November 29th, 2011

The selection of card catalogues to be converted by this project has already been described, above. Thus the first step in the workflow will involve the selection of a vendor to undertake the initial scanning of the cards themselves (however, for the purposes of costing this proposal, we have used indicative figures supplied by Capita Total Document Solutions[1] who have undertaken previous catalogue retroconversion projects for the Bodleian, and we would like to proceed with them if that was acceptable to the Foundation). See Appendix C for Capita’s latest quotations for the scanning of the Music and Map catalogues (excluding VAT @ 20%), which are valid until 15th October 2011.

If this proposal were to be approved and Capita confirm their quotations for the scanning of the two card catalogues, then because we believe — through prior practical experience gained working on other projects — that this tender represents excellent value-for-money and an opportunity to get the project off to a rapid start, we would invite Capita to proceed as soon as possible as our preferred supplier of scanning services.

We have employed Capita on similar projects in the past, and they have always proven themselves to be extremely reliable and efficient. To this extent we regard the selection of Capita as ‘de-risking’ the project. In the event that Capita were unable to undertake the scanning work for the proposed sums,  we would need to run a rapid small-scale tendering process, and invite bids for the work from other vendors. Those tenders would then be assessed for their value-for-money, quality of scanned outputs, and ability to comply with project timescales.

Once a representative sample of digital images of the cards have been created, we shall have further opportunities to source the rekeying and encoding of the information held on the cards (e.g. as EAD or TEI) with one or more vendors who can offer the relevant skills and best value-for-money. In accordance with University regulations for the procurement of goods and services between £25,000 and £100,000 (excluding VAT) a full tender procedure will be run by Bodleian Libraries working in conjunction with the University Purchasing Department. As part of this process, each vendor will be sent the same sample selection of card images, and the keying guidelines for our encoding scheme (as devised by the Oxford Digital Library’s Metadata Coordinator). Once the vendors have returned the rekeyed and encoded samples, we shall evaluate their work for rekeying accuracy (at the character level), their adherence to the prescribed encoding guidelines, and the overall value-for-money offered by their tender. The vendor who best meets these combined criteria will be invited to undertake the work.

The vendor(s) contracted to undertake rekeying and encoding will be required to upload regular tranches of data to a dedicated staging area of the Bodleian Libraries’ Digital Asset Management System (DAMS), where it can be subjected to quality assurance (QA) checks and any necessary enhancement by qualified library staff. If the rekeyed data fails to meet our prescribed QA standards, then it will be rejected and returned to the vendor for correction under the Terms and Conditions that will have been negotiated with them (n.b. we have experience of such arrangements derived from previous retroconversion projects, and our current participation in such projects such as OCIMCO [2]and EEBO-TCP[3]).

Once we have confirmed that the catalogue data has been captured and encoded to an acceptable standard, it will be ingested into the DAMS proper, for indexing and repurposing as described in the Technology section, below. All of the data will be integrated into SOLO and, if found to be possible, automatically matched with existing data held in WorldCat so that candidate MARC-21 records can be retrieved into another staging area of the DAMS. Any records retrieved in this way will need to be verified by qualified library staff and, where a match is confirmed, a suitable record (e.g. combining the WorldCat record and any additional data derived from the rekeying process) will be loaded into OLIS.

[1] See

[2] Oxford & Cambridge Islamic Manuscripts Catalogue Online see

[3] Early English Books Online Text Creation Partnership see

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