Presents a case study on how Jarrett Library at East Texas Baptist University in Marshall, Texas, has been using ebrary’s DASH! (data sharing fast), to create searchable databases of content. The case study explores the possibilities that are made available by the use of DASH!, including multiple types of information sharing with other libraries, openly on the Internet, and also how it is used for creating proprietary digital repositories. The case study concludes with the reasons why DASH! will continue to be used by the ETBU library as well as what has been most useful in regards to DASH!, including the availability of usage statistics, the low cost, and ease of use.
1. A CASE STUDY
OF THE
EAST TEXAS BAPTIST UNIVERSITY
LIBRARY
Using DASH! For Digital
Repositories
Cynthia L. Peterson
Director of Library Services
East Texas Baptist University
Marshall, Texas
The Charleston Conference
Thursday, November 4, 2010
3:00 P.M.
2. 150 miles east of Dallas
220 miles north of Houston
42 miles west of Shreveport, LA
190 miles southwest of Little Rock, AR
272 miles southeast of Oklahoma City, OK
East Texas Baptist
University (ETBU) is
located in the rolling
hills and hardwood and
pine forests of northeast
Texas.
Half of the campus was
technically part of the
Louisiana purchase.
This part of the state is
called the Arklatex and
television & radio news
comes out of Louisiana,
not Texas.
Marshall is closer to
Shreveport, LA than to
Tyler, TX and closer to
Little Rock, AR than to
Houston.
Location
3. Background
Information
Chartered in 1912 under
the name College of
Marshall. Junior
college with an
academy (high school)
Name changed to East
Texas Baptist College in
1944 and became a
four-year college
Name changed to East
Texas Baptist
University in 1984 and
took on a university
structure of schools.
Founded 1912
Private university affiliated with the
Baptist General Convention of Texas
(one of 9 in the state)
Baptist University of the Américas
Baylor University
Dallas Baptist University
Hardin-Simmons University
Houston Baptist University
Howard Payne University
University of Mary Hardin-Baylor
Wayland Baptist University
Baccalaureate only – anticipate
Master’s programs in 2011
Liberal arts with some professional
programs
Residential campus
FTE Students, Fall 2009: 1116
FTE Faculty: 75
4. C E N T E N N I A L C E L E B R A T I O N I N 2 0 1 2
A S S I S T W I T H O R G A N I Z A T I O N O F A R C H I V E S
C O N S E R V A T I O N O F C O N T E N T O F F R A G I L E M A T E R I A L S
N E E D F O R R E P O S I T O R Y F O R F A C U L T Y R E S E A R C H
N E E D F O R R E P O S I T O R Y F O R H O N O R S P R O J E C T S
N E E D F O R R E P O S I T O R Y F O R F U T U R E G R A D U A T E R E S E A R C H
Why Does ETBU Need A
Digital Repository?
6. EASE OF ACCESS
EASE OF USE
EASY INTEGRATION WITH EXISTING
COLLECTIONS AND INFORMATION
SOURCES
What Was Needed From a
System
7. “ T O S E E F A R M O R E I N T E G R A T I O N O F B O R N - D I G I T A L W I T H
T R A D I T I O N A L L I B R A R Y C O L L E C T I O N S . ”
“ F O R D Y N A M I C A L L Y G E N E R A T E D P A G E S T H A T S H O W
R E L A T E D D O C U M E N T S … P A G E S T H A T P O I N T A T R E L A T E D
R E S O U R C E S W O U L D A D D G R E A T E R C O N T E X T T O E A C H
D O C U M E N T W I T H I T S S P E C I F I C C O N T E N T S . ”
F O R M O R E O F U S T O “ G E T S E R I O U S A B O U T C R E A T I N G A N D
U S I N G R E P O S I T O R I E S A S K E Y E L E M E N T S I N O U R O V E R A L L
I N F O R M A T I O N E C O L O G I E S . ”
Three Wishes for Digital
Repositories
Huwe, Terence K. “My Three Wishes for Digital Repositories.” Computers in
Libraries. (April 2005): 32-34.
8. Possible Solutions to the Problem
Outsourcing
Benefits
Staffing issues solved
Time issues solved
Conversion to other formats as technology changed
Possible problems
Materials sent off-site
Licensing?
Hosting of repository
Later migration – would it convert?
9. Possible Solutions to the Problem
System developed at ETBU by IT Department
Benefits
Cost could be lowered
Customized for our needs
Possible problems
Time-consuming
Lower University priority
Steep learning curve
10. Possible Solutions to the Problem
Hybrid – software developed by outside entity, work
done in-house
Benefits
IT Department would not have to spend their time developing
system
Under our control
Possible problems
Staffing
Time
Cost
Hosting
11. Two Choices Appear: Number 1
Summer of 2009 – notified that we would have
limited free access to CONTENTdm Quick Start due
to FirstSearch subscription
Staffing issues are exacerbated by resignation of librarian and
decision to freeze position until 2011
Still needed a scanner
Additional software (CONTENTdm Project Client) needed
Learning curve – training involved several different sessions
over several hours
Responsible for all metadata input
12. Two Choices Appear: Number 2
January of 2010 – ebrary announced DASH!
Uploads PDF files – easy conversion of documents if not
already in that format
Training took less than an hour
Extremely easy to use
No additional software required
No additional cost for ETBU Library – free to libraries that
subscribe to Academic Complete (also College Complete,
Public Library Complete, and Government Complete)
Complete full text indexing through system – only some
metadata would have to be added by ETBU Library
13. Decision to Try DASH!
After looking at the preparation needed it was
decided to try DASH! for first foray into digital
repositories
Next major decision was where to start? What
collections could be added with little or no effort on
our part?
14. Collections
to Add
Free Bible Commentary
by Dr. Bob Utley
Annual Scholar’s Luncheon
Programs
Inauguration of Dr. Samuel
W. “Dub” Oliver
Honor’s Projects
Yearbooks
Government Documents
15. http://www.freebiblecommentary.org/
Free Bible Commentary
Dr. Utley - former professor
of religion at ETBU
Already assisting him by
cataloging the resources
Files were already in PDF
format
Benefits to ETBU
More readily available to
students because of full
text searching
Statistics are available
showing usage of
individual titles
Makes the commentaries
more widely available
through sharing with
other ebrary subscribers
17. Annual
Scholar’s
Luncheon
Program
Since December 2002
the Scholar’s Luncheon
has been annual event
honoring faculty who
have published,
presented, or
performed during the
previous academic year.
The next luncheon is
scheduled for
December 17, 2010.
18. Annual
Scholar’s
Luncheon
Program
In this case the search
was on faculty member
“bill mills” who teaches
computer science and
MIS topics in the
business school.
The search on his name
gives us hits on many of
the programs from the
past seven years.
20. Inauguration
of Dr. Samuel
W. “Dub”
Oliver
On October 2, 2009 Dr.
Samuel W. “Dub” Oliver
was inaugurated as the
12th President of ETBU.
21. Accolades in the form of
letters and certificates
were sent by
organizations and
individuals from
around the state and
nation.
These were scanned
and assembled as a
“book” in PDF format,
then added to ebrary
through DASH!
Inauguration
of Dr. Samuel
W. “Dub”
Oliver
22. Inauguration
of Dr. Samuel
W. “Dub”
Oliver
This is the page
showing the certificate
from Texas Governor
Rick Perry in
recognition of Dr.
Oliver’s installation as
President of the
University.
23. Inauguration
of Dr. Samuel
W. “Dub”
Oliver
The program for the
installation service was
also scanned and added
via DASH!
24. Honors
Projects
At ETBU the honors
project leading to
graduation with
distinction is a four-
semester program of
original research
directed by faculty in
the student’s academic
major.
Before DASH! the
recently completed
honors projects were
simply listed on the
University web pages
and the only
organization comes
from a catalog record
added to TigerCat.
25. The Martian
The Martian is the
official yearbook of
ETBU.
First volume dates back to
1918, the first year classes
were held at the College of
Marshall.
First volume scanned was
that of 1919.
Scan completed in March
2010 and the download onto
DASH! was completed in
April 2010.
26. Picture Distortion 1 Picture Distortion 2
The Martian 1919 Faculty Pages -
Distortion Problem Encountered
27. The Martian of
1919 - Faculty
Although there were
some distortions and
skewing of pictures this
is an example of a page
where that did not
occur.
Because of these
discrepancies it is
suspected that the
cause is the scanning
quality and not DASH!
itself. This theory will
be tested once a better
scanner is purchased.
28. DASH! CONTENTdm
Pages load quickly
File size is not an issue when
downloading
Indexing is processed by
DASH!
No additional software
required
Pages load more slowly
File size is limited – some files
must be loaded in parts
Indexing is manual or with an
OCR scan
Software required for
downloads and editing
DASH! vs. CONTENTdm: The Martian
29. Government
Documents
Public domain so no
copyright clearance
needed
Ability to house a
divergent group of
publications in one
place
Full text is indexed
during processing
Usage statistics can be
gathered
30. Why Try?
Why Keep
Using?
The reasons
to keep
using
DASH! are
the same
reasons to
try in the
first place.
1. Availability
Timing was perfect
Already ebrary subscribers
2. ebrary interface
Proven
ETBU Community already familiar
3. Fully indexed
Full text searchable
Metadata can be added
4. Usage statistics
COUNTER compliant
One report for all ebrary materials, including DASH!
5. Ease of use
Online training took less than an hour
No special software needed
Each document receives a permanent URL allowing easy
sharing of links
6. Cost
Free as a current subscriber to Academic Complete
7. Opportunity to add to the knowledge base
Great opportunity for all libraries, but especially smaller
academic institutions where the emphasis is teaching
Opportunity for ETBU to establish a publication outlet as well
as an archival repository
31. In Conclusion
Jarrett Library at East Texas Baptist University will
continue to use DASH! as a viable method of
producing a digital repository and highly
recommends the product to other libraries, large or
small, who are looking at an effective method to
create digital repositories.
32. DASH! Demo
Demo of DASH! from
both the private and
publicly available
channels
Jarrett Library (private) channel
ETBU (public) channel
Notas del editor
East Texas Baptist University, also known as ETBU, is a small, private Christian University located in the rolling hills and hardwood and pine forests of northeast Texas in the city of Marshall. At least half of the current campus was technically part of the Louisiana Purchase and the proximity of the area to both Arkansas and Louisiana makes it part of what is known as the Arklatex. Most radio and television comes out of Louisiana, not Texas. Indeed, Marshall is closer to Shreveport, Louisiana than to Tyler, Texas; it is closer to Little Rock, Arkansas than Houston, Texas. As a result East Texas Baptist University and the surrounding region are affected by events in Louisiana, and to a lesser extent Arkansas, as well as the state of Texas.
Founded in 1912 as the College of Marshall, the institution was a junior college until 1944 when it became a four-year institution and its name was changed to East Texas Baptist College. In 1984 the name was changed to East Texas Baptist University. The school has been affiliated with the Baptist General Convention of Texas since its founding, one of nine in the state including Baptist University of the Américas, Baylor University, Dallas Baptist University, Hardin-Simmons University, Houston Baptist University, Howard Payne University, University of Mary Hardin-Baylor, and Wayland Baptist University.
East Texas Baptist University currently offers only baccalaureate degrees, although it is anticipated that a recently submitted level change application will be approved with Master’s programs in education and religion being offered by 2011. The curriculum is liberal arts with some professional programs in business, education and nursing. It is a residential campus and the student FTE has averaged 1150 over the past five years.
Over the past decade the need for a digital repository at ETBU became more apparent for a variety of reasons. First and foremost is the centennial celebration which will begin in 2011 and extend into 2012, making the historic documents located in the library archives and in other offices around campus prime candidates for digitization. Because of the increased emphasis on this event there has been more interest in the organization of the entire special collections and archives and the need for the conservation of fragile materials held therein. Increased emphasis on research has also highlighted the need for a repository promoting faculty and undergraduate honor student research and a method for sharing that research with the rest of the academic community, as well as the need for a repository for graduate research as those programs begin in 2011. There was also a greater need to publish research for undergraduate students not involved with an honors project.
repository, and they were not unique to the situation at ETBU. These included staffing, time, equipment, licensing issues if outsourcing the work, and of course the main problem that affects the rest: cost versus available money. The cost factors were further inhibited by prohibitions against ETBU or its departments accepting any type of federal funding by the University due to annual gifts by other foundations. This includes federally supported groups such as National Endowment for the Humanities and Institute of Museum and Library Services, both of which have contributed a great deal of money for digitization projects over the years.
These roadblocks also showed us what was needed from a system: ease of access, ease of use, and an easy integration with our existing collections and information sources.
Terence K. Huwe called for something similar in 2005 when he gave three wishes for digital repositories. The first wish was “to see far more integration of born-digital, or ‘built’ content with traditional library collections and services.1 The second wish was to “for dynamically generated pages that show related documents…pages that point at related resources would add greater context to each document with its specific contents.”2 His final wish was for more of us to “get serious about creating and using repositories as key elements in our overall information ecologies.”3
One of the options was to outsource the work of digitization and several companies were investigated. Yet that too was problematic. First of all, materials would most likely have to be sent off-site; not the best option for rare and/or fragile materials. Cost would have been a factor of course, but another issue was that of licensing and hosting of the materials. Would the materials be hosted on an ETBU server (cost of the equipment plus staff to maintain it) or would the vendor host (on-going cost)? What might happen if at some point there was a decision to switch to another resource? Would the existing formats work on another system or could they be easily converted? Would the formats be easy to migrate as technology changed?
One consideration to starting a digital repository that didn’t involve currently available (and costly) software or outsourcing was to work with the very talented IT department at ETBU and come up with some type of home-grown version. This, however, would have had to wait on other priority projects within the University before it could even be planned. In addition the learning curve for each person involved would be very steep.
Another option was really a hybrid of the first two. We would do the work, but using software developed by an outside entity. Again, our main issues were staffing, time, and the cost of such software. In addition we still had the questions of where would the digital repository be located? Would we purchase another server to house the resources or would it sit elsewhere? Would we actually need to keep the information in two places – on our own server for master copies copies and another server to actually house the items being made available to the public?
By the summer of 2009 we had seen the digital repositories of both Baylor and Hardin-Simmons at two of the annual meetings of the Texas Baptist Academic Librarians. Both had a wide range of projects and both had the benefit of receiving major grants allowing the purchase of equipment and the allocation of staff. It was obvious that the ETBU Library was still very far away from developing repositories of that caliber, not to mention owning the equipment needed and having the human expertise. There was a need to begin somewhere, even if not on as grand a scale.
During the summer of 2009 the Library was informed that limited free access to OCLC’s CONTENTdm Quick Start would be forthcoming, due to the current FirstSearch subscription. This was an exciting opportunity, but as so often happens, time became more of an issue due to the resignation of one of the librarians and the subsequent decision to freeze that same position for budgetary reasons. Once again the digital needs were put on hold in order to keep up with day to day activities.
In January 2010 a brief article appeared in the Infotech section of Library Journal entitled “Ebrary Offers Self-Service PDF Platform.”4 It went on to describe the soon to be released DASH! product which would allow libraries to upload PDF content to the ebrary platform. Three things about the article caught our attention. First of all, the content would be available on an interface that was already familiar to our user base, as we had been subscribers to ebrary since 2001. Secondly, the service would be available to us for free. Lastly, “while the service is not designed to be the primary outlet for any school’s digital collections, it may prove attractive as yet another means of exposing an institution’s digitized contents…”5 which meant we could use it exclusively or as a secondary source for digital collections.
Not long afterwards email was received from ebrary announcing the product and offering training to anyone interested in trying DASH! Registration was made for the first scheduled training session and when the time arrived it took less than an hour to complete. In addition, it was obvious that DASH! was very easy to use. Once training was completed our site was set up with a login and password. While waiting for that a decision was made on what materials would be added first. Several things came to mind, but it was decided to contact the author of the Free Bible Commentary web site, former ETBU professor Dr. Bob Utley.