Digital technology has fundamentally altered how we can use and disseminate information for teaching, learning, and research. Digital collections can eliminate many of the physical, economic, and social barriers that have traditionally confined access to information resources within academia and among the general public.  Digitization is an especially powerful tool in increasing our ability to organize, locate, view, control, and share information.

Digital assets are fundamentally different from their analog counterparts both in format and in the filing and storage principles that are peculiar to creating and saving electronic data.  Consequently, digitization projects require an altered perspective from traditional media management and an understanding of new hardware, software, and related tools and skills for staff, faculty, and students who wish to create or manage the production of digital collections.

These guidelines contain a mix of policies, best practices, and procedures. They come from many hours of work by the Digital Image Asset Management Group and by the Digital Video Asset Management Group, including extensive testing of hardware, software, and best practices.
Building a digital collection represents a significant undertaking.  It may involve a considerable investment of time, hundreds or thousands of files and large amounts of file storage space.  If you currently have or anticipate ever having more than 500 digital items, it is critical that you follow the guidelines in this document.  You are also strongly encouraged to contact Information Technology before beginning a digitization project.

Workgroup Membership

These guidelines were developed over the course of many months by three groups of administrative and academic staff. The groups sought to include campus-wide input from faculty, students and staff. This is the current membership:

Digital Asset Management Group

  • Suzanne Bergeron, Assistant Director for Operations, Museum of Art
  • Andrew Currier, Educational Technology Associate, Information Technology
  • Mitch Davis, Chief Information Officer, Information Technology
  • Jennifer Edwards, Curator of Visual Resources, Art History
  • Karl Fattig, System and Digital Initiative Librarian
  • Christina Finneran, Director of Education and Research Consulting, Information Technology
  • James Higginbotham, Associate Dean for Academic Affairs
  • Robert Kerr, Associate Vice President of Communications for Marketing and Publications, Communications/Public Affairs
  • Mark Leaman, Webmaster, Information Technology
  • Genevieve LeMoine, Curator/Registrar, Arctic Museum and Arctic Studies
  • Richard Lindemann, Director, George J. Mitchell Department of Special Collections & Archives
  • Mike McDermott, Library Information Technology Specialist
  • Judy Montgomery, Acting Librarian
  • Caroline Moseley, Archivist
  • Delmar Small, Concert, Budget and Equipment Manager, Music Dept.