Digital Forsyth: A Partnership/Budgeting in a Collaborative Grant

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a presentation made at the conference "From Theory to Practice: Accessing and Preserving Electronic Records and Digital Materials." The conference was in Raleigh, NC and was sponsored by the North Carolina State Historical Records Advisory Board (SHRAB) and the North Carolina Department of Cultural Resources State Archives.

Transcript of Digital Forsyth: A Partnership/Budgeting in a Collaborative Grant

  • 1. Digital Forsyth: A Partnership Budgeting in a Collaborative GrantForsyth County Public LibraryC. G. OKelly Library, Winston Salem State UniversityOld Salem Museum and Gardens Z. Smith Reynolds Library/Coy C. Carpenter Library,Wake Forest University Susan Sharpless Smith State Archives/SHRAB Conference November 4, 2011

2. In the Beginning A 2004 brainstorming meeting among 3 ForsythCounty Libraries A desire to identify collaborative projects to Improve services to the community Increase opportunities for ongoing interlibrary interaction Outcome: Everyone has historic photo collections andthey are high demand items by our users 3. Next Step? Scarce digitization experience No collaborative history No money or equipment or staffLSTA Planning Grant! 4. Project MissionThrough digitization, Digital Forsyth, a collaboration ofcultural heritage institutions in Forsyth County, NorthCarolina, facilitates access to cultural, historical and scientificheritage photograph collections, thereby increasing interestin and knowledge of the past and informing futuregenerations. Project VisionUsers will turn to Digital Forsyth as the definitive onlinerepository of cultural heritage resources held byForsyth County institutions. 5. Digital Forsyth Application Planning grant recommendations becameour framework for NC ECHO application Multi-year grant: what that really means Include a projection of planned expenditures for thethree-year period Important to understand allowable vs. ineligible Actually need to apply separately for each year 6. Preparing the Application Read the application guidelines!Carefully. More than once. Who can apply? Who needs to be the lead? What is the maximum grant request allowed? Is itdifferent for collaborative projects? Are matching funds required? How much? Where arethey coming from? What is allowed? How can the funds be used? What is the basis for selecting projects to be funded? 7. Digital Project BudgetPreparation Forecast the entire 3-year project Built around training needs and production goals(for Year One) Equipment Needs (Server, Workstations, Scanners, Printers, Software) Training staff Staffing Needs (Scanning Technicians, Metadata Technicians) Supplies 8. Year Two Budget Additional Hardware/Software, Furniturefor 2 Partners as Production increased Hourly wage increase for scanningtechnicians Site went public Domain name Printers for image requests (designed for costrecovery) Marketing 9. Year Three Budget Added new partner: Old Salem Most non-wage $$ went to outfitting their productionenvironment, training, etc. New Temporary Staff: Metadata QC Coordinator Marketing Story Writers Curriculum Development (Teacher Workshop) 10. Budgeting for Collaboration Granular breakdownby Institution Item/Quantity/Cost What is covered byLSTA/by Library 11. Budget Administration Centralized Budget Administration WFU handled all purchases and expenditures FAS set up account & deposited the amount of grant award Expenditures were paid from it Reimbursement requests sent quarterly to State Library and checks deposited to offset All temporary staff were WFU employees Submitted time through WFU System Checks issued from WFU Worked and were supervised at partner institutions 12. Budget Revisions 13. EOY Reconciliation 14. The Future? The problem of sustainability Grant support ends with the grant. WFU pledged to keep the project live in perpetuity. Already, server and storage discs aredecommissioned. The project lives in the Amazoncloud as part of WFUs digital collections. Whats the real cost once the grant is done? Wedont really know at this point. Source to consult:Sustainability and Revenue Models for OARs 15. Take A TourDigital Forsyth: 16. Contact InformationSusan Sharpless SmithAssociate Dean Z. Smith Reynolds LibraryWake Forest University