FREQUENTLY ASKED QUESTIONS ABOUT
                                  TOOLS OF HISTORY:  ONLINE ACCESS TO HISTORICAL MATERIALS OF SOUTH CENTRAL NEW YORK

The following answers to FAQs are meant to summarize accepted policies; for more detailed answers, please refer to documents under the Resources for Librarians tab on this website.

GENERAL

What is Tools of History? Tools of History (ToH) is the product of the South Central Regional Library Council’s Digitizing Program. It  is an online collection of resources in digital format with historic and heritage value from libraries and cultural heritage organizations in the south central region of New York State: Allegany, Broome, Cayuga, Chemung, Chenango, Cortland, Delaware, Otsego, Schuyler, Seneca, Steuben, Tioga, Tompkins, and Yates counties. Users of ToH can search for resources across all collections. ToH is accessible via the Internet at http://www.toolsofhistory.org.

How Is ToH created? Organizations such as libraries, historical societies, museums, archives, etc. that participate, agree to contribute digital collection(s) along with specific information or metadata about each item in the collection.  An item is scanned, linked with its metadata and then stored in a “collection” in ToH.  The collections will be housed in the software platform CONTENTdm™, and will be accessible by the owning institution and the end user through ToolsofHistory.org.

What are the typical items from a collection that may be contributed? Items that can be contributed include photos, postcards, letters, diaries, scrapbooks, manuscripts, memorabilia, maps, ephemera, and even short audio and video clips and 3-D objects. 

What is SCRLC's role in ToH? The Tools of History initiative is sponsored and managed by the South Central Regional Library Council (SCRLC), one of nine reference and research library resources councils in the state (NY 3Rs). SCRLC is located at Clinton Hall, 108 N. Cayuga St., Ithaca, NY, 607-273-9106, www.scrlc.org.  ToH funding comes from federal funds, NY State funding for library systems to SCRLC, special grants awarded on a competitive basis to South Central Regional Library Council.
 
SCRLC is responsible for the regional licensing of the CONTENTdm™ platform that runs ToH, and the creation and maintenance of the Tools of History website.  As part of the licensing, SCRLC arranges for ToH to be hosted at OCLC/DeMiMa.  SCRLC has created a Digitizing Advisory Committee to recommend procedural and policy issues, and develop the minimum standards for scanning and metadata required for the regional program participants.

Staff at SCRLC coordinate and manage the Tools of History program, and provide extensive training, consultation,  and support for participants. SCRLC will also develop a modest grant program requiring matching funds to help participants with specific digitizing projects.

How does the process work? Each organization contributing a collection is responsible for:

• Creating the digital format or outsourcing the scanning;

• Creating the descriptive information about the object;

• Uploading the digital file and metadata to CONTENTdm.

• Creating the collection description for mounting on the organization’s introductory ToH collection page.

• Maintaining and/or updating the metadata as this is acquired;

• Adhering to the minimum standards and best practices identified by the Digitizing Advisory Committee.

• Maintaining the original versions and digital archival copies.

• Showing commitment to the program by attending the necessary training and maintaining membership in SCRLC.

Does my organization need to join SCRLC to become a contributing participant? Effective July 1, 2007, organizations contributing to ToH must join SCRLC as a member.  The level of membership depends upon the mission and size of the organization – either a Full voting governing member with annual dues, based on the operating budget, or as an Affiliate (non-voting) member.

Can multiple organizations join SCRLC as a single member to contribute to ToH? Yes, multiple organizations (for example: a local public library, an historical society, and a local museum) in the same proximity (e.g. town) with each other, can join as one affiliate member to contribute jointly to ToH.  Joint project management is very important to the success of a group effort contributing to ToH.

What does my organization receive in return from SCRLC? In addition to having your digitized items from your collection(s) reside on the ToH, your organization will:

• Receive up to 28 hours of individual training and consulting during the 1st year (either on-site or at SCRLC) at no cost.

• Receive SCRLC consulting via phone and e-mail.

• Receive an installation of the CONTENTdm™ client software on the organization’s computer (in addition to the above 28 hours).

• Have access to a scanner and workstation at SCRLC office.
  

• Have the ability to attend any training workshops at member rates.

• Have the ability to borrow the ToH circulating laptop and scanner for a limited period of time.
  

• Benefit from the creation of a collections page on the ToH website for each organization or group contributing.

• Have increased visibility of the organization and its collection by the greater public.

• Have the ability to receive other SCRLC services, including staff development workshops at member rates, placement of interlibrary loans.

• The minimal service value received by contributing organizations in Year 1 is estimated to be at least $700.

     Value in Year 2 and beyond:

• Receive up to 10.5 hours of individual training and consulting (either on-site or at SCRLC) at no cost.

• Consulting via phone and e-mail.

• Use of ToH scanner and workstation at SCRLC office.

• Ability to attend any training workshops at member rates.
  

• Ability to borrow the circulating laptop and scanner for a limited period of time.

• The continued maintenance of the organization’s collections page on the ToH website.

• Increased visibility of the organization and its collection by the greater public.

• Content DM upgrades.

What if my organization decides not to continue as an SCRLC member?  Organizations that do not continue to add digital objects to ToH are encouraged to remain as affiliate members.  However, if an organization decides to discontinue as an affiliate member, it agrees to keep their collections in ToH (unless legal issues warrant such withdrawal), and will not have access to continued SCRLC-sponsored consulting and training.

FOR MORE DETAILED ANSWERS, PLEASE REFER TO DOCUMENTS UNDER THE RESOURCES FOR LIBRARIANS TAB ON THIS WEBSITE.

FAQ created with the assistance of the Southeastern New York Library Resources Council
August, 2007, revised December 2008