[Libs-Or] OCI Yearbook Project

Thu Sep 12 17:35:45 PDT 2013

Hi everyone,

Here's a little bit information that Arlene and I have managed to gather:

Danielle Plumer (consultant for the Oregon Digital Collections Plan) had this to say:

I know of a few institutions in Texas who have worked with them. Karen Ellis, director of the Taylor Public Library here in my neck of the woods, talked about working with them at a session at the Texas Library Association conference last spring, and she had nothing but good things to say. Her email is karen.ellis at taylortx.gov<mailto:karen.ellis at taylortx.gov>.

There was a bit of a discussion on one of the email lists recently about them; my memory is that a number of people seemed to think that the approach taken by OCI is somehow disreputable (because they use prisoners?), but I apparently deleted the messages.

For myself, I have concerns about copyright in yearbooks because the schools (at least in Texas) don't seem to collect, or keep if they do collect, copyright permissions from the photographers [or companies -Darci] who supply photos for senior pictures. For people like Karen, it's not an issue because she doesn't share the digital copy outside the library, but for people wanting to make the yearbooks public it's a bit of a risk. However, to my knowledge no library has ever been sued.

>From Pattie Mayfield, Bertha Voyer Memorial Library, Honey Grove, TX (mayfield at honeygrove.org<mailto:mayfield at honeygrove.org>) by way of the Association of Rural and Small Libraries (with permission):

We received the email several months ago and since digitizing some of our older, historic properties had been something we've wanted to do for years - we jumped on the offer!

We mailed them all the year books from our high school - from 1912 to 2012 - at their cost for shipping.  They had the books for about a month and then we received the books back.  We also received discs with the scans of EVERY page of the yearbooks as well as the covers.  They aren't quite professionally done - but they are better than what we had or what we would have done in house.  We then started sending yearbooks that we collected from other areas near us where the school districts are no longer in existence.   We gathered these from individuals - so it was a little more work on our part - but we now have those done and they were not available to anyone other than those who still had their books.  We are in the process of putting the scans on our Historical Society web page - http://honeygrovepreservation.org/education.html.  Not perfect - but better than not having them.  And it cost us absolutely nothing!

We too thought it sounded too good to be true.  It is our understanding that OCI received a grant for this and that they will do the project until the money runs out.  It is a way to give the inmates another opportunity to learn something and to give back while they are incarcerated.   We thought there would be some "hidden" cost or that our books might get lost.  But it has worked out well and we are so glad we did it.

[Feel free to contact Pattie if you have additional questions]

In addition to the copyright issues mentioned above, there was also some concern expressed about who "owned" the rights to the scans as it may be that OCI keeps copies of everything they scan and could possibly sell them at some point in the future so you may want to see if you can get a more definitive answer directly from OCI.

I have a query out to two other folks who have used OCI and will pass those along if I hear back anytime soon.

Cheers,
Darci
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Darci Hanning * Technology Development Consultant * Library Development Services
Oregon State Library, 250 Winter St. NE, Salem, OR  97301
503-378-2527 darci.hanning at state.or.us<mailto:darci.hanning at state.or.us>

From: Libs-Or [mailto:libs-or-bounces at listsmart.osl.state.or.us] On Behalf Of Carol Dinges
Sent: Thursday, September 12, 2013 3:10 PM
To: libs-or at listsmart.osl.state.or.us
Subject: [Libs-Or] FW: OCI Yearbook Project

Has anyone else been contacted regarding this project?  It sounds promising, but I want to make sure it's legit before proceding.

Thanks!

Carol Dinges
Lebanon Public Library

From: niura.gibson at doc.state.ok.us<mailto:niura.gibson at doc.state.ok.us> [mailto:niura.gibson at doc.state.ok.us]
Sent: Tuesday, August 13, 2013 12:11 PM
To: Carol Dinges
Subject: OCI Yearbook Project

Hello,

We are contacting you in regards to a FREE project we're doing to digitize the High-School yearbooks at all of the libraries in your state. The program is called "The Yearbook Project", and it is sponsored by the Records Conversion Department at OCI; as I previously stated...COMPLETELY FREE. We even pay the S & H.

The Yearbook Project came about after it was brought to our attention that high schools and local libraries throughout Oklahoma were losing their yearbooks. Some were being destroyed by natural disasters, and others were being destroyed by people cutting images out of them. Once they are gone or damaged it is nearly impossible to replace them and these yearbooks are irreplaceable because of their historical value alone. The Records Conversion and Digital Imaging departments also use this program as an advertising tool to highlight the quality of work we do here at OCI. There's no obligation for our other services, we would just hope you keep us in mind if you ever do need them.

OCI is a state agency located in Lexington, Oklahoma. Our Records Conversion department has been in business for thirty (30) years and consists of four areas; Data Entry, Digital Imaging, Image Review & Verification, and Microfilm. We do records conversion for every state agency in Oklahoma. These include; the Department of Education, Department of Human Services, Department of Labor, The Oklahoma Supreme Court, and the Attorney General's Office, just to name a few.

We decided to start a project where we could help preserve these books and their historical content. After  beginning this process, we discovered there is a great need for this service by the overwhelming response we've received. OCI decided to expand our free project by contacting other states with this offer.

Our goal is to digitize and preserve as many high school yearbooks as possible using our non-destructive scanning method. This ensures that the yearbooks are not damaged and that they are returned in their original condition. The yearbooks are scanned at 300 dpi and saved in a [jpeg] format. Meaning, they are done with Publisher Quality so that libraries can digitally reprint any books, just a few pages, or a single image  from the DVD for anyone who would like a copy, or you can burn-off DVD's and sell them. This can been a good way to raise money for your library with Class Reunions, Alumni Groups, Historical Societies, etc.

After the yearbooks are scanned, they are returned to your library along with a set of  DVD's containing each yearbook. These DVD's belong to the library and you can then load it in your computer database for everyone to access. In addition, if you would like to contact the area high schools and add to your current collection, we will provide a second set of DVD's to share with the schools (also free) and their books would be returned to you. Just be sure to let us know which school(s) to include an extra set for. The only thing needed to be done from your side is for you and/or your staff to box them up (no more than 25-30 in a copier-paper size box, please) tape them securely and make two inventory sheets, one for yourself and one to be put in the box. You'll then call us and let us know what day you would like scheduled for pick-up and we will take care of the rest with FED-EX. We will send you the shipping-labels via-email and the books will be returned to you within 2-3 weeks. Whether you have only a few or hundreds, we would be happy to be of service to you.

OCI is a state agency located in Lexington, Oklahoma. Our Records Conversion department has been in business for thirty (30) years and consists of four areas; Data Entry, Digital Imaging, Image Review & Verification, and Microfilm. We do records conversion for every state agency in Oklahoma. These include; the Department of Education, Department of Human Services, Department of Labor, The Oklahoma Supreme Court, and the Attorney General's Office, just to name a few.

If you are interested in having your yearbooks converted into a digital format  at No Cost, please contact me at (405) 527-0833, between the hours of 8:30 a.m. and 4:00 p.m., central time. If you would like to visit our website it is www.ocisales.com<http://www.ocisales.com/>. Or you could view sample yearbooks and read about Non-Destructive Scanning by clicking on the following links: Click here to view yearbook examples<http://www.ocisales.com/ContentDisplay.aspx?CI=Yearbook%20Examples> or Non-Destructive Scanning<http://www.ocisales.com/ContentDisplay.aspx?CI=Non-Destructive%20Scanning%20Services>.

Also, feel free to forward this email to any area Branches or Directors in your Library System so that they may benefit from this offer as well.

If you have any questions at all, please feel free to call me at 405-527-0833, or you could e-mail me at  ocirc at doc.state.ok.us<mailto:ocirc at doc.state.ok.us>

Thank you for your time,
                                           Jeremy

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