Managing Electronic Records
LIS 389C.5
Course 88785
August 18, 2000

Business Case

Austin History Center

Digitizing the Photographic Image Collection

Instructor
Tad C. Howington, CRM
Manager, Records and Information Management Services (RIMS)
Lower Colorado River Authority (LCRA)
Austin, Texas

tad.howington@lcra.org
512.473.4047

  Class participants:
Thomas Bell
Jason Bontrager
Melinda Curley
Meghan Dolan
Chris Ewing
Maria Gonzales
Lani Hall
Julie Holcomb
Melissa Nelson
Jeni Putalavage
Hans Rasmussen
Justin Saffell
Matt Schwoebel
Sue Soy
Bob Threlkeld

Austin Public Library Staff participants:
Joe Faulk
Biruta Kearl
Carlos Lowry
Grace McEvoy
Margaret Schlankey
M.A. Sims
Sue Soy

Table of Contents

1.0 Executive Summary 1

2.0 Introduction and Background 1

2.1 Background of the AHC and the Digitization Project 2

2.2 What is records, document and information management? 2

2.3 Why is this project important to the organization? 3

3.0 Situational Analysis 4

3.1 Problem definition statement 4

3.2 Current practices 4

3.2.1 Media of information currently managed 4

3.2.2 Volume of information currently managed 4

3.2.3 Organization/management of information 5

3.2.4 Information distribution, sharing and collaboration 6

3.3 Challenges and problems 7

4.0 Initiatives Impacting Implementation of New Systems 8

4.1 Copyright issues 8

4.2 NARA Guidelines for Digitizing Archival Materials for

Electronic Access 9

4.3 Texas State Electronic Records Guidelines 9

4.4 Texas State Microfilming Rules 9

4.5 Texshare 10

4.6 City of Austin E-Commerce Initiative 10

4.7 Uniform Electronic Transmission Act 10

5.0 User Requirements 10

5.1 Minimum Requirements 10

5.2 Preferred Requirements 11

6.0 Interface of New System with Existing Systems 11

6.1 Equipment currently available 12

6.2 Suggested acquisitions 12

6.3 Additions to existing Austin History Center Website 14

7.0 Options and Cost Analysis 14

7.1 Industry best practices 16

    1. Options and analysis 18
      1. Collection Selection and Preparation Options 18
      2. Production Options and Costs 21
      3. Data Capture Options and Costs 25
      4. Data Storehouse Options and Costs 25
      5. Web Presentation Costs 25
      6. Training 27
      7. Marketing 27

8.0 Benefits 28

8.1 User identified benefits 28

8.2 Benefits to Austin History Center 28

9.0 Recommendations/Implementation Plan 29

Appendices i

Best Practices Responses iv

Repertoire of Preservation Practices xv

Bibliography xvi

 

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Last Updated 09/17/2000

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