Football Programs-management

Project Management Plan:

Advisory Board, Staff, and Technology

The Football Program Digital Project will rely on a three person advisory board to assist the project manager in making decisions and lend their expertise. New York University Archivist Nancy Cricco will serve as a liaison between the project and the university. Through her support, the project will operate in office space at the NYU Archives and be able to utilize the scanning stations that currently exist on the premise. This will allow the grant money to be spent on staff, server space, web hosting software, and required computer hardware. Since the project will utilize the Archivist Toolkit to manage the digital objects and metadata, Archivists' Toolkit Archives Analyst, Sibyl Schaefer, will provide technical assistance and advice on best use and practices. The last member of the board will be Rutgers University Archivist and Historian Thomas Frusciano. Professor Frusciano has previously published books on both NYU History and College Football. The project manager will be responsible for the majority of the content, but Frusciano’s subject expertise will be leaned on to lend credibility and provide a significant introductory essay about college football programs in general and particularly the NYU Football team.

As alluded to previously, the project will be housed in the New York University Archives on the Tenth Floor of Bobst Library. This will allow access to the required materials and provide the overhead required to run an office. The project breaks down into three parts, two of which will be conducted concurrently. A graduate student will be hired at a competitive hourly wage for twenty hours a week. S/he will be responsible for the scanning of the programs and organizing the digital objects into folders. As digital versions of the programs become available the project director will create records in the AT and provide all the data and metadata required. The scanning will be done on a flatbed Epson scanning and use Silverfast software to import the image into Photoshop. The images will be saved on both the website server and a terabyte backup hard drive. The project will use the AT 1.5 software and will need to purchase a computer with the minimum specs of a 3.33GHz processor, 4 gigs of RAM, high end graphics card, at least 500 gig hard drive. The website hosting will done through NYU, likely for a fee.

Protocols and Standards

The graduate student will have to conduct a series of checks before beginning any scanning on a new day. The scanner will need to be wiped down and brushed. The Photoshop Color setting will be as follows:


This will make sure there is consistency and the colors scheme will be embedded. Silverfast will be set to scan at 24-bit color and at 600ppi. The student will then scan a color strip and use Adobe Photoshop to chart color levels in order to check the accuracy of the scan. Once this startup procedure has been completed the first program of the day will be completely scanned and then be checked at actual pixel size for any errors or problems. Throughout the project the project director will conduct random quality checks also.

Each scan will be saved as a archival copy tiff and then a use copy will be derived from tiff as a medium resolution jpeg file. Both will have a unique qualifier that captures the season, month, day, and page. The files will also be arranged to reflect the natural order.1 For example the cover of a program from November 3, 1945 will be saved as 1945_11_3_f.tif and with be found on the drive:

E:/NYU_Programs/1945 Season/November 3/1945_11_3_f.tif

The student worker will begin with the earliest program in the collection and work forward in chronological order. Work will be tracked using a worksheet that lists all of the programs in the collection with fields for the dates each was scanned, tiff transferred onto backup drive, jpeg loaded onto server, entered into AT, and metadata completed. Once the first three items have been completed, the project manager will take over the final two tasks.

Previous to the start of the scanning, the project manager will meet with the advisory board to discuss which standards and data elements would best meet the needs of the archivists and the public. This aspect of the project would be the responsibility of the project director, as it requires a skill set that would significant time and resources to train student worker on. The developers of the AT have agreed to let the project use and test the yet to be release METS Navigator that will hopefully be part of the July 2009 update. Using the METS guidelines would allow the capture and packaging of all the required metadata elements. METS will allow the project to present each program separately as individual file groups in the structural map.

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