University Libraries University at Buffalo
Digital Collections

Production Management Guidelines

Conditions of Use

The digital assets presented in UBdigit and other digital collections are provided by the State University of New York at Buffalo solely for educational uses such as: personal study, research, and teaching. Some items may have additional restrictions as defined by the collection contributor; please see rights management statements accompanying individual records.

In making these assets available, the University at Buffalo does not grant permission to reproduce or redistribute these digital assets in part or in full. For educational purposes of private study, research, and teaching, printing and/or downloading the assets is allowed provided that copies are cited following the example below.

Creator. Title. UB Digital Collections, Contributing Department, State University of New York at Buffalo. Day Month Year <URL>.

Activities that require permission to reproduce, alter or transmit include, for example: commercial reproduction, publication (electronic or print), media production, exhibits, presentations, interior decoration, advertising, merchandising or other commercial activities. The researcher is responsible for communicating with collection contributors or copyright owner(s) as provided in the item record, for any use beyond those allowed under fair use. Requests to publish or redistribute must be obtained from the collection contributor as noted in each item record.

Text used to describe collection assets are the intellectual property of the collection contributor or the State University of New York at Buffalo. Proper citation is required.


Development Policy

Contributor proposals are solicited, vetted and prioritized for production by the Digital Collections Team. Digital Collections are provided primarily to support the research and instructional needs of the UB community. Collections are built from UB’s diverse inventory of legacy and teaching collections for purposes of instruction, scholarship, and archival preservation. Collections are accessible over the Web and are intended solely for educational uses.

Review criteria elements:
  • Proposed collection meets the research or teaching needs of the University
  • Proposed collection meets the research or teaching needs of the scholarly community at large
  • Proposed collection responds to a demand for needed resources
  • Proposed collection provides expanded access and preservation for fragile or valuable legacy collections
  • Proposed collection represents a unique contribution/addition/augmentation to digital materials available to the University and scholarly community through proprietary resources or the Internet
  • Proposed collection extends the multidisciplinary scope of the Digital Collections
  • Size of proposed collection can be accommodated in the Digital Collections infrastructure
  • Collection contributor demonstrates lawful right to expose proposed collection via the Digital Collections
  • Collection contributor demonstrates authorization to allocate resources to the development of metadata and digital assets for the purposes of description and access through the Digital Collections
  • Collection contributor demonstrates readiness to prepare metadata records for each item in the collection in compliance with Digital Collections metadata standards
  • Collection contributor demonstrates readiness to prepare digital assets in compliance with Digital Collections digitization standards

Records Management Policies and Standard

The organization within Digital Collections is as follows: Items (individual digital assets) are part of a defined Collection; Collections reside in the Digital Collections.

Collections Defined for Instructional Support Purposes Only

A collection level record will be added to the UB Libraries Catalog only; the record will not be added to OCLC WorldCat. The collection level record will be informational, i.e., it will identify the collection and contributing department, describe the type of material included, and provide access information.

Access to individual images will be through Digital Collections; there will be no catalog records for individual images.

Other Collections
  • A collection level record will be added to the UB Libraries Catalog and to OCLC WorldCat. The collection level record will be full MARC containing all appropriate descriptive elements and providing subject access. A URL to the project in Digital Collections will be part of the record.
  • When a collection consists solely of complete reproductions of monographs or serial volumes, a full MARC record describing each monograph and serial title is mandatory.
  • The decision to have catalog records for individual items within a collection of photographs, maps, posters, broadsides, memorabilia or other types of ephemera will be made by the contributing department,library or special collection in consultation with the Digital Collections Team. The number of items included in the collection and the perceived benefit of item level catalog records should be determining factors in deciding between access through Digital Collections only or through the UB Libraries Catalog and OCLC WorldCat in addition to Digital Collections. A decision to have catalog records for individual items must be made at the collection level, i.e., all images have individual catalog records or none of them do.
  • An alternative to catalog records for individual digital objects in collections consisting of material other than monographs or serial volumes is the creation of two or more sub-collection records. These would be full MARC records added to both the UB Libraries Catalog and OCLC WorldCat.
  • Any catalog records for individual digital objects will be harvested by OCLC from Digital Collections, converting Dublin Core records to MARC with the MARC records exported to the UB Libraries Catalog, or (should future OCLC system development support it) MARC records created in OCLC Connexion and converted to Dublin Core and added to CONTENTdm (or other system).

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