Overview

Background

A previous piece of Business Analysis conducted by IS Apps (ISG012 Sept 2018) highlighted the inefficiencies in the overall Library digitisation process and the requirement to rationalise the processes, storage and provision of digitised content.

This analysis work produced high-level recommendations:

1. Digitise your processes

        1.1 Invest in an ordering system that handles the ordering process from request to fulfilment

        1.2 Improve delivery of images to customers

       1.3 Collect relevant statistics/analytics to aid forward planning

2. Streamline your systems

       2.1 Invest in an image server that handles both public and private images

      2.2 Invest in a repository that can cope with different formats of images/multimedia and the subsequent growing file sizes

3. Improve metadata and catalogues      

      3.1 Improve Metadata

      3.2 Improve Catalogues

4. Promote the service

5. Enhance the student experience

This project will produce an options appraisal to consider what solutions may be available to support the end to end process from ordering of digitisation to provision of digitised items to students, academics and the public.

Scope

Consultation with the Digital Library Management Team highlighted the desire to consider a potential end to end solution. 

This will involve:

• Identifying requirements for measurement 
• Identifying possible / potential systems 
• Analysis of potential systems 
• Options appraisal and recommendation

It was agreed with the Digital Library Team that the most sensible options to be considered within the options appraisal would be:  

• Not doing anything
• Staying as is with some refinement  
• Procurement of new systems/s 
• Developing system/s in-house

Not in scope

• This project will only conduct business analysis. Execution of the analysis is outwith this project.
• If a procurement is required it will be covered under a separate project

Objectives & Deliverables

The deliverables are prioritised using the MoSCoW prioritisation method:

M=Must Have; S=Should Have; C=Could Have; W=Want

• (M= has to be satisfied for the final solution to be acceptable in terms of delivery dates, compliance, viability etc.
• S= high-priority requirement that should be included if possible -workarounds may be available
• C= a nice-to-have requirement
• W= want but will not be part of this project)

Benefits

• The project will identify the systems that will improve the digitisation processes in the Library. If the recommendations are implemented in future projects the improvements would:

  • Improve the speed of delivery from image capture to online availability
  • Allow monitoring of the workflows and enable managers to identify what tasks have been completed and are still to be completed
  • Dashboard providing overview of progress
  • Help bottlenecks/issues be identified
  • Assist with the delivery of management information to allow for estimation of future digitisation projects

Success Criteria

• An options appraisal and recommendations to support a decision for an improved digitisation solution

Project Milestones

(Easter holidays in Edinburgh schools is from 8 - 23 April – it is likely that those reviewing the options appraisal and recommendations will be on leave between those dates resulting in the delivery review being pushed out to the end of April)