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University Libraries - Guidelines


Faculty Guidelines for Working with Digital Collections

University Faculty are welcome to suggest a collection from the Columbia campus Libraries’ special collections to be digitized and made available through the Libraries’ web site.

The Digital Collections Department would like to work with faculty on projects that are important to their teaching and research. We, however,  must balance the work of a small staff among many projects. Faculty can assist by working with the department to define reasonable timelines and where possible provide funding for staffing.

Working  with the Libraries' Digital Collections ensures the digitized materials will remain in a stable environment for long term access and will be made accessible through a reliable, trustworthy, and credible source.

If there are materials (preferably a “collection” of materials as defined by the Library) in the Columbia campus Libraries’ special collections that a faculty member would like scanned and made available online for either pedagogical or research purposes, the Digital Collection Team requests that:

  • *Faculty contact the relevant special collections unit directly and propose the digital project at least nine months in advance of the project completion date.
  • *Faculty agree in writing with the special collections unit (email is fine) on what the final outcome of the project will look like before the project is begun.
  • *If a grant proposal is involved, please contact Digital Collections and the special collections unit early in the grant writing process, so that they can add necessary funds to the budget for scanning, metadata, preservaton, and any needed conservation for the materials.

Once the project is defined, Digital Collections will scan the materials, design the web site, and create the metadata following national standards.

Special Collection Units
Irvin Department of Rare Books and Special Collections | Map Library | Moving Image Research Collections | Music Library | South Carolina Political Collections | South Caroliniana Library