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Collection Planning Checklist

Page history last edited by sk60@rice.edu 4 years ago

Adapted from DSS Digitization Planning Checklist


To be used when setting up new institutional repository collection for faculty work (including Rice Centers, Institutes, etc.)


The purpose of these questions is to determine feasibility of a proposed project and to support the successful implementation.


These questions should be prepared prior to project start up. At this stage, a more detailed review of the collection may be needed.


  • Target audience. Identify targeted users of materials, statement of user need or how digitized collection will help facilitate research.
  • Collection description. Provide material description, including collection scope, quantity, and selection criteria (if applicable). 
  • Access and use parameters.
    • Identify rights of materials and any access/use issues.
    • Draft/adopt appropriate copyright/reuse statements.
  • Timeline. Determine if timeframe is reasonable and does not adversely impact resources needed for existing projects.

  • Metadata application profile. Define appropriate level of metadata and schema for collection. Identify best practices or standards used. 
  • Accessibility/Usability. Evaluate documents for library-level compliance. See PDF Accessibility Checklist and Techniques for library staff 
  • Digital specifications. If digitizing analog material, identify file format(s), digital specifications (resolution, bit depth, etc) and file naming schema. Identify best practices or standards used. 
  • Repository structure. Structure of collection in the repository is identified. Any special requirements for formatting in the repository can be accommodated. Provide item level determination. 
  • Programming supportConfirm programming support can be committed in the project's timeframe, especially for any special programming needs identified. 
  • Ongoing workflow. If content will continue to be added over time, establish workflow for additional submissions.
    • If DOIs will be assigned to items, determine at what point they will be added and if they will resolve to IR records or original publication location (if applicable).
    • Accessibility/usability issues 
    • Identify primary contact for future communication. 





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