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G2S Project Code: 2022-KY-91328
State: Kentucky
Fiscal Year: 2022
Grantee
Kentucky Department for Libraries & Archives

Project Director
Director Name: Derek Clark
Director Phone: (502) 564-1707
Director Email: derek.clark@ky.gov
General Information
Title: Digital Archives
State Project Code: FY23031C
Start Date: 10/01/2021
End Date: 09/30/2023
Abstract: The Kentucky Department for Libraries and Archives (KDLA) continued to increase access to public records determined to have permanent historical and administrative value. This project supported the digitization of both paper and micrographic records for ingest into KDLA’s digital preservation system, Preservica, which is accessible to the public online through the Kentucky State Digital Archives (KSDA). This project has facilitated access to records for which no index or minimal indexing currently exists. Descriptive and embedded metadata opened possibilities for new avenues of research and study. Online access eliminates the necessity to travel to KDLA or submit multiple records requests. By digitizing these records and making them available online, KDLA provides a tool with which researchers, historians, genealogists, public libraries, and state and local government staff can locate information easily and remotely. Records processed included 74 rolls of deed record microfilm for Graves County, and numerous Circuit Court indexes.
State Goal: Information Access
Budget Information
LSTA
MATCH-State
MATCH-Other
Total
$113,828.12
$39,617.00
$0.00
$153,445.12
Intent(s)
Improve users’ ability to obtain and/or use information resources.
Government
History
Activities
Activity Details
Title: Digital Content Creation
Narrative: This year, the Kentucky Department for Libraries and Archive’s (KDLA) digitization effort was impacted by the ongoing staffing shortage in terms of the number of physical items digitized; however, it was a successful year for preparing previously digitized materials. Staff created PDFs of digitized material, added metadata, and ingested them into Preservica for preservation and public access. KDLA staff focused on digitizing microfilm during this period.
Intent: Improve users’ ability to obtain and/or use information resources.

Activity: Content
Mode: Creation
Format: Digital


Quantity
Number of items digitized: 1,951
Number of items digitized and available to the public: 1,951
Number of physical items: 339
Number of open-source applications/software/systems: 0
Number of proprietary applications/software/systems: 0
Number of learning resources (e.g. toolkits, guides): 0
Number of plans/frameworks: 1


Partner Information
Organization Type of Partner Organization(s):
Libraries: No
Historical Societies or Organizations: No
Museums: No
Archives: No
Cultural Heritage Organization Multi-type: No
Preschools: No
Schools: No
Adult Education: No
Human Service Organizations: No
Other: No


Legal Type of Partner Organization(s):
Federal Government: No
State Government: No
Local Government (excluding school districts): No
School District: No
Non-Profit: No
Private Sector: No
Tribe/Native Hawaiian Organization: No


Beneficiaries
Is the activity directed at the library workforce: No
For a targeted group or for the general population: General


Locale
Is the activity state-wide: Yes
Specific Locations: No
Library Types
Public Libraries: 0
Academic Libraries: 0
SLAA: 1
Consortia: 0
Special Libraries: 0
School Libraries: 0
Other: 0
Project Outcomes
Project Outcomes
List any important outcomes or findings not previously reported:
This reporting period necessitated a focus on capturing images of records on microfilm and on processing scanned collections from previous years. Throughout this reporting period, we did not have an LSTA-funded temporary staff person or an Electronic Records Archivist, and that has affected our throughput.
Please briefly describe the importance of these outcomes and findings for future program planning:
Staff continues to refine workflows based on the available technical capabilities of KDLA’s office setting.
Explain one or two of the most significant lessons learned for others wanting to adopt any facets of this project:

Do you anticipate continuing this project after the current reporting period ends:
Yes
Do you anticipate any change in level of effort in managing this project:
No
Explain:
I hope to return to pre-pandemic outcomes this year, which will in turn be more effort than we were able to put forward in 2021.
Do you anticipate changing the types of activities and objectives addressed by the project:
No
Explain:

Was an evaluation conducted for this project:
No
Was a final written evaluation report produced:
No
Can the final written evaluation report be shared publicly on the IMLS website:
No
Was the evaluation conducted by project staff (either SLAA or local library) or by a third-party evaluator:
Third-Party
What data collection tools were used for any report outcomes and outputs:
Did you collect any media for the data:
What types of methods were used to analyze collected data:
Other:
How were participants (or items) selected:
What type of research design did you use to compare the value for any reported output or outcome:
Exemplary: No
Exemplary Narrative
Project Tags: Digitization, Historic Records, Digital Archives