Digitization Resources and CONTENTdm Documentation

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This section has information and links to documents, web sites and other sources that assist CARLI members in developing and maintaining digital collections. Documentation and links have been added, and are being maintained by, the CARLI Digital Collections Users' Group.

These wiki pages are also a place for sharing local library documentation, guides, etc. developed for working with digital projects and CONTENTdm. Please feel free to share any local documentation you have created, including a brief summary of the document in text on this page. Thank you!

As you use these resources shared by other libraries, keep in mind that they are developed for local procedures that may be very specific to an individual library, so they may not be exactly right for your library. They are provided here as resources to aid you in developing your own local documentation and procedures.

(Disclaimer: References below to specific products, resources, or services does not necessarily constitute or imply its endorsement or recommendation by CARLI.)

To upload your own documents to this public wiki, please follow these guidelines: How to Upload a File to the CARLI Wiki

General Documentation

Creating Digital Objects



Software & Hardware


Documentation from Agencies & Cultural Institutions:

CARLI and CARLI member contributed documents:

Other docuemnts:






Moving images (film, video)



Digital Object Management Systems


Local project documentation from the School of the Art Institute of Chicago

  1. Setting up a new project for the JFABC Digital Library in the Acquisition Station
  2. Adding items to the JFABC Digital Library through the Acquisition Station
  3. Adding items to the JFABC Digital Library through the Admin Module
  4. Adding metadata only records to the JFABC Digital Library through the Acquisition Station

Other systems


Free, open source digital library collection-building software produced by the New Zealand Digital Library Project at the University of Waikato, and developed and distributed in cooperation with UNESCO and the Human Info NGO.


Free, open source digital collection and exhibit creation software produced by the Center for History and New Media at George Mason University.


Digital object management system from Ex Libris.


Free, open source digital object management system developed by MIT and now maintained by the DSpace Foundation.

Fedora Repository

Free, open source digital object management system (Flexible Extensible Digital Object Repository Architecture) developed at Cornell and now maintained by the DuraSpace organization.

Metadata for Digital Objects

General Resources

CARLI member libraries contributed documents

Local metadata documentation from the School of the Art Institute of Chicago

Location metadata documentation from Illinois State University

Local metadata documentation from Illinois Wesleyan University

  • IWU Metadata Document - Example of a document outlining required/recommended fields for local CONTENTdm Collections

Local metadata documentation from the University of Illinois at Chicago

Note: Documentation is maintained on the UIC Wiki, which is not open to the public. The documents uploaded here are PDF files of the wiki content.

Dublin Core



Thesauri & controlled vocabularies

A good introductory document on controlled vocabularies is available online from the Getty Institute: Introduction to Controlled Vocabularies: Terminology for Art, Architecture, and Other Cultural Works.

Getty Vocabularies

Library of Congress

Other Vocabularies

Locally developed metadata, thesauri & vocabularies

  • Marrying local metadata needs with accepted standards: The creation of a data dictionary at UIC Library is a webinar presented by Peter Hepburn and Kristin Martin, University of Illinois at Chicago to CARLI members on Nov. 16, 2010. View the webinar recording and download the PowerPoint slides.


Shareable metadata


Working with vendors

Selected digitization vendors

Disclaimer: References below to specific products, resources, or services does not necessarily constitute or imply its endorsement or recommendation by CARLI.

  1. The Audio Archive Burlingame, CA. Phone: (408) 221-2128
  2. Backstage Library Works Provo, Utah & Bethlehem, Pennsylvania. Phone: 800-288-1265
  3. Chicago Albumen Works Housatonic, Massachusetts. Phone: 413-274-6901
  4. DC Video Burbank, California. Phone: 818-563-1073
  5. Heritage Microfilm Cedar Rapids, IA. Phone: 888-870-0484. This company does microfilming and scanning of newspapers, primarily.
  6. Kirtas Technologies Victor, New York. Phone: 877-547-8279
  7. Luna Imaging, Inc. Los Angeles, California. Phone: 800-452-5862
  1. Media Matters LLC New York, New York. Phone: 212-268-5528
  2. The Media Preserve Cranberry Township, Pennsylvania. Phone 800-416-2665
  3. Northeast Document Conservation Center Andover, Massachusetts. Phone: 978-470-1010
  4. Northern Micrographics LaCrosse, Wisconsin. Phone: 800-236-0850
  5. Preserving The Past Los Angeles, California & Rochester, New York. Phone: 818-317-7147 (Los Angeles); 585-271-4721 (Rochester)
  6. Safe Sound Archive Philadelphia, Pennsylvania. Phone: 215-248-2100
  7. Scene Savers Covington, Kentucky. Phone: 800-978-3445
  8. Specs Bros. Lodi, New Jersey. Phone: 800-852-7732
  9. Trigonix, Inc. Montreal, QC, Canada. Phone: 514-874-0443


Note: Many funding agencies provide grant writing guidelines; all provide criteria for their applications. The most consistent advice that comes from grant writing sources is to know the requirements for the grant and to objectively evaluate how your project matches them. With that advice in mind, the the initial sources below provide more details on the project planning and grant writing processes. A selection of funding agencies and sources follow.

Grant writing

Bauer, David G. How to Evaluate and Improve Your Grants Effort. Westport, CT: Oryx Press, 2001.

Burke, Jim and Carol Ann Prater. I'll grant you that: a step-by-step guide to finding funds, designing winning projects, and writing powerful grant proposals. Portsmouth, NH : Heinemann, 2000.

Grantproposal.com A site created by a person who provides grant writing services. CARLI does not endorse this service but provides a link to steps anyone can consider in writing proposals.

Hall-Ellis, Sylvia D. Librarian's handbook for seeking, writing, and managing grants. Santa Barbara, CA: Libraries Unlimited, c2011.

Johnson, Victoria M. Grant writing 101: everything you need to start raising funds today. New York : McGraw-Hill, c2011.

Koch, Deborah S. How to say it: grantwriting : write proposals that grantmakers want to fund. New York, NY: Prentice Hall Press, 2009.

Landau, Herbert B. Winning library grants: a game plan. Chicago: American Library Association, 2011.

OCLC Grant Writing Guide

Washington State Library Digital Best Practices

Project Planning & Management

Both of the following are by Mary S. Woodley, CSU Northridge and were written for the Library of Congress and Association for Library Collections & Technical Services, n.d.

Funding sources

Promoting Digital Collections

Model Programs

Washington State Library Digital Best Practices

Theory and Discussion

Online Digital Special Collections in English Universities: Promoting Awareness

Assessment & Evaluation of Digital Collections

Duke University Libraries Digital Collections blog: Assessment

Copyright & Digital Collections

Digital Preservation

General Resources

Standards and Best Practices


Tools & Services

Case Studies

Professional Communication & News


  • LOOKSEE Resources for Image-Based Humanities Computing
  • TEI-L Discussion group for TEI issues
  • Web4Lib Discussion of issues relating to the creation, management, and support of library-based World-Wide Web servers, services, and applications


Journals & other publications