established policies and procedures for preparation for materials for digitizing |
3.2 |
| Lack of established policies and procedures for the management of images and files |
3.1 |
| Other projects have higher priorities |
2.1 |
| Concern about intellectual property issues |
3.5 |
| Security concerns |
3.7 |
| Not having collections worth digitizing |
4.5 |
| Concern about costs of preservation and management |
2.6 |
| Management is unaware of the benefits of digitization |
4.1 |
Note: Data are based on responses to survey question 40; respondents were asked to rate each potential hindrance. The scale for this question was 1, meaning strongly agree, to 5, meaning strongly disagree.
3. COMPARISONS OF THE 2001 AND THE 2004 SURVEY FINDINGS
This section highlights the differences in the following categories between the 2001 and the 2004 survey findings for SLAAs.
- Top technologies used
- Funding for technology and digitization
- Sources of funding for digitization activities
- Digitization policies
- Top goals for digitization projects
3.1 Overview
- Technologies used in the past 12 months: SLAAs’ use of technologies for day-to-day operations (e-mail, desktop computers, office productivity software, and institutional Web site) was pervasive in both surveys. In the 2004 survey, the following newer technologies were implemented in the past 12 months. (With the exception of PDAs, these technologies were not asked about in the 2001 survey.)
- Broadband Internet, used by 100 percent of all SLAAs.
- Web portal or gateway for services or collections, used by 70.0 percent.
- Personal digital assistant handheld devices (e.g., Palm Pilots), used by 70.0 percent.
- Software to manage public-access computers and printing, used by 56.4 percent.
- Geographic information systems (GIS), used by 47.4 percent.
- Meta- or federated searching in online collections and catalogs, used by 46.2 percent in the last 12 months, and expected to be acquired or implemented by 35.9 percent in the next 12 months.
- Wireless network, including WiFi, used by 42.5 percent.
- Goals for digitization projects: SLAAs report a change in emphasis in digitization project goals over the three-year period:
- Preserve information of importance or value: a goal for 64.9 percent in 2001 but for only 50.0 percent in 2004.
- Increase access to collections: a goal for 18.9 percent in 2001 but for 87.5 percent in 2004.
- Minimize damage to original materials: a goal for 40.5 percent in 2001 but for only 22.5 percent in 2004.
- Provide access to material via the Web: a goal for 24.3 percent in 2001 but for 72.5 percent in 2004.
- Increase interest in the institution: a goal for 43.2 percent in 2001 but for only 2.5 percent in 2004.
3.2 Top Technologies Used
For almost all of the technologies that were asked about, the percentage of SLAAs that reported using a given technology in the past 12 months increased from 2001 to 2004. However, decreases in technology use of 5 to 20 percent were reported for notebook or tablet computers, point-of-sale software and systems, and video tours.
The largest differences in reported use from 2001 to 2004 are related to the following technologies:
- PDAs: Usage increased from 28.9 percent of SLAAs in 2001 to 70.0 percent in 2004.
- Database software or system for membership development: Usage increased from 18.4 percent of SLAAs in 2001 to 41.0 percent in 2004.
- Notebook or tablet computers: Usage decreased from 94.7 percent in 2001 to 74.4 percent in 2004.
| FIGURE 27. TECHNOLOGIES USED IN THE PAST 12 MONTHS |
| Technology |
Survey Year |
2001 (n=38) |
2004 (n=40) |
| Accounting/payroll/human resources software |
86.8% |
87.5% |
| Computerized catalog of library or other collections |
89.5% |
100.0% |
| Database software for collections management |
55.3% |
- |
| Computerized collections management system |
- |
70.0% |
| Database software or system for membership development |
18.4% |
41.0 |
| Desktop computers |
100.0% |
100.0% |
| E-mail |
100.0% |
100.0% |
| Intranet |
63.2% |
77.5% |
| Marketing and promotion software and systems |
5.3% |
20.5% |
| Notebook or tablet computers |
94.7% |
74.4% |
| Office productivity software, including word processing, desktop publishing, and spreadsheets |
100.0% |
100.0% |
| PDAs (personal digital assistant handheld devices, e.g., Palm Pilots) |
28.9% |
70.0% |
| Point-of-sale software and systems |
7.9% |
0.0% |
| Video tours |
7.9% |
2.6% |
| Virtual reality tours |
2.6% |
2.6% |
| Web site for your institution |
97.4% |
100.0% |
| Other |
2.6% |
60.0% |
Note: Data are based on responses to survey question 6; respondents were asked to select all that apply.
3.3 Funding for Technology and Digitization
The percentage of SLAAs that report they do not plan to obtain funding for digitization activities in the next 12 months (14.6%) is up from what was reported in 2001 (5.4%).
| FIGURE 28. FUNDING FOR TECHNOLOGY AND DIGITIZATION |
| Response Option |
Survey Year |
2001 (n=38) |
2004 (n=41) |
Yes
|
No
|
Don’t know/ Not applicable |
Yes
|
No
|
Don’t know/ Not applicable |
| Technology |
| In the past 12 months, did your institution have funding for technology? |
100.0% |
0.0% |
- |
97.5% |
2.5% |
0.0% |
| In the next 12 months, do you plan to have funding for your technology? |
- |
- |
- |
100.0% |
0.0% |
0.0% |
| Digitization |
| In the past 12 months, did your institution have funding to support your digitization activities? |
71.1% |
28.9% |
- |
73.2% |
24.4% |
2.4% |
| In the next 12 months, do you plan to obtain funding to support your digitizing activities? |
94.6% |
5.4% |
- |
75.6% |
14.6% |
9.8% |
Note: Data are based on responses to survey questions 1, 2, 18, and 19; respondents were asked to select only one option.
3.4 Sources of Funding for Technology
The top two sources of funding for technology in 2004 were the same as they were in 2001:
- Grants from federal agencies
- State funds
| FIGURE 29. FUNDING FOR TECHNOLOGY |
| Technology |
Survey Year |
2001
(n=37) |
2004
(n=39) |
| Endowment funds |
5.4% |
0.0% |
| Foundation grants |
5.4% |
69.2% |
| Gifts from donors |
16.2% |
10.3% |
| Grants from Federal agencies |
78.4% |
97.4% |
Grants from other Federal agencies (e.g., Department of Education, National Endowment for the Humanities)
|
13.5% |
12.8% |
IMLS Library Services and Technology Act State Program and Library National Leadership Grants |
62.2% |
79.5% |
IMLS Museum National Leadership Grants |
2.7% |
5.1% |
| Institutional operating funds |
37.8% |
30.8% |
| State funds |
91.9% |
87.2% |
| City, county, or other local government funds |
2.7% |
0.0% |
| Other sources |
5.4% |
2.6% |
Note: Data are based on responses to survey question 1; respondents were asked to select all that apply.
3.5 Sources of Funding for Digitization Activities
For the SLAAs that did receive funding for their digitization activities, the top three sources of funding in 2004 were the same as they were in 2001:
- IMLS Library Services and Technology Act State Program and Library National Leadership Grants
- State funds
- Institutional operating funds
| FIGURE 29. FUNDING FOR TECHNOLOGY |
| Source of Funding |
Survey Year |
2001
(n=27) |
2004
(n=30) |
| Endowment funds |
0.0 |
0.0 |
| Foundation grants |
3.7 |
13.3 |
| Gifts from donors |
7.4 |
6.7 |
| Grants from Federal agencies |
96.3 |
76.6 |
Grants from other Federal agencies (e.g., Department of Education, National Endowment for the Humanities)
|
14.8 |
13.3 |
IMLS Library Services and Technology Act State Program and Library National Leadership Grants |
74.1 |
60.0 |
IMLS Museum National Leadership Grants |
7.4 |
3.3 |
| Institutional operating funds |
22.2 |
16.7 |
| State funds |
63.0 |
73.3 |
| City, county, or other local government funds |
0.0 |
3.3 |
| Other sources |
3.7 |
3.3 |
Note: Data are based on responses to survey question 18; respondents were asked to select all that apply.
3.6 Digitization Policies
The number of policies in place or in development (versus not in place or in development/don’t know) increased from 2001 to 2004. With some exceptions, the majority of SLAAs do not have policies in place or in development in 2004.
| FIGURE 31. DIGITIZATION POLICIES |
| Policy |
Survey Year |
2001 (n=37) |
2004 (n=40) |
Policies in place
|
Policies in development
|
No policies in place or in development/ Don’t know |
Policies in place |
Policies in development |
No policies in place or in development/ Don’t know |
| Access |
10.8% |
27.0% |
62.1% |
37.5% |
30.0% |
32.5% |
| Best practices |
16.2% |
13.5% |
70.2% |
25.0% |
22.5% |
52.5% |
| Conversion of digital files to next-generation formats |
5.4% |
16.2% |
78.3% |
12.8% |
25.6% |
61.5% |
| Digital format (e.g., TIFF, GIF, PAL) |
16.2% |
21.6% |
62.1% |
42.5% |
22.5% |
35.0% |
| Evaluation |
5.4% |
8.1% |
86.4% |
17.5% |
30.0% |
52.5% |
| Intellectual property issues |
16.2% |
18.9% |
64.8% |
30.0% |
17.5% |
52.5% |
| Materials to be digitized |
16.2% |
27.0% |
56.7% |
22.5% |
40.0% |
37.5% |
| Priorities for digitization |
13.5% |
32.4% |
54.0% |
27.5% |
32.5% |
40.0% |
| Preservation |
8.1% |
10.8% |
81.0% |
35.0% |
27.5% |
37.5% |
| Quality control |
13.5% |
24.3% |
62.1% |
25.0% |
40.0% |
35.0% |
| Standards |
5.4% |
27.0 |
67.5% |
30.0% |
32.5% |
37.5% |
| Other |
27.0% |
2.7% |
70.2% |
0.0% |
12.5% |
87.5% |
Note: Data are based on responses to survey question 16; respondents were asked to select all that apply.
3.7 Top Goals for Digitization Projects
The top three goals of SLAAs in terms of digitization activities in 2001 were as follows:
- Increase interest in the institution: a goal for 43.2 percent of all SLAAs.
- Minimize damage to original materials: a goal for 40.5 percent.
- Preserve materials of importance or value: a goal for 35.1 percent.
In 2004, the top three goals for digitization activities were as follows:
- Increase access to collections/materials/files: a goal for 87.5 percent of all SLAAs.
- Provide access to materials via the Web: a goal for 72.5 percent.
- Preserve materials of importance or value: a goal for 50.0 percent.
| FIGURE 32. GOALS FOR DIGITIZATION ACTIVITIES |
| Goal |
Survey Year |
2001
(n=37) |
2004
(n=40) |
| Preserve materials of importance or value |
35.1 |
50.0 |
| Increase access to collections/materials/files |
18.9 |
87.5 |
| Minimize damage to original materials |
40.5 |
22.5 |
| Provide access to materials via the Web |
24.3 |
72.5 |
| Increase interest in the institution |
43.2 |
2.5 |
| Save space in the institution |
2.7 |
5.0 |
| Present more of the collection than is on display at any one time |
2.7 |
2.5 |
| Save costs by eliminating duplication of materials |
0.0 |
2.5 |
| Encourage cooperation among institutions to increase the number and variety of materials available |
13.5 |
15.0 |
| Provide greater information about the institution’s collections to artists, scholars, students, teachers, and the public |
18.9 |
0.0 |
| Increase access to state services |
5.4 |
15.0 |
| Support educational programs |
2.7 |
0.0 |
| Other (please list) |
0.0 |
2.5 |
| Don’t know/Not applicable |
8.1 |
5.0 |
Note: Data are based on responses to survey question 31; respondents were asked to select their institution’s top three goals.
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