Metadata Mini-Grants

The State Library of Ohio is pleased to announce the Metadata Mini-Grant program in conjunction with the Ohio Digital Network. The purpose of the grant program is to empower libraries and museums to prepare their collections for the Digital Public Library of America. Libraries may apply for up to $4999 in federal LSTA funds to prepare collections for DPLA.

Libraries may use the awarded funds to pay metadata contractors, vendors, or obtain other services (including digitization) needed to ensure the collection meets the ODN and DPLA Metadata Application Profile guidelines. 80% of funds will be processed at the beginning of the grant term, with the remaining 20% to be processed upon approved metadata remediation. Please refer to the Grant FAQs for information on how to use the funds and see the Ohio Digital Network Website for metadata requirements for inclusion in DPLA.

As part of the application process, you will need to:

  • Describe the current status of your collection(s)? Explain whether the collection is digitized, the level of metadata, etc.
  • Explain which Digital Asset Management System(s) do you use (e.g. CONTENTdm, Omeka)? Does this system have OAI-PMH capabilities, and do you know how to enable them? If additional plug-ins or installs are required to enable the OAI-PMH capabilities (e.g. Omeka requires the installation of a plug-in), does your institution have the knowledge to activate the functionality?
  • Explain which Metadata Schema(s) you use for your collection(s), and which metadata Quality Assurance practices do you use at your institution?
  • Describe how you will use this grant to prepare this collection for DPLA. Such as do you plan to hire a consultant or an outside vendor to digitize or improve the metadata for this collection? If so, upload their resume or CV with required documents, and provide a link to their website if it shows their body of work. Include information about estimated hours of work, or costs of vendor service. Be prepared to submit a quote from your chosen vendor with the required attachments.

Application deadline is
Monday November 2, 2020 and the grant period will run between January 1, 2021 and September 30, 2021, with metadata collections due June 30.  A full timeline is listed in the FAQ’s.

For additional information and instructions on how to apply for the Metadata Mini-Grant Program, please view this brief video.

The video is also available to view at: https://youtu.be/OG6n29Hlbg8

Who can apply?

  • Any public library, academic library, or special (archive, museum, other cultural heritage institution) library located in Ohio which does not currently contribute to ODN or DPLA.
  • Institutions must be prepared to have a digital collection(s) with 250 or more metadata records ready for harvest by the metadata review period deadline, June 30, 2021.
     

Can I save this application and finish it later?

  • Applications must be completed in ONE sitting.  The following questions will be asked during the process:
    • Describe the current status of your collection(s)? Explain whether the collection is digitized, the level of metadata, etc.
    • Which Digital Asset Management System(s) do you use (e.g. CONTENTdm, Omeka)? Does this system have OAI-PMH capabilities, and do you know how to enable them? If additional plug-ins or installs are required to enable the OAI-PMH capabilities (e.g. Omeka requires the installation of a plug-in), does your institution have the knowledge to activate the functionality?
    • Which Metadata Schema(s) do you use for your collection(s), and which metadata Quality Assurance practices do you use at your institution?
    • Describe how you will use this grant to prepare this collection for DPLA. Such as do you plan to hire a consultant or an outside vendor to digitize or improve the metadata for this collection? If so, upload their resume or CV with required documents, and provide a link to their website if it shows their body of work. Include information about estimated hours of work, or costs of vendor service. Be prepared to submit a quote from your chosen vendor with the required attachments.
       

What files do I need to have completed and ready when submitting my application?

 

How can I spend the funds?

  • Funds MAY be used to pay for costs associated with digitization, or metadata remediation for a digital collection.
  • Funds MAY be used to pay for a contractor, vendor, or service to complete this digitization, metadata remediation, or other necessary tasks to prepare the digital collection for ingest to DPLA through ODN.
  • Funds MAY be used to pay for an existing staff member to carry out the expectations and benchmarks of this project as an Independent Contractor, with the understanding that grant funds may not be used for employee benefits for this portion of the work (hours worked = hours paid).
  • Funds MAY NOT be used towards equipment purchase (including scanners, computers, etc.), or subscription hosted platforms to store the metadata (including CONTENTdm, Bepress, Islandora, or other similar platforms).
     

How will these funds be disbursed?

  • 80% of awarded grant funds will be processed when signed contract is received by the State Library of Ohio at the beginning of the grant term, and the remaining 20% will be processed when metadata remediation is finalized and approved for ingest to DPLA.
     

What is the Digital Public Library of America, and how do they share a library’s digital collections?

  • DPLA is a portal for digitized cultural heritage material, collected from across the country, that is free for anyone online to access and use – no library card required! DPLA shares access to items both in and out of copyright, and works with educators to curate Primary Source Sets and digital Exhibitions covering a wide range of U.S history. You can read more about their Strategic Plan on their site.
  • There is no charge or subscription fee for your organization to contribute collections to DPLA, and DPLA does not take ownership or rights over your materials. The metadata from your DPLA-compatible collection platform is shared with DPLA through the Ohio Digital Network, and users on the DPLA site are linked back to your collections for larger images and more information, much like a search engine or discovery layer sends a patron to a specific resource.
     

What collections are eligible to be included in the Ohio Digital Network?

  • All collections must be able to be harvested through OAI-PMH harvesting protocols. Many popular Digital Asset Management Systems (e.g. CONTENTdm, Bepress), are equipped with OAI harvesting.
  • DPLA shares digitized content such as images, audio and video files, images of 3D objects, text documents, and much more. In fact, it’s easier to list what they don’t: paywalled or subscription content, serials such as daily popular newspapers, and scholarly content such as syllabi or data sets. Even so, if there’s something you think would be of interest, ask us!
     

How should we select materials and/or collections to be added to DPLA?

  • While you are the best judge of what is unique and valuable from your collections, we encourage you to digitize and/or share content that is representative of communities and voices that do not currently have a wide representation in the cultural heritage community, and surveys of U.S history. Society of American Archivists, North Carolina State University Libraries, and Purchase College, SUNY, have more to say on what this means.
  • The minimum collection size for this grant program is 250 items, but there is virtually no limit on how big a collection can be. Contact us for questions about content or collection size.

 

Where can I find the metadata requirements for the Ohio Digital Network?

  • The Ohio Digital Network Metadata Application Profile (MAP) v 1.4 outlines each of the required, recommended, and optional fields in the Ohio Digital Network Metadata Schema.
  • The Metadata Manual provides more detailed information about each of required and recommended map fields, as well as important harvesting information.
  • In order to be harvested, institutions must submit a completed Metadata Template for each collection to ODN Metadata Librarian.
     

What questions should we consider while selecting a metadata consultant?

  • Consider asking your consultant candidates what experience they have working with your chosen metadata schema (such as Dublin Core or Mods), and what experience they have worked with your Data Asset Management System (CONTENTdm, Bepress, etc.). Your ideal candidate will have experience with your metadata schema and systems; or they will have enough background knowledge that they will be able to easily learn your metadata system. You may also ask them how they quality check their work, and what best practices they consider their metadata is the best quality.
  • You may also consider asking about their knowledge of the subject matter of your collection. Good metadata often requires knowledge, or willingness to study the subject matter of the collection. Your ideal candidate should be ready to research the background information of your collection and items when necessary to enhance the metadata of your collection.
     

What is the timeline of this Grant?

Task Date
Application period opens Tuesday September 15, 2020
Application period closes Monday November 2, 2020
Award notification and contract disbursement December 2020
Signed grant contract due to State Library of Ohio – grant period begins (initial funds disbursement will be processed upon receipt) Friday January 1, 2021
Signed ODN Contributor Agreement due to State Library of Ohio Friday January 15, 2021
Midpoint check in meeting Tuesday April 13, 2021 (10AM ET)
Collection metadata due to ODN Wednesday June 30, 2021
Final remediations due for final funds disbursement Friday August 20, 2021
Final narrative and financial reports due Thursday September 30, 2021
Grant period ends Thursday September 30, 2021
Collections added to DPLA September 2021

 

How do I register for the webinar?

An informational webinar about this grant was held at 11:00 a.m. Wednesday, October 7, 2020. State Library of Ohio staff shared details about the application process, metadata, ODN, and DPLA. The webinar was recorded, and you can view it here.

 

How is this grant reviewed?

All applications will be reviewed by State Library of Ohio staff.  If the application adequately addresses all elements of the grant requirements, the application will be recommended for funding.  (If more proposals are eligible for funding than there are funds available, priority will be given to smaller libraries, rural libraries, and libraries in areas with high rates of poverty.) The LSTA Department is willing to review draft responses up to 10 days prior to proposal due date.  Draft responses may be submitted to LSTA@library.ohio.gov; typically, feedback is provided within 3-5 business days.

 

Who should I contact for questions about this grant?

Questions on the grant or LSTA grant process should be addressed to LSTA Coordinator, Cindy Boyden at LSTA@library.ohio.gov, 800-686-1532, or 614-644-6863.

Questions regarding the Metadata Requirements for ODN/DPLA should be addressed to Penelope Shumaker pshumaker@library.ohio.gov.

To help decide whether your organization qualifies for the mini-grant, review the following checklist:

 

After you’ve decided that you qualify, you’ll need to complete the following forms and submit them with your application:

 

Once you’ve been approved for the grant and gotten started with the work, you’ll also want these for later in the process:

  • Metadata Manual – Background documentation describing the process.
  • Metadata Template – A form allowing you to map your local metadata fields to their DPLA equivalents.